VII Use of Personal Vehicles for City Business
A. It is intended that where a vehicle is necessary for the conduct of City business, except where otherwise provided in this Policy, such vehicle will be a City-owned vehicle. With the authorization of the Department Head, employees may choose to use a personal vehicle to conduct City business. The City may determine it is more cost effective to provide a City owned vehicle for higher mileage applications.
C. Mileage Reimbursement for City Use of a Personal Vehicle:
1. Any long-term or continuous use of a personal vehicle for City business shall be subject to prior written approval by the Department Head and the City Manager.
2. Official City business mileage shall be compensated at the mileage rate established by the IRS for tax deduction purposes. It shall be the responsibility of the employee accruing the mileage to submit the required documentation for processing.
D. Insurance Minimums:
It shall be the responsibility of each department to verify that any vehicle used for City business is properly insured consistent with the current recommended limits outlined by the City Risk Manager.
E. Private Insurance as Primary Coverage:
If an employee is involved in an accident while using their personal vehicle for City business, the accident must be reported to the Risk Manager and the employee will be subject to post-incident testing as outlined in the Substance Abuse Policy. Amended 05/25/21 EO 21-151