Town Vehicle Use PolicyTOWN OF WAPPINGER
Town Vehicle Use Policy
Presented: 3/28/16 1 Adopted: 3/28/16 1 Effective: immediately
Purpose
Town of Wappinger vehicles are assigned to designated personnel for official use
only. Official use shall include completing assigned tasks and/or work during
regular business hours under the supervision of a department head and/or the
Town Supervisor.
Policy
It shall be the policy of the Town of Wappinger to provide vehicles for those employees whose
job requires use of a vehicle and to reimburse employees for business use of personal vehicles
according to the guidelines below:
1. Employees may not drive vehicles for the Town of Wappinger without prior written approval
of their department head and the Town Supervisor. Employees must possess a valid driver's
license issued in the United States. Before approving a driver, the Town Supervisor or Town
Highway Superintendent must check the employee's driving record, verify the existence of a
valid driver's license and ensure that if driving their personal vehicle for town business, that the
vehicle has personal liability insurance coverage. Every employee who drives a Town vehicle
will be required to complete the New York State Defensive Driving course paid for by the Town.
2. Employees whose jobs require regular driving for business as a condition of employment must
be able to meet the driver approval standards of this policy at all times. In addition, employees
holding those jobs must inform their department head and the Town Supervisor or Town
Highway Superintendent of any changes that may affect their ability to meet the standards of this
policy. For all other jobs, driving is considered only an incidental function of the position.
3. Any employee whose job requires the use of a vehicle for Town business must notify the
Town Supervisor or Town Highway Superintendent by the next business day of any and all
moving motor vehicle convictions, whether due to driving on or off duty.
4. Only the following job titles can take home a Town vehicle without additional authorization
from the Town Supervisor or Town Board: Town Supervisor, Highway Superintendent, Town
Fire Inspector.
5. Employees who need transportation in the course of their normal work may be assigned a
Town vehicle for use. All other employees needing transportation for Town business may use
vehicles from the town fleet, based on availability, upon request being made to the Town
Supervisor.
6. An Abstract of the driver's license must be obtained from the Department of Motor
Vehicles annually and kept in the department files. Any violations of the traffic, transportation or
motor vehicle laws must be reported to the Town Supervisor for a determination as to whether
that employee shall be permitted continued use of a Town vehicle.
7. Employees who drive a Town vehicle on Town business shall, in addition to meeting the
approval requirement stated above, obey all laws and regulations set forth in the New York State
Vehicle and Traffic Law, including, but not limited to:
• Obeying speed limit, roadway markings, and signage
• Seatbelts must be worn at all times vehicle is in motion
• No use of cellular telephones without a legally conforming "hands free" device
• No cellular device data use while driving, including but not limited to texting
Additional regulations shall include:
• No smoking or tobacco use or "vaping" permitted
• No firearms permitted, unless carried by an on -duty law enforcement officer
• Vehicles shall be kept clean and tidy inside and out at all times.
• No passengers in vehicle other than town employees, unless otherwise authorized by the
Town Supervisor.
• Employees are not permitted, under any circumstance, to operate a Town vehicle, or a
personal vehicle for Town business, when any physical or mental impairment causes the
employee to be unable to drive safely. This prohibition includes circumstances in which
the employee is temporarily unable to operate a vehicle safely or legally because of
illness, medication, or intoxication by drugs and/or alcohol.
8. Employees operating a Town vehicle or personal vehicle for Town business must drive
defensively and courteously at all times.
9. It shall be the employee's responsibility to maintain the security of the vehicle and its contents
at all times it is in his or her possession. Drivers must also make sure that the vehicle has a valid
New York State inspection sticker, oil is checked on a regular basis, tires have sufficient tread,
and that the vehicle is kept clean, etc. No vehicle should be driven unless it is safe for the road.
10. Employees are responsible for any driving or parking violations or infractions and the fines
that result there from and must immediately report such to their department head and the Town
Supervisor.
11. Employees may use Town vehicles for non -business purposes only with the express written
approval of the Town Supervisor. Such written approval must be obtained from the Town
Supervisor's office in advance in each instance.
12. Employees driving a Town vehicle may claim reimbursement for parking fees (not fines) and
tolls actually incurred. In addition, employees driving Town vehicles may claim reimbursement
for fuel and other expenses directly incurred for business purposes. All requests for
reimbursement must be approved by the department head and the Town Supervisor.
13. Town vehicles will be fueled at the Town Highway Garage or other town designated facility.
14. Employees who are authorized to use their personal vehicles for approved business purposes
will receive mileage allowance as adopted yearly by the Town Board. This allowance is to
compensate for the cost of gasoline, depreciation, and insurance.
15. Employees must report to their supervisor and the Town Supervisor any accident, theft, or
damage involving a Town vehicle or a personal vehicle used on Town business, regardless of the
extent of damage or lack of injuries. This report must be made as soon as possible but no later
than twenty-four hours after the accident.
16. Time spent by non-exempt employee (those covered by the minimum wage and overtime
provisions of the Fair Labor Standards Act) in driving a Town or personal vehicle on Town
business during normal working hours, is considered hours worked for pay purposes.
Commuting time before the start and after the end of the workday is not treated as work time for
pay purposes.
17. For part-time summer help hired under the auspices of the Recreation Department or
Buildings and Grounds Department, drivers must have a valid senior license.
18. No Town vehicle is permitted to leave the Town of Wappinger for any purpose, business
or otherwise, without the prior written or verbal approval of the Town Supervisor, in each
instance first obtained, with the exception of vehicles used by members of the Highway
Department, wherein such approval must be first obtained and approved by the Highway
Superintendent.
19. All Town Vehicles will be parked in the rear of the Town Hall during business hours and
after business hours, with the exception to Town Highway, Buildings & Grounds, Recreation
vehicles, which will be positioned in their respective parking areas. Vehicles assigned to
personnel with 24/7 responsibilities shall be exempt from this requirement.
20. This policy shall supersede any existing vehicle policy and/or procedure.
# END OF POLICY #
TOWN OF WAPPINGER
Employee Name:
Department:
Town Vehicle Use Policy
(Printed name)
have read and understand the
Town of Wappinger Town Vehicle Policy adopted in 2016.
If at any time I have any questions or concerns, I will speak directly to my
department head or the Town Supervisor.
Employee Signature
Date