Physical Plant/Safety

USE OF FACILITY VEHICLES

I. PURPOSE:

To ensure the accountability and availability of facility vehicles for official use.

II. PROCEDURE:

A. Criteria:

1. Only state employees who are in possession of a valid license from the state of residence and have an authorized Vehicle Request Form (DFF-41-1) completed are permitted to operate a facility vehicle.

2. Vehicles shall only be used for authorized state functions such as:

a. Work related meetings,
b. Mail pick up and delivery,
c. Pick up of supplies and payroll,
d. Medical appointments for residents,
e. Authorized recreation trips,
f. Authorized resident activities other than the recreation trips, and
g. Special purpose use as authorized by the department head or high authority.

B. Request and Usage:

1. A staff member requesting a vehicle shall complete and submit a Vehicle Request Form to the department head for approval at least 48 hours prior to the proposed date of use.

2. The Vehicle Request Form shall have the following information completed:

a. date of request;
b. name of requestor/driver;
c. driver's license number;
d. date of trip;
e. purpose;
f. destination;
g. times for leaving/returning, and if applicable;
h. number of persons projected for the trip and whether ambulatory or in a wheelchair.

3. Upon completion and the department head approval, the request form is forwarded to the Maintenance Supervisor for scheduling.

a. If disapproved, the department head will return the request form to the originating staff member with an explanation for the disapproval.

4. Upon receipt of approval, the Maintenance Supervisor will indicate authorization of a vehicle by signing and dating the request form. He/she will indicate the assigned vehicle and any arrangements that are required for pickup and return.

a. If not authorized, request form is returned to the department head with an explanation of the disapproval.

5. After completing the form, the Maintenance Supervisor will return the Vehicle Request Form to the department head. The form is given to the originating staff member who will either pick up the vehicle, or arrange to have a driver pick up the residents.

6. If a staff member is picking up a vehicle, they must present a valid driver's license for verification. The maintenance secretary logs the license number. Following "logging in", the staff member will be given the keys to the assigned vehicle.

7. The Maintenance Department will ensure that the assigned vehicle has the proper amount of fuel, oil and is mechanically sound.

8. Seat belts must be worn at all times.

9. In case of an accident or mechanical difficulty, the Maintenance Supervisor shall be contacted.

10. The driver at the completion of the trip must clean vehicles of all debris and return vehicle keys.

11. Upon completion of the trip, the driver will "log" out the trip, return the vehicle keys.

a. Other methods for returning keys, etc. may be utilized, but it requires the approval of the Maintenance Supervisor.

12. Any problem with the vehicle must be reported to the Maintenance Department immediately upon completion of the trip. Any problems must be recorded on the Vehicle Operator Inspection and Maintenance Worksheet (DFF-41-2), found in each state vehicle, utilizing the Preventive Maintenance Checks and Services Guidelines. (DFF-41-3)

C. Emergency Use:

Where a facility vehicle is required for an emergency or where its use is unscheduled, but necessary, the following shall apply:

1. Request for vehicle must be made to the Maintenance Department, explaining the need and required appropriate authorization.

2. If a vehicle is available, the Maintenance Chief/designee will assign a vehicle to the requesting party.

3. Once assigned, the driver must present a valid NJ drivers license and fill out the Vehicle Request Form.

4. The Maintenance Supervisor/designee will sign and date the form prior to handing out the vehicle keys.

5. Upon receipt of the vehicle, all procedures regarding operation and return of the vehicle shall apply as noted in Section B.

6. Upon return, the driver will return the keys to the Maintenance Office and note return time on the Vehicle Request Form.

Revised: February 1999

PHYSICAL PLANT/SAFETY - 41-03-002

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