Description: The policy provides required qualifications and expectations of employees, contractors, and volunteers who drive to accomplish official Company business.

Purpose/Rationale: The purpose of this policy is to promote safe driving expectations for Company employees, contractors and volunteers who use privately-owned vehicles for official Company business and to establish a consistent process to limit liability exposures.

Applicability: This policy applies to all Company employees, contractors and volunteers who operate privately-owned vehicles to accomplish official agency business.

Failure to Comply: Failure to comply with this policy may result in removal of driving privileges for official Company business and/or disciplinary action up to and including termination.

Policy

A valid driver’s license, auto insurance and a satisfactory driving record must be maintained when driving is an essential function of a position. An adverse driving record may cause the loss of privilege to operate vehicles for Company business and if driving is an essential function of a person’s position, and if suitable alternatives are not available, the person may no longer meet the essential functions of the position.

Persons using vehicles contrary to law or this policy are acting outside of official Company business and will be deemed unauthorized drivers who are acting outside the course and scope of their employment of assigned duties. Use of vehicles contrary to Company policy includes without limitation:

● Carrying passengers or materials without the Company’s prior authorization or approval; and,

● Allowing unauthorized persons to drive.

Satisfactory Driving Record: Employees, contractors and volunteers who drive to perform essential job functions must have, and maintain, an acceptable driving record.

Traffic offenses that will render a driving record unacceptable include, but are not limited to:

● Any traffic crime conviction within the past 36 months;

● Two or more traffic crime convictions within the past 60 months;

● Diversion agreements that have not been successfully completed.

A driving record evaluation will be completed prior to initial hire and annually for each employee and contractor.  Additionally, a driving record evaluation may be completed following a collision, traffic conviction or driving-related citizen complaint.

Multiple convictions for traffic offenses listed in the sections above and which occurred during time periods other than those specifically described above may render a driving record unacceptable.

Failure to maintain an acceptable driving record may result in disciplinary action up to and including termination.

Driver Conduct: All vehicles used for official Company business must be used legally, courteously and safely. Drivers (Company employees) must obey the posted speed limits and observe all traffic safety rules. Drivers (Company employees) shall use and require appropriate safety restraints to be worn by all occupants at all times. Drivers (Company employees) may not use a hand-held cell phone while operating a vehicle – whether the vehicle is in motion or stopped at a traffic light.  This includes, but is not limited to, answering or making phone calls, engaging in phone conversations, and reading or responding to emails, instant messages, or text messages.  If drivers (Company employees) need to use their phones, they must pull over safely to the side of the road or another safe location.  Additionally, drivers (Company employees) are required to turn off cell phones or put them on silent or vibrate before starting the car; consider modifying voice mail greetings to indicate that you are unavailable to answer calls or return messages while driving; inform clients, associates, friends and family members of this policy as an explanation of why calls may not be returned immediately.   

All employees must promptly report to their supervisor any incident that occurs while they are driving any vehicle for official Company business, including citations, vehicle accidents or arrests. Employees must also promptly report any driving conviction, arrest or forfeiture of bail for off-the-job traffic offenses, including the imposition of driving restrictions, receipt of notice of suspension or revocation of driving license. Upon request, employees must present evidence that they meet the Company’s driver criteria.

When any reportable incident occurs, as required by this policy or any other governing law, rule or policy, the employee must notify their supervisor immediately of being arrested, charged, or convicted of a traffic offense.