POLICY

A. Purpose

This policy describes requirements should an accident or incident involving a vehicle used for official Laboratory business whether it occurs either at the Laboratory or off site. Vehicles include bicycles and all gasoline-powered and electric vehicles, other motor equipment (e.g. forklifts), and low-speed electric vehicles, and may be personal vehicles used for Laboratory business or government/Laboratory-owned vehicles.

B. Persons Affected

Anyone who operates a government/laboratory owned vehicles, other motor equipment, or low-speed electric vehicles or drives personal vehicles on Berkeley Lab business, or drives personal vehicles on Laboratory property at any time.

C. Exceptions

None

D. Policy Statement

1. Any accident or damage involving a vehicle used on official Laboratory business must be reported promptly.
   1. "Vehicles" include bicycles and all gasoline-powered and electric vehicles, other motor equipment (e.g. forklifts), and low-speed electric vehicles.
   2. Reportable accidents may occur on site or off site.
   3. Reportable accidents may involve government- or Laboratory-owned vehicles, other motor equipment, low-speed electric vehicles, or personal vehicles being used for official Laboratory business.
   4. Reportable damage may include accidents, incidents, or damage found involving a GSA or Laboratory-owned vehicle, other motor equipment, or low-speed electric vehicle where another vehicle may or may not be involved.
2. Any accident involving a vehicle used on Laboratory or Laboratory-controlled property must be reported promptly.
   1. Reportable accidents include accidents involving personal vehicles not being used during the course of official Laboratory business (e.g., commuting to/from the Laboratory job, running personal errands on Laboratory property, driving to/from the Laboratory for other personal reasons).

3. Reporting must be completed immediately after emergency conditions are under control, such as after receiving medical treatment or moving a vehicle to a safe location. Accidents under extreme circumstances that prevent prompt reporting (for example, accidents that occur in remote locations or cause severe injuries) must be reported within one business day of the accident.

   1. The employee(s) operating the vehicles in the accident are responsible for reporting the incident. Failure to report an accident or vehicle damage may result in loss of ability to use Laboratory-owned or GSA leased vehicles.

   2. Accidents/Incidents occurring on site must be reported to Berkeley Lab Security/Protective Services, the employee's manager/supervisor, and Fleet Management immediately

      1. A Berkeley Lab Motor Vehicle Accident Report must be filed.

   3. Off-site accidents/incidents must be reported first to local law enforcement, and then to Berkeley Lab Security/Protective Services, the employee's manager/supervisor, and Fleet Management immediately.

      1. The Laboratory employee involved in the accident should obtain adequate information about the drivers involved and the owners of the vehicles, including but not limited to names, addresses, driver's license numbers, vehicle identification numbers, vehicle descriptions (e.g., make and model), extent of vehicle damage, and vehicle registration information.
      2. The Laboratory employee involved in the accident must obtain the name and police department of the investigating officer. The Laboratory will need this information to obtain a copy of the police report.
      3. A Berkeley Lab Motor Vehicle Accident Report must be filed.
         
4. For investigations of vehicle accidents/incidents resulting in injury or damage to government property (including vehicles and structures):
   1. Oversight is provided by the Laboratory's Facilities Division Fleet Operations Manager in conjunction with the Traffic and Pedestrian Safety Committee when needed.
   2. The investigative process follows the Laboratory's Incident Review and Reporting process, with the following details:
      1. The Facilities Division Safety Manager, in conjunction with the Fleet Operations Manager when appropriate, is responsible for investigating all vehicle accidents associated with this policy.
      2. The Facilities Division Safety Manager will notify the LBNL Traffic Safety Subject Matter Expert (SME) within one business day of any reported accident. The Traffic Safety SME will be included in all investigations.
      3. Once the accident investigation is complete, a subcommittee of the Traffic and Pedestrian Safety Committee reviews the report. The subcommittee will review the accident report or contribute as needed. The subcommittee will then propose compensatory and corrective actions, which will be documented in compliance with the Issues Management Program.
         

The table below summarizes the Vehicle Accident Reporting requirements.

E. Roles and Responsibilities

F. Definitions/Acronyms

G. Recordkeeping Requirements

Vehicle Accident Reports shall be maintained indefinitely.

H. Implementing Documents

I. Contact Information

Traffic & Pedestrian Subject Matter Expert
EHS Division

J. Revision History

DOCUMENT INFORMATION

Source Requirements

• California Vehicle Code (CVC), Division 11, Rules of the Road
• 10 CFR 851, Appendix A, 9.0 Motor Vehicle Safety

Other Driving Requirements

• California Commercial Motor Vehicle Safety Act

Other Related Berkeley Lab Policies

• Vehicles, Use of Laboratory or Government Policy
• Traffic and Pedestrian Safety Policy
• Injury Response and Review Policy
• Occurrence Reporting
• Forklifts and Other Powered Industrial Trucks