1705 University Fleet Policy

Responsible Official: 
Risk Manager
Responsible Office: 
Office Of Risk Management
Effective Date: 
April 3, 2015
Revision Date: 
April 30, 2016

Scope

Yale University’s Fleet Policy encompasses all vehicles owned or operated by Yale, and includes drivers who drive a University Fleet Vehicle. The scope of this policy includes rules, regulations and guidelines to manage the University fleet in accordance with University policy and local, state and federal law. For purposes of this policy, a University Fleet Vehicle includes all vehicles owned, leased or rented (including Zip cars or similar vehicle use arrangements) by the University.

Policy Statement

Safeguarding the University’s Fleet Vehicles, and those members of the Yale community that drive on behalf of the University, is of utmost importance. The University will maintain its owned vehicles in safe operating condition and provide training to help all drivers meet their responsibilities.

Reason for the Policy

In 2009, a Fleet Management unit was created to provide centralized management of the University’s fleet and to create a comprehensive set of University controls related to fleet policy and practices.

 

Policy Sections

Departmental Fleet Coordinator

Every department with a University Fleet Vehicle must designate a Fleet Coordinator to (1) oversee the daily operational use of the vehicle(s) and (2) coordinate all activity involving department vehicle(s) with Yale Fleet Management (“YFM”).

Fleet Coordinators must exercise proper judgment in granting individuals the right to drive University vehicles. They must refer their drivers to the appropriate training, make them aware of University policy and guidelines and periodically discuss vehicle use and safety.

Fleet Coordinators are responsible for understanding University policy along with State and Federal requirements required of their drivers.

Fleet Coordinators are responsible for maintaining and servicing their vehicles pursuant to University guidelines. YFM reserves the right to require maintenance or other steps to be taken to ensure efficiency in the operation or appearance of a vehicle.

Fleet Coordinators must also: provide all vehicle invoices, receipts, and parking fines to YFM in a timely manner; notify YFM when a driver has been suspended, terminated or transferred to another department; and review and act on all reports or University-generated requests regarding fuel, maintenance and other related reports concerning fleet activity.

Additional Responsibilities Include:

  • Oversight of daily use and operation of departmental vehicles Securing of vehicle keys and vehicle gas cards
  • Assigning drivers
  • Ensuring Accident Reporting Form and Insurance Card are in vehicles
  • Monthly reviewing of reporting regarding fuel, maintenance, parking fines and other vehicle related activities
  • Properly maintaining vehicles
  • Reporting all accidents to Risk Management Completing accident reporting form
  • Reporting all driver’s license issues, including medical clearance issues Providing vehicle documentation to YFM upon request
  • Planning and budgeting for ongoing maintenance and replacement of vehicles Requesting new or replacement vehicle orders

Driver Requirements

Qualifications

Drivers are defined as those who have the job title of driver, have the requirements of a valid driver’s license as a condition of employment, and/or are assigned to or have access to a University Fleet Vehicle as defined in this policy.

Any member of the Yale community who maintains a valid driver’s license issued in the United States of America or Canada, has an acceptable motor vehicle record, and passes the University required training, is authorized to drive a University Fleet Vehicle. The University insurance program may not cover unauthorized drivers.

University Driver Safety Training

All drivers of University Fleet Vehicles and all students driving on University business or for any University related activity must complete and pass the established University driver safety awareness training program before operating any vehicle. More information on this training can be found at the Training Management Website. Drivers who have been involved in an accident or who receive a moving violation may be required to take mandatory refresher training.

License Requirements

All drivers must have a valid driver’s license appropriate to the class of vehicle being driven. The use of University Fleet Vehicles by persons with driver’s licenses issued in countries other than the United States or Canada is prohibited.

Any driver authorized to operate a University Fleet vehicle, as defined in this policy, who has had a driver’s license suspended or revoked must notify his/her supervisor immediately and discontinue further operation of a University Fleet Vehicle. No one may drive a University Fleet Vehicle with an expired or suspended driver’s license. Knowingly driving a University Fleet Vehicle with a suspended or revoked license is grounds for discipline, up to and including immediate termination.

Classification of Driver’s License Requirements

University job positions will include license requirements based on the type/weight of the vehicle being driven. All drivers must be aware of University and/or governmental changes and requirements for their type of license. No member of the Yale community should knowingly drive a vehicle without the proper license certification (YaleFleet.yale.edu) and/or training.

Safety Inspection

Drivers are also responsible for conducting a safety review of the vehicle before each operation. Click here for details on the Fleet Checkpoint Card.

Motor Vehicle Record Verification

Except as noted below, the University will require an annual motor vehicle records (MVR) check on all DOT drivers who operate a University Fleet Vehicle as defined in this policy. Undisclosed major violations of a MVR will result in disciplinary action, up to and including termination. Unacceptable motor vehicle records, as determined by the University’s Background Check Committee, may lead to suspension or termination of driving privileges.

Yale University employees who only drive a personal, rental or zip car vehicle on University business may not be subject to a formal motor vehicle record check, but they should have an acceptable motor vehicle record. For the purpose of this policy section, an acceptable motor vehicle record is defined as less than one infraction in the past two years, no infractions for anything more serious than a speeding ticket or a failure to obey traffic controls in the past two years and no at fault accidents in the past two years.

Medical Certification/Drug Testing

Some University job positions require medical certification reviews, and these reviews must be completed annually. If you are not certain if your position requires medical certification reviews please contact your Human Resource Generalist.

All holders of Commercial Driver’s License (CDL) are subject to unannounced drug screening examinations.

Failure to pass a medical certification or drug screening will include consequences that may include immediate revocation of driving privileges and other disciplinary actions.

Driver Safety Awareness Training

An on line training course is made available through the Office of Fleet Management for drivers of University vehicles. The Defensive Driving course is provided by a company that specializes in safety solutions. Please contact the Office of Fleet Management for more information regarding this course.

Yale University Approved Driver’s Data-Base

Upon successful completion of the Driver Safety Awareness Training, driver names and department will be added to the approved driver database.

Retraining or Supplemental Course

The overall goal of Driver Safety Awareness Training is the prevention of preventable accidents. A University driver who has a preventable accident in a University owned or rented vehicle may be required to repeat the University Driver Safety Awareness Training or take a supplemental course.

Accidents

The driver must report all accidents, no matter how small, that occur while driving University Fleet Vehicles, as defined in this policy, to the police immediately (YPD, 203-432-4400 if the accident happened in New Haven), and must also notify his or her supervisor immediately. Drivers, if able to, should complete the Accident Report Form located in the vehicle glove box.

The department must report the accident to the University’s claims handling company immediately upon learning of the accident or of damage to a vehicle. Instructions for reporting accidents can be found on the Office of Risk Management website.

All accidents will be reviewed by the Office of Risk Management to determine preventability and preventable accidents will be referred to the department, Labor Relations and Fleet Management for appropriate action.

Any accident not reported on a timely basis or any preventable accident may require a driver to take refresher training and may lead to loss of driving privileges and/or disciplinary action.

Risk Management will determine any deductible to be paid by departments. Late reporting of accidents could lead to a higher deductible to be paid by the department.

Vehicle Procurement and Disposal

Life Cycle

The University has developed the following guidelines to assist departments in planning for and procuring replacement vehicles to maintain an efficient and sustainable fleet:

Operations Vehicles – 3 to 5 years Staff Vehicles – 5 to 7 years

The Fleet Management office is available to assist departments in developing replacement cycles for vehicles

Required Approval

Authorization to purchase an additional or replacement University Fleet Vehicle must be approved by the designated University Officer responsible for the department requesting the vehicle. Appropriate budget planning for purchases should be completed with the assistance of YFM and the Yale University Office of Planning and Budgeting.

Fleet Procurement

YFM is a designated procurement agent for Yale University Purchasing Services. Negotiated rates with preferred vendors have been established to expedite the procurement and delivery of University purchases. YFM will post manufacturer production dates in advance, so departments can assess their needs. All departments must work with YFM as established policy governs what types of vehicles and equipment can be purchased. See 1705.9 for a list of required equipment. A vehicle request form, must be used for this purpose. Yale departments are restricted from procuring any vehicle on their own without YFM approval. For a replacement vehicle, the vehicle being replaced must be identified and will be relinquished to YFM upon acceptance of the new vehicle. The goal is to maintain or reduce the size of the fleet, particularly those vehicles used for general administrative purposes.

Disposal of Vehicle

Yale Fleet Management is responsible for the disposal of its University Fleet. YFM will arrange to have the vehicle disposed of, removed from the University MEI (moveable equipment inventory) list, and will arrange for the termination of registration and return of license plates. YFM will maintain title of each vehicle and will be the signatory authority for all required forms.

Short-Term Rental of Vehicles/Zip car Usage

In addition to the information presented earlier in this policy, there are specific requirements for renting a vehicle or when using a Zip car on University business.

Role of Yale University Purchasing Services

Yale University Purchasing Services may be consulted for details on purchase order numbers, corporate ID numbers, and special deals that may be in effect with individual agencies, but there is no requirement to proceed through the Yale University Purchasing Services for a short-term rental or for use of a Zip car

Information on Zip cars, including information on departmental memberships, can be found on the Transportation Options website.

Insurance Considerations

The University recommends renting a vehicle from the preferred rental agencies on the Yale Travel website, as those agencies include insurance with the rental. Please refer to the Yale University Travel Policy 3301 for additional details.

Age Requirements

Depending upon the rules of the individual rental agency, persons under the age of 25 may not normally be able to rent vehicles at a commercial agency. Employees or students under the age of 25 may be able to rent a vehicle on University’s behalf with the prior approval of the Office of Risk Management and agreement by the car rental agency.

Twelve and Fifteen Passenger Vans

Due to safety issues involving twelve and fifteen passenger vans, use of these vans is expressly prohibited. They are not to be rented under any circumstance.  Refer to the Travel Policy 3301.3.

Motorcycles

Motorcycles must not be rented for University business except by authorized Yale University Police personnel.

Use of Personal Vehicles on University Business

In addition to the information presented earlier in this policy, there are specific requirements for using a personal vehicle on University business.

Insurance Considerations

State law and the provisions of the automobile insurance policies carried by the University require that the insurance coverage of the owner of a personal vehicle (vehicles owned by faculty, staff or students and not by the University) is the primary insurance when personal vehicles are used for University business.

University insurance will only cover damages or injuries to other parties, including passengers, arising out of an accident involving a personally owned vehicle after the limits of the insurance carried by the owner of the vehicle have been exhausted.

In circumstances where use of a personal vehicle on University business is a condition of employment, the owner of the vehicle is required to provide a certificate of automobile liability insurance to the departmental fleet coordinator at each policy renewal. Personal vehicles used in University business should be adequately maintained and insured.

If a University employee is in an accident in a personal vehicle while traveling on University business, and not at fault for the accident, the Office of Risk Management will reimburse any expenses not covered by the employee’s insurance, such as deductibles and excess rental charges. Reimbursement may depend upon whether any recovery is collected from other parties involved in the accident. Please contact the Office of Risk Management for additional details. Reimbursement will not be provided for the cost of road service (flat tires, no gas, lock outs, etc.). Those costs will be the responsibility of the employee.

Required University Equipment

In an effort to improve the safety and efficiency of our fleet, YFM has developed certain guidelines and required equipment as defined below:

All departments are required to understand and follow the requirements set forth below.

  • All vehicles will be white and will have the YALE insignia labeled on each vehicle. Some departmental exceptions apply (for example, Public Safety). Departments may choose to have a departmental name added to the graphic.
  • MEI numbers will be the numbering system used to maintain an accurate inventory, and the MEI number must be displayed on each vehicle. No other graphics, numbering, decals or stickers will be applied without YFM approval. YFM has worked with the University Printer to ensure appropriate graphics and overall look of the vehicle.
  • Backup cameras are required on all new vehicles purchased. White noise backup alarms are required on all operations vehicles.
  • Telematics hardware units will be installed on all vehicles for safety and fuel monitoring. A module of the telematics for global positioning is available and will be activated at the department’s request.
  • YFM will determine the University telematics vendor, working closely with University procurement. Only approved negotiated maintenance vendors may be used.
  • Additional vehicle add-ons and shelving requirement will be handled by YFM

Fuel and Maintenance

Fuel

All University owned vehicles are assigned a fuel card for use for that vehicle only. Requests for fuel cards can be made here.

University policy requires the replacement of fuel cards every three years. An annual review of gas cards assigned to departments and of drivers that are assigned gas pin code numbers will be performed by YFM

Fuel cards can only be used for the purpose of refueling a University fleet vehicle.

Driver Pin #

All drivers assigned to drive a university owned vehicle will be provided with a gas pin # to be used along with the fuel card at the time of refueling. Request for replacement pin # can be made here.

Drivers must never compromise their pin# by sharing it with anyone at any time. Use of someone else’s pin# may result in disciplinary action up to and including termination.

Maintenance

Departments must only use authorized preferred maintenance vendors for work on University owned vehicles. Maintenance vendors can be found here.

Department Fleet Coordinators are responsible for providing all invoices and work completed on University vehicles to YFM.

Parking Fines

Except as noted below, parking fines issued to drivers of University Fleet Vehicles must be turned in to the department supervisor on the day of the infraction. Supervisors are to carefully review each ticket and discuss appropriate resolution with the driver to reduce repeated occurrences.

Parking fines for any infraction other than expired meters must be investigated with the driver immediately.

Parking fines for rented or personal vehicles must be paid for by the individual; the University is not responsible for fines issued to an employee while the employee is operating a personal or a rental vehicle.

Yale University Fleet Safety Committee

The Yale University Fleet Safety Committee is administered through the Office of Fleet Management.

Committee members may include representatives from university departments that have fleet vehicles, Risk Management, Labor Relations and Human Resources. The Committee shall meet than quarterly.

The Committee is responsible for accident review and for developing proactive ideas and solutions for claims trends, issues and training opportunities.

Auto Safety Rules and Regulations

The following safety rules must be followed at all times while driving on University business:

  • Only properly authorized and licensed persons may operate University vehicles or rent a vehicle on the University’s behalf.
  • Employees are not to use University vehicles for personal use, except as provided in written employment contracts. Personal use may be considered taxable income, and the Tax Department should be consulted for additional information.
  • Only passengers on official University business are allowed to ride in University vehicles.
  • No driver shall operate a University vehicle under the influence of alcohol or drugs, or when his/her ability to operate a vehicle safely may be impaired by medication, illness, fatigue, or injury.
  • All accidents resulting in personal injury or property damage, regardless of the degree of severity, must be reported to Campus or local Police immediately and to the driver’s supervisor before the end of the driver’s shift. The Office of Risk Management must be notified within 24 hours or as soon as practical thereafter.
  • Motorcycles may not be purchased or rented except by authorized University police personnel. Seatbelts and other proper restraints must be worn by all occupants of any University vehicle in accordance with Connecticut state law.
  • A hands free device must be used when talking on cellular phones while driving. Other uses of a cell/smart phone are prohibited while driving.
  • Drivers must park in authorized parking spaces at all times No eating or drinking while driving a vehicle
  • No smoking allowed in a vehicle at any time
  • Drivers are responsible for the cleanliness of their vehicle after each shift
  • Drivers must complete a safety review of their vehicle before each use (see “Vehicle Safety Review” form)
  • Drivers must never share their gas pin #.
  • All doors must be closed while the vehicle is in motion.
  • Departmental regulations specify the authorization process for obtaining fuel. The basic fluid levels (oil, coolant, windshield washer) should be checked when getting fuel.
  • Vehicle mileage and use logs must be kept for all University vehicles as applicable.
  • Keys may not be duplicated, unless authorized, and must be returned promptly to the department after each use.
  • All moving violations received while driving on University’s behalf must be reported to an immediate supervisor within one working day.
  • Whenever the vehicle is left unattended, the transmission must be placed in park or in gear, the parking brake set, the engine turned off, the windows closed, the doors locked, and the keys removed.
  • Laws and regulations of Motor Vehicle Department are to be followed at all times.
  • Handicapped spaces, fire lanes, sidewalks and the area around hydrants must not be used as parking spaces.
  • Defensive driving techniques should be exercised:
  • maintain a safe following distance, and increase it during slippery road conditions
  • yield the right of way when traffic controls mandate it and be prepared to yield the right of way to drivers who fail to follow the traffic signals
  • Pedestrians and bicycles in the roadway always have the right of way.
  • Check behind the vehicle before backing up, even if it means getting out of the vehicle Back into parking spaces whenever possible.
  • Disciplinary action can and will be taken for at fault accidents in accordance with the University’s Human Resource policies on discipline and/or the Local 34 and Local 35 contracts

Driver Discipline Program - Disciplinary Infractions

Immediate suspension or termination of employment may result from any of the following while driving a University Fleet Vehicle, or while driving a personal vehicle on University business:

  • Driving while under the influence of drugs, alcohol or any medication that may impair judgment Hit and run accidents, including: evading responsibility, leaving the scene of an accident, failure to leave notice of an accident
  • Operating a vehicle while driver’s license is under suspension or revoked Failure to notify supervisor of license suspension or revocation
  • Violation of State or Federal CDL regulations

Suspension of driving privileges and discipline up to and including termination may result from any of the following while driving a University Fleet Vehicle:

  • Failure to report an accident to management immediately Failure to notify local police of an accident immediately Poor driving record.
  • Leaving the keys in the ignition of a unattended vehicle.
  • Violation of any of the auto safety rules and regulations as outlined in the Section 1705.14.

A temporary suspension of driving privileges may be necessary due to a medical or health related issue that may temporarily interfere with driving ability.

Disciplinary actions will be implemented in accordance with the University policy on discipline.

Roles and Responsibilities

Drivers

Must have a current driver’s license. Must follow all driving laws and safety rules and regulations. Must report any vehicle defects and accidents promptly. Must cooperate in the investigation and resolution of any claims.

Departmental Fleet Coordinator

Oversee all aspects of use of University vehicles. See 1705.1

Office of Fleet Management

Oversee the activities of the Fleet Safety Committee. Oversee the management of operating fleet vehicles under the University Fleet Safety Program. Maintain list of all trained drivers. Conduct Driver Safety Awareness training.

Office of Risk Management

Process all accident reports and oversee the settlement of auto claims. Review trends and recommend steps to prevent recurrence.

Fleet Safety Committee

Responsible for accident review and developing proactive ideas and solutions for claims trends, issues and training opportunities.