Office of Origin: Purchasing & Risk Management
Responsibility: Manager, Purchasing & Risk Management
Original Date Adopted: 10-25-22
Dates Reviewed: 10-25-22
Last Date Board Approved: 10-25-22

Lake Michigan College (the “College”) provides vehicles for employees to drive on college-designated business and reimburses employees for business use of personal vehicles. The term "vehicle," as used in herein, includes cars, trucks, and golf carts.

Requirements for Use of College Vehicles

• Only College employees, Edustaff employees that are regularly scheduled parttime, and employees of the College’s security contractor can drive a College vehicle. (These groups collectively are referred to as “employees.”)
• Students may not drive a College vehicle, even if employed by the College or Edustaff.
• Employees must have a valid driver’s license to operate a College vehicle, and it must be presented when picking up a vehicle key.
• Employees with any condition or circumstance that may affect either their legal or physical ability or who do not have personal auto insurance may not use a College vehicle.
• Vehicles may be used for College business only. Personal use of College vehicles is strictly prohibited.
• Employees who are on call or for whom the travel distance is significantly shorter from their home may be allowed to take a College vehicle home.
• Passengers must be on official College business or have a valid reason to accompany an employee on official College business.
• Employees must exercise due diligence to drive safely and maintain the security of the vehicle and its contents.
• Texting while behind the wheel of a moving vehicle is strictly prohibited.
• Employees are not permitted, under any circumstances, to operate a College vehicle or a personal vehicle for College business when any physical or mental impairment causes the employee to be unable to drive safely.
• Regardless of impairment, employees may not operate any College vehicle at any time or operate any personal vehicle while on College business while using or consuming alcohol, illegal drugs, or prescription medications that may affect their ability to drive.
• Employees holding jobs requiring regular driving for work as an essential job function must, as a condition of employment, be able to meet the driver approval standards of this policy at all times.
• Employees are solely responsible for any driving infractions or fines as a result of their driving.
• Smoking and vaping are not permitted in LMC vehicles.
• Animals are not permitted in LMC vehicles unless allowed by the Service Animal policy.

Use of Employee Vehicles

Although the College encourages employees to use College vehicles for work travel, employees may also use their own vehicles. Employees who use their personal vehicles will receive a mileage reimbursement; see the Mileage Reimbursement policy.

Auto Insurance Coverage

The College’s insurance policy provides coverage for authorized drivers of College vehicles when on official College business.

An employee using their own vehicle for College business must have an active personal automobile insurance policy that includes bodily injury and property damage liability and that provides primary coverage. The College’s insurance may be considered excess coverage for operators of privately-owned vehicles engaged in College business once primary coverage has been exhausted.

Reporting Accident, Theft, or Damage Involving a College Vehicle

Employees must report any accident, theft, or damage involving a College vehicle to Facilities Management and the Manager, Purchasing & Risk Management, regardless of the extent of damage or lack of injuries. Such reports must be made as soon as possible but no later than 48 hours after the incident. Employees are expected to cooperate fully with authorities in the event of an accident. However, employees should make no voluntary statement other than in reply to questions of the investigating officer.Personal property stolen or damaged in an accident in any vehicle is not covered by
the College’s insurance.

References:

College Motor Pool procedure (in process)
Mileage Reimbursement policy
Service Animal policy (in process)