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IS-1416 Driver Eligibility (Policy)

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Release Date: 09/08/04
Revision 1: 01/10/05
Revision 2: 03/23/06
Revision 3: 08/21/07
Revision 4: 02/19/20

Policy

CNM Board Policy

Employee Handbook 12.09, Use of College Vehicles
Employee Handbook 12.12, College Property- Private Use Prohibited

Administrative Directive

Introduction

Drivers of vehicles owned or leased by Central New Mexico Community College (CNM) and drivers of private vehicles used for CNM business are subject to driver eligibility requirements.  CNM reserves the right to refuse individuals the authorization to operate a vehicle for CNM based on a drivers record evaluation by the Director of Safety and Risk Management.  The Director of Safety and Risk Management will oversee compliance with this directive.

1. General Information

1.1 An employee who drives for CNM business must report to their immediate supervisor the revocation or expiration of a driver's license and/or any major driving infractions that impact their driving record (including, but not limited to: driving while intoxicated or under the influence (DUI), manslaughter, reckless driving and vehicular homicide).

1.2 Travel between CNM facilities is considered business travel as long as the business day is continuous.  Travel between CNM facilities is considered business travel as long as the driver does not divert from the direct route between the facilities or attend to personal matters en route.

1.3 Active-duty military personnel may substitute a current and valid driver's license from their home state, in lieu of a State of New Mexico driver's license.

1.4 Student-employee drivers, and other permissive drivers, must comply with all driver eligibility requirements.

2. Driver Eligibility Requirements

2.1 There are three categories involving the use of vehicles in driving for CNM business: 1) use as a condition of employment, 2) use of CNM vehicles and 3) use of private vehicles and requesting mileage reimbursement.

Drivers for all three categories must meet eligibility requirements described throughout Section 2 of this administrative directive.

The table that follows provides an overview of the documents used to meet driver eligibility requirements for the three categories.  The documents listed in the table and the processes involved are discussed in Section 2.3., 2.4 and 2.5.

Documents Required for Driver Eligibility
Defensive Driving Certificate Drivers Record Check NM Driver's License Personal Automobile Liability Insurance
Condition of Employment
(Section 2.3)
Yes Yes Yes No
CNM Vehicles
(Section 2.4)
Yes Yes Yes No
Private Vehicles
(Section 2.5)
No No Yes Yes
(Personal Automobile Liability Insurance)

2.2 Organizational Learning maintains a Driver Eligibility Report that contains two sections: CNM Vehicle Usage and Mileage Reimbursement.  The CNM Vehicle Usage section contains an updated listing of all eligible drivers at CNM and it must be checked to verify that an employee is eligible to drive a CNM vehicle.  The Mileage Reimbursement section is checked when an employee has submitted a Mileage Voucher to receive reimbursement for mileage regarding private vehicle use for CNM business.

2.3 Condition of Employment

2.3.1 Employees who drive vehicles as a condition of employment must meet driver eligibility requirements which include a current and valid New Mexico driver's license, a driver's record check and a Defensive Driving Certificate.  If a job posting indicates that a current and valid New Mexico driver's license is required, the hiring official will obtain the following information prior to the employee's start date:

  • A copy of the current and valid New Mexico driver's license
  • A signed Consent to Drivers Record Check

2.3.2 Driver's Record Check

A Driver's Record Check is completed for all new employees when it is identified on the job posting as a condition of employment.

Prospective employees must sign a Consent to Driver's Record Check form and provide a copy of a current and valid New Mexico driver's license.  The Human Resources Representative then completes a driving record check.  When a satisfactory driving record is verified, and the employee has completed the Defensive Driving course, they are placed on the Driver Eligibility Report.  A new employee cannot drive a CNM vehicle or private vehicle for CNM business as a condition of employment until they are on the Driver Eligibility Report.  If a new employee's name is not on the Driver Eligibility Report, contact Organizational Learning.

2.3.3 Employees who drive vehicles as a condition of employment must immediately report to their supervisor any revocation of a driver's license and/or any major driving infractions that impact their driving record (including but not limited to: driving while intoxicated or under the influence [DUI], manslaughter, reckless driving and vehicular homicide).

2.3.4 Defensive Driving Course

Employees who must maintain a current and valid New Mexico driver's license as a condition of employment must successfully complete the Defensive Driving course. Organizational Learning will ensure that employees who must maintain a current and valid New Mexico driver's license as a condition of employment are contacted to complete the Defensive Driving course.

New employees who must begin driving immediately may take the Defensive Driving course through the computer initially, but must take the in-class version within six (6) months of beginning employment.  Individuals will receive a certificate of completion.  This certification must be renewed every three (3) years.  Organizational Learning will inform employees three (3) months prior to the expiration of this certificate.

2.3.5 Driver Eligibility Report

Employees who drive vehicles as a condition of employment are placed on the Driver Eligibility Report (CNM Vehicle Usage) when:

  • The employee has submitted a copy of a valid and current New Mexico driver's license
  • The driving record check has been completed and approved
  • The employee has successfully completed Defensive Driving

An employee remains on the Driver Eligibility Report as long as the monthly follow-up record check remains satisfactory, the employee has not had to report changes to the employee's driver's license or driving record status that are unsatisfactory, and the Defensive Driving Certificate is current.

2.4 CNM Vehicles

2.4.1 Employees who use CNM vehicles must meet driver eligibility requirements.  To become an eligible driver an employee must possess a current and valid New Mexico driver's license, have a driver's record check and complete the Defensive Driving course.  An employee cannot drive a CNM vehicle until the Defensive Driving course and driver's record check are completed.

2.4.2 Defensive Driving Course

The Defensive Driving course is offered by Organizational Learning.  Individuals who use CNM vehicles to conduct CNM business must successfully complete the National Safety Council Defensive Driving course before operating a CNM vehicle.

Employees must contact Organizational Learning regarding course times and requirements.  The Defensive Driving Certification must be renewed every three (3) years.  Organizational Learning will inform employees three (3) months prior to the expiration of this certificate.

When the employee goes to the Organizational Learning Office to take the Defensive Driving course, they must provide a copy of a current and valid New Mexico driver's license and a signed copy of the Consent to Driver's Record Check.

2.4.3 Driver's Record Check

Employees who have indicated a need to use CNM vehicles for CNM business must undergo a driver's record check.  Organizational Learning requests a signed Consent to Driver's Record Check when the employee takes Defensive Driving along with a copy of the valid and current New Mexico driver's license.

The list of employees who have consented to the check is sent by Organizational  Learning to Safety and Risk Management for the driving record check.  Safety and Risk Management completes the check and contacts Organizational Learning with the results.  If the driving report is unsatisfactory, both Organizational Learning and Human Resources are contacted.  If the driving record check is satisfactory, Organizational Learning adds the employee to the Driver Eligibility Report, if all other requirements have been met.

2.4.4 Driver Eligibility Report

Employees who drive CNM vehicles are placed on the Driver Eligibility Report when Organizational Learning receives a copy of the employee's valid and current New Mexico driver's license, the driving record check has been completed and approved, and the employee has successfully completed Defensive Driving.

No driver's license information will be sent through inter-office mail.

An employee remains on the eligibility list as long as the monthly follow-up record check remains satisfactory, the employee has not had to report changes to the employee's driver's license or driving record status that are unsatisfactory, and the Defensive Driving Certificate is current.

2.5 Private Vehicles - Mileage Reimbursement

2.5.1 Drivers using private vehicles for CNM business, and requesting mileage reimbursement, must initially submit a copy of their current and valid New Mexico driver's license and a copy of their proof of current automobile liability insurance coverage.  In addition, the employee must sign and submit the Reimbursement for Mileage Private Vehicles Used for CNM Business form to a CNM Travel Coordinator along with the signed Mileage Voucher to be eligible for mileage reimbursement.

2.5.2 Every time an employee requests reimbursement for mileage, the employee must submit a copy of their current and valid New Mexico driver's license and a copy of their proof of current automobile liability insurance coverage along with their Mileage Voucher.

2.5.3 The Travel Coordinator delivers the mileage reimbursement packet to the appropriate vice president who reviews the documentation to determine if the mileage reimbursement is approved.

The mileage reimbursement packet contains the following documents:

  • A copy of the employee's current and valid New Mexico driver's license
  • A copy of the employee's proof of current automobile liability insurance
  • A signed Reimbursement for Mileage Private Vehicles Used for CNM Business form (only required the first time the employee is requesting mileage reimbursement)
  • A signed Mileage Voucher

2.5.4 If the vice president approves the mileage reimbursement, the Mileage Voucher is signed and the packet is sent to the Business Office for processing and check disbursement.  No driver's license information will be sent through inter-office mail.

2.5.5 Business Office personnel deliver the copy of the current and valid New Mexico driver's license, the copy of the employee's current automobile liability insurance indicating the employee is a covered driver on the insurance policy submitted and, if a first time request for reimbursement, the Reimbursement for Mileage Private Vehicles Used for CNM Business form to Organizational Learning

No driver's license information will be sent through inter-office mail.

2.5.6 Personal insurance provides the primary coverage for individuals driving private vehicles for CNM business.  Employees should check with their insurance carrier to confirm that their coverage permits use of a private vehicle for CNM business.  If the employee needs to use personal insurance for an accident claim that occurred while driving for CNM business, the deductible on personal insurance is not reimbursed by CNM.

2.5.7 Employees who drive private vehicles for CNM business must immediately report any automobile insurance suspension and the revocation of a driver's license and/or any major driving infractions that impact their driving record (including but not limited to:  driving while intoxicated or under the influence [DUI], manslaughter, reckless driving and vehicular homicide) to their supervisor.

3. Driver Record Evaluation

The Director of Safety and Risk Management will evaluate driver records.

3.1 Organizational Learning maintains the Driver Eligibility Report.  The Driver Eligibility Report (CNM Vehicle Usage) contains names of employees who must maintain a current and valid New Mexico driver's license as a condition of employment and employees who have requested use of CNM vehicles and met driver eligibility requirements.

The motor pool, and departments with assigned vehicles, must verify driver eligibility every time an employee drives a CNM vehicle.

3.2 Monthly reviews of the driving records of authorized drivers will be conducted by the Director of Safety and Risk Management.  The reviewed records reflect driver information from the New Mexico Motor Vehicle Division, state and local court records and any other legal records available.

3.3 If it is determined that driving for CNM business may pose a risk to CNM and/or others, the Director of Safety and Risk Management will contact via e-mail the appropriate Human Resources Representative and Organizational Learning.  The employee is removed from the Driver Eligibility Report (CNM Vehicle Usage and Mileage Reimbursement).  Employees who lose driving privileges are subject to disciplinary action up to and including termination.

3.4 A series of minor traffic violations by an individual can result in suspension of that individual's driving privileges for CNM business.  Minor traffic violations involve, but are not limited to, such things as speeding, no-fault accident, failure to yield and illegal lane change.

3.5 A serious traffic violation by an individual can result in suspension of that individual's driving privileges for CNM business.  Serious traffic violations involve, but are not limited to, such things as: reckless/negligent driving, driving while under the influence or while intoxicated, manslaughter/vehicular homicide and causing injury or death while evading a peace officer.

3.6 Employees who are involved in an accident or who receive a moving or non-moving violation citation while conducting CNM business are subject to disciplinary action up to and including termination.

3.7 CNM reserves the right to refuse an individual authorization to operate a CNM vehicle, a rented vehicle for CNM business or a privately-owned vehicle used for CNM business.

Forms

Support Materials

Reference Materials

  • Driver Eligibility Report: All eligible drivers of CNM vehicles are listed on the Driver Eligibility Report.  Access to the Driver Eligibility Report is limited. Contact Employee Training for more information.)