Policy #: 6461:10
Subject: State Vehicle Policy
Section: Business Operations (6400-6499)
Effective: Ongoing
- The President of the Maine Community College to which the vehicle is assigned is responsible for the vehicle even though he/she allows another authorized college employee to use it (Authorized personnel shall be NMCC employees and others whose business is directly connected with the work of the Community College). The President of the Community College continues to be responsible for the vehicle until it is legally traded or transferred. A procedure shall be developed by each Community College for assigning vehicles to authorized personnel. Note: For vehicle procurement at NMCC, contact the Purchasing Officer at campus ext. 2714.
- No State-owned vehicle will be used for personal business. College vehicles are to be used for official business only.
- Unauthorized personnel are not permitted to ride in or on College vehicle or equipment at any time.
- Any person violating the above policy will be suspended automatically for one week, without pay. A second violation may, upon recommendation of the President of the College, be cause for separation.
Supplemental Guidelines follow:
Northern Maine Community College’s vehicle fleet is licensed and operated under Maine State regulations. Therefore, all college vehicle use is for official business only. This includes using the most direct route in time and/or distance from campus to the point of business and return. Reasonable travel in the vehicle for meals while on official business if appropriate. If an employee plans to accomplish personal business or engage in pleasure activities in conjunction with an official college trip then the use of a college vehicle is inappropriate. The employee should use his/her own vehicle and request reimbursement for mileage only for that portion of the trip that constitutes the official business component. In view of the system travel guidelines, special approval by the president is required prior to the use of personal vehicles.
Questions have arisen on the use of college vehicles by employees enrolled in academic courses applicable to academic credentials. In view of collective bargaining agreements, it is noted that the faculty bargaining unit authorizes reimbursement for tuition and then only after successful completion of the course is documented. Associated travel, expenses are not included as being reimbursable. Specifically, the MCCS travel guidelines state that “Travel expenses incurred for the purpose of commuting and/or personal pleasure will not be reimbursed.”
The use of college vehicles for commuting to and from academic courses is not appropriate. Please monitor vehicle use requests to assure that requested use complies with the above as well as other system requirements.
In addition, it must be noted that the college’s vehicles are reserved in the order in which the request is received by maintenance/security personnel. However, there may be unusual college circumstances requiring a priority use of one or more vehicles at a specific time. Such instances should be kept to a minimum.
Administrative personnel at the confidential level are authorized to assess these circumstances and judge whether or not college priority use is necessary. In such cases, employees scheduled for the vehicle will be offered the use of another college vehicle if available. If a college vehicle is not available, standard mileage reimbursement for the use of a personal vehicle will be authorized. Last changed: Feb 25 2008 at 3:55 PM
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