Young Harris College      Young Harris College Employee Handbook
Policy

Use of Equipment and Vehicles

OPERATION OF VEHICLES

Employees driving on College business--whether in a College-owned or leased vehicle, a rented vehicle, an Employee's own vehicle or any other vehicle--are not permitted to engage in unauthorized activity or travel. The use of College-owned or leased vehicles and rental of vehicles for College business is limited to authorized Employees. These vehicles must only be used in work-related activities and may not be used for personal business or activities without the express prior approval of Management.

All Employees authorized to drive College-owned or College-leased vehicles or to rent vehicles for use in conducting College business must possess a current, valid driver's license and an acceptable driving record. Employees must obtain any additional specific, state-required permits or licenses necessary to operate specialty College-owned or College-leased vehicles, such as buses, large vans, or commercial type trucks. Any change in license status or driving record must be reported to your Supervisor immediately. From time to time, the College or its insurance carrier may request reports from the relevant government agencies regarding the license status and driving record of Employees whose job responsibilities include driving. In the event that the license status or driving record of any Employee whose job responsibilities include driving becomes unacceptable to Management or the College's insurance carrier, that Employee may be restricted from driving, reassigned, suspended, or terminated, at the College's discretion.

A valid driver's license must be in the Employee's possession while operating a vehicle described in this policy on or off College property. It is the responsibility of every Employee to drive safely and to obey all traffic, vehicle safety, and parking laws or regulations.

Certain Employees may drive their own vehicles while conducting College business. Additionally, with the approval of the College's Trustees or the President, some Employees with jobs requiring extensive travel may be furnished an automobile or an automobile allowance as a benefit of their employment. These Employees must maintain adequate personal automobile liability insurance. Employees driving their own vehicles and seeking mileage reimbursement should promptly submit an expense report detailing the number of miles driven on College business. The College will reimburse mileage expenses in accordance with applicable Federal mileage reimbursement rates. Employees are expected to observe the requirements of this policy while driving on College business, even if operating their own vehicles or other vehicles not owned, leased, or rented by the College.

USE OF EQUIPMENT

All College property--including desks, storage areas, work areas, lockers, file cabinets, credenzas, computer systems, office telephones, cellular telephones, modems, facsimile machines, duplicating machines, and vehicles--must be used properly and maintained in good working order. Employees who lose, loan, take, or misuse College property may be personally liable for replacing or fixing the item and may be subject to discipline, up to and including discharge.

The College reserves the right, at all times and without prior notice, to inspect and search any and all of its property for the purpose of determining whether this policy or any other policy of the College has been violated, or when an inspection and investigation is necessary for purposes of promoting safety in the workplace or compliance with state and federal laws and College policy. These inspections may be conducted during or after working hours and in the presence or absence of the Employee.

Employees are permitted to use the College's equipment for occasional, non-work purposes with permission from their direct Supervisor. Nevertheless, Employees have no right to privacy as to any information or file maintained in or on College property or transmitted using College property. For purposes of inspecting, investigating, or searching Employees' files or documents, the College may override any applicable passwords, codes, or locks in accordance with the best interests of the College, its Employees, Students or visitors. All bills and other documentation related to the use of College equipment or property are the property of the College and may be reviewed and used for purposes that the College considers appropriate.

Employees may access only files or documents that they have permission to access. Unauthorized access, review, duplication, dissemination, removal, damage, or alteration of files, or other property of the College, or improper use of information obtained by unauthorized means, may be grounds for disciplinary action, up to and including discharge.


Policy No.  508  Issued  3/1/2009    

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