USE OF GOVERNMENT VEHICLES

Vehicle Book

• This is an example of what the vehicle books look like.

• They will have the license plate #, the unit, and a picture along with the description of the vehicle.

Vehicle Book Continued• Inside the vehicle

book:– There should be:

• 1 credit card• Laminated

Emergency Phone Numbers card

• Clear folder for receipts

• 12 months worth of record sheets

• Tab 1-Oil change sheet

• Tab 2-Vehicle Checklist sheet

• 4 Documents pertaining to the vehicle

Monthly Operation Record

• This is the Monthly Operation Record

• Each time the vehicle is driven, the ending mileage needs to be recorded with the corresponding date

• All fuel, maintenance, and repairs must be recorded

• All receipts (originals or copies) should be saved and kept with the book. Each month, the receipts will be turned in to the Admin. Office.

IMPORTANT

• It is important to remember to record your ending mileage EVERY time the vehicle is driven.

Monthly Operation Record Cont.

• Notice the two arrows

• The first arrow represents purchasing fuel using the Government (VOY) CC

• The second arrow represents having maintenance done on the vehicle

• When using the Government CC, record the following:

• “VOY” as the card type

• The number of gallons

• The total dollar amount

How to Record a Fuel Purchase

Vehicle ID#

• These instructions should be with the CC inside the vehicle book.

How to Purchase Fuel

• Look in the Nebraska Voyager Book (inside your vehicle binder) for stations that accept the Gov. Voyager

• Swipe the card as a CREDIT

• Enter the last 4 digits of the Vehicle ID# (not license plate)

• Enter the odometer reading

• Begin fueling

How to record Maintenance or Repair

• When having maintenance or repair done to a vehicle:

• Record the card type being used

• Record the total dollar amount

• Record whether it is maintenance or repair

• Write a brief description of the work being done

AUTHORIZED USE

• Vehicles purchased with Government funds shall be used for official use only.

Maintenance items include:

• Oil

• Oil Changes

• Filters

• Batteries

• Wiper Blades

• Wiper Fluid

• Tires

• Rotation

• Light bulbs

• Radiator Hoses• Coolant• Belts• Tune-ups• Lubricants• Break Adjustments• Wheel Alignments &

Repacking

EMPLOYEES TRAVELING

• For employees that are traveling out of town, the term official use includes travel between places of temporary lodging and places where the employee’s presence is required, and where public transportation is not available.

• Facilities include:– Restaurants, drug stores, barber and beauty shops,

cleaners, places of worship and places essential to employee health and comfort

EMPLOYEE RESPONSIBILITY• Employees shall exercise discretion to

avoid, wherever possible, any situation which may tend to convey an impression to the public that the assigned motor vehicle is being used for unofficial purposes.

• Employees using Government Vehicles for official purposes must wear their safety belts and should not move the vehicle until all passengers have fastened their safety belts.

SMOKING

• Smoking is not allowed in ARS-owned or leased vehicles.

PENALTIES FORUNOFFICIAL USE

• An employee who willfully uses or authorizes the use of a Government owned vehicle for the use other than for official purposes is subject to suspension or removal from office.

• Employees should not run any personal errands, such as going to the bank, and getting food, etc. with a government vehicle (unless you are on overnight travel status).

LUNCH

• Employees using a Government vehicle (GOV) to go from their official point of reporting duty to a temporary point of duty can:

• return to their official point of duty and take their own vehicle for lunch, then pick up the GOV and return to the worksite or

• bring their lunch from home

YOU CANNOT DRIVE A GOV TO LUNCH

(unless you are on overnight travel status)

VIOLATION OF TRAFFIC LAWS

• Operators of GOV shall obey all motor vehicle traffic laws of the states in which the vehicle is operated.

• Employees are responsible for paying fines imposed on them while operating a GOV.

• Employees parking at a meter must feed it even though a GOV is being parked.

• It is your responsibility to park where you will not receive a ticket.

TRANSPORTATION OF NON-ARS EMPLOYEES

• Non-ARS employees may be authorized to operate a GOV if the following conditions are met:– The use of the vehicle must be documented in an agreement or

contract.

– The vehicle must be used for official business.

– The individual was directed to use the vehicle by a Government official.

Non-ARS employees include cooperators, volunteers, students & other Government employees.

• Spouses of ARS employees are not authorized to operate a GOV. However, spouses may ride in a GOV if the following procedures are met:– The employee should submit in advance of the trip, a written

request to his/her supervisor.

– The following approval by the employee’s supervisor an approval statement shall be included on the AD-202 Travel Authorization.

– Transportation of spouses should be on space available basis• e.g., no approval should be given if other government employees have to use

other means of transportation because of spouses being transported

TRANSPORTATION OF SPOUSES

HOME TO WORK TRANSPORTATION

• All authorizations for home-to-work transportation must be documented on an AD-728 Form and approved by the Secretary of Agriculture.

• Only special situations warrant this type of use.

• This should not be confused with overnight storage of a vehicle at a private residence for travel purposes.

STATEDRIVERS LICENSE

• All persons operating a GOV shall have a valid state drivers license in his/her possession at all times.

VISUAL SAFETY INSPECTIONS

• Visual safety inspections should be performed on a regular basis, but at least quarterly.

• A visual safety checklist should be performed and handed in to the Admin. Office annually.

Designated employees

complete the checklists

ACCIDENTREPORTING

• Steps to be taken in the event of an accident:– The Motor Vehicle Operator Shall:

• Obtain a police report• Notify his/her immediate supervisor• Complete & sign a SF-91 within 3 days of the accident• Have the witnesses, if any, complete and sign a SF-94• Forward completed forms & information to the APO.

These forms are in the envelope located in every GOV

ACCIDENTREPORTING CONT.

• If involved in an accident, never admit that you were in the wrong.

• If another vehicle is involved & the driver asks how he/she is to get their vehicle repaired, advise him/her that you will take their name & address & they will be contacted by the Tort Claims Representative.

GASOLINE CREDIT CARDS• The National Finance Center (NFC) administers the gas

credit card program. Billings flow directly from gasoline companies to NFC for processing & payment.

• A credit card is issued for each vehicle and should be used only for purchases for the particular vehicle.– Each card is embossed with a unique 10-digit account number,

the vehicle tag number, and the expiration date.

Credit cards should neverbe left in the vehicle.

AUTHORIZED PURCHASESWITH CREDIT CARD:

• Fuel• Services

– Oil Change including lubricating & filters– Antifreeze– Battery charging– Tire & tube repairs– Washing & cleaning– Mounting & dismounting snow tires & chains– Emergency replacement of spark plugs, fan & generator

belts, windshield wiper arms & blades, lamps, etc.– Other minor emergency repairs, purchases & services.

REPORTING ITEMS:• The following items should be reported to

your unit’s employee who is responsible for vehicle duties:

– Lost or stolen card• Note: Once a card is canceled, it cannot be used. If

it is found, it must be cut up.

– Card that is cracked or torn– Changes in accounting codes– New license plate

• If you are a part-time employee, click the blue box for a short quiz.

• If you are a full-time supervisor, click the red box for further information and a quiz.

Supervisory Responsibility

• Advising employees of the requirements of the regulations

• Establishing prior approval procedures for use of GOV at irregular hours

• Maintaining vehicle books

• Ensuring employees are property licensed

• Training employees to ensure safe handling of vehicles and equipment

Accident Reporting

• The Employee’s Official Supervisor Shall:– Investigate the incident and submit the

supervisor portion of SF-91, “Investigation Report of Motor Vehicle Accident” to the APMO.

Accident Reporting Cont.• Submit the following forms to the APMO:

– SF-91 Operator’s Report of the Motor Vehicle Accident

– SF-94 Statement of Witnesses– A copy of the police report– Photographs– If a tort claim is involved, SF-95 Claim for

Damage, Injury or Death, completed by the claimant

Replacement Standards• Passenger Vehicles:

• Sedan/Station Wagon• Ambulances

• Buses:• Intercity• City• School

• Trucks:• Less than 12,500 GVWR• 12,500-23,999 GVWR• 24,000 lbs and over

• 4 or 6 wheel drive vehicles

• 6 years

• 7 years

• N/A

• N/A

• N/A

• 6 years

• 7 years

• 9 years

• 6 years

• 60,000 miles

• 60,000 miles

• 280,000 miles

• 150,000 miles

• 80,000 miles

• 50,000 miles

• 60,000 miles

• 80,000 miles

• 40,000 miles

Obtaining Motor Vehicles

• All motor vehicles acquired for use by ARS shall be selected to achieve maximum fuel efficiency and shall be limited to the minimum body size, engine size, and optional equipment necessary to fulfill the needs for which the vehicle is being acquired.

Acquiring Motor Vehicles

• All requests for vehicles are to be reviewed and approved by the Area Property Management Officer

• All vehicles are ordered through the General Services Administration (GSA).

Ordering Procedures

• The APO determines whether or not a vehicle should be replaced

• An AD-700 should be submitted to the APMO with all of the pertinent information on it including the NFC ID number of the vehicle which is being replaced and the appropriation/fund code.

• Ordering procedures continues…

Ordering Procedures Cont.• The GSA form 1781 is prepared in the APMO

section and forwarded to GSA for solicitation and award.

• The Area Office will furnish the vehicle tags, markings, decals, and accident report kit for each new vehicle ordered.

• GSA will make every effort to obtain delivery in 90 days if an emergency exists.

Leasing

• Vehicles can be leased

• If no vehicles are available from that source, then GSA will suggest that we use commercial leasing

Excess Motor Vehicles

• The acquisition of excess motor vehicles must be approved by the APMO.

Receiving Motor Vehicles• The APO should make certain that the vehicle is

properly inspected and serviced according to the warranty provisions.

• The following are to be attached to the vehicle:– NFC ID bar code label

– Government license tags

– AD-792 vehicle markings – for official use only, US Government, U.S. Dept of Agriculture

– AD-185 Motor Vehicle Decal – Penalty for unofficial use

– No Smoking Decal

All Terrain Vehicles

• Procurement of ATV’s is restricted to four-wheel types or larger.

• Supervisors are expected to ensure that the employees operating the ATV’s are trained or instructed on the proper use and safe operation of all types of ATV’s.

• Agencies are not to re-sell any three wheeled ATV’s because the vehicle has been classified as “dangerous property” for disposal purposes.

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