115 Motor Vehicle Use

Georgia Department of Human Services
Human Resources Policy #115

Motor Vehicle Use

Release Date:

March 1, 2019

Revised Date:

February 25, 2025

Next Review Date:

February 24, 2027

References:

Department of Administrative Services (DOAS) Risk Management
Comprehensive Loss Control Program (CLCP)

Georgia Department of Human Services (DHS) has established a Motor Vehicle Use Policy to promote a safe work environment and reduce the number of motor vehicle accidents and traffic violations committed by all DHS employees on and off the job.

Section A: DRIVER QUALIFICATIONS

Employees who meet the following qualifications prior to their use or request for use of a State of Georgia vehicle, a vehicle rented or leased or their personal vehicle to conduct DHS business shall be considered a “Qualified Driver”:

Has a valid state-issued driver’s license in their possession while operating a vehicle for state business purposes on behalf of DHS;
Completes the Motor Vehicle Use Driver Acknowledgement Form (Attachment #1).
1. Employees must complete the form upon hire and a new form when determined reasonable and necessary by the employee’s supervisor.
2. Supervisors shall provide the original completed form and any newly completed forms to the Office of Human Resources (OHR) and maintain a copy for their records.

Section B: DRIVER REPORTING

All DHS employees are required to disclose receipt of all citations.
All DHS employees must submit a Motor Vehicle Use Driver Notification Form (Attachment #2) to their supervisor no later than five (5) calendar days following receipt of all citations and/or issuance of any motor vehicle charges. The employee must complete the form as required and forward it along with any case related documents (e.g. citation, hearing notice, disposition documents etc.) to their supervisor for review.
1. The supervisor must provide the designated Human Resources Representative with a copy of the completed Motor Vehicle Use Driver Notification Form (Attachment #2) and any case related documents within five (5) calendar days of notification from the DHS employee.
2. The designated Human Resources Representative will coordinate with the Compliance Management Unit to determine appropriate next steps.
All DHS employees must submit a Motor Vehicle Use Driver Notification Form (Attachment #2) to their supervisor within one (1) calendar day following the expiration, suspension, or revocation of their license.
1. The supervisor must provide the designated Human Resources Representative with a copy of the Motor Vehicle Use Driver Notification Form (Attachment #2) and any expiration, suspension, or revocation of the employee’s license within one (1) calendar day of receipt of notification from the DHS employee.

Section C: DRIVER INFRACTIONS

Any employee who has one of the following occurrences prior to their use or request for use of a State of Georgia vehicle, their personal vehicle or a vehicle rented or leased for state business purposes shall be considered a “Disqualified Driver”:
1. Employee does not possess a valid state issued driver’s license;
2. Driver’s license is expired, suspended, or revoked;
3. Has been charged with or convicted of one of the following offenses:
  1. Driving Under the Influence (DUI);
  2. Refusal to take a Chemical Test for Intoxication;
  3. Leaving the Scene of an Accident;
  4. Aggressive Driving (only if a conviction would result in ten (10) or more points accumulated on the employee’s driving record);
  5. Exceeding Speed Limit by more than nineteen (19) MPH (only if a conviction would result in ten (10) or more points accumulated on the employee’s driving record).
  6. Accumulates ten (10) points or more on his or her driving record;

Section D: DRIVER DISQUALIFICATION

Employees whose essential job function includes driving and have been charged with and/or convicted of any of these offenses shall not be permitted to drive on behalf of DHS until there has been a final disposition and/or review of the charges by the Compliance Management Unit. A re-check of the employee’s Motor Vehicle Record (MVR) will be completed to confirm ten (10) points has not been reached and/or suspension has not been placed on the driving record. If either has taken place, further disciplinary action shall be taken.
Employees whose essential job function does not include driving will be handled on a case-by-case basis if any of the above offenses apply.
A Disqualified Driver may not drive on behalf of DHS until:
1. The Disqualified Driver’s MVR has been reviewed by the Compliance Management Unit;
2. The Disqualified Driver has been provided with corrective, preventative and/or educational measures by the Compliance Management Unit; and,
3. The Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by DHS, if applicable.
Prior to determining whether a Disqualified Driver is eligible to continue driving a vehicle on behalf of DHS, the Compliance Management Unit shall consult with the employee’s supervisor to discuss the factors supporting the employee’s continued eligibility to drive and the impact the determination may have on the employee’s employment status.
Employees who meet all driver qualifications following disposition of any charges are permitted to resume driving on behalf of DHS.
Employees who do not meet all driver qualifications following disposition of any charges shall not be permitted to drive on behalf of DHS until the circumstances leading to such actions have been reviewed by the Compliance Management Unit.
1. The employee must satisfy all corrective, preventative and/or educational measures specified by DHS.
2. The employee may be subject to disciplinary action, up to and including dismissal from employment.

Section E: DRIVER ASSESSMENT FOR ANNUAL MVR

All DHS employees must complete the annual MVR check process.
The annual MVR check process consists of annual recertification and review of all DHS employees MVR record covering a minimum of three (3) years driving history to verify each employee’s eligibility to continue driving on behalf of DHS.
The annual MVR check process applies to all DHS employees, regardless of if they have a driver’s license, the frequency of their driving to conduct state business, and without regard to whether they are driving personal, state-owned, leased, and/or rental vehicles to conduct state business.
Each employee must certify that they have a valid, state-issued driver’s license and can safely operate a vehicle while driving on behalf of DHS by completing the electronic Motor Vehicle Use Employee Consent Form received during the annual MVR check process.
Employees who include out of state driver’s license (not Georgia) information on their annual electronic Motor Vehicle Use Employee Consent Form are required to provide a certified copy of their out of state MVR utilizing the electronic Out of State MVR Submission Form received during the annual MVR check process.
1. DHS bears no responsibility for any costs associated with the employee obtaining and providing a copy of their Out of State MVR.
The Compliance Management Unit will obtain and review all MVRs to ensure DHS employees are in compliance with this policy.

Section F: MVR FITNESS DETERMINATION

A valid, state-issued driver’s license is required for employment with DHS. Candidates or current employees who do not possess a valid state-issued driver’s license (i.e., license never revoked or suspended) may be eligible for hire, transfer or promotion if the Agency determines that driving is not an essential job function of the position for which they are being considered.
Each candidate’s MVR must be reviewed before they begin employment with DHS. Candidates who do not meet Driver Qualifications, at the time of offer, will be deemed ineligible for hire. All matters pertaining to the candidate’s MVR as a prerequisite for hire will be determined on a case-by-case basis.

For additional information or assistance, please contact your designated Human Resources Representative.