Administrative Policy – HR-0019.442
Name: Global Positioning System (GPS) Policy
Corresponding Requirements:
ISO Standard: 4.4.2
Prepared By: Mike MGill Chief Communications Officer
Administration
Revision #: 4
Revision Date: 10/27/2014
Reviewed By: Tom Morgan, Human Resources Director
Signature:
Approved By: Jim Fletchner, Executive Director
Effective Date: 3/31/2014
Signature:
1.0
Page 1 of 8
Purpose and General Information
1.1
The Cape Fear Public Utility Authority has installed global positioning system (GPS)
devices on Authority vehicles to promote efficiency, enhance the safety of employees
and the public, and improve vehicle security. As such, the GPS devices will be
monitored on a regular basis to achieve the purpose and goals of this policy.
This policy does not encourage or condone employees traveling above the posted speed
limit or safe speed. It is recognized that posted speed limits are set by the appropriate
agency and that they represent the maximum vehicle speed at any given time. If
conditions warrant, the maximum safe speed may be lower than the posted limit.
Unsafe, reckless, or aggressive driving is against Authority policy and will not be
tolerated.
2.0
Driving – Speed Control
2.1
A three-tiered approach allows for the occasional error by an employee while providing
a rigorous structure for immediate correction of unsafe behaviors. Due to potential
inaccuracies with vehicle speedometers and acknowledgment of real-world driving
conditions, employees shall be granted a tolerance of FOUR miles per hour (mph)
above a posted speed limit before enforcement steps are generated under this policy.
There are two categories of enforcement and they are based on roadway speed limits.
The first category of enforcement involves travel on all roadways with speed limits 55
mph and under; the second category involves travel on all roadways with speed limits
60 mph and over.
2.2
Level One Infractions - On roadways with speed limit 55 mph and under, the
following incidents are considered LEVEL ONE INFRACTIONS and the following
will apply(GPS Policy Infraction Chart inserted after Level Three Infractions here)
(amended 4/17/14):

An employee who travels FIVE to NINE MILES PER HOUR over the speed limit
twice (two data points within a five-minute period) TWO TIMES in a two-week
report period will receive an initial face-to-face counseling for a LEVEL ONE
INFRACTION. The manager should inform the employee face-to-face of the
general infraction so they can adjust their driving before reaching two times in a
subsequent two-week report period;

If the employee travels FIVE to NINE MILES PER HOUR above the speed limit
twice (two data points within five minutes) TWO TIMES in any subsequent two-
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 2 of 8
week report period, then an EN ROUTE AUTHORITY SAFETY VIOLATION is
required.
2.3

If the employee travels FIVE to NINE MILES PER HOUR above the speed limit
twice (two data points within five minutes) TWO TIMES in any subsequent twoweek report period after receiving the EN ROUTE AUTHORITY SAFETY
VIOLATION, the employee will receive a second round of face-to-face
counseling and be informed, in writing, that an additional infraction would result
in a SECOND EN ROUTE AUTHORITY SAFETY VIOLATION.

If the employee travels FIVE to NINE MILES PER HOUR above the speed limit
(two data points within five minutes) TWO TIMES in any subsequent two-week
report period after receiving a second round of face-to-face counseling, then a
SECOND EN ROUTE AUTHORITY SAFETY VIOLATION is required.
Level Two Infractions – On roadways with speed limit 55 mph and under, the
following incidents are considered LEVEL TWO INFRACTIONS and the following
will apply:

An employee who travels TEN TO 14 MILES PER HOUR over the speed limit
(one data point) AT ANY TIME in a two-week report period, the manager will
hold an initial face-to-face counseling.

If the employee travels TEN TO 14 MILES PER HOUR over the speed limit (one
data point) AT ANY TIME after face-to-face-counseling, the employee will
receive an EN ROUTE AUTHORITY SAFETY VIOLATION and be informed,
in writing, that an additional infraction TEN TO 14 MILES PER HOUR or more
would result in a SECOND EN ROUTE AUTHORITY SAFETY VIOLATION.

2.3.1
If the employee travels TEN TO 14 PER HOUR (one data point) over the speed
limit in a report period AT ANY TIME following the first EN ROUTE
AUTHORITY SAFETY VIOLATION, then a SECOND EN ROUTE
AUTHORITY SAFETY VIOLATION is required.
On roadways with speed limit 60 mph and over, the following incidents are
considered LEVEL TWO VIOLATIONS and the following will apply:
 An employee who travels FIVE to NINE MILES PER HOUR over the speed limit
ONE TIME (one data point at ANY TIME) in a two-week report period will
receive an initial face-to-face counseling for a LEVEL TWO infraction.
 If the employee travels FIVE to NINE MILES PER HOUR above the speed limit
ONE TIME (one data points at ANY TIME) after the initial face-to-face
counseling, then an EN ROUTE AUTHORITY SAFETY VIOLATION is
required.
 If the employee travels FIVE to NINE MILES PER HOUR above the speed limit
ONE TIME (one data point at ANY TIME) after receiving the EN ROUTE
AUTHORITY SAFETY VIOLATION, the employee will receive a second round
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 3 of 8

2.4
of face-to-face counseling and be informed, in writing, that an additional
infraction would result in a SECOND EN ROUTE AUTHORITY SAFETY
VIOLATION.
If the employee travels FIVE to NINE MILES PER HOUR above the speed limit
ONE TIME (one data point at ANY TIME) after receiving a second round of
face-to-face counseling, then a SECOND EN ROUTE AUTHORITY SAFETY
VIOLATION is required.
Level Three Infractions – on roadways with speed limit 55 mph and under, the
following incidents are considered LEVEL THREE INFRACTIONS and the
following will apply:
 An employee who travels 15 MILES PER HOUR over the speed limit AT ANY
TIME (one data point), the employee will receive an EN ROUTE AUTHORITY
SAFETY VIOLATION and be informed, in writing, that an additional infraction
over 15 mile per hour would result in a SECOND EN ROUTE AUTHORITY
SAFETY VIOLATION.
 If the employee travels more than 15 MILES PER HOUR over the speed limit AT
ANY TIME (one data point) following the first EN ROUTE AUTHORITY
SAFETY VIOLATION, then a SECOND EN ROUTE AUTHORITY SAFETY
VIOLATION is required.
2.4.1 On roadways with speed limit 60 mph and over, the following incidents are
considered LEVEL THREE INFRACTIONS and the following will apply:
 If the employee travels TEN MILES PER HOUR OR MORE over the speed limit
at ANY TIME (one data point), the manager will hold an initial face-to-face
counseling and an EN ROUTE AUTHORITY SAFETY VIOLATION is required.
 If the employee travels TEN MILES PER HOUR OR MORE over the speed limit
at ANY TIME (one data point) after receiving AN EN ROUTE AUTHORITY
SAFETY VIOLATION, the employee will receive a second round of face-to-face
counseling and be informed, in writing, that an additional infraction of TEN
MILES PER HOUR over the speed limit would result in a SECOND EN ROUTE
AUTHORITY SAFETY VIOLATION.
 If the employee travels TEN MILES PER HOUR OR MORE over the speed limit
at ANY TIME (one data point) following the second face-to-face counseling, then
a SECOND EN ROUTE AUTHORITY SAFETY VIOLATION is required.
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 4 of 8
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 5 of 8
3.0
Infraction Resets
3.1 For employees who record Level One and Two infractions, their driving record will be
cleared and reset to zero infractions if the employee’s driving record remains clear of any
infractions for an 18-month period.
4.0
Managerial Review and Disciplinary Action
4.1 All Level One, Two and Three Infractions that constitute an EN ROUTE AUTHORITY
SAFETY VIOLATION will result in disciplinary action in accordance with the
Employee Safety Standards and Accountability Policy (HR-0004).
 Managers with direct reports who operate CFPUA vehicles are required to review
the data presented with employees at regular intervals and on an as-needed basis
when specific incidents occur. Regardless of the number of infractions an
employee may have, managers are to review the data concerning an employee’s
driving performance every two weeks.
 Reports generated by the GPS software are sufficient as proper documentation of
the time and location of a particular violation. A daily vehicle check sheet or
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 6 of 8
driver’s log will be used for each vehicle to confirm the identity of the vehicles
drive should a violation occur. (amended 10/14/2014/)
 Managers with direct reports who operate CFPUA vehicles are to run reports on a
weekly basis (minimum) to review the data for Level One violations. Managers
are not required to discuss LEVEL ONE infractions until the end of the two-week
report period.
 The system will alert the manager for all LEVEL TWO and LEVEL THREE
infractions. When these infractions occur, the manager is required to counsel with
the employee WITHIN 24 HOURS, or the next scheduled work day for the
employee, to correct the behavior according to the GPS policy and the CFPUA
personnel policy.
 Managers are also to review the driving data with their employees as part of their
other mandated CFPUA employee reviews.
 Supervisors are to confirm their managers’ review of the data and actions taken to
address violations and to address any lack of implementation as a performance
issue.
4.2 If there is a concern or reason to believe the data record(s) are inaccurate or incomplete,
the manager shall investigate the validity of the record(s) using the resources available
through the GPS software and Vehicle Tracking Solutions customer service department
(631-586-7400, Opt. 5). If the matter cannot be resolved through this process, the
following procedure will apply:
 The employee can prepare a written, signed statement indicating the reason the
data is inaccurate or incomplete.
 The manager will review and approve/disapprove.
 If approved by the employee’s manager, the statement will be reviewed through
the various levels of supervision, up to the Department Head.
 At any time during the review process, if the statement is not approved, the
employee will be subject to this Section of the policy.
 If the statement is approved by the Department Head, the employee will not be
subject to this Section of the policy, and the approved statement will be placed
with the manager’s bi-weekly data records review documentation.
(Revised 6/1/2014)
5.0
Geofencing
5.1
Geofencing infractions cover an unapproved incident where a CFPUA GPS vehicle
leaves the CFPUA service area. When a vehicles leaves the service area, unless it is in
use by on-call safety or en route to and from a CFPUA-operated location, a
corresponding travel request form with manager approval is required.
 The two-week report period does not apply for this violation. The system will
alert the manager when the infraction occurs. If an incident occurs where a
vehicle is recorded as being out of the service area and not en route to a CFPUA-
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 7 of 8

operated location, the manager will deal with the infraction in accordance with
CFPUA’s disciplinary personnel policy.
As stated earlier, on-call vehicles and vehicles in use to travel to CFPUA-operated
locations are exempt from an infraction from this section. (Revised 4/4/2014)
6.0
Idle Time
6.1
Reducing idle time is viewed as the number one saver of fuel for an organization that
uses GPS. However, some CFPUA vehicles must idle during their operation to perform
their tasks. (Revised 4/4/2014)
 The two-week report period does NOT apply for this type of infraction. For all
other vehicles not exempt under the policy, the idle time to be deemed excessive
is 15 minutes. After one infraction, the manager should inform the employee
WITHIN 24 HOURS so they can adjust their behavior. A second infraction will
require face-to-face counseling. A third infraction will be considered a job
performance issue and will be subject to disciplinary action under CFPUA’s
personnel policy.
 CFPUA vehicles that require idling as they conduct Authority work are exempt
from the policy. The list of exempt vehicles is as follows:
 The Department Head is responsible for designating the vehicles under his/her
department/division/unit that are exempt from this section.
7.0
Vehicle Security
7.1
Managers will be immediately notified by the system when a vehicle is driven after
business hours without previous knowledge. Managers are expected to act immediately
and operate as if the vehicle is being misused or stolen since other use is not authorized.
 The two-week report period does NOT apply for this type of incident. An
employee found driving a vehicle after hours without previous
knowledge/permission is subject to disciplinary action under CFPUA’s personnel
policy.
8.0
Revision History
Revision
C/PAR #
Reason for
Revision
Date
#
4/4/2014
1
Clarify verbiage
4/17/14
2
Insert Chart for infractions
6/1/2014
3
Added Verbiage on
Support for GPS
Description of Revision
Revised Section 5.1, Geofencing to clarify service area other
than just the county. Change “gasoline” to “fuel” in Section
6.1, Idle Time
Inserted GPS Policy Infractions Chart after Section 2.0 for
quick reference on Infractions by drivers.
Added 4.2 adding the Vehicle Tracking Phone number and
options for contesting inaccurate data.
Name – Number: Global
Positioning System (GPS) Policy
Policy- HR-0019.442
Revision #: 4
Revision Date: 10/27/2014
Effective Date: 3/31/2014
Page 8 of 8
10/27/14
4
Changed verbiage for
drivers log.
Removed last sentence in 4.1, “Log books used in each
vehicle will confirm the driver of the vehicle at the time of the
violation.” Inserted “A daily vehicle check sheet or driver’s log
will be used for each vehicle to confirm the identity of the
vehicle driver should a violation occur.”