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WCU Vehicle Policy
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Overview:
A limited number of sedans,
mini-vans, and full-size vans are available at the Motor Pool on a
first-come, first-served basis for use by the faculty and staff while
on official University business.
This
policy contains information regarding the following: WCU Vehicle
Driver/Passenger Requirements / WCU Vehicle
Use Limitations / Reserving,
Operating and Returning a WCU Vehicle / Charges for WCU Vehicle Use
/
WCU Vehicle
Theft or Vandalism.
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Purpose:
The
purpose of this policy is to ensure WCU compliance to Chapter
73, Section 73.8 of the Pennsylvania Code. Violation of this policy or related documentation can result in the
suspension or revocation of the privilege to use WCU Vehicles per Chapter
73, Section 73.9 of the Pennsylvania Code.
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Policy:
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WCU Vehicle
Driver/Passenger Requirements:
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The
driver must:
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Possess a valid operator's license. Drivers must self-report
suspensions or revocation of driving privileges to the Public
Safety Department and their supervisor.
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Be
employed, in a paid status, by WCU or the Commonwealth of
Pennsylvania. [Note: There
can be NO EXCEPTIONS to this rule. Insurance coverage is voided
when a non-employee drives a University vehicle.]
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Volunteers
are not permitted to operate WCU owned vehicles.
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Faculty
members, who are on paid sabbaticals, may use WCU vehicles for
official WCU business, providing that all other
requirements above are met.
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Drivers
must be at least 21 years old.
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If
the driver is a part-time, payrolled WCU student employee or
graduate assistant, the following form must be completed: "Request
for Authorization for Part-time Student employee and/or Graduate
Assistant to Drive a University Vehicle." (Note: Students who are
College Work Study appointees are not permitted to drive
University vehicles.)
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Passengers
of WCU vehicles must be employees, students, or individuals who
are on official WCU business, for which the vehicle is
being driven. Family members, who are not WCU employees, are not
permitted as passengers.
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All
persons who will be driving the vehicle during the trip must meet
the requirements listed above and must add their signatures and
license information to the Motor Pool Vehicle Requisition Form
prior to departing on the trip.
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WCU Vehicle
Use Limitations:
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The operator must:
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Comply with all Federal, State, and local motor vehicle
regulations and laws,
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Use the vehicle only for official
WCU business (no
personal use),
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Ensure that vehicle passengers wear seat
belts at all times.
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Consumption of alcohol
or the use of illegal drugs prior to driving a WCU vehicle is
prohibited. Alcohol may not be transported or consumed in WCU vehicles.
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Drivers may not use a cell phone while operating a WCU vehicle.
Drivers should pull over and find a safe place to park prior to
making or receiving calls on a cell phone.
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Do not park
WCU vehicles at airports or train stations,
while employing other means of transportation.
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WCU vehicles are
not permitted on out-of-state trips in excess of 300-miles from West Chester, per a Commonwealth of Pennsylvania
regulation. Exceptions to this regulation must be approved in
writing by the appropriate Vice President or designee (s).
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Drivers
of WCU vehicles are prohibited from taking the vehicle to
their residence unless previously approved in writing by the driver's
supervisor, for out-of-town travel. At such times, the
vehicle may not be used for personal use.
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The
restrictions above also apply to persons using rental vehicles on
behalf of the University.
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Reserving,
Operating and Returning a WCU Vehicle:
See the "Use of WCU
Vehicles Procedure".
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Charges for WCU Vehicle
Use:
Cost Centers are charged for the following:
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The applicable
mileage and daily or monthly charges per the "Motor
Pool rates" list,
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Any E-Z
Pass usage,
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Other
non-vehicle related purchases charged to the Voyager
card.
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WCU Vehicle
Theft or Vandalism:
Theft or
vandalism must be reported immediately to local police and the WCU
Motor Pool Office (610-436-2434). In case of an accident, see
What To Do In Case Of An Accident .
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WCU Vehicle
Emergency Repair Service:
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If the vehicle
requires emergency road service, then consult with the WCU Motor
Pool Supervisor or staff (610) 436-2434) for guidance on
how to proceed or to obtain authorization for repairs.
After hours and on weekends, contact WCU Public Safety
(610-436-3311) in order to reach the Motor Pool Supervisor.
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If contacting the WCU Automotive Staff is impractical, then use
the Voyager card to pay for necessary repairs and report it
to the Motor Pool Supervisor as soon as possible.
- When an
employee drives his/her own vehicle for Commonwealth business, whether
or not reimbursed for mileage:
- The employee’s own
insurance is primary (in all cases).
- The employee should notify
his/her insurance company of this business use. This may result in
an increase in the employee’s insurance premium, however, if the
employee is receiving reimbursement for mileage, there is a built-in
factor for insurance expense to possibly cover the additional
premium.
- The Employee Liability
Self-Insurance Program provides excess insurance for the employee
using his/her own vehicle for Commonwealth business, providing that
mileage reimbursement will be made. Excess coverage is limited to
bodily injury coverage and limits of $15,000 each person and $30,000
each accident.
- If an employee chooses to
drive their personal vehicle, then their personal auto insurance
would be considered primary for repair/replacement expenses. The
Commonwealth provides excess "liability" insurance coverage
(liability coverage addresses claims against the individual that may
result from their actions) when the employee’s policy limits are
exhausted. It is strongly recommended that employees seek prior
approval from their department head before they take their own
vehicles.
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