benefit in accordance with IRS requirements. Employees must maintain required mileage or usage records, follow all AIM vehicle and safety rules, and pay any personal-use costs assigned by AIM. Authorization is limited, may be changed or revoked at any time, and does not apply to other employees.
The use of an agency vehicle, or a personal vehicle for agency business, while under the influence of alcohol or drugs, including prescription or over-the-counter drugs that affect the ability to drive, is forbidden and sufficient cause for discipline, including termination.
No driver shall operate an agency vehicle, or a personal vehicle for agency business, when their ability to do so safely has been impaired by illness, fatigue, injury, or medication.
All drivers and passengers operating or riding in agency vehicles or personal vehicles used for agency business must wear seatbelts, even if air bags are available.
Unauthorized passengers are prohibited in agency vehicles and in personal vehicles used for agency business.
Drivers are responsible for the security of agency vehicles assigned to them. When an agency vehicle is unattended, the driver must remove the keys, lock the vehicle, safeguard AIM property and confidential information, and prevent use by any unauthorized driver.
Drivers must use headlights as required by law and whenever weather, visibility, or driving conditions make their use necessary for safe operation.
All other state laws, local laws, agency policies, and individual specific safety guidelines (i.e., special seat belts or arrangements) must be obeyed.
A person who cannot safely be left alone must not be left unattended in a vehicle. During a fire evacuation, an employee may briefly leave the person in a vehicle in the designated evacuation safe zone only while assisting others and resetting the alarm, and only when consistent with the person's support plan and AIM procedures.
Employees may not use a handheld electronic device while operating an agency vehicle or a personal vehicle on agency business. Any permitted hands-free use must comply with applicable law, AIM policy, and the requirements of the employee's role.
Employees must immediately report any accident, collision, damage, theft, mechanical problem, or unsafe condition involving an agency vehicle to their supervisor or AIM On-Call and follow AIM's reporting and insurance procedures. Employees must not admit fault, promise payment, or authorize repairs on AIM's behalf unless directed by AIM.
Employees are personally responsible for tickets and/or fines incurred, due to their driving, while using an agency vehicle or when using their personal vehicle for business purposes.
Failure to abide by any of the above rules may result in disciplinary action, up to and including termination.
Employees may use a personal vehicle for AIM business only when their position requires or AIM authorizes that use. Before driving, the employee must provide proof of a valid driver's license, and when requested proof of vehicle registration, inspection, and insurance that meet New York State and AIM requirements. Employees who are deemed not acceptable to AIM's insurance company may not drive people they support in their own vehicles.
Employees should have personal mail sent to their home address. Mail delivered to AIM may be handled, opened, or reviewed when reasonably necessary to identify the recipient, protect safety or security, comply with law, or conduct agency business. Employees should not use AIM's address for personal correspondence unless authorized.