[HISTORY: Adopted by the Human Resources Department of the
Town of South Hadley effective 1-1-2015. Amendments noted where applicable.]
GENERAL REFERENCES
Personnel policies — See Ch. 441.
This policy is meant to provide an outline of the assignment
criteria and administrative policies/procedures governing individual/department
use of Town-owned vehicles. This policy does not cover specific vehicles
outlined in policies of the South Hadley Police Department that are
more specific than this policy.
This policy applies to all Town vehicles and pertains to all
Town employees.
As used in this policy, the following terms shall have the meanings
indicated:
A Town vehicle that is used by an employee for Town business
and for regularly commuting to/from work.
A Town vehicle assigned to a department but not to a specific
employee and not used for an employee to commute to/from work.
An employee who has primary responsibility to respond to
emergencies which require immediate response.
The office or site to which a Town employee reports to perform
normally scheduled work.
A.
The Town wishes to restrict the number of Town-owned vehicles being
used by employees to commute to/from work to only those times when
it is in the best interest of the Town. The use of Town vehicles for
take-home increases operational costs, adds mileage to Town vehicles,
increases wear and tear on vehicles, and decreases the useful life
of the pool of vehicles available to address the needs of the Town.
B.
Use of personal vehicles is preferred over the assignment of take-home
vehicles for conducting Town business before and after normal working
hours. Employees will submit for approval by their supervisor for
this type of travel and will be reimbursed at the IRS standard mileage
rate allowance.
C.
Assignment of a Town vehicle shall not be made for the convenience
of employees, nor as substitute compensation for any employee. The
Town Administrator (or his designee) must authorize the assignment
of a take-home vehicle. The assignment must be for the efficient and
effective delivery of vital services on an after-hours basis, or for
other purposes to meet the needs of the Town.
D.
Use of Town vehicles for personal purposes is prohibited, other than
travel to/from work.
A.
To receive a take-home vehicle assignment one of the following two
criteria must be documented on the Take-Home Vehicle Authorization
Form:[1]
(1)
Emergency response. A take-home vehicle may be assigned to a Town
employee who is called out and has primary responsibility to respond
to emergencies which require immediate response to protect life or
property; and:
(2)
Special equipment vehicles. Take-home vehicles may be assigned if
an employee needs specialized equipment or a special vehicle to perform
Town work outside the employee's normal work schedule.
(a)
Communication access shall not be considered, by itself, as
a valid reason for a specifically assigned vehicle.
(b)
Employees must have the primary responsibility to respond to
calls and to be available to respond when requested.
(c)
Specialized vehicles or equipment cannot be used for personal
use.
[1]
Editor's Note: A copy of the Take-Home Vehicle Authorization Form is included as an attachment to this chapter.
B.
In limited instances, and normally for a limited duration, the Town
Administrator may approve a take-home vehicle that does not strictly
meet this justification criterion.
Employees assigned a take-home Town vehicle will have their
taxable gross increased by an amount that represents the value of
this "non-cash taxable fringe benefit" as outlined in IRS Publication
15-B, Employer's Tax Guide to Fringe Benefits. The employee who
is assigned a Town take-home vehicle shall receive a copy of the Take-Home
Vehicle Fringe Benefit Form for use when completing his/her personal
income tax forms.[1]
[1]
Editor's Note: A copy of the Take-Home Vehicle Fringe Benefit Form is included as an attachment to this chapter.
A.
The Town Administrator (or designee) has final approval authority
for all take-home vehicle assignments. All assignments expire at the
end of the fiscal year and must be reviewed and authorized for the
assignment to continue.
B.
Department heads must review their department operations to determine
if operational needs meet the criteria set forth in this policy for
a take-home vehicle assignment. By May 15 of each year, department
heads must review this information and complete a new Take-Home Vehicle
Authorization Form for any assignment they are requesting to continue.[1] Department heads must continually review their department
operations so that if the need for a take-home vehicle is no longer
necessary, the assignment ends and the employee's payroll reflects
the termination of the assignment.
[1]
Editor's Note: A copy of the Take-Home Vehicle Authorization Form is included as an attachment to this chapter.
C.
Employees.
(1)
Employees requesting a take-home vehicle assignment must meet one
of the following criteria:
(a)
If emergency response is being used as the justification, there
must be an explanation as to why alternative forms of transportation
cannot be used to respond to the emergencies and why a Town vehicle
cannot be picked up in a designated Town parking lot.
(b)
If special equipment is used as the justification, the following
information must be provided:
[1]
Description of necessary equipment;
[2]
Explanation of why a Town vehicle is required to transport the
special equipment;
[3]
How the equipment is being used;
[4]
Why the vehicle cannot be picked up in a designated Town parking
lot; and
[5]
Description of the type and nature of the emergency that requires
the use of such equipment.
(2)
Employees
shall submit completed Take-Home Vehicle Authorization and Take-Home
Vehicle Fringe Benefit Forms to their department head or the Town
Administrator, if the employee is a department head, for review and
submit them for approval to the Town Administrator.[2] All forms must be resubmitted and approved at least annually,
or when an employee's job assignment changes.
[2]
Editor's Note: Copies of said forms are included as attachments to this chapter.
(3)
Employees shall:
(a)
Maintain a valid Massachusetts driver's license (provide
a photocopy of said license);
(b)
Provide off-street overnight parking at the employee's
home;
(c)
Comply with operator responsibilities, accident reporting requirements
and other procedures;
(d)
Not transport any non-Town employees in the vehicle, except
when conducting official Town business;
(e)
Only use the vehicle for business and commuting to and from
work, with de-minimus personal use (brief stop, on the way, for a
personal errand);
(f)
Be personally responsible for any traffic citations received
while driving a Town vehicle, and promptly pay any fines.
(4)
It is the employee's responsibility to immediately report any loss,
lapse or suspension of license and under no circumstances should said
employee operate a Town vehicle under either of these or similar circumstances.
D.
The Town Administrator shall have final approval of all Take-Home
Vehicle Authorization and Take-Home Vehicle Fringe Benefit Forms.
Violation of this policy will result in discipline, which may include
termination.
A.
Departments are assigned a certain number of Town vehicles for conducting
Town business during the workday, but not for employees commuting
to and from work.
