Use of College Vehicles

The use of College-owned motor vehicles by eligible College employees is permissible exclusively for conducting College-related business.

Purpose/Reason for Policy: To address the appropriate use of College-owned vehicles or vehicles rented by the College.

Scope/Covered Persons: All members of the Guilford College Community who drive College vehicles for College business.

Definitions:  

Fleet Vehicle - a vehicle that is owned by Guilford College.

College Business - any activity approved by an authorized College official, or in connection with an approved class or College organized activity, or that is required for performance of job functions, and that is consistent with and furthers the mission and operations of the College.

Valid Driver's License - an official driver's license issued by any state which currently allows the holder to legally operate a motor vehicle. A driver's license issued in another country is considered valid for purposes of this policy if it is sufficient to allow the person to legally operate a motor vehicle within the State of North Carolina.

The Policy: 

All full-time College employees over the age of 21 who possess a valid driver’s license are eligible to drive a College vehicle on College business. Vehicles are available on a first-come first-served basis and must be scheduled through the Purchasing Office.

Students are not allowed to use College vehicles unless they are age 21 or over and the vehicle is reserved and accompanied, at least within a caravan, by a full-time College employee. A valid driver's license is also required (i.e., NC Class C or above). Note: Some exceptions are allowed for student use on College business within the Greensboro city area.

The College expects each driver to operate vehicles in a safe and courteous manner, to follow all state and local laws, and to immediately report any accidents or violations.   

Roles and Responsibilities: 

  • The Director of Purchasing is responsible for scheduling the use of all fleet vehicles.
  • Drivers of College vehicles or of rental vehicles are responsible for possessing a valid driver’s license and for obeying all state and federal laws/regulations concerning the use/operation of motor vehicles,  the use of cell phones and other portable electronic devices, and for immediately reporting any accidents.    

Compliance: Failure to comply with this policy may result in limitations or preclusions on future use of College-owned vehicles as well as disciplinary action, up to and including termination of employment.  

Other related Policies, Regulations, Statutes and Documents:  Travel Policy

Approval Authority: Guilford College President

Responsible Office: Tracy Hall, director of Purchasing, Hege Library, Lower Level L-13, 336.316.2349, thall2@guilford.edu

Revision History: Updated in the Employee Handbook revision of 2018