6/1/20141 Motor Pool Policies – Permanently Assigned Vehicles Complete and sign the above form. X X.

04/10/23 1

Motor Pool Policies – Permanently Assigned Vehicles

Complete and sign the above form. X

X

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Who Can Drive?

Evergreen staff, faculty and students

State, federal, county and municipal organization employees

Certain volunteers.

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Driver Requirements

Must have

US driver’s license (any state)

Minimum 2 years driving experience and be at least 18 years old

Relatively clean driving record

Have a current Travel Authority

that covers trips off campus.

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Driver Record Requirements

None of these offenses within the last 3 yrs:Suspension/revocation of license for reckless driving, hit and run, leaving an accident scene, failure to appear, DUI or other vehicle-related felony.

Multiple traffic offenses resulting in a conditional status driving record or subsequent suspension or revocation of license.

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To get Evergreen Use Permit

• View Motor Pool Policies and Procedure slide show.

• Present valid U.S. driver’s license with reasonable driving record.

• Complete appropriate driver training course: “Van Driver” for 12 or 15 passenger vans or Wumbus “Trucks, Vans, Delivery Vehicles” for pickups, trucks and cargo vans.

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Use of Evergreen Vehicles

Restricted to activities related to official state or college business. This includes:Picking up supplies for work related activities, official functions or other college activitiesAttending conferencesTransporting speakers, performers or people involved in college activities.

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Do Not Use Vehicles to

Commute back and forth from home.

Run personal errands.

Transport people, such as hitchhikers, family or friends, who are not part of the activity for which the vehicle is being used.

To go into town to pickup coffee, lunch or snacks for yourself.

No friends

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Travel Authority Needed

Travel authority form must be completed if you use an Evergreen vehicle to travel off campus..Employees who drive Evergreen vehicles on a regular basis should get a blanket travel authority each fiscal year for travel within Western Washington..

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Motor Pool Fuel

Kardgard card is used to refuel college vehicles and equipment at the Motor Pool

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Kardgard Cards

Kardgard cards can be issued to individuals or to groups, i.e. housing, farm. Contact the Motor Pool office to obtain a card.

Each card has 4 digit PIN for security.

Be sure to enter odometer correctly. Do not enter tenths, i.e. 54,326.5 should be entered as 54326.

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Off Campus Fuel/Repairs

The Voyager credit card is used to purchase the following off campus:• Gas/Oil. All TESC vehicles use standard,

unleaded fuel. Premium fuel is not authorized.• Minor repairs (less than $300).• Emergency purchases of tires and batteries.• Towing and repair charges resulting from

vehicle breakdown.

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Voyager Card

Card may be left in the vehicle or you may need to check it out from department.

Cards can also be checked out from Motor Pool office.

Cards are not accepted at Arco or Safeway.

Pin = 4505

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Voyager Credit Card No No’s

Do not use the Voyager card for:• Fuel for private vehicles.• Parking fees, ferry and bridge tolls. These tolls

can be reimbursed via travel expense vouchers.• Having chains installed.• Food or other supplies.

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Driver Responsibilities

Notify your supervisor if your drivers license is suspended or revoked.

Use the vehicles for official college purposes only.

Restrict passengers to employees, students or other people being transported in the course of official business.

Use seat belts.

.

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Driver Responsibilities

Notify the Motor Pool garage if the vehicle is not running well.

Lock the vehicle when not in use.

Pay any traffic or parking fines resulting from driver negligenceNo smoking or alcohol

consumption allowed in the vehicle.

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Driver Responsibilities

Check oil and water levels regularly.Report all accidents or damage to the Motor Pool office.Complete and turn in accident reports to Motor Pool office within 48 hours of accident.

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Repairs/BreakdownsCall the Motor Pool garage at ext 6985.If the garage is closed, call the Motor Pool office at ext 6354.If you are out of town, you can use the Voyager card to pay for minor repairs..The Voyager card can also be used for roadside assistance from NAC Fleet Rescue.

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AccidentsStop immediately. If there aren’t any serious injuries, move your vehicle off the road and turn off the ignition.Make no admissions or take any blame for the accident.Contact the local authorities and request an accident investigation if damage exceeds $700 or anyone is injured.If you are not sure who to call, call “911” and they will send the appropriate authority.

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Accidents

All accidents must be reported to the Motor Pool even if no other vehicle was involved or the college vehicle is not damaged

In each vehicle there is an accident package containingVehicle Accident Checklist

State Accident form

Claims Information Brochure

.

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Accidents ContinuedUse the Vehicle Accident Checklist to record necessary information such as the names and addresses of witnesses, vehicle information and the other driver’s data.Give the Claims Information Brochures to the other party involved in the accident. You can also give them the name and telephone number of the Motor Pool Coordinator as a contact.Notify the Motor Pool office about the accident within 48 hours of the accident.

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Accident Form

Complete the State Accident Report form.

Have your supervisor sign this form.

Submit the report to the Motor Pool office within 48 hours of the accident

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Vehicle Insurance

Evergreen’s liability coverage on vehicles is provided through our participation in the Washington State Self Insurance program.

This program will pay for damages to property or injuries sustained in an accident when the driver of the college’s vehicle is at fault while operating the vehicle in good faith on official college business.

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Damage to College Vehicle

Evergreen does not carry comprehensive or collision insurance on Motor Pool vehicles.

The budgetary unit that the vehicle is assigned to is responsible for the costs of repairing Evergreen’s vehicle unless the damage is covered by the other vehicle’s insurance.

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Driver Liability

Drivers of Evergreen’s vehicles have the potential for personal liability if the accident occurred due to• Gross negligence. (Driving under the

influence, reckless driving, excessive speed)• If the vehicle was being used for personal or

unofficial business.

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Emergency Information

Call the Motor Pool office at 867-6354 during normal working hours.

After hours or on weekends or holidays, contact Police Services at 867-6000.

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TESC Vehicle Use Permit Quiz

1) Which of the following are legitimate uses of a college vehicle?

To attend a conference or equipment showTo purchase supplies for the department.To pickup pizza for lunch.

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Quiz #2

2) The driver is responsible for which of the following?

Paying traffic or parking fines Filing an accident report with the Motor Pool Notifying the Motor Pool if the vehicle is not running

properly. Wearing a seatbelt

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Quiz #3

Which of the following are legitimate uses of the Voyager Credit Card?

Gas for personal vehicles Premium GasMinor emergency repairsOilParking Fees

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Quiz #4

To be eligible to drive a van, drivers cannot have had a ticket for speeding within the last 3 years?

TrueFalse

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Quiz #5

If you are involved in an accident, which of the following are true?

You only need to report the accident to the TESC Motor pool if the college vehicle is damaged.

If there is more than $700 damage or if anyone is injured, call police for an accident investigation.

TESC Motor Pool will fill out the accident forms.

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Quiz #6

Which of the following are examples of a situation where the driver may be responsible for accident related costs?

The driver was driving under the influence of alcohol or drugs.

The driver was picking up potato salad to take to a potluck at the college.

The driver received a ticket for speeding.

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Quiz #7

Who should you call if you have a problem with the vehicle?

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Answer

1) Which of the following are legitimate uses of a college vehicle?

To attend a conference or equipment showTo purchase supplies for the department.To pickup pizza for a lunch potluck..

.

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Answer #2

2) The driver is responsible for which of the following?

Paying traffic or parking fines Filing an accident report with the Motor Pool Notifying the Motor Pool if the vehicle is not running

properly. Wearing a seatbelt

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Answer #3

Which of the following are legitimate uses of the Voyager Credit Card?

Gas for personal vehicles Premium GasMinor emergency repairsOilParking Fees

Evergreen vehicles use regular unleaded or diesel fuel. Premium fuels are not authorized.

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Answer 4

To be eligible to drive a van, drivers cannot have had a ticket for speeding within the last 3 years?

TrueFalse

Drivers who have received a speeding ticket can drive unless they have had multiple moving violations - 4 in 12 months or 5 in 24

months.

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Answer #5If you are involved in an accident, which of the

following are true?You only need to report the accident to the TESC

Motor pool if the college vehicle is damaged. If there is more than $700 damage or if anyone is

injured, call police for an accident investigation.TESC Motor Pool will fill out the accident forms. All accidents must be reported to the Motor Pool and you must fill out

the form.$700 damage is not very much – a dented fender can cost $600 or more to repair.

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Answer #6

Which of the following are examples of a situation where the driver may be responsible for accident related costs?

The driver was driving under the influence of alcohol or drugs.

The driver was picking up potato salad to take to a potluck at the college.

The driver received a ticket for speeding.Excessive speed can be considered ‘Gross Negligence’. Five or 10 mph over the speed limit probably would not be – depending on the road conditions.

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Answer #7

Who should you call if you have a problem with the vehicle?

Call Scot, our garage mechanic, at 867-6985 or Sherry at the Motor Pool office at 867-6354.