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HomeMy Public PortalAboutADM-115_Vehicle Use Policy_Effective 05-26-2020 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES VEHICLE USE POLICY Policy Number Effective Date Last Revision Page No. ADM-115 5/26/20 Page 1 of 3 Approved by: SECTION 1.0: PURPOSE To set forth the guidelines under which City vehicles will be authorized to City personnel and the guidelines under which City vehicles may be used. This policy is used to supplement additional policies which may exist within each department. SECTION 2.0: SCOPE Applies to all City of Lebanon employees. Employees whose employment is regulated by collective bargaining agreement are subject only to those provisions of this policy not specifically regulated by agreement. SECTION 3.0: DEFINITIONS Work Use Only – Vehicle is used at work only and remains at issuing department’s location at the end of the employee’s work shift (applies to personnel whose duties require the use of a City vehicle during their shift). Work & Commuting Use – Vehicle is used at work and for commuting back and forth to the employee’s primary residence (applies to certain personnel whose duties require them to be on-call to regularly respond to work during nights and weekends, at the discretion of the City Manager). Mileage forms may be required. 24-Hour Use – Vehicle may be used at all times of the day for professional and personal use due to the 24/7 nature of the employee’s duties (applies to certain public safety personnel). SECTION 4.0: POLICY DETAIL General: The general assignment of municipal vehicles may require employee access to municipal vehicles, either during the work shift or on a 24-hour on-call basis. City vehicles are not personal vehicles and are not for personal use. The assignment of municipal vehicles during work time is based upon job description, departmental workload and employee functions. The assignment of vehicles may be rescinded at any time by the City Manager or appointing Department Head. Change of Authorization: The City Manager or Department Head may rescind and/or change an existing vehicle assignment, including 24-hour use and work shift, and City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES VEHICLE USE POLICY Policy Number Effective Date Last Revision Page No. ADM-115 5/26/20 Page 2 of 3 Approved by: use authorization whenever an applicable position becomes vacant; the authorized is used inappropriately; an employee is on leave (paid or unpaid) or when the position’s duties are changed to a significant degree to warrant such reassignment or at discretion of City Manager or Department Head. SECTION 5.0: PROCEDURES Identification and Procurement of City Vehicles: All City vehicles, except certain police vehicles, shall be conspicuously marked as a City of Lebanon vehicle with the name of the department on both sides of the vehicle and shall have municipal license plates. The City Manager may grant special exception to this rule if sufficient written justification is presented by the Department Head. Report of Accidents: Whenever a City vehicle is involved in an accident, or subject to damage, or in the event an employee’s personal vehicle is damaged during an approved, work-related trip, the employee operating the vehicle is required to immediately notify their immediate supervisor. The supervisor is to contact the City Manager’s office and complete the appropriate insurance forms. The City does not assume responsibility for accidents, damage, or other negative impacts on personal vehicles when operated for the purpose of City business. Fringe Benefit Tax Reporting: Federal and State law requires employers to include “Fringe Benefit Income” on employee W-2 forms submitted to the IRS. Such fringe benefits include the employee’s use of an employer-provided vehicle for commuting purposes at $3.00 per day commuting rate as established by the IRS (subject to IRS changes). The City shall use this method for tax reporting purposes. Police and Fire vehicles may be exempt from the fringe benefit income reporting requirements as specified by IRS requirements. General Rules: 1) City vehicles may only be used for legitimate City of Lebanon business and if applicable, authorized commuting purposes and other approved uses. If commuting use is authorized, then it is limited to travel to and from the employee’s principal residence and place of work. Other approved uses shall be authorized by the City Manager or Department Head. 2) City vehicles other than those designated for 24-hour use are to be used to transport individuals who are engaging in City business. Passengers shall be City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES VEHICLE USE POLICY Policy Number Effective Date Last Revision Page No. ADM-115 5/26/20 Page 3 of 3 Approved by: limited to City employees and individuals who are directly associated with City work activity (committee members, consultants, contractors, etc.). 3) Vehicles should contain only those items for which the vehicle is designed. The City shall not be liable for the loss or damage of any personal property transported in the vehicle. 4) Employees are expected to keep vehicles clean, free of household trash (e.g. coffee cups, wrappers, etc.) and to report any malfunction or damage to their supervisor immediately. 5) Employees (both driver and passengers) must wear seatbelts in vehicles so equipped during operation of the vehicle. 6) Employees driving City vehicles shall obey all applicable traffic laws and regulations. 7) Smoking is prohibited in all City vehicles. 8) Employees utilizing pool or shared vehicles must ensure that the vehicle is filled with fuel, or if electric plugged into a recharging station before returning the keys. Special Circumstances: This Policy is intended to provide a basic framework governing the use of personal and municipal vehicles in the City of Lebanon, and, as such, cannot contain procedures governing every situation that might arise. Department Heads seeking clarification of or exemption from the provisions of this policy should contact the City Manager who will provide such clarification and may authorize exceptions to the policy under mitigating circumstances. Failure to comply with any and all provisions of this policy may result in disciplinary action up to and including removal of City vehicle privileges, suspension and/or termination from City employment. SECTION 6.0: REFERENCES (Charter/Code/State Statues) IRS – Publication 15-B; Employer’s Tax Guide to Fringe Benefits SECTION 7.0: POLICY & PROCEDURE REVISION HISTORY Section Revisions Date Original Adoption Originally Adopted 5/26/20 Amendment Amendment Amendment