USE OF GOVERNMENT VEHICLES

Vehicle BookThis 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 ContinuedInside the vehicle book:There should be:1 credit cardLaminated Emergency Phone Numbers cardClear folder for receipts12 months worth of record sheetsTab 1-Oil change sheetTab 2-Vehicle Checklist sheet4 Documents pertaining to the vehicle

Monthly Operation RecordThis is the Monthly Operation RecordEach time the vehicle is driven, the ending mileage needs to be recorded with the corresponding dateAll fuel, maintenance, and repairs must be recordedAll receipts (originals or copies) should be saved and kept with the book. Each month, the receipts will be turned in to the Admin. Office.

IMPORTANTIt 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

How to Record a Fuel PurchaseWhen using the Government CC, record the following:

VOY as the card typeThe number of gallonsThe total dollar amount

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 fuelingVehicle ID#These instructions should be with the CC inside the vehicle book.How to Purchase Fuel

How to record Maintenance or RepairWhen having maintenance or repair done to a vehicle:

Record the card type being usedRecord the total dollar amountRecord whether it is maintenance or repair Write a brief description of the work being done

AUTHORIZED USEVehicles purchased with Government funds shall be used for official use only.

Maintenance items include:OilOil ChangesFiltersBatteriesWiper BladesWiper FluidTiresRotationLight bulbsRadiator HosesCoolantBeltsTune-upsLubricantsBreak AdjustmentsWheel Alignments & Repacking

EMPLOYEES TRAVELINGFor employees that are traveling out of town, the term official use includes travel between places of temporary lodging and places where the employees 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 RESPONSIBILITYEmployees 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.

SMOKINGSmoking is not allowed in ARS-owned or leased vehicles.

PENALTIES FORUNOFFICIAL USEAn 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 orbring their lunch from home

YOU CANNOT DRIVE A GOV TO LUNCH(unless you are on overnight travel status)

VIOLATION OF TRAFFIC LAWSOperators 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 EMPLOYEESNon-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.

TRANSPORTATION OF SPOUSESSpouses 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 employees supervisor an approval statement shall be included on the AD-202 Travel Authorization.Transportation of spouses should be on space available basise.g., no approval should be given if other government employees have to use other means of transportation because of spouses being transported

HOME TO WORK TRANSPORTATIONAll 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 LICENSEAll persons operating a GOV shall have a valid state drivers license in his/her possession at all times.

VISUAL SAFETY INSPECTIONSVisual 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

ACCIDENTREPORTINGSteps to be taken in the event of an accident:The Motor Vehicle Operator Shall:Obtain a police reportNotify his/her immediate supervisorComplete & sign a SF-91 within 3 days of the accidentHave the witnesses, if any, complete and sign a SF-94Forward 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 CARDSThe 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:FuelServicesOil Change including lubricating & filtersAntifreezeBattery chargingTire & tube repairsWashing & cleaningMounting & dismounting snow tires & chainsEmergency 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 units employee who is responsible for vehicle duties:

Lost or stolen cardNote: Once a card is canceled, it cannot be used. If it is found, it must be cut up.Card that is cracked or tornChanges in accounting codesNew 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 ResponsibilityAdvising employees of the requirements of the regulationsEstablishing prior approval procedures for use of GOV at irregular hoursMaintaining vehicle booksEnsuring employees are property licensedTraining employees to ensure safe handling of vehicles and equipment

Accident ReportingThe Employees 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 Operators Report of the Motor Vehicle AccidentSF-94 Statement of WitnessesA copy of the police reportPhotographsIf a tort claim is involved, SF-95 Claim for Damage, Injury or Death, completed by the claimant

Replacement StandardsPassenger Vehicles:Sedan/Station WagonAmbulances

Buses:IntercityCitySchool

Trucks:Less than 12,500 GVWR12,500-23,999 GVWR24,000 lbs and over

4 or 6 wheel drive vehicles

6 years7 years

N/AN/AN/A

6 years7 years9 years

6 years

60,000 miles60,000 miles

280,000 miles150,000 miles80,000 miles

50,000 miles60,000 miles80,000 miles

40,000 miles

Obtaining Motor VehiclesAll 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 VehiclesAll requests for vehicles are to be reviewed and approved by the Area Property Management OfficerAll vehicles are ordered through the General Services Administration (GSA).

Ordering ProceduresThe APO determines whether or not a vehicle should be replacedAn 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.

LeasingVehicles can be leasedIf no vehicles are available from that source, then GSA will suggest that we use commercial leasing

Excess Motor VehiclesThe acquisition of excess motor vehicles must be approved by the APMO.

Receiving Motor VehiclesThe 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 labelGovernment license tagsAD-792 vehicle markings for official use only, US Government, U.S. Dept of AgricultureAD-185 Motor Vehicle Decal Penalty for unofficial useNo Smoking Decal

All Terrain VehiclesProcurement of ATVs is restricted to four-wheel types or larger.Supervisors are expected to ensure that the employees operating the ATVs are trained or instructed on the proper use and safe operation of all types of ATVs.Agencies are not to re-sell any three wheeled ATVs because the vehicle has been classified as dangerous property for disposal purposes.

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