Division of Finance and Management
Motor Vehicle Operator's Guide
Summary
This guide is provided to disseminate procedures, rules and regulations,
of which every Morgan State University employee must be aware of when
requisitioning and using State vehicles. The areas contained in this guide
are listed as follows:
The State of Maryland’s “State Vehicle Fleet Policies and
Procedures” and “Maryland Drivers’ Handbook” were
used as source documents. To obtain more detailed procedural information,
please contact one of the following offices: Finance and Management (x3144),
Fleet Manager/Motor Pool Supervisor (x1611), University Health & Safety
Director (x3740), University Insurance Coordinator (x3065), University
Motor Pool (x3310) and the University Police (x3103).
Defensive Driving Course
All Morgan State University employees who must drive a State vehicle
to perform their official duties and responsibilities must attend the
defensive driving course provided by the University Health and Safety
Director (in-house training and certification). Employees may not operate
a State van until the course has been successfully completed. This course
is offered three (3) times a year (during the first two weeks of January,
May and September) or as may be designated by the University Accident
Review Board. The course is also available to any University employee
who may elect to attend on his/her own initiative. You may register for
the course by contacting the University Health and Safety Director on
ext. 3740.
Certain employees, dependent upon job description and University or State
driving record, may be required to attend and successfully complete this
course even if a State vehicle is utilized on an occasional basis.
Location of Motor Pool
The Motor Pool is located in the Washington Service Center Annex Building
(the North side of the maintenance yard). The telephone extension is 3310.
Hours of Receipt and Return of Vehicles
The Motor Pool Office is open Monday through Friday between the hours
of 8:00 a.m. and 4:30 p.m. for dispatch and return of vehicles.
Passenger Cars - Passenger cars are dispatched from the Office
of the Vice President for Finance and Management, Monday through Friday,
from 8:00 a.m. to 4:00 p.m. All passenger cars are picked up from and
returned to the maintenance yard (Motor Pool). The keys and book
for passenger cars are to be picked up and returned to the Office of
the Vice President for Finance and Management, Truth Hall - Room 307.
If a car is needed before 8 a.m., the keys and book must be picked up
the day prior. When returning cars after regular hours, if the maintenance
yard gate is locked, press the button in the call box so that the University
Police can unlock it electronically. Regardless of the hour when a vehicle
is returned, it must be parked in the maintenance yard (Motor Pool).
The keys and book should be returned to the Office of the Vice President
for Finance and Management the following business day.
Vans - The keys and book for vans can be picked up between the
hours 7 a.m. and 4:30 p.m., Monday through Friday. In the event a request
is for an earlier departure, the keys and book must be picked up the
day prior. In the event of a weekend request, the keys and book must
be picked up Friday before closing. Regardless of the hour when a vehicle
is returned, it must be parked in the maintenance yard (Motor Pool).
After regular working hours, vans must be returned to the maintenance
yard, and the keys and book are to be deposited in the mail slot located
beside the Motor Pool garage door. If the maintenance yard gate is locked,
press the button in the call box so that the University Police can unlock
it electronically.
Personnel Authorized to Use Motor Pool
Vehicles
A. Full-time regular or contractual Morgan State University employees
who meet the Maryland State requirements, attended the University's Defensive
Driving Course (as may be required), and have the approval of their supervisor
may use Morgan State University vehicles for official business only.
B. Only employees possessing a Commercial Driver's License (CDL) may operate
vehicles larger than a 15-passenger van.
C. Employees cannot transfer a vehicle to any other individual or let
another person operate the vehicle while the vehicle is assigned to them.
Procedures for Reserving State Vehicles
Reservations for vehicles should be made five (5) working days prior
to the intended use, utilizing Vehicle Request Form #110. Copies of Form
#110 can be obtained from the Central Storeroom. Request forms should
be submitted as follows:
Vans, Trucks and Buses - University Motor Pool
Passenger Cars - Finance & Management, Truth 307
VIP Bus - Special Request Memo to the V.P. for Finance and Management
NOTE: Requests for shuttle buses can only be considered during
times they are not needed for the inter-campus shuttle program. Requests
for use of the VIP Bus (for special purposes only) should be forwarded
to the Office of the Vice President for Finance and Management.
Responsibilities of Vehicle Operators
A. All drivers shall operate Morgan State University vehicles in a manner
that reflects concern for safety and courtesy at all times.
B. Drivers having a driving record with six (6) or more points for moving
violations are prohibited from operating a State vehicle.
C. It is the responsibility of each Morgan State University employee to
inform his/her supervisor if his/her driving record has accumulated six
(6) or more points for moving violations.
D. The driver must obey all traffic and parking laws. Posted speed limits
must not be exceeded, nor is the vehicle to be operated above safe driving
speeds for road conditions. All violation fines shall be the responsibility
of the driver involved.
E. Persons may not drive or ride in the front seat of a State vehicle
unless properly restrained by the occupant restraint device (seat belt).
It shall be the driver's responsibility to ensure that passengers use
the available restraint devices.
F. Every driver of a State vehicle has received and signed a copy of "General
Policies for Drivers of State Vehicles." It is the vehicle operator's
responsibility to maintain familiarity with the rules. Violations of the
rules will be cause for disciplinary action.
Parking and Backing (Vans and Trucks)
A. All drivers must back trucks and vans into parking spaces.
This practice reduces the likelihood of backing accidents.
B. When backing trucks and vans, the driver must ask any
passenger in the vehicle to assist by guiding the backing maneuver from
outside the vehicle (spotting) to lessen the possibility of an accident.
The driver is still totally responsible for any preventable accident,
including accidents resulting from a backing maneuver.
Accident Procedures and Reports
A. Following an accident, the operator/driver shall contact the local
police in the jurisdiction where the accident occurred or Morgan State
University's Police Department, if accident occurs on campus. Cooperate
with the police in preparing the report.
B. Obtain information about the other driver and vehicle (tag number,
state, type of vehicle, driver's license number, address of driver, phone
number, insurance policy number, and description of damage). NOTE:
In the State of Maryland, drivers involved in an accident are required
by law to exchange the above information.
C. Accidents involving evacuation by emergency medical personnel shall
be reported immediately by telephone to the State Treasurer's Office at
(410) 974-3684.
D. The other driver should be advised to contact the Insurance Division
of the State Treasurer's Office at (410) 974-3684.
E. Upon returning to the University Motor Pool, any accident, even if
there is no apparent damage to the State vehicle, must be reported to
the Fleet Manager immediately. If the Fleet Manager is not available,
the University Police must be notified immediately. The driver will be
required to complete an Accident Report (FS-1). This form must be signed
by the driver's supervisor in the allotted space and turned in to the
Motor Pool Supervisor on the same day the damage was observed.
Vehicle Repairs and Body Damage
- Visual Inspection - Drivers are required to perform a visual
inspection of vehicles before and after operating. Such inspection will
be documented on the Driver's Pre-Trip Check-List and/or Form #110.
Any body damage or unsafe conditions must be reported immediately to
the Motor Pool Supervisor and, in his/her absence, the Vice President
for Finance and Management or the Campus Police. If the vehicle is unsafe,
it may not be used until the unsafe item(s) is corrected. ANY NON-REPORTED
DAMAGE WILL BE THE RESPONSIBILITY OF THE DRIVER OF THE ASSIGNED VEHICLE
UPON ITS RETURN.
- Operation - If the driver detects mechanical problems that
may result in unsafe conditions, the driver should call the Motor Pool
Office for directions. Minor operating problems should be immediately
reported to the Motor Pool Supervisor upon return to the University.
- Emergency Road Repairs and Towing - Locate the vehicle P.H.H.
card from Motor Vehicle Operation Book and call 1-800-321-3532. The
agent will ask you for the P.H.H. card number and the vehicle tag number,
which is located on the front of the P.H.H. card. The agent will call
the Fleet Manager for approval of repairs. After hours, necessary repairs
under $200 will be authorized. Any additional repair(s) will be considered
for authorization the next working morning.
NOTE: P.H.H. cards can be used only for the vehicle indicated
on the card.
Fuel
A. When purchasing gasoline and oil off campus, State vehicles shall
use gasoline and oil from the Statewide Automated Fuel Dispensing and
Management System (gasoline pumps located at State agencies). Information
concerning Statewide Automated Fuel Dispensing and Management Systems
station sites and user instructions are contained in the booklets found
in the Motor Vehicle Operation Book.
B. In instances when gasoline must be purchased in remote areas within
the State of Maryland and a State fueling station is not available or
when traveling out-of-state, the State of Maryland Service Station Credit
Card may be used. Only self-service regular gasoline can be purchased.
The State of Maryland Credit Card will expire as of December 31, 2002
and will not be renewed by the State of Maryland. The University is in
the process of making arrangements to provide a gasoline credit card for
purchases from commercial stations when traveling out-of-state. Notification
will be circulated when his arrangement has been finalized.
C. Gasoline is available at the Morgan State University campus Motor Pool
area Monday through Friday between the hours of 8:00 a.m. and 4:30 p.m.
This is a self-service operation and all users are urged to fill up before
leaving campus.
D. All persons operating State vehicles must ensure that a minimum
of 1/2 tank of gasoline is left in the car upon its return to campus.
Mileage Reporting
Mileage must be reported on the Fleet Master Vehicle Mileage Form (No.
FM-FMOMS-1) located in the Motor Vehicle Operation Book. All drivers must
complete the Fleet Master mileage form at the end of each shift or each
day, whichever is applicable.
Mileage Reimbursement
Morgan State University employees must request a State vehicle prior
to utilizing their personal vehicle, if travel reimbursement is expected.
Should an employee prefer to use his/her private vehicle when a State
vehicle is available, the employee shall only be reimbursed one-half the
standard rate allowed for the use of a private vehicle.
To be reimbursed for mileage, use Form GAD X-5, "State of Maryland
Expense Account."
Further information may be obtained from the University Motor Pool at
443.885.3310.
Car Rental
Maryland officials and employees occasionally rent vehicles to use while
on State business. Renters should not purchase Collision Waiver Damage
or Loss Damage Waiver Insurance. Vehicles rented to the State are covered
for liability under the Maryland Tort Claims Act.
Please note, when signing the rental agreement, renters must include
their name, the State Agency (Morgan State University) and the State of
Maryland.
In the event of an accident with a rental vehicle, the driver shall follow
the procedures as outlined in the Accident section of this publication.
Important Telephone Numbers
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Emergency Road Repairs & Towing
Insurance Division of the State Treasurer's Office
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(800) 321-3532
(410) 974-3684
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