OFFICE OF THE AUDITOR GENERAL
VEHICLE USE POLICY
Public Act 097-0922, Section 10 (a) & (b) requires the Auditor General to post its Vehicle Use Policy on the Internet.
VEHICLE USE POLICY:
The Office of the Auditor General’s motor pool vehicles are available for use by employees in the Chicago and Springfield Offices for official State business. OAG vehicles may only be used in the performance of official duties. They may not be used for private purposes, including transportation to and from the employee’s place of residence. Motor Pool vehicles must be returned to the Motor Pool immediately upon completion of the trip.
As a cost saving measure, employees are encouraged to use the OAG motor pool vehicles when available. Employees may reserve a vehicle by making arrangements with the Vehicle Use Officer.
Driver Requirements
Any employee using an OAG motor pool vehicle must:
• Have a current valid driver’s license and file a copy with the Vehicle Use Officer. Users are responsible for providing new or renewed licenses to update files;
• Maintain automobile insurance in the amounts required by law;
• Follow and obey all traffic laws, including posted speed limits and seat belt requirements. Drivers of OAG motor pool vehicles are prohibited from making or receiving cell phone calls or texting while operating the motor vehicle;
• Assume personal responsibility for all traffic violations, parking violations, and towing and/or storage fees resulting from parking violations; and
• Refrain from smoking in the motor vehicle or driving the vehicle following any consumption of alcohol or usage of any drugs that may impair the employee’s ability to drive.
Authorized Uses
Motor pool vehicles may be used for:
• Travel between places of State business, places of temporary lodging, places in close proximity to the work location for the purpose of obtaining meals, and /or other locations necessary to perform official duties; and
• Transport of materials, equipment, supplies, parcels, luggage or other items necessary or required to perform official duties.
Non-authorized Uses
Motor pool vehicles may not be used at any time for:
• Transportation for shopping, meals, entertainment, recreation or vacation purposes unrelated to the performance of official State business;
• Transport of any person for any purpose unrelated to official State business;
• Transport of materials, equipment, supplies, luggage and/or other items unrelated to the performance of official State business;
• Transport of hazardous or dangerous materials or any other items not authorized by the Auditor General; and
• Transport of items or equipment that may constitute an obstruction of safe driving or hazard to pedestrians or other vehicles.
Employee Liability
Any employee using a State vehicle in a manner contrary to this policy shall be personally responsible for any and all costs, damages and expenses arising out of that use, including but not limited to personal injury to the employee, any passengers and third parties and damage to the property of the employee, any passengers, the State and third parties.
Any violation of the OAG Vehicle Use Policy & Procedures may result in the employee no longer being allowed to use the agency vehicle(s).
VEHICLE USE PROCEDURES
• Make arrangements with the Vehicle Use Officer.
• Before returning the vehicle to the office, the gas tank should be filled. A log of beginning and ending mileage and the purpose of each trip must be maintained.
• State employees are required to use State authorized vendors by Wright Express (the current State gasoline credit card) or State garage facilities where available for fuel purchases.
• After you swipe the credit card, you will need to type in the current mileage and a 4-digit passcode. Always say “yes” when asked if you want the receipt.
• Upon trip completion, return all receipts with the key and credit card to the Vehicle Use Officer.
• While driving on tollways in Chicago area, the I-PASS transponder allows you to drive on the tollways without going thru the toll booths.
• Drivers shall inspect the interior and exterior of the vehicle prior to departure and report any damage to the Vehicle Use Officer.
• Any materials or supplies being transported should be stored in the trunk to avoid soiling or damaging the vehicle’s interior.
• Lock the vehicle when unoccupied. Never leave confidential information or state equipment in an unlocked vehicle or overnight in a vehicle, even if locked.
• Drivers may not delegate driving responsibilities to any other driver without prior authorization.
• Return the vehicle in clean condition and full of gasoline.
• Accidents involving State-owned vehicles must be investigated by the proper police agency having jurisdiction where the accident occur. Procedures for handling accidents and all necessary forms are supplied with each Motor Pool vehicle. Responsibility for proper reporting of vehicle accidents rests with the vehicle driver.
• Report any vehicle problems to the Vehicle Use Officer.
