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Fleet

Management

Fleet Management

Fleet Services

South Georgia Institute maintains vehicles for use by faculty and staff of the Institute. See below for the policies pertaining to the use and cleaning of these vehicles.

The office of the Vice President for Business Affairs has established a fleet management and motor vehicle use policy for all vehicles owned by South Georgia Institute to ensure that safe, reliable, and cost-efficient vehicular resources are available to employees who conduct the college’s business, and to ensure that college employees who drive State of Georgia vehicles have appropriate documentation to drive and operate the vehicle. The policy shall require appropriate screening based on the nature of the driving requirements associated with the employee’s position.  This policy applies to all faculty and staff. Drivers are responsible for adhering to all motor vehicle laws and regulations and safely operating vehicles while conducting College business.

 

Employees are also directed to the following sources for additional applicable policies:

Definitions

Automotive Resource International (ARI)- The contracted agency that provides the administrative tasks of motor vehicle maintenance operation expenses. 

Commuting- Use of an SGI fleet vehicle by an employee for travel between locations to conduct business on behalf of the institute.

Disposition of Charges – Final court decisions including any court-mandated fines and other sanctions.

 

DOAS- Department of Administrative Services is a state entity that offers centralized state purchasing and associated training and management of the State’s fleet, risk management services, redistribution, and disposal of State property.

 

Driver – The operator of a motor vehicle.

Driver’s License – A license authorizing the bearer to drive a motor vehicle.

Entity Owned Vehicle- Any state-owned vehicle with a title held by South Georgia Institute.  The collection of vehicles is referred to as the Institute Fleet.

 

Employee- Any part-time or full-time employee, excluding student employees.

Motor Vehicle Record – A report from the agency that issues Driver’s Licenses listing accidents and violations that appear on the driver’s driving record.

 

OFM- A Division of DOAS, the Office of Fleet Management is charged with the management of fleet policy within the State and assists state entities in the management of their fleet.

 

POV – An employee’s personally owned vehicle.

 

Rental Vehicle – A vehicle in which the use involves an agreement where a payment is made for the temporary use of the vehicle which is owned by another person or company.  The owner of the vehicle may be referred to as the lessor and the party paying to use the property is the lessee or renter.

 

Report My Driving – Under the guidelines of the auto physical damage (APD) component of the State of GA Risk Management Insurance coverage, all state entities are required to be in full compliance with the Report My Driving program.  Participation in this outsourced, phone-based program includes decals (stickers) for all non-emergency SGI vehicles.  Each decal contains a toll-free number for call-ins along with a specific, unique number that corresponds to and identifies that particular vehicle.

 

RMS - Risk Management Services is responsible for providing liability and auto physical damage (APD) insurance coverage for the fleet and establishing policies and procedures for the handling of claims.  Additionally, RMS provides safety training and coverage information through its video library, seminars, and onsite training.

 

WEX – Wright Express, the State of Georgia’s fuel card program.  The program provides 24-hour card access to fuel state vehicles where Wright Express is accepted.  PINs are required for each employee who purchases fuel for a institute vehicle.

 

Applicability of Policies and Procedures

These policies and procedures apply to all SGI employees who drive SGI, personal or rental vehicles on SGI business and to the passenger-type, road-worthy vehicles owned by South Georgia Institute.

 

Vehicle Identification

Entity-owned vehicles shall display the college logo as well as the unit number as assigned.  Each vehicle shall also display a “Report My Driving” bumper sticker on the rear bumper of the vehicle.  

 

Driver Qualifications

South Georgia Institute employees must have a valid license in their possession while operating a vehicle on SGI business.

Regardless of frequency and location of driving, all South Georgia Institute employees who drive on college business shall be subject to annual training.  Training is conducted through the Office of Human Resources at the time of hire and annual online training. 

Employees who travel frequently on SGI business and/or under Standing Travel Authorizations must have a current driver’s license on file in Human Resources, as well as be subject to an annual Motor Vehicle Report (MVR) run through the Georgia Department of Driver’s Services (DDS).  The MVRs will be conducted by the Office of Human Resources on or around the employee’s birthday each year. Employees will be required to submit a Driver Acknowledgement Form at the Business Office) with their Standing Travel Authorization each fiscal year.  The office of Human Resources will ensure that these documents are kept in the employee’s file and that they are kept current.  It shall be the employee’s responsibility to ensure that their records are current. It is the employee’s responsibility to disclose driver disqualifying events to Human Resources upon hire, annually, and after a disqualifying event, as defined herein.

 

Driver Disqualifications

An employee who has had one of the following occurrences during the 24 months preceding their use or request for use of an entity-owned vehicle or a personal or rented vehicle used for SGI business will be considered a “Disqualified Driver”​

  • Accumulating more than 10 points on his or her driving record,

  • Receiving a citation (ticket or warning) while driving on SGI business,

  • Having an “at fault” motor vehicle accident within the six (6) months preceding an assignment to drive on SGI business, or

  • Having been convicted of one of the following offenses preceding an assignment to drive on SGI business:

  • Driving Under the Influence (DUI)

  • Driving While Intoxicated

  • Leaving the scene of an accident

  • Refusal to take a chemical test for intoxication

 

  • Employees shall be required to disclose to the Office of Human Resources if any of the above apply using the Driver Notification Form at the  Business Office). A Disqualified Driver may not drive on SGI business until: (a) his or her Motor Vehicle Record has been reviewed by the Office of Human Resources and (b) the Disqualified Driver has satisfied the corrective, preventative, and/or educational measures specified by SGI, if applicable.

  • An employee with a driver’s license that is expired, suspended, or revoked is not permitted to drive on SGI business until the license is reinstated.

  • Employees who drive on SGIbusiness are to disclose any license expiration, suspension, or revocation using the Driver Notification Form at the Business Office.​

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Accidents

Whenever an accident occurs that involves an entity-owned vehicle or a non-Entity owned vehicle being used on official SGI business, the following actions shall be taken:

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  • Assist the injured.

  • Report the accident to the police immediately.

  • Report the accident to the Office of Human Resources immediately, who will report to the Claims Reporting Hotline. In no event should reporting the accident to be delayed beyond 48 hours.

  • If the accident involves a non-Entity-owned vehicle being used by an SGI employee in the performance of their duties, the accident should also be reported to the vehicle owner’s personal auto insurance company or the vehicle rental company.

 

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