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Dated:  February 10, 2026
Supersedes:  FM.112 dated February 2, 2010
Last Review:  February 10, 2026

I. Purpose

This Policy establishes guidelines for the use of owned or leased vehicles of New York Medical College (“NYMC” or “College”). The College is committed to ensuring the safety of its employees, students, and the community.

II. Scope

This policy applies to all NYMC employees (full- and part-time) whose employment allows and/or requires them to use College vehicles and the supervisors of College departments with use of College vehicles (e.g., Office of Facilities Management, Office of Public Safety, and the Center for Disaster Medicine).

III. Policy

A. Any driver of a College vehicle must meet all of the following qualifications:

      1. Valid driver’s license of the class required for the vehicle being operated.
      2. Clean driving record. Examples of unacceptable infractions on a driving record include but are not limited to:

i. Driving on an invalid, restricted, suspended, or revoked license.
ii.Any alcohol- or drug-related driving offense.
iii. Three (3) or more at-fault accidents over two consecutive years.
iv. Significant prior history of violations.

3. Mentally and physically able to drive safely.
4. Recorded as an authorized driver with the Human Resources Department.

B. Personal use of College vehicles is prohibited. Exceptions may be granted under limited circumstances, only if

      1. The exception has prior written approval of the supervisor of the College department responsible for the vehicle (e.g., Director of Campus Operations, Director of Public Safety, Director of the Center for Disaster Medicine);

i. Directors of College departments requesting an exception for their own personal use must receive prior written approval from their supervisor.

2. Such personal use is of a de minimis nature and for the convenience of the College; and

3. Drivers record the date, time, destination, and reason of the personal use. Drivers must forward this information to the Assistant Controller of the Finance Department promptly after the personal use.  Pursuant to IRS regulations, personal use may be considered taxable compensation to the employee driver.

C. Employees are subject to a periodic review of their driving record during the course of their employment.
D. The College retains the right to require any person using a College vehicle to participate in a safe driving program.
E. Any employee with authority to use a College vehicle must immediately inform their supervisor and the Human Resources department of any license revocation, suspension, or restriction.
F. Any employee with authority to use a College vehicle must immediately inform their supervisor and the Human Resources department of any alcohol or drug-related driving charge or conviction.
G. Any employee with authority to use a College vehicle must immediately inform their supervisor if they are taking a prescription or non-prescription medication with a warning concerning impaired ability to operate a vehicle or heavy machinery.
H. If a College vehicle is issued a parking, moving, or E-ZPass violation, such violation is the responsibility of the employee operating the College vehicle at the time of the violation.

IV. Procedure

A. During operation of College vehicles, drivers must comply with this policy and the rules and responsibilities listed in Appendix A.

B. Human Resources will complete the following for any proposed drivers of College vehicles:

1)    Confirm motor vehicle record background check is favorable during onboarding.
2)    Maintain a copy of the employee’s valid driver’s license.
3)    Periodically obtain an updated motor vehicle driving record.  
4)    Maintain a list of authorized drivers.

C. Supervisors will complete the following for any proposed drivers of College vehicles in their department:

1)    Ensure any proposed drivers are authorized by the Human Resources Department. 
2)    Ensure employees request prior written permission for any personal use of College vehicles.
3)    Ensure employees document any personal use of College vehicles and such personal use is reported to the Finance Department. 

V. Policy Management

Executive Stakeholder:  Chief Legal Officer 
Oversight Office:  Risk Management Division of the Office of the General Counsel 

 

APPENDIX A

Rules and responsibilities during operation of College vehicles:

  1. College vehicles must always be operated in full compliance with all applicable federal, state, and local laws and regulations. Drivers must conform to all traffic laws, signals, and markings, including parking legally.
  2. Use of mobile devices is prohibited while operating a College vehicle, except when the mobile device is being used in a hands-free manner.
  3. Use of seatbelts by drivers and passengers, regardless of seating location, is mandatory.
  4. Car doors must be locked when the car is not in use.
  5. Smoking of any kind in a College vehicle is strictly prohibited.
  6. Drivers must be mentally and physically able to drive safely.
  7. Drivers must avoid operating motor vehicles if taking medication, prescription or non-prescription, that may impair ability to drive.
  8. Written permission must be obtained from the director of the department prior to any personal use of a College vehicle. A log of such personal use must be kept including the date, time, destination, and reason for the personal trip.
  9. In the event of an accident in a College vehicle:

i. ON CAMPUS:

        1. Call the Office of Public Safety at (914) 594-4226 to determine whether it is appropriate to call the local law enforcement and if via non-emergency phone number or 911, due to the severity of the accident.
        2. Obtain a police accident report. The employee is required to submit the police accident report to their supervisor immediately, but no later than the following business day.

ii. OFF CAMPUS:

        1. Call 911 to report the car accident.
        2. After reporting the incident to local law enforcement, an employee involved in an accident with a College vehicle is required to call the Office of Public Safety at (914) 594-4226 to report the off-campus accident.
        3. Obtain a police accident report. The employee is required to submit the police accident report to their supervisor immediately, but no later than the following business day.