IS-1414 Motor Pool (Policy)

Release Date: 03/24/04
Revision 1:  07/07/07
Revision 2: 08/30/22

Introduction

Central New Mexico Community College (CNM) motor pool vehicles are available for eligible employees conducting official CNM business.  Motor pool vehicles include department assigned vehicles and the same rules apply to all vehicles in the motor pool. Parking & Fleet Services manages and coordinates the use and maintenance of all CNM motor pool vehicles.

1. Motor Pool Vehicle Availability

1.1 Parking & Fleet Services is the primary contact for all motor pool vehicles and is located on CNM Main Campus. The department can be reached at (505) 224-4227 or fleetservices@cnm.edu.

1.2 Parking & Fleet Services designees are located at South Valley Campus, Westside Campus, Joseph P. Montoya Campus and the Workforce Training Center to assist with motor pool requests.

2. Authorized Motor Pool Vehicle Use

2.1 CNM provides a limited number of vehicles for eligible staff and faculty who are conducting official CNM business for local and out-of-town use. Authorized drivers are only those drivers listed on the Driver Eligibility Report.  Contact Parking & Fleet Services for any discrepancies regarding the Drivers Eligibility Report.

2.2 Local use is defined as the Albuquerque Metro area, which encompasses a 30-mile radius of any CNM campus.

2.3 Out-of-town use is defined as any area outside of the Albuquerque Metro area, or any area outside of a 30-mile radius from any CNM campus.  Vehicles for out of town/overnight travel are only available through the Parking & Fleet Services office at Main Campus. Out-of-town vehicles are restricted to reasonable use during business travel.

3. Motor Pool Vehicle Reservations

3.1 Reservations for local use, and out-of-town use, which does not involve an overnight stay, should be made 48 hours prior to picking up a vehicle for local use. Cancellations should be made as soon as possible so vehicles can be reserved by others and maintenance and preparation can be scheduled.

3.2 Reservations for out-of-town/overnight use must be made 72 hours prior to picking up the vehicle at Main Campus.  A copy of the approved CNM travel request is required for all out-of-town overnight use.  A travel request can be obtained from the department travel coordinator.  A reservation confirmation is sent via email from Parking & Fleet Services to the traveling employee.

3.3 To reserve a vehicle the driver must complete an online reservation request form, located on the Parking & Fleet Services Community Insights/Share Point site. Vehicles are issued on a first-come, first-serve basis.  CNM Vehicles cannot be used for personal use; abuse of this administrative directive may result in disciplinary action.

3.4 Reservations that are not picked up within one (1) hour of the scheduled reservation time will be canceled, unless arrangements are made to hold the reservation.  Once the reservation is canceled, the traveling employee will be issued a motor pool vehicle based on availability. 

4. Authorized Drivers

4.1 Employees who are required to drive a CNM vehicle as a condition of employment and have met the driver eligibility requirements are placed on the Driver Eligibility Report.

4.2 Employees who request use of CNM vehicles in the course of job duties and have met the driver eligibility requirements are placed on the Driver Eligibility Report.

4.3 Student employees who have met driver eligibility requirements, and have supervisory approval for CNM vehicle use for local CNM business, are placed on the Driver Eligibility Report.

4.4 Driver eligibility is denied to anyone under the age of 18.

5. Authorized Passengers

5.1 Persons, other than CNM employees or students, who are involved with the purpose of the trip may ride in motor pool vehicles, but may not share in the driving.

5.2 Children age (12) twelve and under, even if accompanied by student parents, are NOT authorized passengers.

6. Accidents

6.1 All accidents must be reported to CNM Security at (505) 224-3002 as soon as possible.  The driver must follow the instructions in the Parking & Fleet Services administrative directive stored in the glove compartment of the vehicle.  The driver's responsibilities include contacting local authorities, obtaining witness information and completing the Vehicle Incident Report, and post-accident alcohol and drug testing.  

6.2 If an employee is involved in an accident, Parking & Fleet Services must approve any arrangements involving alternate transportation or travel accommodations when traveling out-of-town.

7. Vehicle Breakdowns

7.1 Parking & Fleet Services strives to maintain its fleet of vehicles in the best possible condition, however, unforeseen breakdowns can occur.  The department makes every effort to assist the employee during any breakdown situation to minimize inconvenience and lost time.

7.2 Contact the Security Department at (505) 224-3002 if your CNM vehicle breaks down. The driver will be advised of the process for roadside assistance.

7.3 The Parking & Fleet Services Director or designee oversees approval of repairs, alternative transportation or accommodations. A traveler will need to use personal funds (cash, check or credit card) to pay for emergency transportation and accommodations which will be reimbursed when the appropriate receipts are submitted to the travel coordinator.

7.4 No reimbursement is made for repairs paid for with cash, check or personal credit card, because this is a violation of the CNM procurement process.

8. Driver Responsibilities

8.1 Motor pool vehicles are provided for official College business. Use of motor pool vehicles for personal business is absolutely prohibited.

8.2 Drivers are responsible for any citation issued while driving a CNM vehicle.  

8.3 CNM vehicles cannot be taken to personal residences for overnight parking.

8.4 A Driver's Vehicle Inspection Report must be completed by any driver of a CNM vehicle every time they use a CNM motor pool vehicle.

8.5 The driver of a motor pool vehicle must check the motor vehicle resources kit in the glove compartment and report any missing items prior to driving the vehicle. The motor vehicle resources kit should contain:

1. Proof of insurance;

2. Vehicle registration;

3. Vehicle accident report (CNM insurance’s carrier form);

4. Emergency contact numbers;

5. A copy of motor pool administrative directive (including procedural steps for reporting accidents and requesting assistance for vehicle breakdowns);

6. Vehicle owner’s manual.

9. Parking & Fleet Services Responsibilities

9.1 Parking & Fleet Services:

1. Maintains the mechanical, interior and exterior of all CNM motor pool vehicles.

2. Maintains vehicles with full-liability insurance through the CNM insurer.

3. Maintains New Mexico Department of Motor Vehicles licensing requirements.

4. Provides road-side assistance for all fleet vehicles.

10. Safety Requirements

10.1 Parking & Fleet Services prepares the motor pool vehicles to promote safe travel, but it is the driver's responsibility to observe safe driving practices.  The following practices are noted as a reminder of some important safety tips for drivers using CNM motor pool vehicles.  Complaints of reckless driving in a CNM fleet vehicle may lead to  the removal of driver authorization.

Safety Requirements

Buckle Up

It is proven that seat belts save lives and New Mexico law requires that all automobile operators wear seat belts at all times.

Pay Attention

Driving safely requires all of your attention. Due to a city ordinance, do not multitask by using such things as cell phones.

Avoid Distractions

Do not cause distractions by eating, drinking, texting, applying makeup and remember to keep your eyes and mind focused on the road.

Obey the Law

Comply with all traffic laws at all times. It is against the law to operate a vehicle while under the influence of alcohol, drugs, or other controlled substance.  Employees who are found in violation of this may be subject to disciplinary action up to termination.

Watch the Weather

Check on weather conditions prior to travel and plan additional driving time or possible delays if the weather is adverse.

Plan Ahead

Plan your route prior to the trip. Be sure to familiarize yourself with the features of the vehicles such as the headlights, windshield wipers and other safety equipment.

Forms

Vehicle Incident Report
Driver's Vehicle Inspection Report
Reserve a Vehicle (web form)
Vehicle Request for Out-of-Town Travel
Vehicle Work Order (web form)

Support 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 Parking & Fleet Services for more information.)

Reference Materials

IS-1416 Drivers Eligibility
IS-2512 Travel
IS-2098 Drug Free Workplace
Employee Handbook 12.09, Use of College Vehicles
Employee Handbook 12.12, College Property - Private Use Prohibited