NEW RIVER CTC FLEET UPDATE: 2018 NEW Statutory Requirements Requirements per House Bill 4015 West Virginia State Code § 5A-12-1 through § 5A-12-14, § 17A-3-23 and § 17A-3-25 through § 17A-3-27 and Legislative Rule 148 July 2018 NEW Reporting Objective and Deadlines Fleet Management Division (FMD) Agency Fleet Coordinator (AFC) 1
STATE OWNED VEHICLES ARE DEFINED AS: Any y vehic icle le that is is owned, operated, , or acquir ired, , regardless of in intended use, , by the State of West Vir irgin inia on whic ich a state vehic icle le lic license pla late is is requir ired, , but does not in inclu lude employees’ personal vehicles used for official state business or vehic icle les rented on behalf lf of a state agency. 2
VEHICLE PERMISSIBLE USE AND CARE • No passengers other than state employees, non-employees, and authorized passengers are permitted in vehicles without specific approval of the President or designee • State owned vehicle may be used for official state business only by either primarily one employee or by multiple employees as a pool vehicle. • Vehicles assigned to an employee whose job duties require continuous access to a vehicle. That driver is responsible for recording information that must be reported by the AFC to FMD. • Vehicles utilized as a pool vehicle must be kept on state-owned or leased property when not in use. Each driver is responsible for recording information that must be reported by the AFC to FMD when they are driving the vehicle. • Review inappropriate use will be reviewed and training provided or discipline to employee when necessary • All state-owned and leased vehicles must have a valid state inspection sticker at all times 3
DRIVERS • Completion of driver training annually • Training on all rules, policies, and programs followed and documented • Current valid drivers license and record on file • Ensure : • Vehicle logs are completed after each use • Vehicle is refueled upon each use • Fuel purchase slips are turned in daily with keys • Keys to be returned to fleet reservation point of contact for each campus at the end of the day 4
VEHICLE LOG SHEETS Vehicle Log Sheets shall be maintained by: • Each operator of a state vehicle Drivers are required to complete a Vehicle Log Sheet, which contains at a minimum: Date of Travel Mileage – Commuting and Business Destination Reason for vehicle use Driver Name Vehicle VIN 5
New River CTC Fleet Log Sheet Per Vehicle: New River CTC Mileage Log Reporting Month: Year: Department/ Location Unit: Bill Code : CL15 Client: 5R82 Location: 527 Odd Rd, Ghent WV ATC Automotive Program 527 Odd New River Community and Technical College Rd, Ghent WV VIN# 3LN6L2LU5ER819522 Make-Model: Lincoln MKZ Hybrid REFUEL BEFORE RETURNING VEHICLE NRCTC INV.TAG# BecIT002809 WV Tag # ST:6443 Beginning Mileage: Monthly Business Miles: Monthly Gallons: Ending Mileage: Monthly Personal Miles: Miles per Gallon: Total Miles Traveled: Monthly Commuting Miles: Odometer Reading Date Time Gal. Fuel bought Driver's Name/Title Start End Total Miles Driven Commuting Miles Driven Business Miles Driven Personal Miles Driven Travel To: Travel From: Purpose of Travel Date: Manager's signature: Date: Agency Fleet Coordinator's Signature: 6
PRE-TRIP INSPECTION Pre-Trip inspections of Vehicles – particularly pool vehicles At a minimum, drivers should: Walk around vehicle Look at tires Check for obstacles around vehicle Make sure inspection sticker is valid Review oil change dates 7
DRIVER LICENSE ALL LL DRIV IVERS OF STATE-OWNED VEHICLES MUST HAVE A VALID DRIVER’S LICENSE TH THAT IS IS NOT SU SUSP SPENDED OR REVOKED. It’s the driver’s responsibility to report any license status change to the AFC immediately. 8
DRIVER TRAINING – DEFENSIVE DRIVING New River CTC is taking a “grass roots” approach to Defensive Driving Every month a new Defensive Driving topic is shared and published in the Hawks Nest News Letter New River CTC will also be posting the topics on their webpage for convenience Coming soon on Fleet Page on newriver.edu web page Reviewing these short videos is a great way to help influence change the behavior of state vehicle drivers 9
FLEET RESERVATIONS / CAMPUS FLEET VEHICLES New River CTC on line vehicle reservation system: NRCTCvehiclerequest@newriver.edu Time of reservation: Verification of current drivers license, current Reservation requests: driver training and travel authorization approval 72 hours out 96 hours out during Holidays Centralized vehicle reservation point of contact for each campus No overrides of reservations GVC: Coy Borders NCC: Bridgette Neil Cancellation Notifications ASAP ATC, RCC and MCC: Susie Atkins (MCC until position is filled) Vehicle refueled before returned Backup for all campuses: Twana Jackson Keys returned to campus designee Campus designated fleet vehicle: Emergency’s will be considered case by case 1 GVC (Lease Enterprise Rent A Car – 9 month) basis 1 NCC (Leased Enterprise Rent A Car – 9 month) 2 RCC (Leased Enterprise Rent A Car – one 12 month / one 9 month rental) 1 MCC (College owned) 10
MAINTENANCE AND FUELING Automotive Resources International (ARI) 1-800-CAR-CARE Contracted for: ARI certified mechanic available 24/7/365 Maintenance and Repairs Fuel Emergency and Roadside Assistance needs State Inspections Contact New River AFC for issues/scheduling 11
USE OF PERSONAL VEHICELS FOR TRAVEL Privately owned vehicles may be used for state West Virginia Purchasing Division's Vehicle Rental versus Employee Car Reimbursement Calculator travel with approval when college owned or Input Variables Vehicle Data Reference Chart leased vehicles are unavailable Total Miles to be Traveled 109 Hertz Rates Total Days in Trip 1 Order of vehicle travel: State vehicle, rental Car Rental Rate (Daily, Weekly) $32.71 Vehicle Selection MPGs Daily Weekly Monthly Cost of Gasoline per Gallon $ 2.89 Compacts (Neon, Aveo, Echo) 35 MPG $27.00 $148.40 $578.70 Mileage Reimbursement Rate $ 0.545 Intermediate (Cobalt, Corolla) 32 MPG $31.00 $170.52 $664.20 vehicle and personal vehicle is last option with Rental Car Gas Mileage (MPG) Fullsize (Impala, Camry) 28 MPG $33.00 $181.51 $707.10 28 Input Luxury (A4, 3-Series, C-Class) 26 MPG $79.00 $434.49 $1,692.90 variables here approval Calculated Results Hybrid (Prius, Accord) 40 MPG $39.00 $269.50 $1,050.00 Medium SUVs (Explorer, Trailblazer) 18 MPG $59.00 $324.52 $1,264.20 Own Car Cost Large SUVs (Suburban, Tahoe) 16 MPG $79.00 $434.49 $1,692.90 Private owned vehicle should not be used when Mileage $ 59.41 Small Pick-Up (Ranger, Dakota) 20 MPG $79.00 $434.49 $1,692.90 Trucks (Silverado, F-150) 18 MPG $99.00 $544.53 $2,121.30 reimbursement costs are expected to exceed Which is Rental Car Cost Minivans (Caravan, Windstar) 25 MPG $54.00 $324.52 $1,264.20 most cost Rental $ 32.71 12-Passenger Van (Ford & Chevys) 14 MPG $74.00 $434.49 $1,692.90 effective? $50.00 a day or mileage reimbursement is Refueling 11.25 Total $ 43.96 expected to cost more than the cost of Enterprise/National Rates Vehicle Selection MPGs Daily Weekly Monthly commercial travel (air, rental car, etc.) WV Gas Prices Compacts (Neon, Aveo, Echo) 35 MPG $30.09 $150.45 $601.80 Intermediate (Cobalt, Corolla) 32 MPG $31.92 $159.60 $638.40 Fullsize (Impala, Camry) 28 MPG $34.41 $172.05 $688.20 Terms of use: The purpose of the Mileage Calculator is to facilitate comparison and Luxury (A4, 3-Series, C-Class) 26 MPG $57.00 $285.00 $1,140.00 discussion. It is not a verified decision- Hybrid (Prius, Accord) 40 MPG $45.54 $227.70 $910.80 support system and may not always yield Medium SUVs (Explorer, Trailblazer) 18 MPG $50.60 $253.00 $1,012.00 accurate results. Large SUVs (Suburban, Tahoe) 16 MPG $81.36 $406.80 $1,627.20 Small Pick-Up (Ranger, Dakota) 20 MPG $47.00 $235.00 $940.00 Trucks (Silverado, F-150) 18 MPG $51.00 $255.00 $1,020.00 Revised January 1, 2018, Minivans (Caravan, Windstar) 25 MPG $51.65 $258.25 $1,033.00 12-Passenger Van (Ford & Chevys) 14 MPG $97.00 $485.00 $1,940.00 ** There may be additional costs associated with car rentals that could affect your decision. For a list of these costs and their conditions, please refer to the most recent version of the CRENTAL statewide contract, located on the West Virginia Purchasing Division's website. 12
USE OF PERSONAL VEHICELS FOR TRAVEL Use of personal vehicles requires Annual driver training Current/valid drivers license Insurance verification document on file Owners personal insurance will be primary for liability insurance coverage. Owner should contact their automobile insurer BRIM does not provide coverage that will pay for damage to personal automobile regardless of cause BRIM will not pay the owner’s physical damage deductible BRIM will provide excess liability coverage for additional protection. Excess coverage will only be available after the vehicle owner’s coverage is exhausted 13
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