Vehicle Use


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HCOE is proud to provide a fleet of well-maintained vehicles for use in the performance of your job responsibilities. Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies.  Use of motor pool vehicles is a privilege. 


Use Authorization 

Only authorized HCOE faculty & staff may operate a motor pool vehicle. The vehicle may be used only for HCOE business. No one, other than faculty staff, and students on business or in the of course work, may ride in HCOE vehicles without pre-approval by the Superintendent or designee. 

Domestic and non-domestic animals are NOT allowed in the vehicles with the exception of seeing-eye, hearing-ear, and service dogs. (Please indicate when making the reservation of the need to transport one of these dogs.)  


Vehicles are not to be used for towing. No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle. Damage resulting from any of these conditions will be the responsibility of the driver. 

Smoking is strictly prohibited in all motor pool vehicles. 

Usage of cell phones and hand held devices while operating a motor pool vehicle is prohibited. 

**NOTE** Citations and Toll Violations are the responsibility of the driver.  

Requirements of Operator 


All drivers must be an employee of HCOE, faculty or staff and must possess a valid U.S. driver's license. For insurance purposes, the transportation department must have on file a list of all persons who will be operating motor pool vehicles. This must include the driver's name, license number, state of issue, expiration date of license, and driver's date of birth. 


Responsibilities of Operator 


The operator of the vehicle has, but is not limited to, the following responsibilities: 

  • Safe operation and security of the vehicle until it has been returned to the Motor Pool.  

         Prior to the use of any HCOE vehicle, you are responsible for the following: 

1. Check the tires for damage. 

2. Check the lights and wipers. 

3. Check the glove box to ensure the vehicle registration, fuel credit card and insurance card are in the vehicle. 

4. Check with the Transportation Department for snow chains, if needed. 

         If any items are missing, or if you discover a problem with the vehicle during your inspection, please contact the Transportation Department before using the vehicle.  It is our intention to make sure the vehicles are safe and in good working condition at all times.  

         Upon returning the vehicle, you are responsible for the following: 

1. Ensure the vehicle has at least a tank of fuel. 

2. Park the vehicle in the motor pool parking area. 

3. Remove any personal belongings and trash. 

4. Check the windows and doors to ensure the vehicle is locked. 

  • Strict adherence to all traffic and parking laws. A practice of road courtesy at all times. YOU are responsible for all traffic and parking violations. Any citations received by the Motor Pool office shall be forwarded to the individual that reserved the vehicle 
  • Safety belts are to be worn by all occupants of the vehicle at all times the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement. 
  • Do not abuse this vehicle! Vehicle damage resulting from abuse may subject you to disciplinary proceedings. 
  • Drivers are required to report any and all mechanical defects upon return of the vehicle. A Vehicle Claim form is located under the Documents section on the Agile FleetCommander website.  

Reservations & Grab and Go 

In order to maintain a fleet of vehicles sufficient to meet peak daily demand, employees are encouraged to utilize the advance reservation system.  The Grab & Go feature is intended to be utilized only for unscheduled and unforeseen travel.  If you fail to make an advance reservation and there are no vehicles available when you try to use the Grab & Go feature, you may have to use your own vehicle for that trip.  If you receive notice that a vehicle is not available, check in with the FleetCommander Administrator she/he may be able to determine that a vehicle will return shortly or can be made available. 





Reservations must be cancelled immediately upon finding out the vehicle is no longer needed. The motor pool staff may cancel vehicles not picked up within 2 hours of the scheduled reservation time. 


Picking Up Vehicles 

Keys can be picked up 24-hours a day at the Kiosk outside the North entrance/exit of the main building.   

Returning Vehicles 

Vehicles must be returned with at least 1/2 tank of fuel.

Contact the FleetCommander Administrator if there is a risk of late return. 

The returned vehicle should be free of trash or excessive debris. The department which reserved the vehicle shall be charged accordingly if a vehicle's interior is judged to be excessively dirty or abused. 


HCOE is not responsible for items left in vehicles.  Items found in the vehicles can be retrieved from the HCOE receptionist.  These items will be donated or disposed of after 30 days. 


Mileage Reimbursement 


Mileage reimbursement will be in accordance with Administrative Regulations Sections 4133.1/4233.1/4333.1(b): An employee will be authorized to be reimbursed for mileage expense if the employee has not been assigned an Office of Education vehicle, no Office of Education vehicle is available, or the Superintendent/designee determines that use of an Office of Education vehicle is not cost effective or practical for the work assignment or the employees approved travel plan. Agile FleetCommander records your attempted reservation and reports vehicles available for use.   


Mileage Expense Claims: To insure accuracy, employees are expected to log their mileage on Mileage Expense Claim forms immediately after returning from each travel assignment.  Mileage Expense Claim forms are to be completed, signed, and submitted for reimbursement on at least a monthly basis. Unless the Superintendent/designee determines that extenuating circumstances warrant an exception, an employee shall not receive mileage reimbursement if travel in a personally-owned vehicle was not authorized in advance by the Superintendent/designee or if the Mileage Expense Claim form was not prepared and submitted in a timely manner. In lieu of reimbursement, an employee may maintain Mileage Expense Claim forms for income tax records, as appropriate. 


Road Repairs 


Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, please follow the instructions on the card found in the vehicles glove box. While the transportation department strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. Transportation will make every effort to assist the customer during any breakdown situation to minimize loss time and inconvenience. However, the HCOE shall not be liable for any costs incurred by the travelers other than the actual cost to repair the vehicle. This specifically includes room and board.  


If a motor pool vehicle has a mechanical breakdown while on the road, please follow the procedures on the card located in the vehicle glove box. 


Except when personal safety is threatened, the traveler shall not abandon the vehicle or place the vehicle in jeopardy. 


Accident Reporting 


In the event of an accident, the driver will stop at once, give reasonable first aid to those injured, and will call the police. All information related to the accident and all drivers involved will be written down at the scene. All accidents, no matter how minor, will be reported as soon as possible to the transportation office. A Vehicle Claim Form, found under Documents from the Agile FleetCommander website or via this link, must be completed and turned in to thetransportation office. 


When conditions and/or regulations permit, move to the shoulder or side of the roadway to prevent further damage or hazards. If conditions or regulations do not permit moving the vehicle, contact the local authorities immediately.  

  • You must contact the local authorities and complete an accident report. Advise authorities if medical assistance is needed.  
  • Obtain the names and addresses of witnesses.  
  • Report accident to Transportation within 24 hours, 707-445-7089 or after hours at 707-407-5262.  





All HCOE Motor Pool vehicles are insured under an HCOE insurance policy. This insurance covers damage to motor pool vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a motor pool vehicle.  


The driver is personally responsible for all costs or damages for personal, illegal, or unauthorized use of the HCOE Motor Pool vehicles.



HCOE Administrative Regulation

Please become familiar with the information in the follow Administrative Regulation:

HCOE Administrative Regulation regarding Use of Motorpool