Motor Vehicle Usage and Drivers Safety

Driver Qualifications

1. An employee may only operate a motor vehicle on behalf of PIC if he or she:
   1. Is acting at the direction and with the permission of the Agency; and
   2. Meets all insurance requirements including age and experience; and 
   3. Holds a valid driver’s license; and
   4. Has an acceptable driving record.

Unacceptable Driving Records

2. Employees will be required to submit copies of his or her driving history as requested.  Employees may not operate agency vehicles or their own personal motor vehicle for agency business if they have an unacceptable driving record.  
   1. An unacceptable driving record is defined as a driving record that indicates the driver poses an unreasonable risk to employees, consumers or the public including, but not necessarily limited to, a conviction for any of the following violations within the prior 5 years:
      1. Impaired driving while under the influence of drugs, alcohol or a controlled substance or prescription medication; or
      2. Refusal to submit to a breathalyzer test; or
      3. A second violation for reckless driving or careless driving; or
      4. Leaving the scene of an accident; or
      5. Driving with a revoked driver’s license.
      6. Other driving convictions may also result in driving restrictions.

3. A current employee who is charged with any of the offenses listed above may not operate an agency vehicle or their own personal motor vehicles for agency business pending resolution of the charge.

Exceptions

4. The Executive Director may include driving restrictions when it is in the best interest of PIC.

Reporting Violations

5. Employees operating their own personal motor vehicles for agency business are required to promptly report all motor vehicle violations to their immediate supervisor whether or not the violation is work related.  The immediate supervisor will be responsible for documenting reported motor vehicle violations in the employee’s personnel file and discussing with HR and an Executive Director to decide whether or not an exception is able to be granted.

6. Employees are not permitted, under any circumstances to operate personal vehicle for agency business, when any physical or mental condition affects his or her ability to drive safely.  This prohibition includes, but is not limited to, circumstances in which an employee is temporarily unable to operate a vehicle safely or legally due to any of the following conditions:
   1. illness, 
   2. injury, 
   3. medication(s), 
   4. emotional conditions, 
   5. intoxication or 
   6. any other circumstance that may impair an employees’ ability to drive.  

Employees are cautioned to follow label warnings and medical advice regarding driving while using medications.

7. Employees may only use hands-free cell phones or other mobile communication devices while driving any vehicle for PIC business. This includes, but is not necessarily limited to cell phones, mobile phones, Blackberries, PDA’s and laptop computers.  However, studies indicate that talking on cell phones, even hands-free is distracting and creates a hazard.  

8. While operating a personal vehicle on agency business, employees must obey all traffic rules, drive safely and report any accidents in accordance with this policy.

Accidents

9. In the event of an accident while driving her or his own personal vehicle on agency business, the employee must:
   1. Report the accident to the Alaska State Troopers or local police and then their supervisor, regardless of the amount of damage sustained.
   2. Decline from signing or making any statements regarding responsibility or fault for the accident except to public safety personnel, PIC supervisor, claims adjustor or an attorney for PIC’s insurance company.
   3. Obtain names, addresses, phone numbers, license numbers and insurance company contact information of the other drivers involved and the phone number of the public safety officer.
   4. Complete any state required accident (crash) report form and timely file any required Certificate of Insurance with police department where the accident report will be prepared.

Return to work after an Accident

10. An employee will complete the Incident Report as soon as possible and no later than 24 hours after the incident.  The incident report will be reviewed by HR and the Executive Director.  The reviewer will temporarily authorize or deny authorization for the employee to continue driving.
    1. If the employee is not allowed to continue driving on behalf of PIC, the Executive Director will determine what steps should be taken by the employee to resume driving for PIC.
11. As a general guideline, an Executive Director may determine that an employee who is not at fault may not have to retake the complete drivers’ safety training class.  Some examples of “not at fault” may include:
    1. If the Employee was determined by Public Safety Personnel to be not at fault in any way, and
    2. If road conditions did NOT contribute to the accident, and
    3. If the Executive Director determines the accident did not involve questionable judgment on the part of the employee.

Auto Insurance

12. Employees who use personal vehicles for work purposes must meet the motor vehicle insurance policy requirements of vehicle insurance policy requirements of the State of Alaska and are encouraged to meet auto insurance policy limits of $100,000/$300,000 bodily injury and $50,000 property damage.
    1. Employees who use personal vehicles for work purposes must show proof of motor vehicle insurance coverage at the time of hire and subsequently, each time their insurance is renewed.  Proof of insurance information will be treated confidentially and will be maintained in the employee’s personnel file.
    2. Employees are also required to inform their supervisor immediately should his/her required motor insurance coverage lapse, be suspended or terminated.  Failure to do so may result in disciplinary action

Mileage Reimbursement

13. PIC employees who use a personal vehicle for approved business purposes will receive mileage reimbursement for actual mileage incurred for job related travel.  
    1. The rate of reimbursement will be set by the Executive Director.  
    2. This reimbursement is to assist with the costs of operating and maintaining a vehicle, such as gasoline, oil, depreciation and insurance.  
    3. We will not accept or pay any mileage reimbursement claims that are submitted later than 6 consecutive pay periods, or 30 days after the close of the fiscal year, whichever comes first.  
    4. Employees seeking reimbursement must have a valid drivers license and current proof of insurance in their personnel file.

Vehicle Safety

14. Employees may only drive a personal vehicle for agency purposes if that vehicle is in good and safe driving condition.  
15. The driver of the vehicle is responsible for ensuring that safety belts are operable and properly worn by drivers and passengers in all vehicles used for agency business.  .

Others in the Vehicle

16. Generally, only PIC employees should be transported in personal vehicles for PIC related purposes or during delivery of agency services.  
    1. The Executive Director may grant exceptions to this policy when it is in the interest of the agency to do so.

Parking

17. Employees operating motor vehicles for agency business shall be reimbursed for parking expenses incurred, provided expenses are at least two dollars ($2.00) and a written receipt is submitted.

Discipline

18. Employees who fail to comply with this policy are subject to disciplinary action up to and including termination of employment.