1. Purpose. The following is to outline the use and regulations of Eastern New Mexico University-Roswell (ENMU-Roswell) motor vehicles by employees.
2. Regulations. The use of the ENMU-Roswell motor vehicles will be governed by the following regulations:
A. All ENMU-Roswell vehicles that are required by law to be registered as a motor vehicle are assigned to the motor pool.
B. The use and maintenance of motor vehicles is the responsibility of the Physical Plant.
C. The Physical Plant Office may assign vehicles to departments. The department is charged for mileage, gasoline consumption and maintenance.
D. Official use is for authorized employees or passengers. An authorized passenger means an ENMU-Roswell employee or any person in the furtherance of official institutional business. Any traffic citation or parking ticket is the responsibility of the employee. The employee shall insure that ENMU-Roswell vehicles are locked when left unattended.
E. ENMU-Roswell employees may arrange with the Physical Plant Office to check out a vehicle for travel in conducting institutional business. A "Request for Vehicle" form is available in the Physical Plant Office. The completed form should be returned approximately five days before the vehicle use date.
F. Motor vehicles will be assigned on a first come first served basis.
G. Drivers of motor vehicles must have a current New Mexico driver's license and a card showing completion of the National Safety Council Defense Driving program. A vehicle will not be released until the employee provides proof of possession of the above documents.
H. Vehicle packets can be picked up from the Physical Plant Office. Enclosed in the packet will be the keys, fuel card, trip ticket log and procedures for accident and emergencies. Insurance verification is in the packet. The fuel card is to be used only for the purchase of gasoline for the car for which it is issued. Under no circumstances is a credit card issued to ENMU-Roswell to be used for purchase of products for personal use.
I. If an employee uses personal funds to pay for gasoline or light maintenance of an ENMU-Roswell vehicle, the employee must keep the receipts. Reimbursements will be made to the traveler upon presentation of the receipts to the business office.
J. Motor vehicles are insured for public liability.
K. If an ENMU-Roswell vehicle, while assigned to an employee needs service while on the road, the employee should contact the Physical Plant Office (or the Dean of Administrative Services in the absence of the Physical Plant Director). Proceed as directed by the Physical Plant Director. The employee should not have the vehicle repaired unless authorized to do so by one of the above.
3. Motor Vehicle Accident Report. If an ENMU-Roswell employee is involved in a motor vehicle accident while discharging his/her duties, a supervisor's report is to be filed within twenty four (24) hours with the Campus Loss Control Officer. This form is required whether vehicle is owned by ENMU-Roswell or not. It is the responsibility of the supervisor to file the report on a timely basis. This report is in addition to the report required for Workman's Compensation purposes.
4. Loss of Privileges. The privilege to drive a State owned vehicle may be canceled by the following conditions:
A. If an employee permits an unauthorized person to drive or transports an unauthorized passenger. An ENMU-Roswell employee may be held personally liable for any personal injury, death, or property damage arising from unauthorized use or occupancy of an institutional vehicle.
B. If an employee is driving while under the influence of intoxicating liquor or drugs.
C. If an employee fails to obey the driving laws of the State of New Mexico or a legal entity of the State.