Minnesota Department of Transportation

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MnDOT Policies

Policy on Taking a MnDOT Vehicle Home

MnDOT Policy #WF027
Revised: December 3, 2021 (implemented January 19, 2022)

View/print signed policy (PDF)

Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home

Please go to the MnDOT Org Chart to find specific contact information: Org Chart.

Responsible Senior Officers: Deputy Commissioner/Chief Engineer and Deputy Commissioner/Chief Administrative Officer
Policy Owner: Director, Office of Maintenance and Director, Office of Administration
Policy Contact: Statewide Fleet Manager

Policy statement

The Minnesota Department of Transportation (MnDOT) must comply with Minnesota Statute §16B.55 which states that a state vehicle may be used only for authorized state business and may not be used for transportation to or from the residence of a state employee, except as authorized by statute. Specifically, “A state vehicle may be used by a state employee to travel to or from the employee’s residence:

  1. On a day on which it may be necessary for the employee to respond to a work-related emergency during hours when the employee is not normally working;
  2. If the employee has been assigned the use of a state vehicle for authorized state business on an extended basis, and the employee's primary place of work is not the state work station to which the employee is permanently assigned;
  3. If the employee has been assigned the use of a state vehicle for authorized state business away from the work station to which the employee is permanently assigned, and the number of miles traveled, or the time needed to conduct the business, will be minimized if the employee uses a state vehicle to travel to the employee's residence before or after traveling to the place of state business; or
  4. If the employee is authorized to participate in a ride-sharing program established by the commissioner pursuant to section 174.257.”

Authorization to take a MnDOT vehicle home must meet the above requirements and be pre-approved in writing as specified in the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home.

Personal use of employer-provided vehicles must follow the IRS tax reporting requirements described in Minnesota Management and Budget Operating Policy and Procedure, Reporting Personal Use of Employer-Provided Vehicles for Tax Purposes and the MnDOT Business Manual.

Unauthorized use of a State vehicle may result in disciplinary action up to and including dismissal.

Reason for policy

Minnesota Statutes §16B.55 and Minnesota Department of Administration Policy 99.1 stipulate that State vehicles may be used only for authorized State business and may not be used for transportation to or from the residence of a State employee except in certain instances.

The purpose of this policy is to clarify the circumstances in which an employee may be eligible to take a MnDOT vehicle home and to assign responsibilities for MnDOT vehicles.

If an employee uses an employer-provided vehicle for personal commute use, IRS tax reporting requirements apply and are described in Minnesota Management and Budget Operating Policy and Procedure, Reporting Personal Use of Employer-Provided Vehicles for Tax Purposes and the MnDOT Business Manual.

Applicability

All MnDOT employees must comply with MnDOT policies.

Key stakeholders with responsibilities under this policy include:

  • Managers and Supervisors
  • Office Directors/District Engineers
  • Owning Vehicle Offices/Districts

Definitions

Assigned Vehicle

A MnDOT vehicle that is assigned to an individual or group of individuals due to the extensive use of the vehicle by that individual(s). This type of vehicle is not taken home on a regular basis and is normally parked at a MnDOT facility/site overnight.

MnDOT Vehicle

Any vehicle owned, rented, leased by, or loaned to MnDOT.

Motor Pool Vehicle

A MnDOT vehicle that is typically kept at a MnDOT facility and is available to any employee for authorized State business on a day or overnight work trip within the State. This type of vehicle is not taken home on a regular basis.

Take-Home Vehicle

A MnDOT vehicle assigned to a specific individual based on criteria identified in the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home. This type of vehicle is normally taken home every night.

Responsibilities

Employees

Manager/Supervisor

  • Be familiar and comply with the MnDOT Driver’s License and Record Review policy.
  • Review and recommend approval/denial of requests for Take-Home Vehicles.
  • Approve/deny requests to take home Assigned Vehicles for employees who meet the eligibility requirements described in the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home.
  • Approve requests to take home Motor Pool Vehicles for employees who meet the eligibility requirements described in the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home.
  • Ensure employee compliance with the travel practices in MnDOT’s Business Manual.
  • Periodically review eligibility and withdraw the use of a Take-Home Vehicle whenever an employee's work fails to meet the eligibility requirements.

Office Director/ District Engineer

  • Create, maintain, and communicate an approval process specific to the office or district for use of Motor Pool vehicles as required by the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home. Note: Procedures for use of the Central Office Motor Pool will be created, maintained, and communicated by the Office of Administration.
  • Approve requests for Take-Home Vehicles for employees who meet the eligibility requirements in accordance with the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home.
  • Periodically review eligibility and withdraw the use of a Take-Home Vehicle whenever an employee's work fails to meet the eligibility requirements.

Owning Vehicle Office/District

  • Retain forms for requests to take vehicles home in accordance with the Records Retention Schedule (see MnDOT equipment/property records line).

Policy Owner (Director, Office of Maintenance and Director, Office of Administration)

  • Review the policy every two years, or sooner as necessary, to ensure the policy remains up-to-date.  
  • Ensure that offices and districts create, maintain, and communicate an approval process specific to the office or district for use of Motor Pool vehicles as required by the Procedures for Using a MnDOT Vehicle and Taking a MnDOT Vehicle Home.
  • Ensure procedures, forms, and other documents associated with the policy remain current.
  • Work with the Policy Coordinator to revise the policy and/or confirm its accuracy.
  • Communicate policy revisions, reviews, and retirements to stakeholders.

Resources and related information

Forms

Processes, Procedures, and Instructions

Resources

History and updates

Adopted

March 17, 2003

Revised

  • First Revision: December 3, 2021 (superseded policy #3.20 and guideline #3.20-G-1: Take-Home Vehicles)

Policy Review

This policy's next scheduled review is due December 2023.