Motor Vehicle Fleet Policy

Effective: July 1, 2023

I. Purpose

The purpose of the following policy is to ensure the safety of all faculty, staff and students while operating motor vehicles. The intent of this policy is to educate and raise awareness while encouraging responsible driving behavior to decrease motor vehicle accidents, personal injuries and property damage. This policy applies to all drivers using a motor vehicle on behalf of Moravian University business, including but not limited to University owned, leased or rented vehicles, and personal vehicles. Moravian University reserves the right to suspend an employee’s or student’s privilege to operate a motor vehicle owned, leased, or rented by Moravian University when this policy is violated.

II. Types of Vehicles Covered

1. Moravian University owned or leased motor vehicle
2. Non-Moravian rented motor vehicle (Enterprise, etc.)
3. Personal motor vehicle

III. Vehicle Usage

1. Moravian owned or leased vehicles - Only properly authorized and licensed persons may operate motor vehicles on the University’s behalf.
2. Non-Moravian rented vehicle (Enterprise, etc.) - Only properly authorized and licensed persons may rent a motor vehicle on the University’s behalf.
3. Personal vehicle - Personal motor vehicles may be used while conducting business on behalf of the University. It is a requirement that all personal motor vehicles used for University business maintain a current state vehicle inspection for the state in which their car is registered. All personal motor vehicles must maintain a safe operating condition.

IV. Driver Qualifications

1. Acceptable Licenses: Any person operating a covered motor vehicle owned, leased, or rented by Moravian University:
   1. Must be insured by a personal car insurance policy
   2. Hold a current, valid U.S. driver’s license or hold a current, international driver’s license
   3. Hold a current, valid Commercial Driver’s License (CDL) if required for the position
   4. Probationary, court-restricted, and “junior” or provisional driver’s licenses will not be accepted
2. Age Restrictions:
   1.  Individuals must be at least 18 years of age
   2. Individuals are required to have had their license for two (2) years and have a minimum of 2,000 miles of driving experience
   3. Individuals must have no less than six (6) years of driving experience to drive a 15-passenger van. Any exceptions to the driving experience require approval by Human Resources.
3. Motor Vehicle Records (MVR): MVR verifications are required for all drivers operating motor vehicles on behalf of the University. MVRs produce a history of traffic violations and will help ensure that safe and responsible individuals are operating vehicles on behalf of the University. The Motor Vehicle Record Grading Criteria (Page 7) will be used to determine driver eligibility. While the University policy does not allow for student drivers, an exception may be made in a joint decision between the respective Vice President, Human Resources, and the Director of Business and Financial Operations. MVR verifications are required for any students operating any motor vehicles on behalf of the University.
   1. MVRs will be performed on a pre-employment and annual basis for each employee assigned an institutional motor vehicle, drivers who complete all required steps in the Fleet Policy, and drivers who routinely use their personal motor vehicle for conducting University business and/or transporting students for institutional business. This includes but is not limited to employees such as coaches, Admissions counselors, faculty, shuttle drivers, and facilities staff members.
   2. MVRs will be performed before a student may drive and annually for all student drivers whose position at the University necessitates operation of a motor vehicle. The Motor Vehicle Record Grading Criteria (below) is used to determine driver eligibility. Students with multiple moving violations and/or at-fault accidents will not be approved to drive a motor vehicle.
   3. MVRs may be verified on a post-accident basis at the discretion of the University.
   4.  Drivers with multiple moving violations and/or at-fault accidents will be subject to progressive corrective action including counseling, mandatory participation in a driver training program, and loss of the right to operate an institution vehicle. The loss and/or suspension of an employee’s driver’s license, where driving is an essential function of the job, may result in disciplinary action up to and including termination of employment.
   5. If a driver’s license is revoked or suspended for any reason, the driver must immediately report to their direct supervisor and Human Resources.
   6. It is an institutional policy and requirement for employee and student driving privileges that every individual with driving duties have a motor vehicle record (MVR) meeting the grading requirements stated below. MVRs will be examined prior to granting of driver privileges and yearly thereafter. Any job offer for a position with driving duties shall be contingent upon an MVR meeting the required standards. Continued employment in a position with driving duties also requires an MVR meeting the standards outlined below.
   7. No driver will be authorized with “borderline” or “poor” MVR results.
   8. Driving records must remain “acceptable” or “clear,” for continued privilege of driving institutional vehicles.
   9. Any exceptions to these guidelines must be approved by the respective Vice President, Human Resources, and the Director of Business and Financial Operations. The auto insurance carrier may be consulted on an as needed basis regarding MVR results.

V. Motor Vehicle Operations

1. Intended Use: Moravian University vehicles are intended for use only in the conduct of institutional business. Moravian University motor vehicles are not for personal use. The institution has insurance for damage occurring to institutional motor vehicles. If an accident occurs while the individual is not driving on behalf of the institution, the individual will be responsible to pay the applicable deductible, repair costs, and property damage costs. Any individual using a University owned motor vehicle for personal use will lose driving privileges and disciplinary action will be taken.
2. Liability Insurance: The University’s insurance policy protects both the institution and an authorized driver against damages resulting from bodily injury and/or property damage occasioned by the authorized use of a University owned or leased motor vehicle. The institution does not carry insurance on personal motor vehicles and assumes no responsibility for any damage to an employee’s personal motor vehicle, even when it is used on behalf of the institution. It is the employee’s responsibility to carry such insurance coverage. The minimum personal auto liability coverage required is:
   1.  $100,000 of bodily injury coverage per person;
   2. $300,000 of bodily injury coverage per accident; and
   3. $50,000 of total property damage coverage;
   4. OR $300,000 Combined Single Limit (CSL) of bodily injury coverage and property damage coverage per accident
3. Keys: Individuals may not retain keys of a University owned or leased motor vehicle, unless that motor vehicle has been assigned as a function of employment. If a motor vehicle is managed by a particular department, the authorized department employee is responsible for the keys of that particular motor vehicle. No student may retain keys of any kind. Individuals may not copy keys for personal use. Lost keys must be reported to the respective supervisor immediately.
4. Motor Vehicle Inspections and Maintenance: The responsible department must ensure that all respective motor vehicles are regularly inspected and receive required maintenance. Individuals should also inspect motor vehicles prior to use and upon return for maintenance needs or concerns. Individuals are required to keep the motor vehicle clean and in safe operating condition at all times.
   1. Motor vehicles will be maintained within the requirements of the Pennsylvania State Vehicle Inspection requirements.
   2. All University owned and leased motor vehicles must be inspected daily prior to use. Motor vehicles should be removed from the road when required maintenance either affects the safety of the driver and/or passengers, or when the maintenance issue violates laws for motor vehicle operation.

VI. Motor Vehicle Accidents and Breakdowns

Once an accident has occurred, it is the responsibility of the driver to gather information as quickly and thoroughly as possible. To assist in the information gathering process, all motor vehicles have been equipped with an accident reporting kit, located in the glove box. If a kit is not provided, the Fleet Manager should be notified so a replacement can be provided. All accidents, regardless of how minor, must be reported to the driver’s supervisor or manager, Human Resources, Director of Business and Financial Operations, current insurance company, and local law enforcement authorities (as appropriate) immediately, or as soon as practical. Assuming the driver is capable, the following steps should be taken immediately following an accident:

1. Stay calm.
2. Once conditions permit, pull to the shoulder of the road to prevent further damage.
3. Turn on hazard warning lights.
4. Call for medical assistance, if necessary.
5. Call the police and request assistance.
6. DO NOT administer first aid unless you are qualified.
7. Assist injured persons, but do NOT move them unless they are in danger of further injury.
8. Assist the police officer by providing the necessary information. Obtain the police officer’s contact information and information on how to obtain a copy of the police report.
9. Obtain information on accident reporting kit located in the glove box.
10. Immediately report the accident to the supervisor or manager

In the event of a motor vehicle breakdown or accident, the vehicle driver should also contact the Moravian University Police Dispatcher (610-861-1421). The dispatcher in Campus Police will notify the appropriate individuals. It is necessary to ensure that all facts of the accident are available to be reported and documented at that time. Driver must be prepared to provide the following information to the Police Dispatcher:

1. Driver’s name and call back number
2. Location and type of incident
3. If there are injuries to any passengers
4. If the motor vehicle is drivable
5. Any other pertinent details

VII. Accident Investigation

All accidents will be reviewed and investigated by Campus Police in a timely manner. Accident investigation will include a root cause analysis and a determination of whether the accident was “preventable” or “non-preventable”.

VIII. Traffic Violations

Employees with an essential responsibility of driving as part of their role at the University are responsible for report all traffic violations (major and minor) to Human Resources as their supervisor or manager and are responsible for paying all traffic penalties. For accidents involving a non-company motor vehicle, the driver is responsible for reporting the accident to his/her personal automobile insurance carrier.

IX. Distracted Driving

Distracted driving has a direct relationship with the increased likelihood of vehicular accidents. Therefore, such distractions are not permitted while operating any type of motor vehicle on behalf of the University. Distracted driving activities include but are not limited to reading, writing, grooming, locating directions, eating and drinking, smoking and searching for belongings within the motor vehicle. Drivers are to use good judgement when driving on behalf of the University. Driver fatigue should be monitored closely, and driving should be adjusted accordingly if a driver is too fatigued to operate a motor vehicle responsibly.

X. Mobile Technology Use While Driving

Use of mobile technology devices such as cell phones, laptops, personal digital assistants, smart watches, navigation systems, and portable digital audio and video players have been shown to distract drivers and increase the risk of motor vehicle accidents. Anyone using a motor vehicle for University business, should abide by these guidelines:

1. Employees/students should comply with all federal, state, and local laws and regulations regarding the use of mobile technology devices including cell phones. [The Governors Highway Safety Association maintains a list of state and local restrictions on cell phone use (www.ghsa.org).]
2. Use of cell phones, both hand-held and hands-free is prohibited while driving.
3. Making phone calls, reading or responding to text messages or emails, viewing television, videos or DVDs and inputting data into laptop computers, personal digital assistants or navigation systems is strictly prohibited while driving.
4. Wait to use a cell phone until parked or have a passenger use the cell phone. If it is necessary to make an emergency call, park the vehicle in a safe location before making the call.

XI. Safe Operation of University Owned or Leased Vehicles and Personal Vehicles

1. Obey all traffic regulations. Drivers should comply with all federal, state, and local laws and regulations when operating any type of motor vehicle. Seat belts are required by the driver and all passengers. These regulations are strictly enforced.
2. The driver and all occupants are required to wear seatbelts when operating or riding in a motor vehicle. The driver is responsible to ensure all passengers are wearing their seatbelts. The number of passengers should never exceed the number of seatbelts.
3. Headphones with music/entertainment may not be worn when operating any motor vehicle.
4. All drivers are expected to practice defensive driving and to avoid activities that have the potential to divert attention from safe driving.
   1. Maintain a safe following distance and increase it during slippery road conditions.
   2. 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.
   3. Pedestrians and bicycles in the roadway always have the right of way.
   4. Check behind the motor vehicle before backing up, even if it means getting out of the vehicle Back into parking spaces whenever possible.
5. All moving violations received while driving on University’s behalf must be reported to an immediate supervisor within one working day.
6. Motor vehicles, including University owned or leased and rented motor vehicles may not be operated by anyone under the influence of illegal drugs or alcohol. Drivers are subject to disciplinary action up to and including termination for their conduct and actions while alcohol or drug impaired. Drivers may not take prescription drugs or “over the counter drugs” that may cause drowsiness 24 hours before operating a motor vehicle on behalf of the University.
7. Smoking is not allowed in or on any motor vehicle.
8. Drivers must park in authorized parking spaces at all times. Handicapped spaces, fire lanes, sidewalks and the area around hydrants may not be used as parking spaces.
9. Drivers are responsible for the cleanliness of their motor vehicle after each shift.
10. The use of radar detectors (or similar speed enforcement detection) is strictly prohibited.
11. Alcoholic beverages, opened or unopened, may not be transported in motor vehicles. Exceptions to this will be approved depending on the need of the institution. Exemptions include but are not limited to Advancement and Alumni events and catered events by Sodexo.
12. It is prohibited to pick up hitchhikers.
13. Transportation of firearms is not allowed.
14. The transport of animals, other than trained service animals in University owned, leased or rented motor vehicles is not permitted without prior approval by Human Resources.
15. Accepting payment for carrying passengers or materials is not allowed.
16. Pulling or pushing another vehicle or towing a trailer without authorization is not permitted.
17. Transportation of flammable liquids and gasses or other hazardous materials is not permitted.
18. Drivers may not assist disabled motorists or accident victims beyond the level of their medical training: EMT, CPR, Basic First Aid, etc. If a driver is not qualified to provide the above services, he/she must restrict his/her assistance to calling the proper authorities.
19. Reflective triangles are the preferred method of warning. Ignition or burning flares should not be used.
20. Roof-top loads or luggage are not permitted on any motor vehicle. FMPC motor vehicles are exempt from this limitation.
21. Drivers are responsible for ignition keys for the period of time in which they are using the motor vehicle. Keys must be removed when the motor vehicle is not in use or unattended. Motor vehicles not in use for a long period of time, must be secured in the appropriate location. Operators should check with supervisors or staff to learn appropriate locations.
22. Motor vehicle users are responsible for refueling. Never refuel the motor vehicle in an enclosed area or in an enclosed area. Turn the key to the off position and remove the key from the ignition. Locate the fuel fill. Remove the gas cap and fill the tank with gas but do not overfill the tank. Replace the gas cap tightly. Employees assigned gas cards may purchase gas for University owned or leased motor vehicles only. Personal gas purchases are strictly prohibited and will result in disciplinary action. Gas card pin numbers are to be kept confidential.
23. All University owned and leased motor vehicles shall be inspected at least annually to ensure the safe operation of the motor vehicle. The annual inspection shall follow the manufacturer’s recommendations for inspection and maintenance. A record of each inspection shall be maintained.
24. Drivers are not permitted to drive more than four (4) continuous hours without rotating drivers or stopping for a rest period.
25. Drivers are not permitted to drive more than ten (10) hours in any one day unless approved by respective Vice President and Human Resources.
26. Driving is not permitted between midnight and 6:00 AM unless approved by respective Vice President and Human Resources.
27. Student clubs/organizations traveling without their advisor are not permitted to travel more than 200 miles one way unless approved by the Executive Vice President/Dean of Students and Human Resources.

XII. Driver Safety Training

All drivers are required to complete Moravian University driver safety training.

1. Online Driver’s Safety Training Program must be completed before eligibility to operate a motor vehicle on behalf of the University.
2. Drivers who have not completed the online training are not permitted to operate any motor vehicle.
3. Online training is required for those drivers who will be operating a 15-passenger van on behalf of the University. This is provided by the insurance carrier and can be requested from the Director of Business and Financial Operations when needed as carriers can change on an annual basis.

XIII. Acknowledgement

Individuals who are assigned or authorized drive on behalf of the University must complete and sign below acknowledging that they have read and agree to the requirements set forth in the Motor Vehicle Policy.

Motor Vehicle Record Grading Criteria

Major Violations generally include:

❏ Leaving the scene of an accident
❏ Driving under the influence of drugs or alcohol
❏ Excessive speeding (>20 mph over limit)
❏ Reckless, negligent or careless driving
❏ Felony, homicide or manslaughter involving the use of a motor vehicle
❏ License suspension or revocation resulting from accidents or moving violations

Minor violations generally include:

❏ Speeding <20 mph
❏ Failure to obey sign
❏ Failure to yield
❏ Illegal turn