4.09 - College Vehicle Use

Policy Number - 4.09

Approved: 04/21/2026

Related: 4.09A - Fleet Vehicle Safety Procedure

Policy Statement

The College provides vehicles to support official College business and operations. The College is committed to ensuring that all vehicles are operated safely, responsibly, and in compliance with applicable laws, insurance requirements, and institutional standards.

Authorized drivers are expected to exercise sound judgment and prioritize safety at all times. Misuse of College vehicles may result in disciplinary action, up to and including termination of employment.

Scope

This policy applies to all employees, authorized volunteers, and approved student employees who operate:

• College-owned vehicles
• College-leased vehicles
• Rental vehicles paid for by the College
• Personal vehicles used for official College business when mileage is being claimed (as applicable to conduct expectations)

Eligibility and Authorization

Individuals must meet the following requirements to operate a College vehicle:

• Possess a valid U.S. driver’s license appropriate for the vehicle class.
• Maintain an acceptable driving record as defined by the College and its insurance carrier.
• Complete required authorization forms and motor vehicle record (MVR) review.
• Complete any required safety or defensive driving training.
• Receive supervisory approval prior to vehicle use.

The College reserves the right to deny or revoke driving privileges at its discretion.

Acceptable Use

College vehicles may only be used for official College business, including:

• Academic and administrative travel
• Approved student activities
• College-sponsored events
• Official outreach and community engagement

Prohibited uses include, but are not limited to:

• Personal errands or non-College business
• Transporting unauthorized passengers
• Operation under the influence of alcohol, drugs, or impairing substances
• Texting or unlawful use of handheld devices while driving
• Unauthorized towing or hauling
• Any unlawful activity

Driver Responsibilities

Authorized drivers must:

• Comply with all traffic laws and safety regulations
• Conduct a pre-trip vehicle inspection
• Ensure all occupants wear seatbelts
• Immediately report mechanical concerns or vehicle damage
• Promptly report accidents or incidents in accordance with College procedure

Traffic citations and moving violations incurred while operating a College vehicle are the responsibility of the driver. This would not include violations pertaining to College maintenance requirements of vehicle insurance, registration/tags or other maintenance or mechanical conditions.

Accidents and Reporting

All accidents, regardless of severity, must be reported immediately in accordance with College Fleet Vehicle Safety procedures.

Drivers must:

• Ensure safety and contact emergency services if necessary
• Notify law enforcement when required
• Notify their supervisor and designated College offices promptly
• Submit required written reports within 24 hours, or at the earliest possible date following the accident

Failure to report an accident or incident may result in disciplinary action.

Insurance and Liability

College insurance coverage applies only when:

• The driver is authorized; and
• The vehicle is used for official College business

Unauthorized use may result in personal liability. The College reserves the right to seek restitution for damages resulting from misuse or negligence.

Compliance and Discipline

Violations of this policy and the corresponding procedure will be addressed under the College’s progressive discipline framework.

The College may immediately suspend or revoke driving privileges in cases involving:

• Unsafe driving behavior
• At-fault accidents
• Failure to report incidents
• Driving under the influence
• Insurance disqualification

Driving privileges are a conditional benefit, not an entitlement.

Oversight and Administration

The following offices share responsibility for policy implementation:

• Supervisors – Ensure employee compliance and initiate corrective action when necessary.
• Human Resources – Manage authorization, driving record review, and disciplinary processes.
• Vice President of Finance and Operations/Risk Management – Coordinate insurance, accident review, and risk mitigation.
• Facilities/Fleet Management – Maintain vehicles and vehicle records.
• Fleet Vehicle Safety Procedure 4.09A

Kansas Law (K.S.A. 8-2503)

Requires all front-seat occupants and all children under 18 to wear seat belts, with primary enforcement allowing stops solely for non-compliance. Children ages 4–7 must be in booster seats, while those 8–13 must use seat belts. Fines are $60 (plus fees) for violators, and violation evidence is generally not admissible for damages.