Page 74 - City of Farmington Administrative Regulations

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ii. at the destination of the employee, the employee was required to
use the private conveyance in performance of official duties.
c. Excluding elected public officers and non-salaried public officers, when
personal automobiles are used for the convenience of the employee instead
of an available City vehicle and prior approval has been obtained from the
Department Director, mileage reimbursement will be for "gas receipts"
only.
d. If a City vehicle or personal vehicle is unavailable, a rental car can be
provided to an employee. No employee will be required to use a personal
vehicle for City business.
e. Privately owned airplanes will be reimbursed at the rate of $.88 per
aeronautical mile as follows:
i. pursuant to the New Mexico Aeronautical Chart published by the
State Highway and Transportation Department, Aviation Division,
for distances in New Mexico and other states' air maps for
distances outside of New Mexico; or,
ii. pursuant to actual air mileage if certification is provided by the
pilot or a beginning and ending reading of actual mileage if the
reading is certified as true and correct by the employee and the
destination is not included on an air map.
f. Total mileage reimbursement for out-of-state travel by privately owned
automobile or privately owned airplane shall not exceed the total coach class
commercial airfare that would have been expended for those traveling had
they traveled by common carrier.
g. When a City employee is driving a rental vehicle on City business, the
employee must reserve and rent the rental vehicle with a City procurement
card (P-card) as City P-cards automatically cover comprehensive and
collision damage to the rental vehicle. Consequently, no additional
comprehensive and collision coverage should be purchased. However, the
employee must also obtain a $1,000,000.00 (one million dollars)
supplemental liability coverage ONLY from the rental car agency.
Accordingly, the City will not pay for the cost of any other insurance
purchased on rental vehicles except for the $1,000,000.00 supplemental
liability insurance.
When a City employee is at fault for an accident, a11 rental vehicle damage
claims should be filed with the City's Claims Manager.
1. The City's Claims Manager should be given copies of the rental
agreement and any accident information or accident report
numbeTs to start the claims process with the City's P-card provider.
ii. If the other driver is at fault, this person's insurance should pay for
the damages and injuries incurred in the rental vehicle accident.
iii. If an employee is injured in a rental vehicle accident, the
employee's medical expenses will be covered by Workers'
Compensation.
iv. If a City employee caused the accident in the rental vehicle, the
non-employee passengers, the other vehicle's damage and the other
vehicle's occupants are covered by the $1 ,000,000.00 liability
policy purchased when the rental vehicle was rented.
h. When an employee is involved in an accident the employee is instructed to:
1. Call 911 immediately.

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