Rules & Regulations

Official Use

Operators shall use fleet vehicles and/or Enterprise Rental for official state business ONLY. Vehicles may only be used to drive to and from a specified activity with only necessary stops for meals, fuel, and rest. Shopping excursions, sightseeing, and other activities are not permitted unless they are pre-approved portions of the itinerary. Operators guilty of misuse are subject to disciplinary action and may lose their privilege to operate a State Fleet vehicle and/or Enterprise Rental. Vehicles are to be operated and maintain in a manner which avoids even the appearance of impropriety.

General Operation

All state operators should perform a walk around visual inspection of the vehicle prior to moving.
Use best judgment when changing climate control settings, using the radio, accessing other settings on the dashboard, or using other electronic devices.
Operator and all travelers MUST use seatbelts in accordance with state law.

Drivers License

Anyone driving a state fleet vehicle or Enterprise Rental must have a valid drivers license.
Vehicle operators must show their license regardless each time, before vehicle use.

Concerning Students

Students may not drive vehicles unless they are employed by or students of the University are over the age of 20 and possess a valid drivers license.
If it is a vehicle rented from Enterprise, the age requirement is 21.
Student travels must be authorized by a Faculty member.
Each student driving must complete a Drivers Screening Form. Drivers screening result will be taken under consideration to determine eligibility.
A Vehicle Requisition Form must be completed and submitted.
Vehicle requests will not be processed without the submission of the required forms. Forms must be submitted in its entirety prior to travel date. Incomplete forms will not be accepted.
Student Organizations and/or all student travels wishing to use vehicles are required to have a Faculty/Staff member traveling along. Faculty/Staff member, department, group and/or organization assume responsibility for students misuse of vehicle(s), and conditions of vehicle(s) during and post-travel.
Overnight travels will NOT be permitted without a Faculty member.

Safety
Liability

Relatives

Family members of state employees are permitted to ride in fleet vehicles or Enterprise Rentals only when travel is directly related to official state business. Even then state employees are encouraged to use personal vehicles. The Transportation Officer should be consulted regarding this matter.

Safety
Liability

Hitchhikers and Pets

Hitchhikers and pets are not allowed to ride in any state vehicle.

Driving/Moving Violations, Toll Charges, Fines and Fees

All violations, fines and fees, including parking citations, are the responsibility of the assigned group, department, or organization at the time of such violation.
Toll charges incurred during travel and unpaid toll charges and fees are the responsibility of the operator, group, department, and/or organization.
Each employee is required to report any moving violation that occurs to the Transportation Officer and their supervisor.
Abuse of motor vehicle laws by an operator may result in the loss of privilege to operate a fleet vehicle.
For information on how to obtain an E-Z Pass account visit: http://www.ezpassva.com/

Gas Cards

A fuel card will be provided for each state or rental vehicle.
Use only unleaded regular fuel in gasoline powered vehicles. Mid-grade or premium blend are only to be used when regular is not available.
Operators are expected to use self-service pumps at commercial stations.
Operators MUST enter correct odometer readings at commercial fueling sites, no tenths.
Loss of gas cards will result in cancellation and replacement charges placed against the account of the department or organization which used the vehicle. Gas card use should comply with CNU regulations. Misuse of credit cards will be considered as theft of state property.
A list of fueling locations and instructions on how to use the gas card will be provided upon vehicle check out.

Parking

Operators are responsible for safe parking and security of CNU vehicles. Vehicles shall not be left on residential streets or highways unless it is necessary due to mechanical failure or emergency or if you have received approval from VMCC.
Operators are responsible to ensure payment of all parking fees and any parking fines assessed against the vehicle.
Operator, group, department, and/or organization shall be responsible for towing fees resulting from improper parking.
Vehicles may be parked in a commercial or Municipal parking facility provided operator, group, department, and/or organization pays parking fees.
Long term parking at airports is generally not permitted as this significantly reduces utilization.

Enterprise Rentals

If a state vehicle is not available for your trip date an Enterprise rental at our negotiated rate will be provided.
Enterprise negotiated rates will be granted to CNU employees traveling on official business only.
Enterprise 12 and 15 passengers vans are required to be requested at least (1) one week or months prior to trip date.
Enterprise rentals are charged on a 24 hour basis, charges apply from the moment the vehicle is dropped-off at our location.
For travel returns on Saturdays, Sundays or holidays we strongly recommend rentals to be picked-up and dropped-off at the Enterprise location in J. Clyde Morris to avoid daily charge during the days the vehicle(s) is not be used or until the Transportation Office calls Enterprise of vehicle pick-up on normal business hours.
Personal vehicles will be allowed to remain parked at the Enterprise facility lot.
Rentals must be returned with a tank full of gas or at the same gas level it was checked out. Enterprise higher fueling rates and fees will be charged to the offending department or organization.
Enterprise will charge $ 25.00 for late cancellations on delivered vehicles.

For more information on Enterprise Rentals contact the University Transportation Officer at 594-8421.

Trash and Personal Property

Trash and personal belongings are to be removed from vehicle(s) upon vehicle drop- off.
Items found in the vehicle will be kept in the Parking and Transportation Office until claimed by owner.
Unclaimed items will be sent to Campus Police at the end of the school semester. Parking and Transportation is not responsible for lost or stolen property.

Smoking, Drinking and Eating

Smoking and the use of other tobacco products are prohibited in vehicles.
Eating or drinking is prohibited while driving.

Alcoholic Beverages and Drugs

Under no circumstances may a state employee or student operate a vehicle while under the influence of intoxicating beverages, drugs or other substances. Conviction of such offenses will result in disciplinary action and will result in the loss of the privilege of a state vehicle. No state vehicle may be used to transport alcoholic beverages unless it is operated by law enforcement personnel in the performance of their official duties.
Possession of, or the use of, alcohol in vehicles is prohibited. Refer to the Department of Human Resources Policies and Procedures Manual on Alcohol and Drug use in the work place. http://www.dhrm.state.va.us/hrpolicy/policy/pol1_05AlcoholandDrugs.pdf

Cellular Phones or Handheld Devices

Cell phones, blackberries, smart-phones, or other electrical devices must be operated via hands-free device.
Any other use such as text messaging or emailing is prohibited while the vehicle is in drive and/or in motion.

Notification of an Accident

OFMS/Agency Owned Vehicle Accidents

The driver involved in the accident MUST contact the VMCC. The VMCC will then make arrangements to contact a local state trooper. All accidents involving an OFMS vehicle, regardless of the amount of damage, must be investigated by a State Police officer unless specified by VMCC otherwise. Arrangements for handling of investigations have been made with the Department of State Police and all troopers are familiar with the information desired. Operators shall contact the Commonwealth’s insurance carrier Crawford and Company. Driver MUST fill out the “Automobile Loss Notice” form.
In the event of an inoperable OFMS vehicle, the operator shall call VMCC to arrange for towing or on-site repairs, or for the transportation of the driver and any passengers to a safe location.

Enterprise Vehicles

The driver involved in the accident MUST contact a State Police officer. Regardless of the amount of damage, all accidents must be investigated by a State Police officer. Operators shall contact the Commonwealth’s insurance carrier Crawford and Company. And MUST fill out the “Automobile Loss Notice” form. For completion of form contact the University Transportation Officer in the Parking Office.

All accidents MUST be informed to the University Transportation Officer

Completion of Accident Report

The driver is required to complete an Automobile Loss Notice form on any crash regardless of the amount of property damage or personal injury within 10 days of the accident. The forms are in an envelope labeled Accident Forms Packet located in the glove box of each state vehicle in the case of the state 12-passenger vans the envelope is located in compartment of the driver side door. You may also obtain the forms from the University Transportation Officer.

The original completed Automobile Loss Notice Forms MUST be delivered to the University Transportation Officer.

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