CHAPTER 2: TRAVEL AND TRANSPORTATION REGULATIONS

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SUBSECTION 4.2.5.3
USE OF MOTOR VEHICLES

4.2.5.3.1

Requirements Applicable to all Motor Vehicles Used For Official State Business

Effective Date:

Sept. 1, 1998

4.2.5.3.1.a
Motor Vehicle Operator’s License

When driving on official state business,all motor vehicle operators are to have a driver’s license recognized as valid under Washington state law. This license must be in the operator's possession while operating any passenger motor vehiclefor official state businesspurposes.

4.2.5.3.1.b
Report of Accidents

4.2.5.3.1.b(1)

Any traffic accident involving any motor vehicle in use for official state businessis to be reported by the operator as described below.

4.2.5.3.1.b(2)

Injury Accidents. Traffic accidents in which any party is injured or claims to be injured are to be reported as follows:

Immediately notify the proper law enforcement agency having jurisdiction, such as the local city police department, or local sheriff’s department.

As soon as practical, telephone the Division of Risk Management at (360) 902-7303 to report the accident.

Within 24 hours, report the accident to the agency heador authorized designee of the vehicle operator’s agency.

Within 2 working days, complete an incident report (SF137) and submit copies to the operator’s agency, to the Division of Risk Management at the Department of General Administration, and to the Risk Management Office at the Department of Transportation.

If a privately-owned vehicle in use for official state businessis involved, the accident must also be reported to the operator’s own insurance carrier.

4.2.5.3.1.b(3)

Non-injury accidents. Traffic accidents in which there are no injuries and no one claims to be injured are to be reported as follows:

4.2.5.3.1.b(3)(a)

Immediately notify the proper law enforcement agency having jurisdiction, such as the local city police department or local sheriffs department when either of the following applies.

Damage to any vehicle is $500 or more, or

Liability for damage may extend to the operator or to the state of Washington.

4.2.5.3.1.b(3)(b)

Within 24 hours, report the accident to the agency heador authorized designee of the vehicle operator’s agency.

4.2.5.3.1.b(3)(c)

Within 2 working days, complete an incident report (SF137) and submit copies to the operator’s agency, to the Division of Risk Management at the Department of General Administration, and to the Risk Management Office at the Department of Transportation.

4.2.5.3.1.b(3)(d)

If a privately-owned vehicle in use for official state businessis involved, the accident should also be reported to the operator’s own insurance carrier.

4.2.5.3.1.c
Other Insurance Matters

4.2.5.3.1.c(1)

The state of Washington’s liability protection provides coverage for students or volunteers operating state-owned motor vehicles when such use is authorized by the agencyhead or authorized designee.

4.2.5.3.1.c(2)

The state of Washington’s liability protection does not cover persons traveling on official state businessoutside the United States and Canada. State agencies may purchase coverage for this risk by contacting the Division of Risk Management at the Department of General Administration.

4.2.5.3.1.c(3)

Agencies should contact the Department of Labor and Industries to inquire about workers compensation insurance coverage for volunteers or other non-paid operators of motor vehicles used for official state business.

4.2.5.3.2

State-Owned or Operated Motor Vehicles

Effective Date:

Sept. 1, 1998

4.2.5.3.2.a

The use of a state-owned or operated passenger motor vehicleis to be authorized by the agencyhead or authorized designee.

4.2.5.3.2.b

Except as otherwise provided by law or by regulations of the Office of Financial Management, state-owned or operated passenger motor vehiclesare to be used only on official state business. When a state-owned or leased passenger motor vehicleis being operated, any person exercising control over and/or operating the vehicle is expressly prohibited from engaging in the unauthorized transportation of passengers. Unauthorized transportation is defined as any transportation of passengers not specifically authorized by an agencyhead or authorized designee in the performance of official state business, and includes, but is not limited to the transportation of family members, relatives, friends, and pets for any personal activities.

4.2.5.3.2.c

The operator is to be responsible for maintaining good appearance of the passenger motor vehicle.

4.2.5.3.2.d

The operator is to adhere to careful driving practices, and observe traffic laws and regulations at all times. The operator is personally liable and is responsible for the payment of parking tickets, moving violations, etc., issued to the operator or the vehicle while using a state owned or operated passenger motor vehicle(refer to Subsection 4.2.2.1.4.d (6) for additional information).

4.2.5.3.2.e

Purchase of gas, oil, and other items under a state credit card or emergency repairs to passenger motor vehiclesis to be made in accordance with applicable Department of General Administration motor vehicle regulations.

4.2.5.3.2.f

Accident report blanks are to be kept in the glove compartment of the passenger motor vehiclefor operator use. The operator of the state-owned vehicle is to report all usage in a vehicle log on a regular basis

4.2.5.3.3

Privately Owned or Operated Motor Vehicles

Effective Date:

Sept. 1, 1998

4.2.5.3.3.a

The use of a privately-owned motor vehicle in the conduct of official state businessmay be authorized by the agencyhead or authorized designee when it is more advantageousor economicalto the state that a person travel by a privately-owned vehicle rather than a common carrieror a state-owned or operated passenger motor vehicle. The state motor pool passenger motor vehiclecost comparison data provided by the Department of General Administration may be used by agencies as one guideline for assisting in making such a determination. Agencies, as part of their required, positive system of control over travel, may adopt and use other guidelines for satisfying the "more advantageousor economical" (refer to Subsection 4.2.1.2.2) criteria contained in RCW 43.03.060.

Each agency's approval process for determining when it is more advantageousto use a privately-owned motor vehicle should consider the vehicle cost comparison data and other adopted guidelines.

4.2.5.3.3.b

When driving his/her privately-owned vehicle on official state business, each state traveleris to comply with the state of Washington's liability insurance laws, Chapters 46.29 and 46.30 RCW. If an accident occurs when the traveleris driving his/her privately-owned vehicle, that individual's insurance is primary and will be utilized prior to the state of Washington's possible provision of any excess liability protection.

4.2.5.3.3.c

Transporting of unauthorized passengers as described in Subsection 4.2.5.3.2.b in the traveler's privately-owned vehicle while the state employee or official is on official state businessis considered a personal decision. The state of Washington will not provide excess liability protection to any unauthorized passengers in the event of an accident.

4.2.5.3.3.d

Reimbursement for the use of a privately-owned motor vehicle is not to exceed the private vehicle mileage reimbursement rate specified in SCHEDULE A of Subsection 4.2.7.2. as authorized by RCW 43.03.060.

4.2.5.3.3.e

The agencywill not reimburse for out-of-pocket costs for parking tickets, moving violations, or damages and deductibles relating to privately-owned vehicles used on official state business(refer to Subsection 4.2.2.1.4.d for additional non-reimbursable costs).

4.2.5.3.4

Rental Vehicles

Effective Date:

Sept. 1, 1998

4.2.5.3.4.a

A rental motor vehicle may be used for official state businessunder the following conditions:

A state owned or operated motor vehicle is not available; or

The use of the rental motor vehicle is advantageousto the state, or more economicalthan other conveyance, or necessary state business cannot be accomplished otherwise (e.g., mail, telephone, etc.); and

Use has been approved in advance by the agencyhead or authorized designee through issuance of a Department of General Administration-authorized travel charge card system (referred to as the "state travel charge card system"). The term "state travel charge card system" encompasses the Department of General Administration-authorized travel charge program (American Express Program), the rate code issued for the state's contract with the authorized motor vehicle rental company, and motor vehicle rental cards issued by or through the Department of General Administration, Office of State Procurement.

4.2.5.3.4.b

Motor vehicle rental cards, if used, normally are to be issued by the agencyhead or authorized designee on a trip basis, rather than on permanent assignment.

4.2.5.3.4.c

The rental motor vehicle is to be obtained through a motor vehicle rental card or state rate code from rental firms approved by the Office of State Procurement, in those places where such rental firms offer the service.

In those places where such services are not offered, another state travel charge card system is to be used to obtain the rental motor vehicle. If the travelerdoes not have access to the state travel charge card system, the traveler's personal financial resources may be used to obtain the rental motor vehicle.

4.2.5.3.4.d

In all cases where a traveleris billed individually and is seeking reimbursement for purchase of rental car services, a receipt for the costs is to be attached to the Travel Expense Voucher (form A20-A, or form A20-2A if applicable) by the traveler.

4.2.5.3.4.e

The date and purpose of the trip are to be recorded on the Travel Expense Voucher (form A20-A, or form A20-2A if applicable).

4.2.5.3.4.f

Transporting of unauthorized passengers as described in Subsection 4.2.5.3.2.b in a rental vehicle is considered a personal decision. The state of Washington will not provide excess liability protection to any unauthorized passengers in the event of an accident.

4.2.5.3.4.g

The state contract for rental of motor vehicles does not authorize the vehicle to be used for other than official state business. Therefore, when a travelercouples a personal vacation with official state business, the traveleris expected to execute a personal contract to rent a motor vehicle for the vacation portion of the trip.

4.2.5.3.4.h

Since the use of rental motor vehicles makes it difficult to segregate charges between official use and occasional incidental personal use, the agencyhead or authorized designee is to establish written internal policies in accordance with Subsection 4.2.1.3.1.b to guard against abuse and require the travelerto pay for all personal miles driven.

4.2.5.3.4.i

The state contractfor rental of motor vehicles includes full insurance coverage. The state will not reimburse travelers for the additional cost of insurance coverage purchased on state contract vehicle rentals.

Return to CHAPTER 2: TRAVEL AND TRANSPORTATION REGULATIONS

4.2.5.3.1.a	Motor Vehicle Operator’s License
	When driving on *official state business,all motor vehicle operators are to have a driver’s license recognized as valid under Washington state law. This license must be in the operator's possession while operating any passenger motor vehiclefor official state businesspurposes*.
4.2.5.3.1.b	Report of Accidents
4.2.5.3.1.b(1)	Any traffic accident involving any motor vehicle in use for official state businessis to be reported by the operator as described below.
4.2.5.3.1.b(2)	Injury Accidents. Traffic accidents in which any party is injured or claims to be injured are to be reported as follows:
	Immediately notify the proper law enforcement agency having jurisdiction, such as the local city police department, or local sheriff’s department.
	As soon as practical, telephone the Division of Risk Management at (360) 902-7303 to report the accident.
	Within 24 hours, report the accident to the *agency heador authorized designee of the vehicle operator’s agency.*
	Within 2 working days, complete an incident report (SF137) and submit copies to the operator’s *agency,* to the Division of Risk Management at the Department of General Administration, and to the Risk Management Office at the Department of Transportation.
	If a privately-owned vehicle in use for *official state business*is involved, the accident must also be reported to the operator’s own insurance carrier.
4.2.5.3.1.b(3)	Non-injury accidents. Traffic accidents in which there are no injuries and no one claims to be injured are to be reported as follows:
4.2.5.3.1.b(3)(a)		Immediately notify the proper law enforcement agency having jurisdiction, such as the local city police department or local sheriffs department when either of the following applies.
		Damage to any vehicle is $500 or more, or
		Liability for damage may extend to the operator or to the state of Washington.
4.2.5.3.1.b(3)(b)		Within 24 hours, report the accident to the *agency heador authorized designee of the vehicle operator’s agency.*
4.2.5.3.1.b(3)(c)		Within 2 working days, complete an incident report (SF137) and submit copies to the operator’s *agency,* to the Division of Risk Management at the Department of General Administration, and to the Risk Management Office at the Department of Transportation.
4.2.5.3.1.b(3)(d)		If a privately-owned vehicle in use for *official state business*is involved, the accident should also be reported to the operator’s own insurance carrier.
4.2.5.3.1.c		Other Insurance Matters
4.2.5.3.1.c(1)		The state of Washington’s liability protection provides coverage for students or volunteers operating state-owned motor vehicles when such use is authorized by the *agency*head or authorized designee.
4.2.5.3.1.c(2)		The state of Washington’s liability protection does not cover persons traveling on *official state business*outside the United States and Canada. State agencies may purchase coverage for this risk by contacting the Division of Risk Management at the Department of General Administration.
4.2.5.3.1.c(3)		Agencies should contact the Department of Labor and Industries to inquire about workers compensation insurance coverage for volunteers or other non-paid operators of motor vehicles used for *official state business.*

4.2.5.3.2.a	The use of a state-owned or operated *passenger motor vehicleis to be authorized by the agency*head or authorized designee.
4.2.5.3.2.b	Except as otherwise provided by law or by regulations of the Office of Financial Management, state-owned or operated *passenger motor vehiclesare to be used only on official state business.* When a state-owned or leased *passenger motor vehicleis being operated, any person exercising control over and/or operating the vehicle is expressly prohibited from engaging in the unauthorized transportation of passengers. Unauthorized transportation is defined as any transportation of passengers not specifically authorized by an agencyhead or authorized designee in the performance of official state business,* and includes, but is not limited to the transportation of family members, relatives, friends, and pets for any personal activities.
4.2.5.3.2.c	The operator is to be responsible for maintaining good appearance of the *passenger motor vehicle.*
4.2.5.3.2.d	The operator is to adhere to careful driving practices, and observe traffic laws and regulations at all times. The operator is personally liable and is responsible for the payment of parking tickets, moving violations, etc., issued to the operator or the vehicle while using a state owned or operated *passenger motor vehicle*(refer to Subsection 4.2.2.1.4.d (6) for additional information).
4.2.5.3.2.e	Purchase of gas, oil, and other items under a state credit card or emergency repairs to *passenger motor vehicles*is to be made in accordance with applicable Department of General Administration motor vehicle regulations.
4.2.5.3.2.f	Accident report blanks are to be kept in the glove compartment of the *passenger motor vehicle*for operator use. The operator of the state-owned vehicle is to report all usage in a vehicle log on a regular basis

4.2.5.3.3.a	The use of a privately-owned motor vehicle in the conduct of *official state businessmay be authorized by the agencyhead or authorized designee when it is more advantageousor economicalto the state that a person travel by a privately-owned vehicle rather than a common carrieror a state-owned or operated passenger motor vehicle.* The state motor pool *passenger motor vehiclecost comparison data provided by the Department of General Administration may be used by agencies as one guideline for assisting in making such a determination. Agencies, as part of their required, positive system of control over travel, may adopt and use other guidelines for satisfying the "more advantageousor economical"* (refer to Subsection 4.2.1.2.2) criteria contained in RCW 43.03.060. Each *agency's* approval process for determining when it is more *advantageous*to use a privately-owned motor vehicle should consider the vehicle cost comparison data and other adopted guidelines.
4.2.5.3.3.b	When driving his/her privately-owned vehicle on *official state business,* each state *traveleris to comply with the state of Washington's liability insurance laws, Chapters 46.29 and 46.30 RCW. If an accident occurs when the traveler*is driving his/her privately-owned vehicle, that individual's insurance is primary and will be utilized prior to the state of Washington's possible provision of any excess liability protection.
4.2.5.3.3.c	Transporting of unauthorized passengers as described in Subsection 4.2.5.3.2.b in the *traveler's* privately-owned vehicle while the state employee or official is on *official state business*is considered a personal decision. The state of Washington will not provide excess liability protection to any unauthorized passengers in the event of an accident.
4.2.5.3.3.d	Reimbursement for the use of a privately-owned motor vehicle is not to exceed the private vehicle mileage reimbursement rate specified in SCHEDULE A of Subsection 4.2.7.2. as authorized by RCW 43.03.060.
4.2.5.3.3.e	The *agencywill not reimburse for out-of-pocket costs for parking tickets, moving violations, or damages and deductibles relating to privately-owned vehicles used on official state business*(refer to Subsection 4.2.2.1.4.d for additional non-reimbursable costs).

4.2.5.3.4.a	A rental motor vehicle may be used for *official state business*under the following conditions:
	A state owned or operated motor vehicle is not available; or
	The use of the rental motor vehicle is *advantageousto the state, or more economical*than other conveyance, or necessary state business cannot be accomplished otherwise (e.g., mail, telephone, etc.); and
	Use has been approved in advance by the *agency*head or authorized designee through issuance of a Department of General Administration-authorized travel charge card system (referred to as the "state travel charge card system"). The term "state travel charge card system" encompasses the Department of General Administration-authorized travel charge program (American Express Program), the rate code issued for the state's contract with the authorized motor vehicle rental company, and motor vehicle rental cards issued by or through the Department of General Administration, Office of State Procurement.
4.2.5.3.4.b	Motor vehicle rental cards, if used, normally are to be issued by the *agency*head or authorized designee on a trip basis, rather than on permanent assignment.
4.2.5.3.4.c	The rental motor vehicle is to be obtained through a motor vehicle rental card or state rate code from rental firms approved by the Office of State Procurement, in those places where such rental firms offer the service. In those places where such services are not offered, another state travel charge card system is to be used to obtain the rental motor vehicle. If the *travelerdoes not have access to the state travel charge card system, the traveler's* personal financial resources may be used to obtain the rental motor vehicle.
4.2.5.3.4.d	In all cases where a *traveleris billed individually and is seeking reimbursement for purchase of rental car services, a receipt for the costs is to be attached to the Travel Expense Voucher (form A20-A, or form A20-2A if applicable) by the traveler.*
4.2.5.3.4.e	The date and purpose of the trip are to be recorded on the Travel Expense Voucher (form A20-A, or form A20-2A if applicable).
4.2.5.3.4.f	Transporting of unauthorized passengers as described in Subsection 4.2.5.3.2.b in a rental vehicle is considered a personal decision. The state of Washington will not provide excess liability protection to any unauthorized passengers in the event of an accident.
4.2.5.3.4.g	The state contract for rental of motor vehicles does not authorize the vehicle to be used for other than *official state business.* Therefore, when a *travelercouples a personal vacation with official state business,* the *traveler*is expected to execute a personal contract to rent a motor vehicle for the vacation portion of the trip.
4.2.5.3.4.h	Since the use of rental motor vehicles makes it difficult to segregate charges between official use and occasional incidental personal use, the *agencyhead or authorized designee is to establish written internal policies in accordance with Subsection 4.2.1.3.1.b to guard against abuse and require the traveler*to pay for all personal miles driven.
4.2.5.3.4.i	The *state contractfor rental of motor vehicles includes* full insurance coverage. The state will not reimburse travelers for the additional cost of insurance coverage purchased on *state contract* vehicle rentals.