Van & Keys Procedure
Serve well.
Drive responsibly.
One driver. One trip record. One secure key handoff. Complete checkout before the van moves, then close the trip when the van returns.
Serve well.
van Operating Procedure
Applies to every trip, including each Sunday route. Leadership should adopt this procedure and designate a transportation coordinator and backup custodian before use.
- Approve the driver. Maintain the insurer approved list. Pending or on-hold drivers must not drive, even for a short move. Verify license and insurer eligibility before first service and whenever records change.
- Secure the fob. Use a locked cabinet or lockbox inside the church office, a large numbered tag and one named custodian each Sunday. Store any spare separately. Never leave the fob in the van, a desk drawer or an unattended basket. Restrict cabinet access to the coordinator and backup.
- Check out before movement. Custodian and driver complete this log together: name, purpose, destination, expected return, actual timestamp, mileage, fuel and condition. Driver acknowledges the policy. Release the fob only after the record saves successfully. If the system is unavailable, keep the van parked until leadership authorizes a documented alternative.
- Operate responsibly. Seat belts for all occupants; remain within vehicle capacity and approved routes. No impaired or distracted driving. Do not hand the van to another driver without closing the current record and opening a new checkout with the custodian.
- Refill and return. Use the manufacturer-required fuel. Return with a full tank when possible; the minimum is one-half tank. Never return below one-half tank. Keep the receipt for the church’s reimbursement process. If an emergency prevents compliance, report it immediately to the coordinator and record the actual fuel. A below-half return requires refueling before the next trip. Check that every passenger has exited, remove trash, inspect the cabin, close windows and lock the van.
- Close the trip. Enter return mileage, fuel, issues and fuel expense. The receiving custodian physically accepts the fob, locks it away and completes the return. Do not mark the fob secured before it is actually locked away.
- Handle tickets. The driver is responsible for driving-related tickets attributable to their operation, including red-light or speed-camera citations, subject to applicable law and review. The church does not routinely absorb those costs. The coordinator matches the violation time to the log, reviews the notice with the driver, and tracks payment, dispute or required owner response by the stated deadline. A policy acknowledgment does not change the legal recipient’s obligations. Do not automatically charge a driver for an unmatched notice, preexisting issue or disputed citation.
- Apply insurance holds. Anyone flagged or removed by the insurer sits out from driving. The church will not pay the additional $278 charge described by leadership to retain an excluded driver. Reinstatement requires current insurer clearance and leadership approval; time passing or a driver’s assurance alone does not restore eligibility. Keep reasons private and communicate the hold respectfully.
- Report issues immediately. For collision, breakdown, missing fob or safety concerns, stop in a safe location and contact the coordinator; call emergency services when needed. If the driver loses the fob while it is entrusted to them, the driver must pay $350 to replace it. Report the loss immediately. Leadership reviews theft or disputed custody. No automatic payroll deduction is authorized.
- Review and retain. Coordinator checks every Sunday that all trips are closed, fuel exceptions resolved and the fob accounted for. Export records monthly to a restricted church folder; retain records according to church, insurer and legal requirements. Never delete records tied to an open claim or citation.
Applies to every trip, including each Sunday route. Leadership should adopt this procedure and designate a transportation coordinator and backup custodian before use.
- Approve the driver. Maintain the insurer approved list. Pending or on-hold drivers must not drive, even for a short move. Verify license and insurer eligibility before first service and whenever records change.
- Secure the fob. Use a locked cabinet or lockbox inside the church office, a large numbered tag and one named custodian each Sunday. Store any spare separately. Never leave the fob in the van, a desk drawer or an unattended basket. Restrict cabinet access to the coordinator and backup.
- Check out before movement. Custodian and driver complete this log together: name, purpose, destination, expected return, actual timestamp, mileage, fuel and condition. Driver acknowledges the policy. Release the fob only after the record saves successfully. If the system is unavailable, keep the van parked until leadership authorizes a documented alternative.
- Operate responsibly. Seat belts for all occupants; remain within vehicle capacity and approved routes. No impaired or distracted driving. Do not hand the van to another driver without closing the current record and opening a new checkout with the custodian.
- Refill and return. Use the manufacturer-required fuel. Return with a full tank when possible; the minimum is one-half tank. Never return below one-half tank. Keep the receipt for the church’s reimbursement process. If an emergency prevents compliance, report it immediately to the coordinator and record the actual fuel. A below-half return requires refueling before the next trip. Check that every passenger has exited, remove trash, inspect the cabin, close windows and lock the van.
- Close the trip. Enter return mileage, fuel, issues and fuel expense. The receiving custodian physically accepts the fob, locks it away and completes the return. Do not mark the fob secured before it is actually locked away.
- Handle tickets. The driver is responsible for driving-related tickets attributable to their operation, including red-light or speed-camera citations, subject to applicable law and review. The church does not routinely absorb those costs. The coordinator matches the violation time to the log, reviews the notice with the driver, and tracks payment, dispute or required owner response by the stated deadline. A policy acknowledgment does not change the legal recipient’s obligations. Do not automatically charge a driver for an unmatched notice, preexisting issue or disputed citation.
- Apply insurance holds. Anyone flagged or removed by the insurer sits out from driving. The church will not pay the additional $278 charge described by leadership to retain an excluded driver. Reinstatement requires current insurer clearance and leadership approval; time passing or a driver’s assurance alone does not restore eligibility. Keep reasons private and communicate the hold respectfully.
- Report issues immediately. For collision, breakdown, missing fob or safety concerns, stop in a safe location and contact the coordinator; call emergency services when needed. If the driver loses the fob while it is entrusted to them, the driver must pay $350 to replace it. Report the loss immediately. Leadership reviews theft or disputed custody. No automatic payroll deduction is authorized.
- Review and retain. Coordinator checks every Sunday that all trips are closed, fuel exceptions resolved and the fob accounted for. Export records monthly to a restricted church folder; retain records according to church, insurer and legal requirements. Never delete records tied to an open claim or citation.
Applies to every trip, including each Sunday route. Leadership should adopt this procedure and designate a transportation coordinator and backup custodian before use.
- Approve the driver. Maintain the insurer approved list. Pending or on-hold drivers must not drive, even for a short move. Verify license and insurer eligibility before first service and whenever records change.
- Secure the fob. Use a locked cabinet or lockbox inside the church office, a large numbered tag and one named custodian each Sunday. Store any spare separately. Never leave the fob in the van, a desk drawer or an unattended basket. Restrict cabinet access to the coordinator and backup.
- Check out before movement. Custodian and driver complete this log together: name, purpose, destination, expected return, actual timestamp, mileage, fuel and condition. Driver acknowledges the policy. Release the fob only after the record saves successfully. If the system is unavailable, keep the van parked until leadership authorizes a documented alternative.
- Operate responsibly. Seat belts for all occupants; remain within vehicle capacity and approved routes. No impaired or distracted driving. Do not hand the van to another driver without closing the current record and opening a new checkout with the custodian.
- Refill and return. Use the manufacturer-required fuel. Return with a full tank when possible; the minimum is one-half tank. Never return below one-half tank. Keep the receipt for the church’s reimbursement process. If an emergency prevents compliance, report it immediately to the coordinator and record the actual fuel. A below-half return requires refueling before the next trip. Check that every passenger has exited, remove trash, inspect the cabin, close windows and lock the van.
- Close the trip. Enter return mileage, fuel, issues and fuel expense. The receiving custodian physically accepts the fob, locks it away and completes the return. Do not mark the fob secured before it is actually locked away.
- Handle tickets. The driver is responsible for driving-related tickets attributable to their operation, including red-light or speed-camera citations, subject to applicable law and review. The church does not routinely absorb those costs. The coordinator matches the violation time to the log, reviews the notice with the driver, and tracks payment, dispute or required owner response by the stated deadline. A policy acknowledgment does not change the legal recipient’s obligations. Do not automatically charge a driver for an unmatched notice, preexisting issue or disputed citation.
- Apply insurance holds. Anyone flagged or removed by the insurer sits out from driving. The church will not pay the additional $278 charge described by leadership to retain an excluded driver. Reinstatement requires current insurer clearance and leadership approval; time passing or a driver’s assurance alone does not restore eligibility. Keep reasons private and communicate the hold respectfully.
- Report issues immediately. For collision, breakdown, missing fob or safety concerns, stop in a safe location and contact the coordinator; call emergency services when needed. If the driver loses the fob while it is entrusted to them, the driver must pay $350 to replace it. Report the loss immediately. Leadership reviews theft or disputed custody. No automatic payroll deduction is authorized.
- Review and retain. Coordinator checks every Sunday that all trips are closed, fuel exceptions resolved and the fob accounted for. Export records monthly to a restricted church folder; retain records according to church, insurer and legal requirements. Never delete records tied to an open claim or citation.