CCRPC Vehicle Use Agreement

Carefully review, e-sign and date the Vehicle Use Agreement form. All RPC employees are required to review and sign the form.
Carefully review, e-sign and date the Vehicle Use Agreement form. All RPC employees are required to review and sign the form.

OFFICIAL USE OF RPC VEHICLES

This document represents the policies and procedures governing the use, maintenance, and protection of agency-assigned government motor vehicles and daily use rental vehicles.  Agency-assigned and daily use rental vehicles are available to RPC employees for official government business.  Government regulations and RPC policy prohibit the use of agency-owned vehicles as transportation to and from unofficial activities, including, but not limited to, trips to banks, stores, or any other stopovers for personal reasons during official trips.

 
 
 
 

OFFICIAL USE OF RPC VEHICLES

This document represents the policies and procedures governing the use, maintenance, and protection of agency-assigned government motor vehicles and daily use rental vehicles.  Agency-assigned and daily use rental vehicles are available to RPC employees for official government business.  Government regulations and RPC policy prohibit the use of agency-owned vehicles as transportation to and from unofficial activities, including, but not limited to, trips to banks, stores, or any other stopovers for personal reasons during official trips.

 
 
 
 

When possible, employees traveling to and/or from the same point or general area should carpool.  While operating a government vehicle, employees must have in his/her possession:

  1. A valid driver’s license. Employees are required to advise Human Resources of any changes that may affect either their legal or physical ability to drive or their continued insurability.

 

  1. All vehicle occupants must use their seat belts when the vehicle is in motion.

 

  1. Employees may use the fleet credit card to purchase any fuel, oil and wash services required to keep the agency-assigned vehicle in proper operating and clean condition. The fleet card and mileage log are kept in each assigned vehicle. Receipts and mileage must be recorded in the vehicle binder for review and payment processing.

 

  1. The fleet credit card user will be responsible for all charges made on the card that are determined to be an unauthorized use. Misuse of the fleet credit card is prohibited and may result in disciplinary action.

 

  1. Regulations restrict the use of RPC motor vehicles between the homes of employees and their workplace. Exceptions must be approved by the division director and CEO/COO when there is:

 

  • An immediate or imminent clear and present danger;
  • An immediate, unforeseen emergency;
  • A compelling operational consideration; or
  • Strictly defined field work.

 

  1. RPC employees and passengers who use agency motor vehicles must park vehicles to use handheld wireless phones or other wireless devices. Use of these devices while operating the vehicle is prohibited.  If the operator of an agency motor vehicle is ticketed or involved in an accident due to the use of a handheld phone or other device, the operator will be fully responsible for vehicle damage and/or any legal action that may result.

 

  1. All repairs and preventative maintenance will be coordinated with the Champaign County Highway Department.

 

  1. Employee willful misuse or negligence while operating a RPC motor vehicle is subject to disciplinary action which may include reprimands, suspension, or removal from employment.

 

Employees who drive agency motor vehicles must exercise due diligence in driving safely and ensure the maximum safety and security of the motor vehicle, its contents, and RPC clients. Employees approved to use personal vehicle for agency-related activities will be reimbursed at the federal IRS rate.  

 

  1. Employees are responsible for any driving infractions or tickets issued as a result of their driving.

 

  1. Employees are not permitted to operate an agency motor vehicle when any physical or mental impairment may compromise safety. Employees are prohibited from operating an agency motor vehicle while consuming alcohol, tobacco, illegal drugs, or medications that may impair an individual from fully functioning.

 

  1. Employees must report an accident, theft or damage involving an agency motor vehicle to their immediate supervisor and the Human Resources Director. Incident reports must be made as soon as practical but no later than 48 hours subsequent to the incident. Employees are required to cooperate fully with filing insurance claims and cooperating with authorities related to the incident.

 

  1. Employees may reserve agency motor vehicles using the Outlook calendar. If an agency vehicle is unavailable, an employee may utilize his/her personal vehicle.  The employee is responsible for maintaining an auto insurance policy and is liable for any accidents that may occur while driving. The comprehensive auto insurance policy must extend to client passengers.

 

  1. Employees whose position responsibilities require regular daily commuting from home to job sites may be assigned an agency motor vehicle. Based on strictly defined operational requirements of the job, the employee may be authorized to keep the agency-assigned motor vehicle at their home. The employee will be required to sign a vehicle use agreement prior to issuance of the agency motor vehicle. Authorization for an employee retaining the use of the agency vehicle may be terminated at any time.

When possible, employees traveling to and/or from the same point or general area should carpool.  While operating a government vehicle, employees must have in his/her possession:

  1. A valid driver’s license. Employees are required to advise Human Resources of any changes that may affect either their legal or physical ability to drive or their continued insurability.

 

  1. All vehicle occupants must use their seat belts when the vehicle is in motion.

 

  1. Employees may use the fleet credit card to purchase any fuel, oil and wash services required to keep the agency-assigned vehicle in proper operating and clean condition. The fleet card and mileage log are kept in each assigned vehicle. Receipts and mileage must be recorded in the vehicle binder for review and payment processing.

 

  1. The fleet credit card user will be responsible for all charges made on the card that are determined to be an unauthorized use. Misuse of the fleet credit card is prohibited and may result in disciplinary action.

 

  1. Regulations restrict the use of RPC motor vehicles between the homes of employees and their workplace. Exceptions must be approved by the division director and CEO/COO when there is:

 

  • An immediate or imminent clear and present danger;
  • An immediate, unforeseen emergency;
  • A compelling operational consideration; or
  • Strictly defined field work.

 

  1. RPC employees and passengers who use agency motor vehicles must park vehicles to use handheld wireless phones or other wireless devices. Use of these devices while operating the vehicle is prohibited.  If the operator of an agency motor vehicle is ticketed or involved in an accident due to the use of a handheld phone or other device, the operator will be fully responsible for vehicle damage and/or any legal action that may result.

 

  1. All repairs and preventative maintenance will be coordinated with the Champaign County Highway Department.

 

  1. Employee willful misuse or negligence while operating a RPC motor vehicle is subject to disciplinary action which may include reprimands, suspension, or removal from employment.

 

Employees who drive agency motor vehicles must exercise due diligence in driving safely and ensure the maximum safety and security of the motor vehicle, its contents, and RPC clients. Employees approved to use personal vehicle for agency-related activities will be reimbursed at the federal IRS rate.  

 

  1. Employees are responsible for any driving infractions or tickets issued as a result of their driving.

 

  1. Employees are not permitted to operate an agency motor vehicle when any physical or mental impairment may compromise safety. Employees are prohibited from operating an agency motor vehicle while consuming alcohol, tobacco, illegal drugs, or medications that may impair an individual from fully functioning.

 

  1. Employees must report an accident, theft or damage involving an agency motor vehicle to their immediate supervisor and the Human Resources Director. Incident reports must be made as soon as practical but no later than 48 hours subsequent to the incident. Employees are required to cooperate fully with filing insurance claims and cooperating with authorities related to the incident.

 

  1. Employees may reserve agency motor vehicles using the Outlook calendar. If an agency vehicle is unavailable, an employee may utilize his/her personal vehicle.  The employee is responsible for maintaining an auto insurance policy and is liable for any accidents that may occur while driving. The comprehensive auto insurance policy must extend to client passengers.

 

  1. Employees whose position responsibilities require regular daily commuting from home to job sites may be assigned an agency motor vehicle. Based on strictly defined operational requirements of the job, the employee may be authorized to keep the agency-assigned motor vehicle at their home. The employee will be required to sign a vehicle use agreement prior to issuance of the agency motor vehicle. Authorization for an employee retaining the use of the agency vehicle may be terminated at any time.
Enter your Legal Name/ e-Signature:
The above-named employee, herein after referred to as the employee, is authorized to operate an agency-owned motor vehicle on agency business only under the following conditions:
 
The employee follows and cooperates fully with the Official Use of RPC Vehicle Policy.
The employee maintains a valid driver’s license and remains fully insured.
The employee operates the vehicle in a safe, defensive manner, obeying all traffic laws.
The employee and RPC client passengers wear their seat belts.
The employee promptly reports all motor vehicle accidents to the division director and Human Resources Director.
The employee assumes full responsibility for any traffic violations and fines arising out of the use of an RPC-owned motor vehicle.
Personal use of the RPC-owned motor vehicle is prohibited.
The RPC Chief Executive Office or Chief Operating Officer may terminate this agreement at any time, with or without notice.
The above-named employee, herein after referred to as the employee, is authorized to operate an agency-owned motor vehicle on agency business only under the following conditions:
 
The employee follows and cooperates fully with the Official Use of RPC Vehicle Policy.
The employee maintains a valid driver’s license and remains fully insured.
The employee operates the vehicle in a safe, defensive manner, obeying all traffic laws.
The employee and RPC client passengers wear their seat belts.
The employee promptly reports all motor vehicle accidents to the division director and Human Resources Director.
The employee assumes full responsibility for any traffic violations and fines arising out of the use of an RPC-owned motor vehicle.
Personal use of the RPC-owned motor vehicle is prohibited.
The RPC Chief Executive Office or Chief Operating Officer may terminate this agreement at any time, with or without notice.
Please check one of the following statements:
I have read, understand, and agree to comply with the above conditions, in exchange or being authorized to drive on agency business.
I do NOT have a valid driver’s license. I understand that I will not by allowed to drive any vehicle (RPC or other) for company business.
Driver’s License Number
State
Enter Date Signed:
Enter your @CCRPC.ORG Work Email (Do not use @co.champaign.il.us)
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