5-10: Owned and Leased Vehicles

Policy Overview

This policy governs the purchase, scheduling, and operation of Santa Fe Community College (SFCC or College) owned and leased vehicles.

Scope and Applicability

This policy applies to all students and employees responsible for scheduling, purchasing, or operating vehicles obtained through the General Services Office for College academic, administrative, or operational purposes.

Policy Statement

The General Services Office plans for and oversees the use of College owned and leased vehicles for the benefit of employees and students while participating in official College functions.

Definitions

1. Authorized passengers Includes employees, students who have signed a release form, and other guests as approved by the President or his or her designee.
2. Binder is a packet that consists of requirements for driving the vehicle, information such as registration, travel log, and vehicle keys.
3. Employee is any member of the college workforce: all staff (regular full-time, regular part-time, term, temporary, probationary, sensitive position); all student employees; all faculty (full-time, part-time, adjunct, probationary); all administrators, including interim; all contract employees.
4. Motor Pool Fleet are SFCC owned or leased cars, pick-ups and vans that can be checked-out through the General Services Office.
5. Official College Functions are academic or administrative activities, work-related business meetings, trainings or conferences, college-sponsored events or programs or other events that serve SFCC’s mission, vision and values as a public educational institution.
6. Working Fleet are all SFCC owned or leased vehicles used around campus and in various departments, including but not limited to maintenance carts, security carts, grounds vehicles and donated vehicles.

Policy Process

1. Vehicle Acquisition
   1. The General Services Office is responsible for the purchase or lease of all vehicles using the process required by the State of New Mexico.
   2. All donations of vehicles to the College, Santa Fe Community College Foundation or Mosaica will be pre-approved by the College, the Foundation or Mosaica and the General Services Office.
2. Vehicle Disposal
   1. The General Services Office is responsible for disposal of all obsolete or unusable vehicles, including those acquired by donation, in accordance with Governing Board Policy 1-31 Governing Board Financial Oversight and revised New Mexico State Statute (13-6-1 NMSA 1978).
3. Vehicle Maintenance
   1. The General Services Office is responsible for maintaining all College owned and leased vehicles.
   2. Vehicles are maintained regularly in accordance with the schedule recommended by the vehicle manufacturer.
   3. SFCC maintains two types of fleets:
      1. Motor Pool Fleet vehicles are provided and maintained for College-related business.
      2. Working Fleet vehicles are leased, purchased, and maintained by General Services for various departments.
4. Vehicle Use and Reservations
   1. College-owned and leased vehicles are available for use by College departments, official student organizations (SFCC Policy 2-18 Registered Student Organizations), academic programs, and College operations.
   2. Prior approval for the use of any vehicle is required from the Vice President of Finance/Chief Financial Officer or designee.
   3. Reservations must be requested through and approved by the General Services Office.
5. Drivers of College vehicles must:
   1. Follow all federal, state, and local regulations, traffic laws, and ordinances.
   2. Complete a sanctioned National Safety Council defensive driving class.
   3. Carry legal documents and signed forms, including but not limited to a defensive driving certificate, valid New Mexico state driver’s license, and proof of insurance.
6. Only authorized passengers may ride in SFCC vehicles.
7. College owned and leased vehicles are not allowed for personal use. Personal vehicles are not considered part of the College fleet.
8. The College discourages the usage of personally owned vehicles as transportation for official College functions.
9. Damage to privately owned vehicles is not covered by the College insurance carrier, even when the vehicle is being used for College business.
10. Accidents
    1. Drivers of College vehicles must report accidents to the police (call 911) and to the General Services Office.
    2. Drivers of College vehicles must record any damage as a result of an accident.
11. Costs Not Covered by SFCC Motor Pool
    1. Drivers of College vehicles are responsible for paying fines and traffic violations, except those related to equipment malfunction.
    2. College funds may not be used for payment of:
       1. Fines or traffic violations, except those related to equipment malfunction;
       2. Vehicle damage resulting from abuse, neglect, or the driver’s intentional action;
       3. Vehicle damage as a result of unauthorized use; or
       4. Costs relating to other-than-normal vehicle expenses (except for equipment malfunctions) including unauthorized towing charges, vehicle damage, and accessory installations and removals (radios, etc.).

Statement of Accountability and Responsibility

The President, through the Vice President of Finance/Chief Financial Officer, shall be responsible for enforcing College-owned and leased vehicle policies and procedures. The General Services Office shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

SFCC Policy 2-18 Registered Student Organizations
SFCC Policy 6-11 Procurement
SFCC Policy 1-31 Governing Board Financial Oversight
The New Mexico Procurement Code (§13-1-21 to 13-1-199, NMSA, 1978 as amended)

Approval

SFCC Governing Board approved: 8/24/2016
Revised and SFCC Governing Board Approved: 2025

Associated Procedures

• Owned and Leased Vehicles – Procedures