CPUC Motor Vehicle Policies and Procedures. Executive Summary

Transcription

1 Executive Summary This document explains the policies and procedures that guide the use of motor vehicles by CPUC employees who drive on official state business. As explained in Section I, employees must follow specific procedures, depending on whether they are driving a CPUC state car, rental car from a rental agency, or privatelyowned vehicle on state business. As explained in Section II, employees must follow specific procedures when they are granted permanent use of designated a state car. As explained in Section III, employees must follow specific procedures in the case of a motor vehicle accident while driving on official state business. State of California Page i

2 Table of Contents I. Temporary Use of Cars for State Business Overview Purpose Responsibilities Procedures... 2 A. Using a CPUC State Car... 2 B. Renting a Car from a State-Contracted Rental Agency... 3 C. Driving a Privately-Owned Vehicle... 4 II. Use of Assigned State Vehicles for State Business Overview Purpose Responsibilities Procedures... 6 A. Acquire an Assigned State Vehicle... 6 B. Return/Change an Assigned Vehicle... 6 III. Motor Vehicle Accident Reporting Overview Purpose Responsibilities Procedures... 8 State of California Page ii

3 I. Temporary Use of Cars for State Business References State Car Reservation Form (Rev. 02/09) Authorization to Use Privately Owned Vehicles on State Business form STD. 261 (Rev. 3-95) State Administrative Manual, Sections 0750, , Overview CPUC employees may drive cars on state business one of three ways: 1) Using a CPUC State Car 2) Renting a car from a state-contracted rental agency 3) Driving a privately-owned vehicle The CPUC offers a fleet of state cars, which are available for employees who are required to drive on state business. These state cars are available on a first-come-first-served basis, and may be reserved upon an employee s notification of travel. Only when there are NO STATE CARS AVAILABLE may an employee rent a car from a state-contracted rental agency (S.A.M. 0750). This policy applies to all CPUC employees who drive vehicles that fall under any of the three categories above, on official state business. 2. Purpose The purpose of the Temporary Use of Cars for State Business procedure is to explain the circumstances under which an employee is permitted to use a state car, rent a car from a rental agency, and drive a privately-owned vehicle on state business. 3. Responsibilities s It is the employee s responsibility to possess and maintain a valid driver s license if he/she will use a State Car, rental car, or privately-owned vehicle on official state business. Further, regardless of which type of vehicle is driven, it is the employee s responsibility to meet the State Policy criteria (S.A.M 0752) of attending defensive driver training every four years. Garage Attendant The Garage Attendant is responsible for ensuring that State Cars are available for CPUC employees on a first-come-first-served basis. The Garage Attendant shall record car reservations, and confirm that State Cars are returned in the same condition as when they State of California Page 1

4 were taken out. The Garage Attendant also ensures that when necessary, State Cars are taken in for regular maintenance and correction of any mechanical problems. Supervisors Supervisors are responsible for determining which employees are authorized to drive privately-owned vehicles on state business. According to State Policy (S.A.M. 0753), supervisors must verify current STD 261 forms before approving employees CalATERS / TEC claims. Further, supervisors are responsible to ensuring that employees rent a vehicle from a state-contracted rental agency only when CPUC State Cars are unavailable. 4. Procedures A. Using a CPUC State Car Supervisor Reservation Fill out CPUC State Car Reservation Form, and have it signed by his/her supervisor Call or Garage Attendant for state car reservation upon notice of state travel BF3, or phone Provide information to Garage Attendant regarding specific/actual dates and time of pick-up and return of vehicle. Approve and sign CPUC State Car Reservation Form Pick-Up Provide completed CPUC State Car Reservation form to Garage Attendant before taking out the State Car Show valid CA Driver s License to Garage Attendant Sign State Car Usage Log (**to confirm condition of vehicle before departure) Enter in START information on odometer record (travel log book) in vehicle packet Review no smoking policy (S.A.M. 4102) and 48-hour accident reporting policy. State of California Page 2

5 Return Return vehicle with FULL GAS TANK, purchasing gas using the State credit card in the vehicle packet Ensure the vehicle is returned in the same state it was picked-up in Remove ALL personal items from the State Car (including cups, wrappers) When applicable, take State Car through carwash prior to returning to CPUC Enter in END information on odometer record (travel log book) in vehicle packet Report any damage or mechanical problems to the garage attendant If accident occurs, follow procedures in Section III (page7-8) B. Renting a Car from a State-Contracted Rental Agency State employees may rent a car from a rental agency, only if there are not any CPUC State Cars available (S.A.M. 0750), or if their state business is extended beyond five working days. The purpose of this policy is to ensure that CPUC State Cars are available for CPUC employees who need to drive on state business for shorter durations. If renting a car from a rental agency is approved by a supervisor, an employee must reserve a car by filling out an online car reservation form located on the CPUC Intranet: This site will identify the primary and secondary car rental vendors with whom DGS is contracted for all government travel. By clicking on the CPUC link, employees are directed to the vendor s reservation site, with CPUC s account information automatically filled-in. Note: If a situation requires an employee to rent a car from a rental agency other than a state-contracted vendor, the employee shall pay for the rental car out-of-pocket first. Without proper justification in the CalATERS / TEC claim, the employee will only be reimbursed up to the state-contracted amount for an equivalent rental car. Obtain permission from his/her supervisor to rent a car from a rental agency Reserve a car by filling out the online reservation from located on the CPUC Intranet, as explained above Return the rental car with a FULL GAS TANK State of California Page 3

6 Include the rental car receipt with CalATERS / TEC claim Supervisor Approve the use of a rental car from the state-contracted rental agency C. Driving a Privately-Owned Vehicle In accordance with State Policy (S.A.M 0753 & 0754), approval is required if an employee drives a privately-owned vehicle on state business. If a CPUC employee drives his/her privately owned vehicle on state business, he/she may do so if form STD. 261 has been signed, approved, and renewed for the applicable year. This form ensures that the driver has a valid driver s license, and is covered by liability insurance. A reimbursement mileage rate will be paid to employees who are authorized to drive a privately-owned vehicle on state business. Fill out and sign STD. 261, certifying that the vehicle is covered by liability insurance at or above the state-mandated levels (see S.A.M 0753) Have STD. 261 approved by his/her supervisor Supervisor Approve and sign STD. 261 Verify that the employee s STD. 261 form is renewed each year State of California Page 4

7 II. Use of Assigned State Vehicles for State Business References Vehicle Home Storage Request/Permit, form STD. 377 (Rev 10-97) Certification of Personal Use of CPUC Vehicles, form PUC PUSV (Rev 01-99) State Administrative Manual, Section Overview Some CPUC employees are assigned permanent state vehicles for official state business. s who use designated state vehicles must ensure that the vehicles are properly maintained, and that the CPUC Fiscal Office can account for this reportable income. 2. Purpose Assigned State Vehicles are provided for CPUC employees who spend the majority of their time out in the field or on call. This procedure helps ensure proper maintenance of these Assigned State Vehicles, and ensures that the income is reported to the IRS for tax purposes. 3. Responsibilities Ensure that designated state vehicles are properly maintained Complete and submit Certification of Personal Use of CPUC Vehicles, form PUC PUSV to the Fiscal office MONTHLY Complete and submit Vehicle Home Storage Request/Permit, form STD. 377 to Business Services ANNUALLY (S.A.M 4109) Submit online mileage log MONTHLY to DGS (before the 5 th of each month) Fiscal Office Obtain original Certification of Personal Use of CPUC Vehicles form Business Services Obtain and retain copy of mileage log for each driver Obtain and retain original Vehicle Home Storage Request/Permit for each driver State of California Page 5

8 4. Procedures A. Acquire an Assigned State Vehicle Supervisor Complete the vehicle acquisition form, and send it to DGS. Copy Rosemary Jung (Business Services) on all requests Write a request to Supervisor, indicating a need for a permanentlydesignated state car Upon notification of car availability, go to pre-determined state garage to pick-up the designated state vehicle. B. Return/Change an Assigned Vehicle Supervisor Notify Business Services upon employee separations or changes in assigned vehicle designations State of California Page 6

9 III. Motor Vehicle Accident Reporting References Accident Identification Card, STC. 269 DGS Vehicle Accident Report, form STD. 270 (Rev. 2/2002c) State Administrative Manual, Section Overview This policy outlines the procedures that employees must follow in the case of a motor vehicle accident while driving on state business. This applies to CPUC employees who drive either a State Car, rental car, or a privately-owned vehicle on official state business. For reporting purposes, DGS defines an accident as one that involves a state-owned vehicle (or a non-state-owned vehicle operated by a state employee on state business) where there is damage caused to another person or property. An incident involves only a state-owned vehicle where the damage, regardless of the amount, is limited just to the state vehicle which was stationary at the time the damage occurred. Both accidents and incidents shall be reported to ORIM within 48 hours. 2. Purpose This Motor Vehicle Accident Reporting procedure ensures that all motor vehicle accidents that occur while employees are driving on official state business are properly recorded and reported. Further, accident reporting that abides by State Policy (S.A.M. 2430) minimizes CPUC liability and risk. 3. Responsibilities At the accident scene, do not admit fault or make any promises that the state will pay for any damages o Under no circumstances give either a written or recorded statement to the other party or their representatives. Do not discuss the accident with anyone other than the police, supervisors, ORIM Claims Unit, or the independent adjusting company under contract with ORIM. If contacted by the other party, an attorney or insurance company, refer the party or correspondence to ORIM Claims Unit. o If served with any post-accident legal papers, called ORIM Claims Unit immediately. Report the accident, by completing and submitting STD. 270, to Rosemary Jung (Business Services) within 48 hours State of California Page 7

10 Should the accident result in bodily injury to anyone other than the state employee, the accident must be immediately reported to the ORIM by telephone at (916) Complete Card STD. 269 and the tear-off portion given to the other party. Garage Attendant Ensure Accident Identification card, STD. 269 can be found in all state vehicles. Business Services Send STD. 270 to ORIM immediately upon receipt from employee Obtain and retain a copy of STD Procedures In the event of an accident while driving on official state business, the following procedures must be followed. Open the Accident Packet, located in the vehicle packet and follow instructions Using Std. 269 card write down as much information as you can. Tear off the perforated part and give it to the other driver so he/she will know who you are, and how to contact us. Call the police to report the accident Get all required information from other drivers involved in the accident Fill out DGS Vehicle Accident Report, form STD. 270 (Rev. 2/2002c) Within 48 hours of accident, give the STD. 270 form to Rosemary in Business Services NOTE: If employee is out of town and this is not possible, fax the STD. 270 form to , attention Rosemary Jung, Business Services State of California Page 8