HomeMy WebLinkAboutPolicy 14 - Use of District Vehicles and Car AllowanceOTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT VEHICLES AND CAR ALLOWANCE 14 07/01/85 10/05/11
Page 1 of 3
PURPOSE
To prescribe rules and regulations for the use of District
vehicles by Directors and employees of the District and the
provision of a car allowance for certain executive employees.
BACKGROUND
Certain District vehicles are made available for use by
designated employees and Directors during business hours and in
some instances during off-duty hours. Executive staff may be
provided a vehicle allowance in lieu of the availability and use
of District vehicles.
POLICY
The following rules shall apply to the use of District vehicles:
1.Executive Management
Certain District vehicles are assigned to specific executive
management employees on a 24-hour basis, including personal
use. These vehicles are provided pursuant to employment
agreements authorized by the Board of Directors or General
Manager. A list of District vehicles assigned to District
employees is maintained by Human Resources.
2.Automobile Allowance
Executive staff consisting of Department Chiefs and
Assistant General Managers may be provided a vehicle
allowance, in lieu of a District vehicle, as determined by
the General Manager. These employees shall be required to
maintain automobile insurance at the minimum levels required
by state law. These employees shall use their personal
vehicles to conduct District business within San Diego
County and may only use District vehicles for business trips
out of San Diego County, or in unusual circumstances (i.e.,
4-wheel drive necessary).
When using their personal vehicles, all operating expenses
are to be borne by these employees.
3.Certain District service vehicles are assigned to specific
management, supervisory, and crew leader positions on a 24-
hour per day basis for emergency purposes. A list of
District service vehicles assigned to District employees is
maintained by Human Resources. Such personnel are
authorized to use the vehicles assigned to them day or night
to respond to District business requirements.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT VEHICLES AND CAR ALLOWANCE 14 07/01/85 10/05/11
Page 2 of 3
Each person is also authorized to use the vehicle for
transportation to and from his residence and to store the
vehicle at his residence when the vehicle is not being used
for District business. Certain management, supervisory and
crew leaders may also use the vehicle for educational
activities, personal errands during lunch breaks and on
their way to and from work, and for medical appointments
occurring during work hours. Other use of such vehicles is
not authorized. Transportation of non-district personnel
for non-district business requires the approval of the
General Manager or designee. Employees must comply with all
District policies, procedures and must remain sensitive to
the public’s perception of them while using District
vehicles. The transportation of firearms, ammunition,
explosives, hazardous materials, alcoholic beverages or
illegal drugs is strictly prohibited.
Each employee assigned a District vehicle is responsible for
Social Security and income taxes relating to the commuting
value and will comply with Internal Revenue Service
regulations relating to de minimis use.
4.Use of other District vehicles (i.e., pool vehicle) outside
of normal business hours may be made only upon prior
approval of the General Manager or designee.
5.Use of any District vehicle outside of San Diego County may
be made only with the prior approval of the General Manager
or designee.
6.District employees may use District pool vehicles only for
transportation required to perform their official District
duties. Authorization must be obtained from General Manager
or designee to transport non-District personnel in pool
vehicle while on District Business.
7.Only when a District pool vehicle is not available, may Dis-
trict employees, other than those mentioned in paragraph "1"
above, use their own private vehicles for transportation
required to perform their official District duties, and only
if the employee maintains automobile insurance in at least
the minimum amounts required by state law and a valid
California driver’s license. Private motor vehicles may not
be used for any business purpose if the above insurance and
license requirements are not in place. In such instances,
the employee shall receive reimbursement for mileage at the
established IRS rate. Authorization must be obtained from
the General Manager or a designee to transport non-District
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT VEHICLES AND CAR ALLOWANCE 14 07/01/85 10/05/11
Page 3 of 3
personnel in one’s own private vehicle while on District
Business.
8.The use of tobacco products, as defined in Board Policy No.
19, is prohibited in all District vehicles, including those
assigned to an employee and all vehicles available to
employees for general District business such as pool
vehicles, utility trucks, Vactor trucks, heavy equipment,
etc.
9.While driving, all activities that would distract an
employee from driving a District vehicle safely are
prohibited (i.e., eating and drinking). The use of a cell
phone, while driving, must comply with state law. Text
messaging, email, and other forms of electronic
communication are prohibited in a moving vehicle.
Passengers are also discouraged from the above activities
when they are needed to assist a driver to safely maneuver a
vehicle. Occasional snacks are acceptable as long as it
does not distract the driver or passenger from the primary
task of driving or assisting the driver.