Transportation Policy

Updated: 2/09/24
Contact: Office of Budget and Finance

Summary
All employees who operate privately-owned, College-owned, or rental vehicles during employment with the College are required to abide by the terms and conditions of the Vehicle Policy and acknowledge receipt of such policy. Employees are not authorized to transport other employees or students for official College business or activities in privately-owned, College-owned, or rental vehicles unless the driver is listed on the College approved driver’s list.

Employees intending to operate non-College owned vehicles for official College business or activities may do so if the driver carries sufficient personal auto insurance and is listed on the College approved driver’s list. Please refer to the more detailed sections below for further information.

Driver Qualifications

  • All employees using College and, rental, and personal vehicles must only be operated by employees or current students at William Jewell College who have a valid United States driver’s license, be at least twenty-one (21) years of age, and appear on the College approved driver’s list. Please note: Many rental companies only rent vehicles to individuals twenty-five (25) years of age or older.
  • Drivers must be twenty-one (21) years of age or older, possess a Missouri class E license or equivalent, and on the College approved driver’s list to operate any car, SUV, or Van up to fifteen persons (including the driver).
  • Drivers operating vehicles designed to transport more than fifteen (15) persons (including the driver) must have a valid Commercial Driver License (CDL).
  • Employees are not authorized to transport other employees or students for official College business or activities in privately-owned, College-owned, or rental vehicles unless the driver is listed on the College approved driver’s list.
  • Employees intending to operate non-College owned vehicles for official College business or activities may do so if the driver carries sufficient personal auto insurance (see non-College owned Vehicles below) and is listed on the College approved driver’s list.
  • For the purpose of this policy, employees are defined as faculty, staff, student workers, consultants, any person paid with a stipend, or anyone contributing services to the College in lieu of pay.

College Approved Driver’s List

  • To be placed on the College approved driver’s list, employees and students must present a valid United States driver’s license to the Facilities Office (located in Mathes Hall) at least five (5) full business days prior to driving a vehicle. Facilities will provide all necessary information in person or via email.
  • Employees wishing to use non-college owned vehicles for official college business or activity must be on the college approved driver’s list and carry sufficient insurance coverage (see Non-College Owned Vehicles below). Proof of sufficient insurance coverage (a copy of your insurance declaration page) must be submitted to the Facilities Management Office prior to the first trip that academic year.
  • The Facilities Office, along with the College’s insurance carrier will make a ruling based on the driver’s Motor Vehicle Record (MVR) driving background in the department of motor vehicle database, obtained through a review facilitated by Validity Screening Solutions.
  • The ruling by the insurance carrier is final, may not be appealed more often than once a year, and anyone not approved may not drive for the College at any time for any reason. If an employee or student wishes to appeal to the insurance carrier’s ruling, then the appeal must be coordinated through a member of the President’s Cabinet and the College Business Office.
  • The approved driver’s list is reviewed annually. MVRs of listed drivers may be randomly checked throughout the year, and approved drivers will occasionally be contacted to keep information on file current and/or to respond to any questions posed by the insurance carrier.
  • Drivers will not qualify to be listed or remain on the College approved driver’s list if, during the last thirty-six (36) months, the driver had any of the following occurrences:
    • Any felony conviction.
    • Sale, handling, or use of illegal drugs.
    • Automobile insurance canceled, declined, or not renewed.
    • Conviction of an alcohol- or drug-related offense while driving.
    • Driver’s license suspension or revocation.
    • Three (3) or more speeding violations or one (1) or more “major moving violations”.
    • Been involved in two (2) or more chargeable accidents.
  • Examples of “major moving violations” include:
    • Hit and run or leave the scene of an accident.
    • Implied Consent Refusal (refusal to take blood alcohol test).
    • Any felony, homicide or manslaughter involving use of motor vehicle.
    • Racing or excessive speeds: fifteen (15) mph over limits.
    • Reckless, negligent, or careless driving.

Vehicles Provided by the College

  • College-owned vehicles are provided to employees as a working condition benefit and all personal use is considered by the Internal Revenue Service as a taxable fringe benefit.
  • Vehicles are available on a first-come, first-serve basis and may not be always available. Employees on the approved driver’s list wishing to reserve use of a college-owned vehicle may contact the Facilities Management Office.
  • Vehicles must be returned in the same clean condition and with the same amount of gas in the tank as when picked up.
  • Please pay for gas with a college credit or procurement card or pay personally and submit receipts for reimbursement.
  • Employees who are provided College-owned vehicles for short-term use are expected to use the vehicle for official College business and activities only.
  • Employees who are assigned College-owned vehicles for an extended period are expected to pro-actively minimize personal use and never use the vehicle for lengthy personal trips, unless approved in advance by the Cabinet member with oversight of the employee’s department or division and the Vice President – Finance & Operations. Gasoline for lengthy personal trips is expected to be paid directly by the employee.
  • A mileage and usage log must be maintained for any vehicle assigned to an employee for an extended period to substantiate business mileage vs. personal usage. The absence of the contemporaneous record or log will result in 100% of all mileage to be counted as a taxable fringe benefit.
  • As a rule, College-owned vehicles assigned for short-term use should not be parked in primary faculty and staff parking lots during normal business hours.
  • The College pays the following expenses on college-owned vehicles: gasoline, oil changes, maintenance, insurance, licenses, tag fees, and personal property tax (if applicable).
  • Employees who are assigned College-owned vehicles for an extended period of time are expected to take pride in the vehicle and keep the car clean (washed, waxed, vacuumed, all trash removed, free of excess personal items, etc.) at the employee’s expense.

Common Rules for College-owned and Rental Vehicles

  • The driver’s responsibilities include, but are not limited to, the following:
    • Operation of the vehicle in a manner consistent with reasonable practices that avoid abuse, theft, or neglect of the equipment.
    • In all cases, vehicles are to be operated in strict compliance with motor vehicle laws of the jurisdiction where the vehicle is driven and with the utmost regard for the vehicle’s care and expense of usage.
    • Attention to and practice of safe driving techniques and adherence to current safety requirements particularly given current and foreseeable weather, road, and lighting conditions. Cell phone usage while driving is not permitted unless it is hands free.
    • Adhering to manufacturer’s recommendations regarding service, maintenance, and inspection. Vehicles should not be operated with any known defect that could inhibit safe operation.
    • No trailers of any kind are to be pulled without prior permission from the Director of Facilities Management.
    • Possession, transportation or consumption of alcohol or illegal drugs by anyone in the vehicle is strictly prohibited.
  • No vehicle may be driven while under the influence of alcohol or any controlled substance.
  • College-owned vehicles and vehicles rented in the United States may not be driven into Canada or Mexico.
  • The driver and all passengers must always wear available personal restraints (seat belts and shoulder harnesses) when the vehicle is in motion.
  • No one may ride in an open bed of a pick-up truck or similar vehicle without proper personal restraints.
  • The College’s insurance coverage allows only the following individuals to be passengers in any College-owned or rental vehicle: current employees, current students, spouses, family members, or any person or persons reasonably engaged in official College business or activities, for example: admission visitors and campus guest speakers.
  • Cargo should be placed forward of the rear axle; avoid overloading the van or placing any loads on the roof. 
  • Never allow more than 15 people total (includes driver) to ride in a 15-passenger van. Fill the seats from front to back: when the van is not full, passengers should sit in seats that are in front of the rear axle.

Rules Specific to Rental Vehicles

  • No one may operate a rental vehicle for college business or activity for any reason if they are not listed on the rental agreement nor may they operate the rental vehicle if they are not previously listed on the College approved driver’s list.
  • For all rentals originating in the U.S. and Canada please DECLINE the Loss or Collision Damage Waiver and the Additional or Supplemental Liability Insurance, however, please ACCEPT the coverage if renting a twelve (12) or fifteen (15) passenger van.
  • For travel outside the U.S. and Canada, obtain counsel from a travel agent and the College’s Business Office prior to your trip on which coverage(s) should be accepted in that specific foreign country for all vehicles.
  • In general, a rental day consists of each twenty-four (24) hour period and there is a one-hour grace period on returns. If rental vehicles are kept longer than one (1) hour after the rental period, there are additional hourly charges as outlined in the rental agreement.
  • Rental charges start at the time the vehicle is rented and cease when the vehicle has been properly returned. Generally, there are two (2) day minimum on rentals starting on Friday, Saturday, or Sunday.
  • Not all rental companies allow or provide vehicles with unlimited mileage in all states. Please be sure to verify the rental companies’ rules and regulations for trips to multiple states.
  • Please allow time to refuel rental vehicles at a gas station well away from the car rental drop off point to ensure the lowest gas charges and avoid fuel service charges levied by most rental companies.

Rules Specific to Non-College owned Vehicles

  • Employees are not authorized to transport other employees or students for official College business or activities unless the driver is listed on the College approved driver’s list.
  • Employees must carry sufficient insurance on non-College owned vehicle(s) used for official college business or activities. Authorized drivers must carry limits of no less than: Bodily Injury of $100,000/300,000 and Property Damage of $100,000.
  • The College does not automatically assume any liability for bodily injuries or property damage arising out of an accident occurring in connection with the operation of a non-College owned vehicle. Please note: Depending on the nature of an accident, the driver’s insurance may be primary and possibly joint with the College for coverage of damage to their personal vehicle, property damage, and/or any bodily injury to themselves, passengers, or others.
  • The College cannot authorize use of an unsafe vehicle at any time. Preventive maintenance such as regular oil changes, lubrication and tire pressure and fluid checks determine to a large extent whether a vehicle is reliable and safe to drive.
  • The College does not reimburse repairs, maintenance, insurance, or other costs associated with non-College owned vehicles.

Traffic Violations

  • The College does not reimburse fines, court costs, parking tickets, traffic or other violations.
  • Drivers are required to report all moving violations involving the use of any vehicle (College-owned, personal, or other) while on college business or activities to the member of the President’s Cabinet with oversight for your department or division and to the Business Office within twenty-four (24) hours of occurrence. Failure to report violations may result in disciplinary action.
  • Please be aware that traffic violations incurred during non-business (personal use) hours will affect your driving status since MVR’s may be randomly checked throughout the year.
  • Call the police if injury to others is involved, whether real or suspected — medical attention should be sought immediately. The College recommends that you call the police to file a police report even when there are no injuries.
  • Do not give any statements to claimants, insurance adjusters, private investigators, or attorneys without first obtaining permission from the College’s Controller or Finance Director in the Business Office.
  • Do not attempt settlement, regardless of how minor.
  • Exchange vehicle identification, insurance company name and policy numbers with the other driver.
  • Get the name, address and phone number(s) of the other party(s) and any witnesses, if possible.
  • Take multiple photographs of the scene of the accident, if possible.
  • Complete the driver’s report (in the glove box of college-owned vehicles) while at the scene of the accident, if possible.
  • All accidents must be reported to the members of the President’s Cabinet with oversight for your department or division and to the College Business Office within twenty-four (24) hours of occurrence. The College Business Office will file any necessary claim documents with the College’s insurance carrier.
  • Additionally, if a rental vehicle is involved, please follow the instructions in the rental agreement for reporting accidents.

Campus Traffic & Parking Policies

All faculty, staff, and student cars operated on campus must be registered with the College. Vehicle registration must be completed on-line through MyJewell. Permits/stickers must be placed in the lower left-hand corner of the vehicle’s rear window. If the rear window is tinted, permits must be placed in the lower left-hand corner of the front windshield.

  • Regulations are enforced year-round.
  • All faculty, staff, and student cars parked on campus are required to have a permit.
  • Drivers are expected to obey all curb markings, traffic signs and parking regulations.
  • The campus speed limit is 15 mph.
  • Crosswalks and driveways may not be blocked.
  • Pedestrians always have the right-of-way on campus.
  • Vehicles must be parked in the direction of the flow of traffic.
  • Parking is prohibited along any drive or street unless it is expressly permitted by posted signage.
  • When parking in all campus lots, park between the designated lines. Parking at curbs is not permitted.
  • Parking on the bricks is not permitted except for “Move-In” and “Move-Out” days and then only while loading and unloading. Advance permission from Campus Safety is needed to drive or park on the bricks at any other time.
  • Students may park in the lots behind Browning, Eaton and Semple, as well as the Mabee Center and Commuter parking lots. Students nor their visitors may not park in any parking space or lot designated for Guests or Faculty/Staff between the hours of 5 a.m. and 5 p.m., Monday through Friday.
  • Disabled students, faculty, staff, or guests with a state approved permit properly displayed may park in any ADA designated parking space.
  • Faculty and Staff may park in any Faculty/Staff designated parking space or lot.
  • Guests of the College may park in any Guest designated parking space or lot, or in the lots behind Browning, Eaton and Semple, as well as the Mabee Center and Commuter parking lots. There is no unattended temporary parking on campus. Drivers may park close to the building to load/unload, but the vehicle must not be unattended, must have its flashers on and must not obstruct traffic. This means that the driver must be actively loading/unloading. If loading/unloading is not observed by Campus Safety officers, a ticket will be issued.
  • Visitors of current students are to park in designated student or commuter parking: the lots behind Browning, Eaton and Semple, the Mabee Center. Tickets will be issued to students’ visitors parked in Guest or Faculty/Staff parking.
  • Spaces marked “Reserved” are designated 24/7 for approved individuals only.

Enforcement/Fines

Tickets will be issued for all parking violations and fines will be assessed to the individual registering the vehicle in accordance with the following:

  • Failure to have a valid Parking Permit: $50
  • Parking in an unauthorized space, lot or area: $50
  • Parked in disabled area without a State approved permit: $100
  • Parked against the flow of traffic: $50
  • Driving the wrong way on a one-way street: $100
  • Speeding: $100

At the discretion of the College, vehicles may be “booted” (i.e., restricted from movement) or towed from campus at the owner’s expense for any of the above-referenced parking violations.

Parking Safety

Always keep vehicles locked and valuables out of sight. Call Campus Safety for a ride from the parking lot if you feel at risk at any time. Be aware of your surroundings and report suspicious activity. William Jewell College is not responsible for theft or damage to vehicles or vehicle contents.

Cancellation of Vehicle Privileges

Campus driving and parking privileges may be revoked for careless and reckless driving, failing to stop for a campus safety officer, driving on grass and sidewalks or for unpaid traffic violations in excess of $200.

City of Liberty Parking Regulations

Parking on the following city streets is prohibited between the hours of 11 p.m. and 6 a.m., Sunday through Thursday.  Only residents along these streets who possess a parking permit issued by the City will be allowed to park on these streets during the prohibited hours.  This city ordinance is effective for the following streets:

  • Wilson Street, from North Lincoln Street to Jewell Street
  • Miller Avenue, from North Lincoln Street to Jewell Street
  • Jewell Street, from Miller Avenue to Mississippi Street
  • Mississippi Street, from Jewell Street to Lightburne Street

Ticket Appeals

Drivers may appeal a parking ticket. Appeals must be based on the premise that the ticket was not consistent with the parking policy, or justifying circumstances existed that may excuse the appellant from compliance with the parking policy. Justifying circumstances are limited to emergencies or similar circumstances beyond control. In this case, please provide documentation. All appellants must use the appeal form available at Cardinal Services. Verbal appeals are not accepted. The completed appeal form must be received no later than 30 calendar days from the date the ticket was issued. Appeals received after this time will not be considered. Appeals that include indefinite or misleading information will be denied.

Temporary Permits

Temporary permits are available to drivers that need to use an unregistered vehicle for a short time. Temporary permits will be issued for the minimum amount of time necessary, but not more than 30 days. Temporary permits are available only to those who have already purchased regular permits. The vehicle license plate information is required to obtain any permit. Each permit may be used for only one vehicle.