Vehicle Use and Safety Program

About

The vehicle use and safety program is a guide for users who drive a vehicle for the business of their institution. Users may need to operate Nevada owned, rented, loaned or borrowed, and their personal vehicle as part of their job duties.

Types Of Vehicles

Owned

Each institution in Business Center South (BCS) owns various types of vehicles including automobiles, trucks, sport utility vehicles, motorcycles, carts or any other vehicle that may or may not be designed for public highway use.

State Motor Pool

The Nevada provides vehicles which can be leased for official state use only.

Rented

The Nevada contracts with certain rental agencies to provide vehicles for employees, volunteers, or permissive users.

Loaned or Borrowed

Some departments have developed agreements to obtain vehicles for business purposes from other organizations for certain considerations.

Personal Vehicle
There are times an employee may need to use their own personal vehicle for business purposes.

Operation

Owned

Employees, volunteers, or permissive users are authorized to operate owned vehicles with prior authorization from their division vice president or delegated designated person.

State Motor Pool

The operation and administration of State Motor Pool is assigned to the Nevada Department of Administration, Fleet Services Division. Vehicles from the State Motor Pool can be driven by a state employee, temporary employees, board members, volunteers, contracted employees and those working in conjunction with the Nevada while conducting official state business and within the course and scope of employment. Additional information can be found on Nevada’s Motor Pool website.

Rented

The Nevada Department of Administration, Purchasing Division oversees the contracts with rental agencies as part of the National Association of State Procurement Officials (NASPO) contracts. Currently, we are contracted with three vendors: Enterprise Rent-A-Car, National Car Rental, and Hertz Corporation. Permissive users are person(s) renting the vehicle for NSHE business purposes. Additional information regarding rented or leased vehicles can be found online. The rental or use of 15 passenger vans are not permitted.

Loaned or Borrowed

There are instances where a vehicle is loaned or borrowed for NSHE business. Users must verify with their department management and/or Risk Management & Safety to determine whether there is insurance or self-insurance coverage prior to operating a loaned vehicle.

Personal Vehicle

There are instances where a state-owned vehicle is not available for use and it is more feasible for the employee or permissive user to operate their personal vehicle for business purposes. This is allowed under certain restrictions.

Qualification/Authorization/Documentation

General Qualifications

To qualify to use a vehicle for business purposes, the following items will need to be confirmed by the user's department:

  • Must have a current valid driver's license and appropriate class license for the vehicle being used as defined by Nevada Department of Motor Vehicles.
  • Must be 18 years of age at the time of operating the vehicle.
  • Must be an employee, documented volunteer or permissive user.
  • Must read and sign the Vehicle Employee Acknowledgement Form.
  • If there is doubt the user will be able to safely execute the operation of a vehicle for NSHE business, the Department of Motor Vehicle driving record of the user may be obtained to determine if the user will be allowed to operate a vehicle for business purposes. The determination will be reviewed by Risk Management & Safety collaborating with Human Resources and the user's immediate supervisor and/or department management on a case by case basis.

Authorization

Authorization of vehicle use for business purposes may be delegated to the lowest practical supervisory level to maintain control and oversee compliance with the vehicle use and safety program.

  • Owned: Since each state-owned vehicle is the responsibility of the assigned department, it is incumbent upon the department's management to ensure proper authorization was provided to the user prior to operation. The authorization for a documented volunteer or permissive user must be done in writing prior to operating the vehicle.
  • State Motor Pool: Same as owned.
  • Rented: The employee must receive approval from their immediate supervisor before placing an order to rent a vehicle pursuant to their divisions protocol.
  • Loaned or Borrowed: The employee must receive approval from their immediate supervisor before obtaining a loaned or borrowed vehicle as per their divisions protocol.
  • Personal Vehicle: The employee must receive approval from their immediate supervisor before operating their personal vehicle for company business. Authorization should be reviewed on an annual basis.

Documentation

  • Owned: RMS recommends each department create a process to keep track of vehicles assigned to their department to include a list of pre-authorized users.
  • State Motor Pool: See Fleet Services Division website for forms needed.
  • Rented: See Car Rental Policy
  • Loaned or Borrowed: An agreement must be executed prior to operation. Please contact RMS or General Counsel for a standard agreement or contract.
  • Personal Vehicle: Documentation of authorization must be completed in writing from immediate supervisor prior to operation of the personal owned vehicle for business purposes. Fill out the private vehicle use authorization form.

Payments/Reimbursements

Owned

Costs applied to department managed vehicles includes; actual purchase of the vehicle which includes registration and licensing, maintenance charges, and fuel.

State Motor Pool

No other individual or department expenses except for the charge for the use of the vehicle.

Rented

Cost of the rented vehicle is determined by the Nevada contracted rate with the vendors.

Loaned or Borrowed

Varies depending on contract.

Personal Vehicle

Employees are entitled to obtain reimbursement for mileage is accordance with UNLV's Mileage Policy.

Insurance and/or Self-Insurance Coverage

There are two types of insurance and/or self-insurance applicable to operating a vehicle for business purposes:

  1. Auto Liability
  2. Auto Physical Damage (comprehensive and collision)

Medical pay coverage is not available under the self-insured program. Medical pay coverage is available with renting a vehicle and potentially when an individual's personal auto insurance is applied subject to the owner's specific auto policy.

Owned

Auto Liability

NSHE participates in the Nevada Self-Insured Tort Program which provides liability coverage for bodily injury and property damage to third parties as long as the user was operating the vehicle while in the course and scope of their job duties on behalf of NSHE at the time of the incident.

Auto Physical Damage

NSHE participates in the Nevada Risk Management Department's Auto Physical Damage (Comprehensive and Collision) self-insured program for damages to the vehicle. It is the option of the institution to determine if the vehicle should be covered.

State Motor Pool 

Auto Liability

NSHE participates in the Nevada Self-Insured Tort Program and claims are administered by the Attorney General's Office pursuant to Nevada Revised Statute 41.

Auto Physical Damage

NSHE participates in the Nevada Risk Management Department's Auto Physical Damage (Comprehensive and Collision) self-insured program for damages to the vehicle.

Rented

Auto Liability

Auto Liability insurance is included as part of the contract with the approved vendors. The limit is not less than $1,000,000 combined single limit per occurrence per accident.

Auto Physical Damage

The collision damage waiver is included as part of the contract.

Non-State Contracted Vendors

If an individual is unable to rent a vehicle from a state contracted vendor, then it is imperative the user buy the Collision Damage Waiver and Liability insurance offered by the vendor.

Off-Road Use

The department will be responsible to pay for all damages to any rented vehicle if operating off-road. Possible insurance coverage can be obtained from the rental agency for an additional charge. Check with the rental vendor.

Foreign Travel 

Any rental in a foreign country must purchase the collision damage waiver and auto liability provided by the rental agency. There may be additional excess coverage through the NSHE travel insurance program. Check with RMS.

Loaned or Borrowed

There should be a contract or agreement executed and signed per the institutions contract policy to specify which party to the contract is responsible for the auto liability and auto physical damage insurance coverage.

Personal Vehicle

See Personal Vehicle Use Policy for general information.

Auto Liability

The owner of the vehicle's own personal auto liability insurance would be considered primary over any other insurance available. The Nevada's Self-Insured Tort Program would be in excess of the primary insurance as long as the user while operating the vehicle was in the course and scope of their job duties on behalf of NSHE at the time of the accident.

Auto Physical Damage
The damage to the vehicle will be the responsibility of the owner or their insurer even if third party is involved.

Institution/Department Deductibles

There is no deductible for auto liability. For auto physical damage, the deductibles are as follows:

Owned

  • Auto - $300
  • Cart - $5,000
  • Trailer - $1,500

State Motor Pool

If it is determined the agency's driver is at fault, the agency will be responsible for the deductible ($300.00). The deductible may be added to the short-term or long-term bill.

Rented

The responsibly of the deductible for the rented vehicles is with the rental agency.

Loaned or Borrowed

Depends on the wording of the contract but the responsibility should be with the owner of the vehicle.

Personal Vehicle

The insurance deductible is the responsibility of the owner of the vehicle.

For vehicles insured under the Nevada Risk Management's auto physical damage self-insurance, RMS/BCS will pursue recovery if the fault of the damage was due to third party involvement.

Any recovery will need to be sent to the State Risk Management and then the department in that order if the full amount of loss is not recoverable.

Claims Process

Should an accident occur, the claims process may depend on the type of insurance in effect at the time of the accident. Refer to the Vehicle Accident procedures for reference in case the user is involved in an accident.

Owned

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability

Auto liability is considered a tort and the claims are administered by the Nevada Attorney General's Office pursuant to NRS 41.

Auto Physical Damage

NSHE participates in the Nevada Risk Management's self-insured program for APD. Claims are administered by RMS/BCS in accordance to the rules and guidelines issued by the Nevada Risk Manager.

State Motor Pool

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability

Auto liability is considered a tort and the claims are administered by the Nevada Attorney General's Office pursuant to NRS 41.

Auto Physical Damage

State Motor Pool vehicles are covered in the Nevada Risk Management's self-insured program. Additional information on the claims process can be found on the Nevada Motor Pool website.

Rented

The rental vehicle agency should be your initial contact. RMS/BCS will need to be advised to assist.

Auto Liability

Claims will be administered by the vehicle rental agency pursuant to their own claims process. The employee or permissive user must cooperate with any investigation involving the incident.

Auto Physical Damage

The damage to the vehicle will be handled by the rental agency claims process.

Loaned or Borrowed

RMS/BCS is the initial point of contact for all claims involving vehicle use.

Auto Liability

Depends on the contract wording.

Auto Physical Damage

Depends on the contract wording.

Personal Vehicle

RMS/BCS is the initial point of contact for all claims involving vehicle use.
Auto Liability

The owner's personal auto liability insurance would take the lead for any claims filed. RMS/BCS shall be notified of any incident if the employee/user was in the course and scope of their job duties at the time of the incident.

Auto Physical Damage
The damage to the vehicle will be the owner's responsibility to handle even if there is third party involvement.

Maintenance

Owned

Each UNLV Department is responsible to maintain the manufacturer's maintenance schedule and pay for any related expenses. College of Southern Nevada will work through the Department of Auxiliary Services.

State Motor Pool

Department of Administration/Fleet Services Division maintains the State vehicles. Further information can be found on the Nevada Motor Pool website.

Rented

The responsibly of maintenance of rented vehicles is with the rental agency.

Loaned or Borrowed

Depends on the wording of the contract but the responsibility should be with the owner of the vehicle.

Personal Vehicle

The maintenance of the vehicle is the responsibility of the owner.

Training Requirement

RMS/BCS has implemented a Defensive Driving training program as required by the State of Nevada Risk Management in accordance with the State Administrative Manual 0521.0. Training will be required for all employees or permissive users who operate a state vehicle for the benefit of or on behalf of NSHE. The training requirement includes completion of an approved defensive driving course and a refresher course every four years. The initial training must be completed in the first year of employment.

Initial Training

  • RMS/BCS will provide in-class training for employees and permissive users at no cost. The training class can be scheduled.
  • Safety Consultation and Training (SCATS) provides no cost training periodically in the Las Vegas area. SCATS training schedules can be found the Nevada Department of Business and Industry website. At the completion of the course you will receive a Certificate of Completion. A copy of the certificate should be forwarded to RMS/BCS. For more information or to schedule a class go to the SCATS website.
  • National Safety Council: Cost is $41.25. If you choose this option, this may lower your personal auto insurance premium. You will need to check with your personal insurance company. At the completion of the course you will receive a Certificate of Completion. A copy of the certificate should be forwarded to RMS/BCS.

Refresher Training

RMS/BCSRMS provides an online refresher course to satisfy the four-year refresher training requirement. Learn more about the training.

NVeLearn

The course is offered through the Nevada Online Professional Development Center. If you already have a username and password to the Nevada NEATS system you will need that username and password to log in. If you do not have a username and password to the NEATS system, create an account.

Once you are logged in to the Nevada Online Professional Development Center, you should go to:

  1. Course Categories - Nevada Employees
  2. Defensive Driving

You must complete the exam given at the end of the course as well as complete the course evaluation. You will be able to print out a Certificate of Completion. A copy of the certificate should be forwarded to RMS/BCS.

Cart Training

RMS/BCS has instituted a comprehensive Cart Safety Program and provides on-line training for all NSHE employees as needed. Cart usage and safety is provided during new employee orientation. Learn more about cart training.

Alcohol and Drug-Free Workplace Policy

All employees and permissive users are required to abide by their institutions Alcohol and Drug Free Workplace Policy. See the respective institutions policy below: