Library: Policy

OKDHS:2-21-208. Vehicle selection and operator responsibilities

Issued 3-1-16

(a) Vehicle selection.It is the responsibility of each driver to select the appropriate vehicle to be used in performing his or her assigned tasks and using Trip Optimizer when appropriate.

(b) Operator responsibilities.Vehicles are for Oklahoma Department of Human services (DHS) business use only. The assigned driver must be aware of the appearance of impropriety when in possession of a state vehicle.

(1) Only DHS employees, and approved contract employees, are authorized to drive state vehicles.

(2) Assigned drivers are responsible for paying all traffic tickets, except when the ticket involves vehicular defects.

(3) Assigned drivers must have a Personal Identification Number (PIN) and a state-issued vehicle fuel card before driving a DHS vehicle.

(A) Assigned drivers who have a state-issued vehicle fuel card stolen from a vehicle may be held responsible for any costs DHS accrues due to negligence.

(B) State-issued vehicle fuel cards are obtained from the local fleet coordinator.

(C) State-issued vehicle fuel cards and keys are returned to the local fleet coordinator when the vehicle is returned.

(4) Assigned drivers must obtain approval for out-of-state transportation from the local administrator, services area director, and chief administrative officer, per DHS:2-21-109.

(A) Form 10AD002E, Out-of-State Travel Authorization, is required for all out-of-state travel exceeding 50 miles.

(B) Completed forms are routed to the DHS travel coordinator's office.

(5) Assigned drivers must inform the local administrator in advance, when they need to use the state vehicle for personal reasons or meal breaks.

(6) Assigned drivers must assure that no smoking, drinking alcoholic beverages, or any illegal activity occurs in DHS vehicles.

(7) Assigned drivers may only transport authorized passengers for authorized business purposes.

(A) Assigned drivers must check with the local administrator to ensure an event is an authorized business need.

(B) No one other than an authorized passenger is covered for liability purposes.

(C) Other state agency employees are authorized passengers when attending an authorized DHS event.

(D) Passengers, such as friends or family are not authorized to travel in the DHS vehicle, unless there is a legitimate need related to DHS business.

(E) Transportation of clients and community resource providers is an authorized use of the vehicle.

(8) Assigned drivers must obey all state traffic laws, including reporting any vehicular accidents.

(A) Assigned drivers must park the vehicle at a DHS office or other state property when not in use.

(B) Parking a state vehicle at a private residence is permitted only when necessary to carry out the assigned driver's job duties.

(C) When an overnight stay is required for out of town travel, a state vehicle may be parked at a residence during the time the assigned driver is in travel status.