Morgan Community College

Use and Operation of College Vehicles

CP 6-16

Reference State Fiscal Rules 

Scheduling

College vehicles may be scheduled for approved use by employees of the College for official college business. Forms for Request for Reservation for the use of College Vehicle are available in the workroom forms file or may be obtained from the Fleet Coordinator's office. This form must be completed, signed by the Supervisor, and submitted to the Fleet Coordinator before a vehicle can be released. Cost center administrators are responsible for the use of College owned vehicles by employees in their area.

 

Priorities of use

 First Priority

 Instructional use by instructors in learning/teaching situations and administrative use for College business.

Second Priority

 Non-instructional use such as recognized student clubs, Student Government, non-college activities of an instructional or professional nature, etc. In each case the using group must be accompanied by a College staff member and accept responsibility for negligent, damage and minor mechanical repairs incurred during use. (Ref., Fiscal Rules, Chapter 1, Section 1.27, .02)

Constraints
  1. Use of College vehicles outside the United States is permitted only with prior written notification and explanation from Morgan Community College to the State Fleet Manager. When approved by Morgan Community College, state-owned vehicles may be taken out of the state, as required in the performance of official duties.
  2. College vehicles are to be used for official College business only, and not for personal purposes.
  3. The use of College vehicles for political or religious purposes of any kind is prohibited.
  4. Vehicles must be returned to campus upon completion of trip. The vehicle may not be kept at employee's residence per State Regulation C.R.S. 24-30-1113, unless a Commuting Authorization Form has been completed prior to use.

 

Driver Qualifications

 Drivers of college vehicles must possess a valid Colorado driver's license, Class "C".

In order to ensure compliance with State Statute, drivers must present the appropriate driver's license and other credentials at the time they check out the vehicle.

 

Emergency Repairs

 As unforeseen mechanical malfunctions can occur while a vehicle is away from campus, each user of any state vehicle is responsible for obtaining information from Fleet Coordinator relating to emergency vehicle service.

 

User Responsibilities
  1. Vehicles must be cleaned of all personal belongings and trash when returned to campus at the end of each day.
  2. Vehicle must be filled with gas before return to campus.
  3. Immediately upon completion of each trip, keys and completed trip forms with gas receipt(s) attached are to be returned to the Fleet Coordinator or placed in the drop box located on the south side of the compressor room. Keys and trip forms are not to be placed in the Fleet Coordinator's mailbox.

Risk Management refuses to protect a state employee in reference to allegations of willful and wanton acts, or acts performed outside the scope of employment, per the policy of the State Claims Board.

Each state vehicle is provided with a copy of the Annual Gasoline Credit Card Award list and a Gasoline Credit Card. The driver of the vehicle is responsible for making credit card purchases at the listed stations, when possible.

 

Non-State Employees

 Non-state employees may be permitted to use and be transported in College vehicles for official College business if they are acting in the interest of the State of Colorado for the benefit of the College. A written authorization must be submitted by the appropriate President, Vice President, Dean, or Director stating they are "authorized volunteers". A driver must have a valid Colorado driver's license and complete the proper forms.

Relatives, friends, or business associates are not permitted to ride in a College vehicle. If there is an accident, there is no medical or wage loss benefit for the passengers.

 

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