HomeMy WebLinkAboutAdministrative Order No. 2007-03 Vehicle Use Policy ADMINISTRATIVE ORDER NO. 2007-03
Adoption of the City of Bozeman Vehicle Use Policy
Effective on April 1, 2007:
The City of Bozeman Vehicle Use Policy is hereby adopted,
DATED this Z3_ day of March, 2007.
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Chris Kukulski, City Manager
CITY OF BOZEMA , MONTANA
VEHICLE USE POLICY
I. PURPOSE AND SCOPE
The purpose of this policy is to set forth the guidelines under which City vehicles will be
authorized to City personnel; the guidelines under which City vehicles may be used and the
guidelines for reimbursement or compensation for employee use of personal vehicles;
The provisions of this policy apply to all City employees. Employees whose employment is
regulated by collective bargaining agreement are subject only to those provisions of this policy
not specifically regulated by agreement.
II. DEFINITIONS
Automobile Allowance—that amount approved by the City Manager or the City Commission
(for the City Manager) to compensate an employee for regular and routine use of a personal
automobile. Automobile allowance is considered to be a salary item and, as such, is subject to
taxation.
Expense Reimbursement--that payment for approved expenses relating to personal automobile
use upon receipt of written documentation. Expense reimbursement is not considered to be a
salary item.
Municipal Vehicle—those automobiles, trucks, vans, or other self-propelled equipment owned,
rented, or leased by the City of Bozeman and licensed for travel on a public way.
Personal Automobile--that automobile owned or available for private use by the employee.
III. POLICY
A. Municipal Vehicles
It is the policy of the City of Bozeman that certain positions require employee access to
municipal vehicles, either during the work shift or on a 24 hour on-call basis. City
vehicles are not personal vehicles and are not for personal use. City vehicles should be
viewed as belonging to the citizens of Bozeman and are assigned for purposes consistent
with providing services to those citizens.
B. Use of Municipal Vehicles for Travel under this policy.
It is the policy of the City of Bozeman that employees shall use Municipal vehicles
whenever they are available for travel covered by this Policy. Exceptions to this policy
must be approved, in advance, by the employee's Department Head or the City Manager.
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C. Expense Reimbursement for use of Personal Automobile.
Employees will not be reimbursed for commuting between their homes and offices or
other regular work locations.
It is the policy of the City of Bozeman to reimburse employees for reasonable expenses
which they incur as a result of personal automobile use on behalf of the City. Receipts
and the Accounts Payable Claim fonn must be submitted in order for an employee to be
reimbursed for such expenses.
D. Automobile Allowance
It is the policy of the City of Bozeman that in event that an employee is required to use
his or her personal automobile extensively on a year-round basis, and that employee has
not been assigned a municipal vehicle, the City Manager may authorize the payment of
an appropriate automobile allowance. Such stipend may be rescinded with 90 days'
notice, and will not be paid in combination with personal automobile expense
reimbursement unless authorized by the City Manager,
IV. PROCEDURES
A. Expense Reimbursement—Personal Automobiles
I. For Travel within the Bozeman City limits— Employees will not be reimbursed for
personal automobile use within the City of Bozeman without approval of the
Department Head.
2. For Travel outside the Bozeman City limits:
a. No City Vehicle Available—If there is no City vehicle available for an out-of-
town trip, the employee may use his or her personal vehicle. Reimbursement
will be based on the current rate allowable by IRS multiplied by the number of
miles driven or the approved round-trip commercial coach airfare, plus
transfers, whichever is the lower amount. The airfare will be established on the
date that the travel received final approval from the appropriate level. (Refer to
the City Travel Policy for more specific instructions.)
b. City Vehicle Available - If there is a City vehicle available for an out of town
trip, and the employee chooses to use his/her personal vehicle, the
reimbursement rate will be the number of miles driven multiplied by 60 percent
of the current rate allowable by IRS or the approved round-trip commercial
coach airfare, plus transfers, whichever is the lower amount. The airfare will be
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established on the date that the travel receives final approval from the appropriate
level. This percentage will be reviewed periodically and will vary depending on
the replacement cost of the vehicles and the allowable IRS reimbursement.
Employees must receive approval from the Department Head or City Manager to
exercise this option on the enclosed Travel/Advance Reimbursement Request
form. (Refer to the City Travel Policy for more specific information.)
3. In addition to the mileage rate, the City will reimburse employees authorized to travel.
outside of Bozeman, driving personal or municipal vehicles, for reasonable parking
expenses, when receipts are provided.
4. Employees who use their personal vehicles for work-related travel, or who receive an
automobile allowance, must maintain the minimum levels of insurance coverage
required by State law.
S. In order to be reimbursed for personal automobile use, employees must complete a
City of Bozeman Accounts Payable Claim form.. This form should be submitted to
the appropriate supervisor for approval prior to submission to the City Finance
Department for payment.
B. Assignment of Municipal Vehicles
The assignment of municipal vehicles during work time is based upon job duties.
Appointing authorities who have municipal vehicles available for this purpose may
assign such vehicles in a manner consistent with departmental workload and employee
function. The assignment of vehicles may be rescinded at any time by the City Manager
or the Department Head.
C. Assignment of Municipal Vehicles for 24 Hour Use (Vehicle Use Approved for
Commuting Purposes).
1. The assignment of vehicles for 24 hour use will be made in writing by the City
Manager and Department Head and will only be considered for employees who
require a vehicle for the ordinary and necessary discharge of their job functions.
Criteria which will be used in the detennination of eligibility for 24-hour vehicle use
include:
• Officially designated on-call status;
• Requirement for emergency response;
• Issuance of a pager or other communication device,
• Emergency or other equipment contained in the vehicle; and/or
• No City facility is available for garaging in a safe and convenient location.
• Remote job responsibilities.
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Such assignment may be rescinded in writing at any time by the City Manager or
Department Head.
2. Vehicle use is limited to travel to and from the residence and the work site. The
vehicle should be driven over the most direct route taking into account road and
traffic conditions. The vehicle should not be utilized for travel outside a direct
commuting route and/or for personal reasons other than for those activities incidental
to the commute. The use of a City vehicle under this policy is not intended to
enhance the salary of the employee using the vehicle,
3. Whenever a position becomes vacant, the City Manager and Department Head shall
review the authorization for 24 hour use.
4. In order to be assigned a City vehicle, Employees must live within Gallatin County
and must not commute more than 20 miles one way. Employees who have been
assigned a City vehicle and have established commuting patterns of more than 20
miles on or before April 1, 2007 shall be exempt from this provision for as long as
they live at their current residence,
5. Employees assigned municipal vehicles on a 24 hour basis will be given a copy of
this policy and will be required to sign a confirmation of receipt,
6, Imputed Income Taxation
a. Employees who are assigned marked and unmarked police vehicles, and/or
marked municipal vehicles carrying tools and meeting certain other eligibility
criteria will not be subject to imputed income taxation as a result of the vehicle
assignment.
b. Other employees authorized to commute in a City vehicle may be subject to
imputed income regulations as set forth by the Intenial Revenue Service, which
considers a certain portion of the vehicle use (namely the commute) to be income
for the purposes of income taxation.
The Finance Department shall be responsible for deterniining any tax liability and
will be provided with the names of all employees authorized to use City vehicles for
commuting purposes, and the normal, one-way commuting distance, each December
Ist.
D. General Rules Governing Municipal Vehicle Use
I. Municipal vehicles may only be used for legitimate municipal business.
2. Municipal vehicles will not be used to transport any individual who is not directly or
indirectly related to municipal business. Liability waivers must be completed whenever a
-non-city employee is a passenger in a City vehicle.
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3. Only City employees may operate City vehicles.
4. Vehicles should contain only those items for which the vehicle is designed. The City
shall not be liable for the loss or damage of any personal property transported in the
vehicle.
5. Employees are expected to keep municipal vehicles clean, and to report any malfunction
or damage to their supervisors immediately.
6. Employees assigned vehicles for commuting purposes are expected to park such vehicles
in safe locations.
7. Employees must wear seatbelts in vehicles so equipped during operation of the vehicle,
8. Employees may not operate municipal vehicles under the influence of alcohol, illegal
drugs, or prescription drugs or medications which may interfere with effective and safe
operation.
9. Employees who operate municipal vehicles must have a valid motor vehicle license
issued by the state of Montana and may be required to provide proof of valid motor
vehicle license once every six (6) months.
10. Employees driving City vehicles shall comply with all relevant City policies and
procedures including but notlimited to those found in the Sections XVII (Health and
Safety), XVIII (Drivers' Licenses and Travel Information), Appendix C. Drug and
Alcohol Policy; and Appendix E: (Administrative Order 1993-01, Smoking Policy).
11. Employees driving City vehicles shall comply with all relevant laws, rules and
regulations, including but not limited to the Clean Indoor Air Act, Federal Child Labor
Laws, Occupational Safety and Health requirements, and Montana Motor Vehicle Laws.
12. Employees driving municipal vehicles shall obey all applicable traffic and parking
regulations, ordinances, and laws.
a. Employees who incur parking or other fines in municipal vehicles will be personally
responsible for payment of such fines.
b. Employees who are issued citations for any offense while using a municipal vehicle
must notify their supervisor immediately when practicable, but in no case later than
24 hours. Failure to provide such notice will be grounds for disciplinary action.
c. An employee who is assigned a municipal vehicle and who is arrested for or charged
with a motor vehicle offense for which the punishment includes suspension or
revocation of the motor vehicle license, whether in his or her personal vehicle or in a
municipal vehicle, must notify his or her supervisor immediately when practicable,
but in no case later than 24 hours. Conviction for such an offense maybe grounds for
loss of municipal vehicle privileges and/or further disciplinary action.
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1.3. No employee may use a Municipal. vehicle for out of state use without advance approval
of the City Manager or Department Head.
V. SPECIAL CIRCUMSTANCES
This policy is intended to provide a basic frainework governing the use of personal and
municipal vehicles in the City of Bozeman, and, as such, cannot contain procedures governing
every situation that might arise, Employees seeking clarification of, or exemption from, the
provisions of this policy should contact the City Manager who will provide such clarification and
may authorize exceptions to the policy under mitigating circumstances,
VI. SANCTIONS
Failure to comply with any and all provisions of this policy may result in disciplinary action LIP
to and including removal of City vehicle privileges, suspension, and/or termination from City
service,
Effective: April 1, 2007
Chris Kukulski, City Manager