Vehicle Use and Safety Program

About

The vehicle use and safety program is a guide for users who drive a vehicle for the business of their institution. Users may need to operate Nevada owned, rented, loaned or borrowed, and their personal vehicle as part of their job duties.

Types Of Vehicles

Owned: Each institution in Business Center South (BCS) owns various types of vehicles including automobiles, trucks, sport utility vehicles, motorcycles, carts or any other vehicle that may or may not be designed for public highway use.
State Motor Pool: The Nevada provides vehicles which can be leased for official state use only.
Rented: The Nevada contracts with certain rental agencies to provide vehicles for employees, volunteers, or permissive users.
Loaned or Borrowed: Some departments have developed agreements to obtain vehicles for business purposes from other organizations for certain considerations.
Personal Vehicle: There are times an employee may need to use their own personal vehicle for business purposes.

Operation

Employees, volunteers, or permissive users while operating a state-owned vehicle off campus are allowed to stop for short breaks for food, drink, and convenience during their work hours. For longer trips, stops for meals and rest periods are allowed.

The operation and administration of State Motor Pool is assigned to the Nevada Department of Administration, Fleet Services Division. Vehicles from the State Motor Pool can be driven by a state employee, temporary employees, board members, volunteers, contracted employees and those working in conjunction with the Nevada while conducting official state business and within the course and scope of employment. Additional information can be found on Nevada’s Motor Pool website.

The Nevada Department of Administration, Purchasing Division oversees the contracts with rental agencies as part of the National Association of State Procurement Officials (NASPO) contracts. Currently, we are contracted with three vendors: Enterprise Rent-A-Car, National Car Rental, and Hertz Corporation. Permissive users are person(s) renting the vehicle for NSHE business purposes. Additional information regarding rented or leased vehicles can be found online. The rental or use of 15 passenger vans are not permitted.

There are instances where a vehicle is loaned or borrowed for NSHE business. Users must verify with their department management and/or Risk Management & Safety to determine whether there is insurance or self-insurance coverage prior to operating a loaned vehicle.

There are instances where a state-owned vehicle is not available for use and it is more feasible for the employee or permissive user to operate their personal vehicle for business purposes. This is allowed under certain restrictions.

Qualification/Authorization/Documentation

To qualify to use a vehicle for business purposes, the following items will need to be confirmed by the user's department:

Must have a current valid driver's license and appropriate class license for the vehicle being used as defined by Nevada Department of Motor Vehicles.
Must be 18 years of age at the time of operating the vehicle.
Must be an employee, documented volunteer or permissive user.
Must read and sign the Vehicle Employee Acknowledgement Form.
If there is doubt the user will be able to safely execute the operation of a vehicle for NSHE business, the Department of Motor Vehicle driving record of the user may be obtained to determine if the user will be allowed to operate a vehicle for business purposes. The determination will be reviewed by Risk Management & Safety collaborating with Human Resources and the user's immediate supervisor and/or department management on a case by case basis.

Authorization of vehicle use for business purposes may be delegated to the lowest practical supervisory level to maintain control and oversee compliance with the vehicle use and safety program.

Owned: Since each state-owned vehicle is the responsibility of the assigned department, it is incumbent upon the department's management to ensure proper authorization was provided to the user prior to operation. The authorization for a documented volunteer or permissive user must be done in writing prior to operating the vehicle.
State Motor Pool: Same as owned.
Rented: The employee must receive approval from their immediate supervisor before placing an order to rent a vehicle pursuant to their divisions protocol.
Loaned or Borrowed: The employee must receive approval from their immediate supervisor before obtaining a loaned or borrowed vehicle as per their divisions protocol.
Personal Vehicle: The employee must receive approval from their immediate supervisor before operating their personal vehicle for company business. Authorization should be reviewed on an annual basis.

Owned: RMS recommends each department create a process to keep track of vehicles assigned to their department to include a list of pre-authorized users.
State Motor Pool: See Fleet Services Division website for forms needed.
Rented: See Car Rental Policy
Loaned or Borrowed: An agreement must be executed prior to operation. Please contact RMS or General Counsel for a standard agreement or contract.
Personal Vehicle: Documentation of authorization must be completed in writing from immediate supervisor prior to operation of the personal owned vehicle for business purposes. Fill out the private vehicle use authorization form.

Payments/Reimbursements

Costs applied to department managed vehicles includes; actual purchase of the vehicle which includes registration and licensing, maintenance charges, and fuel.

No other individual or department expenses except for the charge for the use of the vehicle.

Cost of the rented vehicle is determined by the Nevada contracted rate with the vendors.

Varies depending on contract.

Employees are entitled to obtain reimbursement for mileage is accordance with UNLV's Mileage Policy.

Insurance and/or Self-Insurance Coverage

There are two types of insurance and/or self-insurance applicable to operating a vehicle for business purposes:

Auto Liability
Auto Physical Damage (comprehensive and collision)

Medical pay coverage is not available under the self-insured program. Medical pay coverage is available with renting a vehicle and potentially when an individual's personal auto insurance is applied subject to the owner's specific auto policy.

Auto Liability: NSHE participates in the Nevada Self-Insured Tort Program which provides liability coverage for bodily injury and property damage to third parties as long as the user was operating the vehicle while in the course and scope of their job duties on behalf of NSHE at the time of the incident.
Auto Physical Damage: NSHE participates in the Nevada Risk Management Department's Auto Physical Damage (Comprehensive and Collision) self-insured program for damages to the vehicle. It is the option of the institution to determine if the vehicle should be covered.

Insurance Notification for Golf Carts

Facilities Management/Motor Pool Department notifies RMS when golf carts are purchased and provides information for the golf cart to be added to the auto insurance schedule. Upon notification of a golf cart purchase, RMS will:

Provide notice to departments of theft prevention procedures and insurance/claims information. New carts will be placed on the auto insurance schedule if applicable.
Once the golf cart reaches a depreciated value of less than $5,000 it will be removed from the auto insurance schedule and may be eligible to be covered under the property insurance program.
Once the golf cart reaches a depreciated value of less than $3,000 it will be removed from the property insurance. Departments will be notified the cart has been removed

Auto Liability: NSHE participates in the Nevada Self-Insured Tort Program and claims are administered by the Attorney General's Office pursuant to Nevada Revised Statute 41.
Auto Physical Damage: NSHE participates in the Nevada Risk Management Department's Auto Physical Damage (Comprehensive and Collision) self-insured program for damages to the vehicle.

Auto Liability: Auto Liability insurance is included as part of the contract with the approved vendors. The limit is not less than $1,000,000 combined single limit per occurrence per accident.
Auto Physical Damage: The collision damage waiver is included as part of the contract.
Non-State Contracted Vendors: If an individual is unable to rent a vehicle from a state contracted vendor, then it is imperative the user buy the Collision Damage Waiver and Liability insurance offered by the vendor.
Off-Road Use: The department will be responsible to pay for all damages to any rented vehicle if operating off-road. Possible insurance coverage can be obtained from the rental agency for an additional charge. Check with the rental vendor.
Foreign Travel: Any rental in a foreign country must purchase the collision damage waiver and auto liability provided by the rental agency. There may be additional excess coverage through the NSHE travel insurance program. Check with RMS.

There should be a contract or agreement executed and signed per the institutions contract policy to specify which party to the contract is responsible for the auto liability and auto physical damage insurance coverage.

See Personal Vehicle Use Policy for general information.

Auto Liability: The owner of the vehicle's own personal auto liability insurance would be considered primary over any other insurance available. The Nevada's Self-Insured Tort Program would be in excess of the primary insurance as long as the user while operating the vehicle was in the course and scope of their job duties on behalf of NSHE at the time of the accident.
Auto Physical Damage: The damage to the vehicle will be the responsibility of the owner or their insurer even if third party is involved.

Institution/Department Deductibles

There is no deductible for auto liability. For auto physical damage, the deductibles are as follows:

Auto - $300
Cart - $5,000
Trailer - $1,500

If it is determined the agency's driver is at fault, the agency will be responsible for the deductible ($300.00). The deductible may be added to the short-term or long-term bill.

The responsibly of the deductible for the rented vehicles is with the rental agency.

Depends on the wording of the contract but the responsibility should be with the owner of the vehicle.

The insurance deductible is the responsibility of the owner of the vehicle.

Claims Process

Should an accident occur, the claims process may depend on the type of insurance in effect at the time of the accident. Refer to the Vehicle Accident procedures for reference in case the user is involved in an accident.

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability: Auto liability is considered a tort and the claims are administered by the Nevada Attorney General's Office pursuant to NRS 41.
Auto Physical Damage: NSHE participates in the Nevada Risk Management's self-insured program for APD. Claims are administered by RMS/BCS in accordance to the rules and guidelines issued by the Nevada Risk Manager.

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability: Auto liability is considered a tort and the claims are administered by the Nevada Attorney General's Office pursuant to NRS 41.
Auto Physical Damage: State Motor Pool vehicles are covered in the Nevada Risk Management's self-insured program. Additional information on the claims process can be found on the Nevada Motor Pool website.

The rental vehicle agency should be your initial contact. RMS/BCS will need to be advised to assist.

Auto Liability: Claims will be administered by the vehicle rental agency pursuant to their own claims process. The employee or permissive user must cooperate with any investigation involving the incident.
Auto Physical Damage: The damage to the vehicle will be handled by the rental agency claims process.

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability: Depends on the contract wording.
Auto Physical Damage: Depends on the contract wording.

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability: The owner's personal auto liability insurance would take the lead for any claims filed. RMS/BCS shall be notified of any incident if the employee/user was in the course and scope of their job duties at the time of the incident.
Auto Physical Damage: The damage to the vehicle will be the owner's responsibility to handle even if there is third party involvement.

Maintenance

Each UNLV Department is responsible to maintain the manufacturer's maintenance schedule and pay for any related expenses. College of Southern Nevada will work through the Department of Auxiliary Services.

Theft Prevention Requirement

Any golf cart valued over $3,000 must have a theft prevention device such as a club, chain lock, or other similar theft prevention device for any coverage to apply.

Guidelines

To deter further incidents, Risk Management and Safety recommends:

When new golf carts are purchased, take photos of the cart (front and back).
Stored in a locked, secure area that can be accessed only by employees. If a secure area is not available, try to secure the cart utilizing other means, for example chaining the cart to a fixed object like a rack or to other carts.
Do not leave cart keys in the ignition when not in use.
Perform regular inventory if you have more than one cart.
Track when golf carts are being used by employees. An example of a golf cart sign sheet is attached.
Contact University Police Services immediately when you discover a cart missing. Take photos of the area but do not disturb any evidence.
Contact Risk Management and Safety about filing a claim.

Failure to follow these procedures may result in the denial of a golf cart theft claim.

Department of Administration/Fleet Services Division maintains the State vehicles. Further information can be found on the Nevada Motor Pool website.

The responsibly of maintenance of rented vehicles is with the rental agency.

Depends on the wording of the contract but the responsibility should be with the owner of the vehicle.

The maintenance of the vehicle is the responsibility of the owner.

Training Requirement

RMS/BCS has implemented a Defensive Driving training program as required by the State of Nevada Risk Management in accordance with the State Administrative Manual 0521.0. Training will be required for all employees or permissive users who operate a state vehicle for the benefit of or on behalf of NSHE. The training requirement includes completion of an approved defensive driving course and a refresher course every four years. The initial training must be completed in the first year of employment.

RMS/BCS will provide in-class training for employees and permissive users at no cost. The training class can be scheduled.
Safety Consultation and Training (SCATS) provides no cost training periodically in the Las Vegas area. SCATS training schedules can be found the Nevada Department of Business and Industry website. At the completion of the course you will receive a Certificate of Completion. A copy of the certificate should be forwarded to RMS/BCS. For more information or to schedule a class go to the SCATS website.
National Safety Council: Cost is $49.94. If you choose this option, this may lower your personal auto insurance premium. You will need to check with your personal insurance company. At the completion of the course you will receive a Certificate of Completion. A copy of the certificate should be forwarded to RMS/BCS.

Business Center South employees can access the mandatory driver refresher training course by clicking on the link below and following the instructions:

Access the OnQ Safety portal

Visit: https://train.onqsafety.com/nshe
Click on “Create New Account”
Complete the Create Account Form
1. Select your Location
2. Enter First and Last name (This will appear on your certificate of completion)
3. Enter your Email
4. Create a password (at least 6 characters)
Click “Create New Account”
Click “Save” when your browser prompts you to save your username and password.

You will use your email and password to login.

Steps to Training

Locate your course – click “Access”
Choose your language (English or Spanish)
Select “Attention and Distraction”
The lesson should open in a new window, if not you can click ‘Launch’
Completed lessons will be indicated by a checkmark.

RMS/BCS has instituted a comprehensive Cart Safety Program and provides on-line training for all NSHE employees as needed. Cart usage and safety is provided during new employee orientation. Learn more about cart training.

Alcohol and Drug-Free Workplace Policy

All employees and permissive users are required to abide by their institutions Alcohol and Drug Free Workplace Policy. See the respective institutions policy below:

Reference Websites

State Administrative Manual
Nevada Risk Management Memorandum
Nevada Defensive Driver Training
Rental Vehicle – Additional Information on Travel websites:

Risk Management & Safety Risk Management & Safety

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