115 Motor Vehicle Use

Georgia State Seal

Georgia Department of Human Services
Human Resources Policy #115

Motor Vehicle Use

Release Date:

March 1, 2019

Revised Date:

December 2, 2025

Next Review Date:

December 1, 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”:

  1. Has a valid state-issued driver’s license, valid vehicle registration and proof of current auto insurance coverage (if an active driver) in their possession while operating a vehicle for state business purposes on behalf of DHS;

  2. Completes DHS Policy #115 A1: Motor Vehicle Use Driver Acknowledgement Form.

    1. Employees must complete the form upon hire and a new form when determined reasonable and necessary by the employee’s supervisor.

    2. Once received, the supervisor should review the form with the employee to determine any previously known or disclosed violations are noted on the form. The supervisor should follow up with the designated Human Resources Representative within one (1) calendar day of receiving the form to determine appropriate next steps if applicable.

Section B: DRIVER REPORTING

  1. All DHS employees are required to disclose receipt of all citations.

  2. All DHS employees must complete DHS Policies #115: MVR and/or #504: Self-Reporting form via the Self-Reporting Portal no later than five (5) calendar days following receipt of all citations and/or issuance of any motor vehicle charges.

    1. The employee must complete the form as required and attach it along with a completed copy of DHS Policy #115 A2: Motor Vehicle Use Driver Notification Form and any case-related documents (e.g., citation, hearing notice, disposition documents etc.) as applicable to DHS Policies #115: MVR and/or #504: Self Reporting form for OHR’s review.

    2. The designated Human Resources Representative will coordinate with the Compliance Management Unit to determine appropriate next steps.

  3. All DHS employees must submit DHS Policies #115: MVR and/or #504: Self-Reporting form within one (1) calendar day following the expiration, suspension, revocation or surrender of their license.

    1. The employee must complete the form as required and attach it along with a completed copy of DHS Policy #115 A2: Motor Vehicle Use Driver Notification Form and any case-related documents (e.g., citation, hearing notice, disposition documents etc.) as applicable to DHS Policies #115: MVR and/or #504: Self Reporting form for OHR’s review.

    2. Once received, the designated Human Resources Representative should review DHS Policies #115: MVR and/or #504: Self-Reporting form for completeness then coordinate with the supervisor to determine whether the employee previously disclosed the violation. The designated Human Resources Representative should follow up with the supervisor within one (1) calendar day of receiving the form.

    3. If driving is an essential function of the role and the employee’s license remains expired, suspended, revoked or surrendered at the time of the disclosure, the employee should immediately be removed from performing all driving duties until Compliance has issued a determination regarding appropriate next steps.

    4. In the event that the employee is unavailable due to an arrest or incarceration, the employee’s emergency contact must notify the employee’s supervisor no later than five (5) calendar days following the event preventing the employee from reporting the violation.

    5. Once notified, the employee’s supervisor should immediately notify, in writing, the designated Human Resources Representative of the employee’s circumstance.

    6. The designated Human Resources Representative will then send written correspondence to the employee’s email address(es) on record regarding next steps for reporting the violation.

      It is the employee’s responsibility to ensure the department has the most current personal email address on record at all times.

    7. The DHS employee must provide case-related documents (e.g., citation, hearing notice, disposition documents etc.) to the agency for review. The deadline for submission of case-related documents via the Self-Reporting form is no later than five (5) calendar days from the date of the correspondence noted in Section F(3).

    8. Failure on the employee’s behalf to submit the requested documents by the deadline noted may result in disciplinary action, up to and including dismissal from employment.

Section C: DRIVER INFRACTIONS

  1. 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, revoked or surrendered;

    3. Expired vehicle registration;

    4. Loss of current auto insurance coverage;

    5. 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/Hit and Run;

      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.

        Employees arrested and/or charged, after date of hire, with DUI or any motor vehicle violations involving the implied and or actual use, purchase, possession, solicitation, or manufacturing of any illegal substances while operating any vehicle (i.e., personal, state owned, etc.) shall be automatically subject to a reasonable suspicion drug test.

Section D: DRIVER DISQUALIFICATION

  1. 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.

  2. 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.

  3. 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.

  4. 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.

  5. Employees who meet all driver qualifications following disposition of any charges are permitted to resume driving on behalf of DHS.

  6. 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

  1. All DHS employees must complete the annual MVR check process.

  2. The annual MVR check process consists of annual recertification and review of all DHS employees MVR records covering a minimum of three (3) to seven (7) years of driving history to verify each employee’s eligibility to continue driving on behalf of DHS.

  3. 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.

  4. 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.

  5. 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 by the requested deadline. Failure to submit the documents by the requested deadline may result in disciplinary action, up to and including dismissal from employment.

    1. DHS bears no responsibility for any costs associated with the employee obtaining and providing a copy of their Out of State MVR.

  6. 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

  1. A valid, state-issued driver’s license is required for employment with DHS if driving is an essential function of the role.

  2. Candidates or current employees who have never obtained 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.

  3. 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.