HomeMy WebLinkAboutADM 020 Vehicle Use PolicyCITY POLICY/PROCEDURE
Approv,. I:
i
4
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
II ate Revised:
Ja = 5, 2004
Category:
020
Subject:
001/001
Policy Title:
VEHICLE USE POLICY
POLICY STATEMENT:
The Corporation of the City of Pickering is committed to the effective and efficient delivery
of its public service. The City recognizes that in order to provide such services, its
employees may be required to operate City owned vehicles and equipment or use their
personal vehicle in carrying out the business of the City.
POLICY OBJECTIVE:
The objective of this Policy is to;
1. Establish a consistent organizational approach towards vehicle use.
2. Establish a set of guidelines for City employees to follow when using a personal
vehicle on City business.
3. Establish an organizational procedure with respect to the undertaking of driver's
abstract searches.
Page 1 of 1
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
GENERAL:
01 Definitions:
01.01 Driver's Abstract Search - Validation of an individual's driving record
over the previous three year period obtained by the Corporation from
the Ministry of Transportation .
01.02 Liability Insurance - Insurance purchased by the owner of a vehicle to
provide coverage for the business use of his/her vehicle.
01.03 Personal Vehicle Use - The use of a vehicle owned by an employee
for City business purposes on an ongoing basis.
01.04 City Vehicle Use — The use of a vehicle owned by the Corporation for
City business purposes.
01.05 Mileage Reimbursement - A per kilometer rate paid to an individual
for reimbursement of costs associated with the business use of a
personal vehicle. The established mileage rate is based on estimated
costs (including depreciation, fuel, maintenance and insurance) for a
standard vehicle, as amended from time to time.
01.06 Bona Fide Job Requirement - A qualification or duty of a position that
is essential to the performance of that position.
01.07 Supervisor — Immediate non-union supervisor.
Page 1 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
02 Responsibilities:
02.01 Council to:
(a) Establish and approve the rate of mileage reimbursement to
employees using their personal vehicle for City business
purposes.
(b) Support the Vehicle Use Policy.
02.02 Chief Administrative Officer to:
(a) Approve amendments to this Policy.
(b) Support the Vehicle Use Policy.
(c) Identify those job descriptions of senior administrative staff
where the need for a valid driver's licence is included as a bona
fide requirement of the position.
(d) Identify those job descriptions of senior administrative staff
where the need for the use of a personal vehicle is included as
a bona fide requirement of the position.
(e) Review and approve mileage reimbursement claims for direct
reports.
02.03 Department /Division Head to:
(a) Support the Vehicle Use Policy.
Page 2 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
(b) Identify those job descriptions in their respective areas where
the need for a valid driver's licence is included as a bona fide
requirement of the position.
(c) Identify those job descriptions in their respective areas where
the need for the use of an employee's personal vehicle is
included as a bona fide requirement of the position, based on
one or more of the following criteria;
•frequency of use - anticipated travel outside of the usual job
location (more than 3 times per week);
•nature of job responsibilities could require unanticipated
immediate off-site response;
•no City vehicle available or allocated to position.
(d) Provide the Human Resources Division, in September of each
year, with an up-to-date list of those positions requiring a valid
driver's licence and/or requiring an employee to use his/her
personal vehicle on the job.
(e) Allocate budget funding for mileage reimbursements to staff.
(f) Review and approve mileage reimbursement claims for direct
reports.
02.04 Supervisor to:
(a) Advise Department Head immediately upon learning of any
employee whose licence may have been lost or suspended.
(b) Review and approve mileage reimbursement claims for direct
reports.
Page 3 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
02.05 Employment Services Coordinator to:
(a) Ensure that any new employee whose position requires the
ability to drive a City vehicle produces an up-to-date driver's
abstract and valid driver's licence upon receipt of a conditional
offer of employment.
(b) Ensure that a duly executed Driver's Abstract Consent Form
(Appendix 1) is obtained from any new employee whose
position requires a valid driver's licence or the use of a personal
vehicle on the job.
(c) Ensure that a duly executed "Contract for Personal Vehicle Use"
form (Appendix 4) is obtained from all current employees whose
position requires the use of a personal vehicle on the job.
(d) In September of each year, coordinate the updating of
departmental listings of positions requiring a valid driver's
licence or the use of a personal vehicle on the job.
(e) Provide an up-to-date list of employees entitled to claim mileage
allowance to Corporate Services Department.
02.06 Safety and Training Coordinator to:
(a) Ensure that an employee's written authorization has been
obtained prior to requesting a driver's abstract search.
(b) Conduct semi-annual driver's abstract searches for all
employees required to hold a valid driver's licence and operate
Page 4 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Date Revised:
January 5, 2004
Policy Number:
Classification:
Category:
ADM
020
Reference:
Subject:
001
Policy Title:
VEHICLE USE POLICY
City owned vehicles/equipment as per the timelines detailed in
Appendix 5.
(c) Advise supervisor of any licence invalidations arising from this
search.
(d) Maintain the confidentiality of all documentation related to
driver's abstract searches.
02.07 Corporate Services Department to:
(a) Verify claims for mileage reimbursement to ensure they are
submitted on the appropriate forms and approved in
accordance with this Policy.
(b) Ensure that all mileage reimbursement claimants have
produced proof of adequate liability insurance coverage prior to
processing claims.
(c) Ensure that all mileage reimbursement claims are processed
expeditiously.
(d) Review and recommend to Council, through the Treasurer, a
mileage reimbursement rate update from time -to -time.
02.08 Employee to:
(a) Advise insurer of the business use of his/her personal vehicle
and the frequency of such use.
(b) Ensure that the minimum mandatory insurance required by law
(third party bodily injury, property damage, etc.) is maintained at
all times.
Page 5 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
(c) In January of each year, provide proof of liability insurance
coverage to the Corporate Services Department. (Appendix 2).
(d) Submit mileage reimbursement claims in accordance with
Section 06.03 of this Policy. [revised to correct section reference — Jan
6/04)
(e) Ensure that his/her personal vehicle is maintained in a safe and
road worthy condition at all times.
(f)
(g)
Inform supervisor in writing of loss or suspension of driver's
licence within the time -frames identified in this Policy and
Collective Agreement(s) where referenced.
Maintain a valid Province of Ontario Driver's Licence in the
licence class required by his/her position.
03 Guidelines and Insurance Requirements:
City employees who drive their own vehicles on City business are not covered by
the City's fleet insurance. Employees are responsible for ensuring they are
protected against liability while driving their personal vehicles on City business.
Employees required to use their own vehicles for business purposes, whether on a
frequent or occasional basis, are responsible for advising their insurers of this
requirement and the extent of such use.
Where a position requires the incumbent to drive his/her own vehicle on City
business, the following guidelines will apply:
Page 6 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Date Revised:
January 5, 2004
Policy Number:
Classification:
Category:
ADM
020
Reference:
Subject:
001
Policy Title:
VEHICLE USE POLICY
03.01 Any employee using a personal vehicle for business purposes shall
carry and maintain adequate insurance coverage for third party bodily
injury and property damage.
03.02 Use of personal vehicles on City business is undertaken at the risk of
the owner and the City will not be responsible for an employee's failure
to advise his/her insurers the extent of business use of the vehicle nor
an employee's failure to obtain adequate insurance coverage.
03.03 Where the business use of a personal vehicle results in an increase in
automobile insurance premiums, the employee is responsible to pay
the premium increase.
03.04 The cost of fines resulting from traffic violations or parking offences
while using a personal vehicle on City business is the responsibility of
the vehicle owner.
04 Driver's Licences
04.01 The Corporation will determine all jobs within the City where a valid
driver's licence is a required qualification of the position. This
requirement will be identified in the job description and included in job
advertisements.
04.02 The Safety & Training Coordinator will arrange to have a semi-annual
driver abstract search undertaken through the Ministry of
Transportation for all City employees who are required to operate City
owned vehicles. This search will usually be undertaken in February
and August of each year. In the event that an employee's licence has
been suspended or invalidated, the supervisor will be advised
accordingly and appropriate action taken.
Page 7 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
05 Loss or Suspension of Licence
Any employee required to possess a valid driver's licence whose actions result in
the suspension or revocation of that licence, shall notify his/her supervisor in writing
of the loss or suspension of the licence. Such notice must contain the duration of
the loss or suspension and must be given within three (3) working days of the
employee being notified of such loss or suspension. Failure to provide such written
notice within the stipulated period will be treated as a matter of discipline.
06 Mileage Reimbursement
06.01 All employees claiming mileage reimbursement under this policy are
required to provide annual confirmation of liability insurance coverage
(Appendix 2) and sign the "Contract for Personal Vehicle Use" form
(Appendix 4) in order to access mileage claims. This does not apply
to those employees using their personal vehicle to attend conferences,
seminars, off-site meetings, etc. if approved by the supervisor.
06.02 The City of Pickering will reimburse employees for mileage expenses
associated with the use of personal vehicles on approved City
business, at the rates approved by Council from time -to -time.
06.03 Employees authorized to use a personal vehicle for business use will
be entitled to reimbursement based on kilometers driven. Such
reimbursement will not include the distance normally driven by the
employee between his/her residence and place of work. Travel to and
from an employee's normal workplace is considered personal use of
the vehicle and is not subject to reimbursement.
06.04 Employees claiming mileage reimbursement under this Policy are
required to submit a monthly claim in an approved form (Appendix 3)
Page 8 of 10
CITY POLICY/PROCEDURE
Approval:
Date Originated:
May 12, 2000
Policy Number:
Classification:
ADM
Reference:
Date Revised:
January 5, 2004
Category:
020
Subject:
001
Policy Title:
VEHICLE USE POLICY
within seven (7) working days from the end of the month to the
appropriate Department/Division Head/Supervisor. All claims for
mileage reimbursement must be approved by the immediate
supervisor and submitted within the year incurred.
06.05 All employees claiming mileage reimbursement under this Policy are
responsible for maintaining adequate liability insurance coverage.
06.06 All employees who are required to use a personal vehicle for municipal
business will be reimbursed for the cost of parking when free parking
facilities are not available.
07 Confidentiality
All information pertaining to a driver's abstract search will be held in confidence and
will be disclosed only to the extent necessary to undertake verification of an
employee's driving record. All records pertaining to a driver's abstract search under
this Policy will be retained by the Safety & Training Coordinator and are subject to
the provisions of the Municipal Freedom of Information and Protection of Privacy
Act, 1989, the Ontario Human Rights Code, or the rules governing Court
proceedings.
08 Application
This policy is applicable to all City of Pickering employees. This policy applies to all
matters identified in this Policy occurring in the course of any person's employment
with the City of Pickering.
Page 9 of 10
ADM -020
APPENDIX 1
THE CORPORATION OF THE CITY OF PICKERING
DRIVER'S ABSTRACT CONSENT FORM
In accordance with Section 32 (d) of the Municipal Freedom of Information and
Protection of Privacy Act, I hereby authorize the
Corporation of the City of Pickering to obtain an abstract of my driving record from
the Ministry of Transportation.
Signed at this day of 2000.
Employee Signature
Position Title
Copy: Human Resources Division
Page 1 of 1
WOOMMINI 101
THE CORPORATION OF THE CITY OF PICKERING
CONFIRMATION OF LIABILITY INSURANCE COVERAGE
ADM -020
APPENDIX 2
This will confirm that I, , have informed my vehicle insurer
of the extent of the business use of my personal vehicle and that I carry the
minimum mandatory insurance required by law in the Province of Ontario for third
party bodily injury and property damage.
Signed at this day of 2000.
Employee Signature
Position Title
Copy: Corporate Services Department
Page 1 of 1
THE CORPORATION OF THE CITY OF PICKERING
CONTRACT FOR PERSONAL VEHICLE USE
ADM -020
APPENDIX 4
I, hereby agree to use my personal vehicle, whether on a
frequent or occasional basis, for business purposes in the undertaking of my
duties as with the Corporation of the City of Pickering.
Signed at
this day of , 2000.
Employee Signature
Page 1 of 1
VEHICLE USE POLICY
TIMELINES
ADM -020
APPENDIX 5
JANUARY
Employee to provide confirmation of
liability insurance coverage to the
Corporate Services Department.
FEBRUARY
Safety and Training Coordinator to
conduct driver's abstract search.
MARCH
APRIL
MAY
JUNE
JULY
AUGUST
Safety and Training Coordinator to
conduct driver's abstract search.
SEPTEMBER
Employment Services Coordinator to
coordinate update of positions from
Departments.
OCTOBER
NOVEMBER
DECEMBER
Employment Services Coordinator to
provide Corporate Services with an up-
to-date list of employees entitled to
claim mileage allowance.
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