115 Motor Vehicle Reporting and Responsibilities

Georgia State Seal

Georgia Department of Human Services
Human Resources Policy #115

Motor Vehicle Reporting and Responsibilities

Release Date:

March 1, 2019

Revised Date:

June 24, 2026

Next Review Date:

June 23, 2028

References:

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

Georgia Department of Human Services (DHS) has established a Motor Vehicle Reporting and Responsibilities Policy to promote a safe work environment and reduce the number of motor vehicle accidents and traffic violations committed by DHS employees on and off the job. Regardless of position, all employees are required to disclose their current driving status upon hire and any changes throughout the year.

​Section A: ONBOARDING

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 and,

  2. Completes DHS Policy #115 A1: Motor Vehicle Reporting and Responsibilities Driver Acknowledgement Form.

    1. Upon hire, the designated Human Resources Representative must provide the form to the employee for completion. After hire, the employee should confer with their designated Human Resources Representative regarding whether a change in their circumstances (i.e., receipt of citation, suspension of license, non-renewal of license) requires completion of a new form.

    2. Once received, the designated Human Resources Representative should review the form with the employee to determine any previously known or disclosed violations are noted on the form. The employee 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.

      1. The designated Human Resources Representative and employee should refer to Section B: Driver Reporting for additional information regarding receipt and disclosure of citations.

​Section B: DRIVER REPORTING

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

  2. Employees must accurately report whether they possess a valid driver’s license and their current driving eligibility status. Employees who do not hold a valid driver’s license must provide the reason for their status (i.e., never licensed, license expired, suspended, revoked, or other applicable circumstances), regardless of whether driving is required for their role.

  3. 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 any citations, and/or issuance of any motor vehicle charges.

    1. The employee must submit a completed copy of DHS Policy #115 A2: Motor Vehicle Reporting and Responsibilities Driver Notification Form and any case-related documents (e.g., citation, hearing notice, disposition documents) via the Self-Reporting Portal for OHR’s review.

      DHS employees must report all motor vehicle accidents, including those not reported to law enforcement, by submitting a completed copy of DHS Policy #115 A2: Motor Vehicle Reporting and Responsibilities Driver Notification Form and any case-related documents (e.g., citation, hearing notice, disposition documents) via the Self-Reporting Portal for OHR’s review.

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

  4. 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. If the employee receives a citation while on approved annual leave or sick leave, it is the employee’s responsibility to report the citation the day they return to work.

    1. The employee must complete the form as required and attach it along with a completed copy of DHS Policy #115 A2: Motor Vehicle Reporting and Responsibilities 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 and 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 the Compliance Unit 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 that prevents 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) 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 written correspondence received by the designated Human Resources Representative. If the employee receives a citation while on approved annual leave or sick leave, it is the employee’s responsibility to report the citation the day they return to work.

    8. All employees are held to the same reporting standards to ensure compliance with safety and liability requirements. Failure to provide accurate information or documentation 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; or

    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); or

      6. Accumulating 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 that ten (10) points have 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 when any of the above offenses apply.

  3. A Disqualified Driver may not drive on behalf of DHS until each of the following occurs:

    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.

  7. The Compliance Management Unit will obtain and review all MVRs to ensure DHS employees are in compliance with this policy.

​Section E: DRIVER ASSESSMENT FOR ANNUAL MVR

  1. All DHS employees (i.e., full-time, part-time, contract, rehired retirees, interns, etc.) 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 if they possess a driver’s license, the frequency of their driving to conduct state business, or 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 Reporting and Responsibilities 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 Reporting and Responsibilities 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. Candidates or current employees must review and sign the Notification of Restriction of Driving Privileges acknowledgement upon hire.

  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.