Current through Register Vol. XLI, No. 50, December 13, 2024
Section 148-3-7 - Permissible use and care of state-owned vehicles7.1. It is the responsibility of the spending unit to monitor vehicle use and take appropriate action when an employee's use of the vehicle is not in accordance with this rule. 7.1.a. State-owned vehicles may be used or occupied by state employees, non-employees, (such as agency-approved contractors or their agents), volunteers acting in an official capacity, or authorized passengers as defined in this rule. No passengers other than state employees, non-employees, and authorized passengers are permitted in vehicles without specific approval of the spending officer.7.2. A state-owned vehicle may be used for official state business only by either primarily one employee or by multiple employees as a pool vehicle.7.2.a. Use by primarily one driver.7.2.a.1. State-owned vehicles may be assigned to an employee whose job duties require continuous access to a vehicle.7.2.a.2. The driver to which the vehicle is assigned is responsible for recording information that must be reported to the agency fleet coordinator and the Fleet Management Division.7.2.b. Use by multiple drivers as a pool vehicle.7.2.b.1. When a state-owned vehicle is used by multiple employees, the vehicle must be kept on state-owned or leased property when not in use, if practical.7.2.b.2. Each driver of the pool vehicle is responsible for recording information that must be reported to the agency fleet coordinator and the Fleet Management Division when the driver is using the vehicle.7.3. State-owned vehicles cannot be used for personal use except for de minimis personal use.7.4. Preventive Maintenance of state-owned vehicles is the responsibility of the spending unit to which the vehicle is assigned. Routine checking of tire pressure, tire wear, as well as other safety-related equipment is the responsibility of the driver, or in the case of a pool vehicle, the responsibility of the spending unit.7.4.a. All preventive maintenance costs must be reported to the Fleet Management Division or arranged through the maintenance program provided by the Fleet Management Division.7.4.b. The cost of repairs to or replacement of a state-owned vehicle as a result of failure to obtain preventive maintenance on a regular and routine basis is the responsibility of the spending unit to which the vehicle is assigned. The spending unit may seek reimbursement from the driver for misuse or abuse of the state-owned vehicle.7.4.c. All preventive maintenance, service and safety recalls must follow manufacturers recommendations.7.5. State-owned vehicles must be refueled using the fuel management program offered by the Fleet Management Office.7.6. Routine cleaning and upkeep of the vehicle is the responsibility of the assigned driver, or in the case of a pool vehicle, the responsibility of the spending unit.7.7. Smoking or the use of e-cigarettes or smokeless tobacco is prohibited in state-owned vehicles. Smoking is prohibited while the driver is refueling the vehicle.7.8. All state-owned and leased vehicles must have a valid state inspection sticker at all times.7.9. Insurance coverage is provided for state-owned vehicles by the Board of Risk and Insurance Management. Proof of insurance is provided by the Fleet Management Division. The agency fleet coordinator is responsible for ensuring that proof of insurance is placed in each vehicle.7.10. Each state-owned vehicle shall have a vehicle log sheet associated with the vehicle. Drivers, whether the vehicle is assigned to an individual or is used by multiple drivers, shall record the driver's name and information related to total mileage, miles commuted, destinations and purpose.