Use of Department Vehicles - SOP

DEPARTMENT
OF
CORRECTION

COMMUNITY
CORRECTIONS
DIVISION
DIRECTIVE NUMBER:
115.04.01.001
PAGE NUMBER:

1 of 5
SUBJECT:

Us e of Department
Vehicles

Revised: 03-22-02

01.00.00. POLICY OF THE DEPARTMENT

It is the polic y of the Board of Correction that Department of Correction vehicles be used
for official business and by authorized personnel only. Al l vehicle usage shall be in
accordanc e with the department’s regulations as enumerated in this polic y and
procedure statement and in the fiscal manual.

02.00.00. TABLE OF CONTENTS

01.00.00. POLICY OF THE DEPARTMENT
02.00.00. TABLE OF CONTENT S
03.00.00 REFERENCES
04.00.00 DEFINITIONS
05.00.00. PROCEDURE
05.01.00. Vehicle Removal
05.02.00. Mileage Based Fuel Purchases
05.03.00. Vehicle Use And Availability
05.04.00. Vehicle Accidents
05.05.00. Liability Los s Reporting Procedures (Automobiles An d Other)
05.06.00. Citizen’s Claims
03.00.00. REFERENCES
Department Policy 115, Use of Department Vehicles.

Department Polic y 217, Ethics and Standards of Conduct.

04.00.00. DEFINITIONS

05.00.00. PROCEDURE
State vehicles are assigned to individual Agents statewide to fulfill the Division
expectations of supervising offenders in the community and performing other duties
related to the requirements of good supervisory practices.
DIRECTIVE NUMBER:

115.04.01.001
SUBJECT : Us e of

Department Vehicles
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05.01.00. Vehicle Removal

The vehicle is subjec t to removal from an individual assignment for the following
reasons : failure to respond to emergenc y call-outs; failure to us e the vehicle for home
contacts with offenders ; improper use; or a manager identifies a higher need.

Should the assigned Agent be unavailable for one (1) week or more due to illness,
vacation, or training, the vehicle should be taken to the Distric t Offic e and made
available for others.

05.02.00. Mileage Base d Fue l Purchases

The Department will not subsidiz e driving long distances from hom e to the office. All
employees who are assigned a state vehicle will be expected to purchas e fuel, on
monthly bases, based on the following schedule. Receipts must be turned in on a
monthly basis with statistical reports.

Distanc e From Office Monthly Fuel Purchase Amount
0-20 miles $0.00
21-30 miles $30.00
31-40 miles $40.00
Outside of forty (40) miles requires approval from the Administrator of Corrections
Division.

05.03.00. Vehicle Use An d Availability

Distric t managers , section supervisors and Probation and Parole Agents should make
every effort to see that vehicles are available to presentence investigators during
regular offic e hours .
Distric t managers have the authority to assign vehicles to Probation and Parole Agents
to bes t meet the needs of the district and efficiently us e the state’s resources . If an
Agent lives in exces s of forty (40) miles from their assigned office, they may not be
allowed to drive the assigned vehicle to and from work, unles s doing s o will provide
better supervision of offenders.

Distric t managers and section supervisors are not to take vehicles hom e when off duty
unless otherwise authorized for official business use.

When out of town on approved state business , it is permissible to drive a state vehicle
to a restaurant. At no time shall a state vehicle be used for recreational or other
personal busines s (i.e. golfing, shopping, movies). Refer to Department Polic y 217.
DIRECTIVE NUMBER:

115.04.01.001
SUBJECT : Us e of

Department Vehicles
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05.04.00. Vehicle Accidents

Stop immediately.

Take steps to prevent another accident at the scene.

Call a doctor or ambulance if necessary.
Notify police.
Do not sign any paper or make any statement as to who was at fault (except to your
supervisor). Get nam e and addres s of eac h witness.

State your name, address, place of employment and the name of your supervisor.
Upon request, show your operator’s permit and vehicle registration card.

Complete Idaho Motor Vehicle Accident Report (or reporting form required by the
Department) at the scene. If conditions prevent this , make notes of the following:

Registration information for other vehicle (owners’ name, tag number and state
serial number and vehicle description);

Information on other driver (name, address, operators’ permit number and
expiration date);

Name and address of each person involved and extent of injury, if any;

Nam e and addres s of the company insuring other vehicle;
General information suc h as location, time, measurements , weather, and
damage;

As soon as possible, notify your supervisor.

If the vehicle is unsafe to operate, have it towed to the neares t garage or service
station;

State accident insurance has a five hundred dollar ($500) deductible on collisions and
vandalism , a polic e report must accompany all claims;
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115.04.01.001
SUBJECT : Us e of

Department Vehicles
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Submit all documents and a written report to your supervisor within one (1) working day;
and,

Following these rules will help prevent further indemnity to the state.

05.05.00. Liability Loss Reporting Procedure s (Automobile s An d Other)

All accidents involving a state vehicle, and all activities involving a state employee that
result in a loss , mus t be reported. The following procedure should be used in reporting
such an incident:

Complete the accident form in triplicate, making sure the vehicle I.D. number,
date of the accident, the name of employee and department, his age, the name of other
party involved and his insuranc e company and/or agent and description of the accident,
are noted with any other pertinent information;

If possible, an Agent’s report of the accident may also be included. If a motor
vehicle report is completed for law enforcement, attach a copy to the accident report;

If the state vehicle has physical damage coverage (comprehensive/collision),
estimate of repair bills mus t be attached to the accident form;

If the accident is determined to be the fault of the other party, it is the
department’s obligation to submit accident reports and other information to the other
party’s insuranc e company in order to receive compensation for the damage, in addition
to filing reports with the Department of Correction;

If you are involved in an accident where the other party feels the State is
responsible, you should supply him with a “Citizen’s Claim Procedure.” This form along
with the accident form should be supplied in every state vehicle;

The original and one (1) copy of the accident report form and any additional
information should be sent immediately to the Department of Correction, P.O. Box
83720, Boise, Idaho 83720-0018. Retain a copy of the report in your files ; and,

When in an accident that involves extensive damage or bodily injury, pleas e call
immediately. In the event that the accident occurs after office hours, call your
supervisor or the Administrator of Community Corrections Division.
DIRECTIVE NUMBER:

115.04.01.001
SUBJECT : Us e of

Department Vehicles
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05.06.00. Citizen’s Claims

In the case of a citizen’s claim against the State of Idaho, the following is the procedure to
follow:
An y situation that could result in a claim agains t the state or an employee should
be reported and sent to the Administrator of Community Corrections Division;

An y person contacting any department or employee for the purpose of
reimbursement for damages or injury is to be given a “Citizen’s Claim Procedure.” This
procedure simply advises the party that the claim must be filed through the Secretary of
State’s offic e within one hundred twenty (120) days of the occurrence;

The claimant mus t file the claim following this procedure in accordanc e with the
Idaho Tort Claims Act; and,

Although the state does have the obligation to advis e the possible claimant of his
right to file a claim , we do not and should not file the claim for him . If a claim is received
by any division office, the claim should be immediately sent bac k to the party with a
“Citizen’s Claim Procedure.”

The state has then fulfilled its responsibility to the injured party. No other action is
necessary by the Department except to be certain that a report is filed with the
Department of Correction for review.

Administrator, Operations Division Date