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City vehicles and equipment may only be used for official City business except as provided in City Code Section 2.54.030
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Employees who have City vehicles assigned to them as part of a take-home vehicle package must provide the City with all necessary information it requests (such as percentage of personal use) to comply with tax reporting requirements. Those employees must recognize that the value of the employee’s personal use of the City vehicle must be calculated in compliance with standards set forth by the Internal Revenue Service (“IRS”) and must be reported to the IRS as additional income to the employee for individual income tax purposes. Employees who drive City vehicles assigned to them solely for work purposes (and whose personal use is significantly limited by this Policy) will be designated and treated as using “Qualified Non-Personal Use Vehicles” as that term is used by the IRS in the Internal Revenue Code. Deductions will be calculated by Finance based on commuter mileage and deducted from employee through payroll.
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For Public Safety Department vehicles, in cases where it is mission critical to travel outside of 100 miles of City limits to perform an employee’s regular employment duties, conference or training will require approval of the Fleet Division Director and Department Director that employs the individual.
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The Fleet Division does not recommend the use of City owned vehicles for out of state travel due to the increased wear and tear on the vehicle, insurance concerns, and breakdowns. In accordance with City Policy 53-23A, Department Directors should consider this recommendation, and any potential liability concerns, in addition to cost associated with taking a vehicle for out of state, during the approval process.
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Unless otherwise expressly authorized, the following are examples of unauthorized use of a City vehicle:
° Transporting family, friends, pets, associates, or other persons who are not City employees or are not serving the interest of the City.
° Transporting hazardous materials such as acids and explosives, weapons, and ammunition (except as authorized when it is specifically related to employment duties.)
° Operating a City vehicle for personal use, including but not limited to shopping, participating in sporting events, hunting, fishing, or any other activity that is not considered part of the employee’s job duties.
° Using a City vehicle for personal convenience, such as when a personal vehicle is not operational or in lieu of a personal vehicle to run errands
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Pursuant to City Code Chapter 2.54, the unauthorized use of a City vehicle may result in the suspension or revocation of City driving privileges.