State Fleet Vehicle Operator’s Manual Revised March 2013 Table of Contents Telephone Numbers ..................................................................... 3 Accident Procedures ..................................................................... 4 Introduction ................................................................................... 5 Section I: Basic State Vehicle Policies ......................................... 5 Section II: SFM Vehicle Operation ................................................ 7 Section III: Credit Card Purchases ................................................ 9 Section IV: Maintenance ............................................................. 12 Section V: Insurance and Accident Reporting ............................. 13 SC Accident Review Board (ARB) Driver Corrective Actions ...... 14 Examples of Authorized and Unauthorized Use.......................... 16 Operator Preventive Maintenance Weekly Checklist .................. 18 Scheduled Vehicle Service ......................................................... 19 Accident Reporting Form ............................................................ 20 Example of Accident Reporting Form ......................................... 20 Example of FR- 10 ...................................................................... 22 Example of Quarterly Accident Report ........................................ 23 Example of Monthly Trip Log ...................................................... 24 Please find the following blank forms in the vehicle: Accident Report Mileage Log Weekly Maintenance Checklist College of Charleston State Fleet Vehicle Operator’s Manual Page 2 Telephone Numbers Emergency Medical Service Charleston Area..................................................... 843.745.4000 Lexington County............................................... 803.359.2521 Richland County …………………..…………….. 803.254.3061 (Emergency 911) Law Enforcement Highway Patrol (Columbia Area) ...................... 803.896.9621 Highway Patrol (Charleston Area) ..................... 843.740.1650 Highway Patrol (Greenville Area) ..................... 800.768.1503 Richland County Sheriff .................................... 803.691.9000 Lexington County Sheriff .................................. 803.359.8230 City Police - Columbia ...................................... 803.252.2911 City Police - Charleston...................................... 843.577.7074 (Emergency 911) State Fleet Management Accident Coordinator ........................................ 803.737.1982 Fax Number ...................................................... 803.737.1160 Repair to vehicles (outside Columbia Area) .......800.277.3686 College of Charleston State Fleet Vehicle Operator’s Manual Page 3 Accident Procedures • Turn ignition off and evacuate vehicle. • Render first aid to any injured persons. • Call for medical assistance or ambulance if needed. • Call local, municipal or county police or SC Highway Patrol to report accident (see page 2 for telephone numbers) or Public Safety (953.5609) if on campus. • Do not admit responsibility for any accident, but provide the facts to the police personnel. • Give the other driver your name and your agency’s name and address. • Obtain data concerning other vehicle, driver and passengers. • Have vehicle towed if not drivable and obtain the name and phone number of the wrecker service. • Complete an Accident Reporting Form (see Appendix D). • Obtain a copy of the Motor Vehicle Accident Form (FR-10), issued by the investigating officer. • Turn in Accident Reporting Form (blank forms in vehicle) to your supervisor as soon as possible. Report accident within 24 hours and forward required documents to: Contact Department Documents Number Southeastern Claim Service 800.206.1913 Accident Report State Fleet Management 803.737.0668 Accident Report College of Charleston FR-10 Auxiliary Services 843.953.4821 Accident Report College of Charleston 843.308.6500 Fleet Manager & FR-10 College of Charleston State Fleet Vehicle Operator’s Manual Page 4 Send a copy of the Accident Report (Appendix D) to each of the following addresses: Southeastern Claim Service SC Budget and Control Board PO Box 212128 State Fleet Management Columbia, SC 29221 1026 Sumter Street, 2nd Floor Tel: 800.206.1913 Columbia, SC 29201.3746 Fax: 803.407.5549 Call Collect 803.737.0668 Fax: 803.737.1160 Introduction This handbook provides general information concerning the operation and maintenance of all State vehicles, and specific instructions concerning the operation of SFM vehicles. The information contained in this handbook is not all-inclusive or exhaustive. Comprehensive information concerning management of the State vehicle fleet is contained in SFM’s State Fleet Management Manual, copies of which have been furnished to all State agencies. Please remember that SFM is responsible for the entire cost of your vehicle’s operation. In order to keep the cost to a minimum and the vehicle in the best possible condition, we require that you care for it and not abuse it. Follow the owner’s manual that comes with your vehicle as well as the instructions contained in this Handbook. Section I: Basic State Vehicle Policies The following information is taken from basic State policy under which the State vehicle fleet is administered. Vehicle Assignment The most efficient use of motor vehicles results when they are pooled and available for use by all who need official transportation. With the exception of Constitutional Officers, Agency Heads and full-time law enforcement officers, it is State policy (§1-11-270) that no individual be assigned a vehicle by virtue of his or her position. Criteria and prior approval requirements for individual assignment of State vehicles are fully described on State Fleet Management’s Web site: http://www.statefleet.sc.gov. Click on “Publications” to obtain copies of the Motor Vehicle Management Act, the Budget and Control Board Policy Directives, and other information regarding motor vehicle use. College of Charleston State Fleet Vehicle Operator’s Manual Page 5 Vehicle Identification State-owned motor vehicles are identified through use of permanent State government license plates and State decals. Agency decals may be substituted for the State Seal decal if prior approval is granted by the State Budget and Control Board. No vehicles shall be exempt from these requirements for identification except those approved by the Budget and Control Board. Official Use Only Policy State-owned motor vehicles are authorized for use in the performance of all travel or tasks necessary to accomplish official State business that is within the rated design capability of the vehicle. Use is not authorized for unofficial travel or tasks, the transport of unauthorized persons or items, or the performance of tasks outside the rated capacity of the vehicle. Examples of authorized and unauthorized use of vehicles are shown in Appendix A. Violation of the Official Use Only Policy is punishable under appropriate State employee disciplinary procedures. Who May Drive a State Vehicle? The basic driver qualification for operation of a State vehicle is a valid, current South Carolina driver’s license appropriate to the type vehicle being operated. New State employees who have recently relocated to South Carolina may operate a State vehicle using a valid driver’s license from their former State for up to 90 days, at which time they must obtain a South Carolina driver’s license. Employees who are spouses of active duty military personnel stationed in South Carolina may operate a State vehicle using a current, valid driver’s license from their State of residence. Contract or consultant personnel who reside outside South Carolina, but who must operate a State vehicle while engaged in State business, may do so using a valid driver’s license from their home state during the period in which their services are employed by the State of South Carolina. Employees who permanently reside in other states, but work in South Carolina, may operate State vehicles using the license from their State of residence. Other Drivers It is basic State policy that only State employees, contractors, consultants or volunteers employed by the State drive State vehicles. In certain cases, such College of Charleston State Fleet Vehicle Operator’s Manual Page 6 as illness or extreme fatigue on the part of the driver, spouses and dependents over the age of 21 may drive the vehicle for short periods in order to complete a trip. Under no circumstances shall dependent children under 21 operate a State vehicle. Required Driving Practices Drivers will abide by applicable State and Federal laws while operating State vehicles. Posted speed limits will be observed and traffic signs or signals will be obeyed. Additionally, the following safety and security policies will be obeyed. Traffic Violations All speeding and traffic violations and any resulting fines are your personal liability. They should be settled immediately, since the police and SFM can trace your State vehicle through its license plates. Section II: SFM Vehicle Operation It is imperative that you operate your SFM vehicle in accordance with the law and safety! It is your responsibility to understand the various speed limits and motor vehicle laws in the area in which you are traveling and to observe them fully. Drive defensively! Electronic Devices Drivers may not use ANY hand held electronic devices (cell phone, PDA, MP3 player, or other electronic communication devices)