Background
The
Horizon School Division owns and operates a fleet of Division owned
vehicles for the benefit of the Division. The following procedures are
designed to: allocate vehicles in a manner which optimizes the benefits
to the Division, ensure an effective and accountable approach to
maintenance and repair, ensure such vehicles are operated in a safe
manner and advise employees who use them of the conditions under which
this privilege may be granted.
Procedures
1. The following criteria are to be considered when allocating a Division owned vehicle to an employee:
1.1. The Division sees a benefit from assigning the vehicle to the employee;
1.2.
The most appropriate employees are assigned vehicles. The Finance
Department will be tracking the mileage of employees who do not have a
Division vehicle to ensure the most appropriate assignment of vehicles;
and
1.3. The distance between the residence of the employee in relation to the home base that is assigned to the employee.
2.
In the event that a Division vehicle is assigned to an employee who
resides outside of the Horizon School Division Boundaries, this employee
will not be permitted to take the assigned Division vehicle home. The
vehicle must be picked up and returned to the employee’s assigned office
location or an agreed upon location.
3.
Employees that have personal kilometres on the Division owned vehicle
will incur a taxable benefit on those kilometres. Annually, the
Superintendent of Finance will calculate this benefit in accordance with
CCRA guidelines.
4.
All new and previous allocations will be reviewed annually by the
Superintendent of Operations following the criteria in #1 above. Before
submitting recommendations to the CFO for approval, the Superintendent
of Operations will collaborate with members of the Strategic Leadership
Team to incorporate their input, as appropriate and where feasible, into
the allocations of vehicles.
5.
Upon review and acceptance of the Superintendent of Operation's
recommendation(s) by the CFO, a complete list of vehicle allocations
will be distributed to the Strategic Leadership Team prior to any new
vehicle allocations.
6.
In the event that an employee who was previously assigned a Division
vehicle will no longer be assigned a vehicle, two months notification
will be given.
7.
It is the drivers’ responsibility to ensure they have a valid driver’s
license at all times and must provide their PIC # to the Transportation
Department. If at any time your driver’s license is suspended, it is
the employees’ responsibility to notify the Transportation Department.
8.
It is the responsibility of the employee assigned the Division owned
vehicle to keep it in a clean and properly maintained condition.
9. Odometer readings are to be recorded on September 1, December 31, and June 30 on the
AF 570 - Automobile Service Record Form.pdf
as well as all other services performed on the vehicle. This record is
to be kept up to date and is to be submitted annually to the
Transportation Department on June 30th, by scanning and e-mailing to
vehicle.report@horizonsd.ca.
10.
Staff members that use a Division owned vehicle for personal purposes
will incur a Taxable Benefit on these kilometers. This benefit will be
calculated by the Superintendent of Finance in accordance with CCRA
guidelines. Not all employees will be authorized to take the Division
vehicle home (i.e. If the employee resides outside of the Horizon School
Division Boundaries).
11.
Fleet cards for purchasing fuel are distributed to employees by the
Transportation Department. The receipts are to be forwarded to the
Finance Department on a monthly basis.
12.
When using a Division vehicle for personal professional development,
your allotment will be reduced at the same rate had you used your own
personal vehicle.
13.
Employees must ensure that they have received their new registration
and stickers for the plates prior to the expiration date.
14. Staff on 10 month contracts must:
14.1. Return the Division vehicle to the closest Division office on June 30th, for the summer months, in a clean condition;
14.2. Remove all personal items from the vehicle;
14.3. Take a final odometer reading for the year and place the original AF 570 - Automobile Service Record Form.pdf in the blue clipboard provided;
14.4.
Place your fleet card in the blue clipboard provided and turn it into
the office where your vehicle is being dropped off;
14.5.
Turn in your keys, as there is no guarantee that employees will be
assigned the same vehicle for the start of the following school year;
and
14.6.
E-mail vehicle.report@horizonsd.ca to notify the Transportation
Department of the location where you have dropped off the vehicle.
15. When an accident occurs involving a Division owned vehicle, the employee must:
15.1. Notify his/her immediate supervisor;
15.2. Notify the Superintendent of Operations for insurance purposes;
15.3. Complete an AF 570 - Automobile Service Record Form.pdf;
15.4. Report the accident to the appropriate authorities, including the RCMP and SGI; and
15.5. Arrange appointments with adjusters and ensure paperwork is forwarded to vehicle.report@horizonsd.ca.
16. Employees who drive a Division owned vehicle must ensure that all of the following items are monitored on the
AF 570 - Automobile Service Record Form.pdf
as a circle check is recommended each day prior to driving the vehicle,
by walking around the vehicle and noting the following at minimum:
16.1. There is nothing around your vehicle that could be driven over or into;
16.2. The lights and windows are clean;
16.3. The tires have no bulges and are not under/over inflated; and
16.4. There are no leaks. The oil/antifreeze/windshield fluid should be checked on a regular basis.
Maintenance
is to be completed on days that are convenient as there are not extra
vehicles available to drive. If an employee who drives a Division owned
vehicle has any issues with respect to the vehicle, he/she should send
an email to vehicle.report@horizonsd.ca. Prior approval for all
repairs/maintenance in excess of $200.00 is required. A copy of the
quote for services should be attached to the request. This would
include but is not limited to replacement of tires, windshield
repair/replacements, and other repairs.
17. General maintenance of Division owned vehicles are guided by the following:
17.1. Tires
17.1.1.
Approval must be obtained from the Transportation Department prior to
the purchase of any new tires (exception would be flat tire);
17.1.2.
When tires are changed (Winter/Summer), it is the responsibility of
the employee to arrange for the tires to be stored in the nearest
Maintenance Shop. Notification of where these tires are stored must be
submitted by e-mail to vehicle.report@horizonsd.ca;
17.1.3. Rotating tires should be done approximately every 10K; and
17.1.4. Reference your owners’ manual for more information.
17.2. Oil Changes
17.2.1. Oil changes should be done every 5K, and do not require prior approval;
17.2.2. Requests to have a general check should be done by the same garage/shop; and
17.2.3.
Any issues noted by the garage/shop should be assessed and dealt with
accordingly. (i.e.: less than $200.00 – minor repair- does not need
prior approval)
17.3. Windshields
17.3.1. Small stone chips can be “zapped” to help prevent spreading at many body shops and do not require prior approval; and
17.3.2. Windshield replacement does require approval prior to the replacement.
17.4. Washing/Cleaning
17.4.1. Keeping your vehicle in a clean condition is the responsibility of the employee who has been assigned the vehicle;
17.4.2.
When the car is returned to the Division office annually on June 30th
(for 10 month employees) the vehicle should be clean, inside and out;
and
17.4.3. Detailing will be considered an allowable expense one time per year.
17.5. Repairs
17.5.1.
All requests for approval should be done by emailing
vehicle.report@horizonsd.ca along with the details of the quote for
repairs;
17.5.2.
Repair invoices not needing prior approval can be forwarded directly
to Accounts Payable with the Plate # of the vehicle noted;
17.5.3.
Please remember to log this information on the automobile service
record that is kept in the Division owned vehicle’s blue clip board; and
17.5.4.
The Transportation Department will keep a record and advise the driver
whether repairs are still under warranty or not and the appropriate
process to follow if the vehicle is under warranty.
18.
Anyone who has any comments or questions regarding a Division vehicle
may contact the Transportation Department by e-mailing
vehicle.report@horizonsd.ca.
Reference: Income Tax Act, CCRA GuidelinesJune 28, 2012
