4.7 - Vehicles - Procedure

• No personal use of College vehicles.
• Vehicles are to be provided through the PDA/Receptionist.
• Only College staff are authorized to drive vehicles except in an emergency situation.
• Use of personal vehicles for College business, as well as travel out of province must be authorized by a member of the Executive Team.
• All parking tickets and traffic violations are the responsibility of the person to whom the vehicle is assigned.
• Accidents and/or other forms of damage are to be reported immediately to the VP Finance.
• No pets allowed in vehicles.
• Winter survival kits and first aid kits will be assigned to each vehicle.
• College vehicles must be returned to College property at the end of a workday, unless with prior approval of a member of the Executive Team.
  • Before returning a vehicle back to the College the following duties are the responsibility of the person to whom the vehicle has been assigned:
  • Clean-up messes associated with dirt/mud, spills/stains and garbage.
  • Fuel up if below three quarters of a tank.
  • Wash vehicle if needed and time permits (use drive-thru and add to fuel bill). Advise the College receptionist if a vehicle needs cleaning.
  • Mileage form legibly filled out and receipts attached.
  • Perform walk-around before and after use to check tires and to ensure no damage is present.
  • Report concerns regarding mechanical or physical components of the vehicle to the College receptionist (e.g., odd sounds, burnt-out light, dents, etc.)
  • Ensure that the vehicle is returned by the time you originally stated when booking the vehicle out.

Program Delivery Associate/Receptionist Responsibilities

• mileage forms, with receipts attached, sent to the accounting department by the fifth business day of the following month
• new mileage forms set up
• vehicle booking
• scheduling regular maintenance

Preventative Maintenance Employee Responsibilities

Each office is to assign one employee to maintain preventative maintenance as per warranty (e.g., regular oil changes every 5,000 km).