Rules, Regulations, and Procedures Governing the Use and Assignment of Motor Vehicles, Purchase, Operation and Disposal of Motor Vehicles and Associated Record-Keeping.
POLICYMEMORANDUM
SUBJECT:Rules,RegulationsandProceduresGoverningtheUseandAssignmentofMotorVehicles,Purchase,Operation andDisposalofMotorVehiclesandAssociatedRecord-keeping / RevisionNo:8
POLICYNO.:10
ISSUEDBY:OfficeofPlanningAndBudget
DepartmentofAdministrativeServices / EFFECTIVEDATE:
7-1-2013
1-A.LegislativeAuthority
TheBudgetAct (OfficialCodeofGeorgia Annotated[O.C.G.A.]Section45-12-73 et.seq.)authorizestheOfficeofPlanningandBudget (OPB)todevelopfinancial plans fortheState,tocoordinatethefiscal affairsoftheState,toseethatthefinancial resourcesoftheStateareusedmostefficiently,topromulgaterulesandregulations governingtheacquisition,utilization,maintenance,repairandreplacementoftheState's motorvehicles. O.C.G.A.Chapter50-19providesforthemarkingofStatevehicles. The Department of Administrative Services (DOAS), through the Office ofFleet Management (OFM), willwork with andunderthedirectionoftheOfficeofPlanning andBudgettocarryoutthispolicy.
1-B.Policy
Thispolicyis to provide the frameworkand procedures to be followed by stateagencies ( for the purposes of this doctrine, “agency” or “agencies” shall include all state departments, institutions, boards, bureaus, agencies, authorities, colleges, and universities)regardingtheuse,assignmentandmanagementof Stateownedorleasedvehicles,andtoclearlystatehowmotorvehiclesshallbeused fortheofficialbusinessinterestsoftheState,notthepersonalinterestsofemployees.It istheresponsibilityof eachagencyheadtoensurethattheprovisions ofthispolicyarestrictlyenforcedinamannertoensurethatstatevehiclesareoperated andmanagedinaneffective, efficientandresponsiblemanner. Itisfurtherthe responsibilityofagencypersonneltobesensitivetotheirresponsibilitytoavoideven theslightestmisuseofvehiclestherebyupholdingpublictrustthatgoodstewardship andcostsavingmeasuresaretherule,ratherthantheexception. Wheretheyoccur, violationsshouldbedealtwithpromptly.
(Note: O.C.G.A.35-2-73expressesveryclearandspecificstatutoryintentofthe GeneralAssemblyregardingtransportationandsecurityprocedurestobeprovidedfor theGovernor,Lt. Governor and Speakerof the House of Representatives. For purposesofthismotorvehiclepolicy,thesethreepositionsare exemptfromits provisions.)
2.GeneralProvisions
The intent of this policy is to provide guidelines for the cost effective managementandoperation oftheState'smotorvehiclesusedbyagenciesin accomplishingtheirlegallyauthorized missions.Agenciesarerequiredtopurchase, operate,use,maintain,service,repairandfuelallmotorvehiclesinaccordancewith statewidecontractsestablishedbyDOAS. DOASisauthorizedtoexemptcertainstate departments,institutions,boards,bureaus,agencies, ororganizationalunitsthereof fromthemandatoryuseofsuchstatewide contractsafterdeterminingthat such exemptionwouldbeinthebesteconomicaloroperationalinterestsoftheState.
2.1Use of PolicyMemorandum with DOAS Motor Vehicle ManagementManual
Itisintendedthatthispolicymemorandumwillbeusedinconjunctionwith theMotorVehicleManagementManualissuedbyDOAS’ Office of Fleet Management. Thismanualprovides detailedguidelines forthesoundandefficientmanagement ofmotorvehicle fleetsandestablishesprocedureswhereappropriateforthepoliciesenumerated inthispolicymemorandum.
2.2CoveredTypeofVehiclesandExclusions
WithexceptionsnotedinParagraph1-BonPage 1, thispolicy memorandum applies to all motor vehicles either owned, rented, borrowed, leased, donatedorotherwiseunderthepossessionandcontrolofState departments,institutions,boards,bureaus,agencies,authorities,collegesand universities(allarewhichhereinafter referredtocollectivelyasagencyor agencies). Motorvehiclesaredefinedasanyvehiclethatisoriscapableof beingtaggedandtitledinthestateofGeorgiaanddrivenonhighwaysorstreets, including motorcycles.
2.3ExemptionsfromPolicyMemorandum
Requests for exemptions from any of the provisions of this policy memorandum may be submitted for approval by agency managers to the Agency Head who will in turn submit the request, as appropriate, to the Office of Planning and Budget for review. Final approval will be based upon a joint decision between the fleet managers of OPB and DOAS. If agreement cannot be reached among these representatives, the agency heads of OPB and DOAS will determine the final outcome.
2.4 AgencyFleetCoordinator
EachStateagencywilldesignateamotorvehiclecoordinator.Inthiscapacity, thecoordinator willbe responsible forcoordinating,underthe approvaland reviewoftheagencyhead,all motorvehicleactivitiesoutlined inthispolicy memorandum.
SectionI-VehicleAssignments
3.IndividualAssignmentofVehicles
3.1Allassignmentswillbedocumentedusingthe MV-1 form located in the Fleet Management database maintained by OFM. Thisform mustbecompleted asspecifiedinSection4ofthispolicymemorandum.
3.2 Forthepurposesofthispolicymemorandum,"assignment"meansthatan employeehasexclusivecontroloveravehicle'suseduringtheworkdayoristhe onlyemployeewhoroutinelydrivesthevehicle.
Thefollowingconditionsmustbemetinorderforastateemployeetoqualifyforthe assignmentofavehicle:
•Stateemployeeswhoannuallydrivemorethan14,000StatebusinessmilesinordertoroutinelyconductStatebusiness,asdeterminedby therespectiveagencyhead.Foreachyearanemployeeisassigneda vehicle(includinganyreplacementvehicles),theemployeemustdrive atleast14,000 Statebusinessmiles to justify an assigned vehicle.If,afteranyoneyearof assignment,anemployeeassignedavehiclefailstodrive14,000State businessmiles,andtheemployeefailstodrive 3,500Statebusiness milesthefollowingquarter,theagencyshall revokethevehicle's assignmenttotheemployee. Thevehiclewillthenbere-designatedas apoolvehicleorsurplusedinaccordancewith DOASguidelines. Employeesassignedavehiclearenotautomaticallyeligibletodrive thevehicletoandfromtheirresidences.PleaseseeSection3.3below for criteriaforovernightassignment.
•IfthetotalStatebusinessmilesdrivenbyanemployeeassigneda vehicle(includinganyreplacement vehicles)failstoexceed14,000
Statebusinessmilesinayear,fortheemployeetocontinuebeing assigned a vehicle, the vehicle must:
- Have special equipment or be used to transport equipment which is too large or heavy or has special features which make itimpractical to be transferred between vehicles or between a vehicle and a fixed location,forexamplespecialscientifictestingequipmentrequired for EPD Emergency Responseemployees;or
- Berequiredto bedriveninsitesorunderconditionsthatwould endangerprivatelyownedvehicles, forexampleDFCSworkersin dangerousneighborhoods.
•Be used by employeeswhosepositionsrequirethemtoperformdutiesofSworn POST-certified/registered law enforcement officersANDhaving vehiclesspeciallyequippedforlawenforcementpurposesisessential fortheemployeetocarryouttheirjobfunctions.
Theminimumnumberof milesspecifiedin this section (3.2)refers solely tothosemilesdrivenexclusivelyforconductingStatebusiness. Milesdrivenbetweenemployees'residencesandtheirworkstationsare NOTStatebusinessmiles,butrather,areconsideredofficialcommuting miles(asdefinedbytheInternalRevenueCode). Further,theminimum numberofmilesspecified inthissection (3.2)refertothosemilesincurred throughthemosteffectiveandefficientuseofvehiclesforlegitimateState business. Forexample,havingseveralindividualsinaworkunitdrive theirstatevehicles toanofficialfunctionatthesametime andplace instead ofsharingrides,particularlyiftheuseofmultiplevehiclesisforthe purposeofmeetingtheminimumqualifying mileagespecifiedherein,is expresslyprohibited.
3.3AuthorizationforVehiclestoBe Driven HomeOvernightonaDailyBasis
3.3.1 Agency heads must certify that individuals meet the requirementsof thissectionbysigningandsubmittingthe MV-1form discussed inSection 4.1of this document. Employeesareauthorized todriveStatevehiclestoandfromtheir residencesifotherwiseeligibletobeassignedavehiclebasedon previous provisions listed above and if one of the following conditionsapply:
• Anemployeewhosepositionrequireshimorhertoperformthe dutiesofaSwornPOST-certified/registered lawenforcement officer, and the vehicle assigned to the employee is specially equippedforlaw enforcement purposes and having the vehicle isessential for the employee to carry out their job functions.
•An employee works out of his or her home and travels to different work sites as part of routine duties.
• Thereisnoovernightsecurityatthe employee'sworksitewhere thereisevidenceofvandalism, andsecuritycannotbeobtained formodestcostnearby.
•Anemployeemusttraveldirectlytoaremotesite(ofsufficient distancefortheemployeetobeon travelstatus) fromhisorher homethefollowingmorning,ortheemployeewill suffergreat inconveniencebyhavingto dropavehicleoffathisorheroffice attheendofaworkdayduringwhichtheemployeehasused thevehicleinan authorizedmanner.
• Anemployeeisrequiredtobeon-callforworkassignment. An individualwhoisfirsttoarriveonthesceneinanemergency situationshouldbedesignatedashavinganon-callassignment. Whenappropriate,agenciesshouldestablish a"designatedfirst responder",thuslimitingthenumberofindividualswho are“on-call". Anemployeewhoison-callafternormalworkhoursis authorizedtodriveapooledorassignedvehiclehomeonlyif the employee does not anticipate reporting to his normal worksitewhen calledtodutyandifthevehiclemeetsoneofthe criterialistedbelow.
- Has special equipment other than a radio or cellular telephone,isusedtotransportequipmentwhichistoolarge orheavy,orhasspecialfeatureswhichmakeitimpracticalto betransferredbetweenvehiclesorbetween avehicleanda fixed location; or
- Avehicleisforemergencyuseorisspeciallyequippedand usedfora relatedmission-suchasalawenforcement vehicleoranenvironmentalprotectionhazardousmaterials cleanupvehicle-andthevehicle israrelydriventoa central worksitefromemployee's home;or
- Isrequired to bedriveninsitesorunder conditionsthat wouldendanger aprivatelyownedvehicle.
On-call staffmust maintain documentationofthenumber of timestheyarecalledtoasceneonamonth-to-monthbasis. Onlythoseindividualswhohave12call-outs peryearwillbe authorizedforavehicleassignment. Thisinformationmustbe documentedontheindividual MV-1formsubmittedtotheOffice ofFleet Management.
3.3.2 Agency PoolVehicles
There will be no agency pool cars on Capitol Hill. Agencies will not establish pool vehicles located on the Capitol Hill site. The Capitol Hill site is defined by a geographic area generally bounded by Interstate 20 on the South, Washington Street and/or Central Ave on the West, the CSX railroad tracks and/or Decatur Street on the North, and Interstate 75/85 (Downtown Connector) and/or Martin Street and Terry Street on the East. Also included in the Capitol Hill Site is the office building at Two Peachtree Street. Please see Attachment A for a map outlining the area.
Employees working within the Capitol Hill area should utilize the statewide vehicle rental agreement and rent vehicles for their trips.
Agencies outside the Capitol Hill geographical area may maintainpoolvehiclesfortheiremployees'use,andmayallowan employee whousesapooledvehicletodrivethevehiclehome afterworkhoursif:
•Theemployeemusttraveldirectlytoaremotesite(ofsufficient distancefortheemployeetobeontravelstatus)fromhisorher homethefollowingmorning; or
•Theemployeewillsuffergreatinconveniencebyhavingtodrop avehicleoffathisorheroffice attheendofaworkdayduring whichtheemployeehasusedthevehicle inanauthorized manner.
SeeSection 4.2ofthispolicyforAccountingforCommutingUseof VehiclesforFederalReportingforthosemilesdriventhatarenon-businessuse miles.
4.Record-KeepingRequirements
4.1DocumentationofVehicleAssignments
Thejustificationforeachvehicleassignmentmustbedocumentedand approvedbyOPBusing theonline MV-1 Form in the Fleet Management Database. EachMV-1formmustbe electronically signed by the agencyhead. Justificationforanemployeetodrivea vehiclehomeonaroutinebasismustalso bedocumentedonthisform. It is the responsibility of each agency to keep these records current (within 30 days of a change). MV-1 forms should be updated at each new and reassignment of a vehicle to an employee.
4.2AccountingforCommuting Use ofVehiclesforFederalReporting
This section applies only to those employees who have been pre approvedtodrivetheir agencyassignedvehicletoandfromworkandtheir residenceon aregularbasis.
Employeeswhodrivestatevehiclestoandfromtheir residencesare consideredbytheInternalRevenueCodetohavederivedgrossincomefrom suchuseoftheirvehicles. TheInternalRevenueCodepermitsmostemployees to valuecommutinguseat$1.50perone-waytrip. TheCoderequiresthatsuch incomebereportedwithothergrossincomeonindividuals'incometaxreturns, andthattaxesandFICAbepaidonsuchincome. However,certainemployees maymeettheInternalRevenueCodedefinitionfor"controlemployees." Ifan employeeisdefinedasacontrol employee,certainexceptionsapplywhen accountingforcommutinguse. PleaserefertotheInternalRevenueCodefor clarification(Publication15-B, Employer's TaxGuideto FringeBenefits). In caseswhereagenciesareuncertainifanemployeefallsunderthe "control employee" definition,or think they are exempt fromthisprovision, agencies shouldrequestconfirmationinwritingfromtheDepartment ofLaw.
The Internal Revenue Code also requires that employees report the numberofcommutingtripstheymaketotheiremployers, thattheemployers withholdassociatedtaxesandFICA,thattheemployersreportsuchincomeandwithholdingsonindividualemployees'W-2forms,andthattheemployersremit allwithholdingsandtheemployers'shareofanyowedFICAtothe Internal RevenueService.
Theseissuesareaddressedinmoredetailinmemorandaissuedbythe DepartmentofLaw. Generally, tripsbetweenone'shomeandofficeare consideredtobecommuting. Exceptionsarelimited tothoseemployees maintainingtheirprincipleofficesintheirhomesandfor swornlawenforcement officersgoingofficiallyonpatrolwhentheyleavetheirhomes.
Attheendofeachcalendaryear,agenciesshouldadjusttheiremployer sharesofFICApaymentsbasedonemployeesreportedactual commutingtrips. Similarly,employeesshouldreporttheiractualnumberofcommutingtripson their taxformsandeitherremitadditionalpaymentsorclaimrefundsaccordingly. Aspreviouslystated,agencieswhichfeelthattheiremployeesareexemptfrom thisfederalrequirement shouldrequestconfirmationinwritingfromthe Department ofLaw.
4.3 DOASRecords Repository
DOASmaintainsan electroniccentralizedrepositorycontaininginformationonthepurchase,assignment,operation,use, maintenance,service,repair,fuelingandfinaldisposal ofallmotorvehicles operatedbyagencies coveredbythispolicymemorandumforusein managingtheState'suseofmotorvehicles. Allstateagencies shallprovideallinformationrequired tomaintainsuchacentralized repositoryinaformatto bedeterminedbyDOAS.Allstateagencieswillprovidedatainthe formatneededto beconsistentwiththe centralized repository.
In order to facilitate the gathering of maintenance data and insure proper maintenance of our older vehicles, all light duty (under 9,000 lbs. gross vehicle weight) passenger vehicles 10 years or older and/or having 135,000 miles must be enrolled in the maintenance program overseen by the Office of Fleet Management.
Inadditiontoelectronicdocumentation heldbyDOAS, agenciesshallmaintainafilewhichwillidentifyeveryvehicleitownstoinclude: registration,emissioncontrolinspection, maintenance records,physicallocation ofthevehicleandotherlegal documentation. Agencieshavetheoptionof keepingthisinformationinafileeitheratacentralsiteorattheoperatingunits. DOASwill makeeveryefforttominimizeduplicationbetweenrecordsheldinthe centralrepository,agencyfiles,andautomateddatabases.
Ifthevehiclehasinitialapprovalforanyexceptionstothemarkingand taggingprovisionsofthispolicymemorandum(Section6)approvedbyDOAS, theagencymust forwardongoingjustificationfortheexceptions.
AgenciesarerequiredtoidentifyallStatebusinessmilesdrivenandall personalmilesdriven;identifyallincidentsofcommutinguse;identifyrelevant costsassociatedwithvehiclemaintenanceand operations,andotherwisecomply withallprovisionsofthispolicymemorandum.
SectionII-Purchase,OperationandDisposal
5.AcquisitionofMotorVehicles
All state departments, institutions, boards, bureaus, agencies, authorities, collegesand universitiesare requiredtopurchasemotorvehicles(excludingoffroad vehiclesandhighly specializedvehicles)thatstrictlycomplywithstandard specifications. SpecificationsformotorvehiclesareestablishedbyDOASinconcert withStateagenciestomeet theiroperationalrequirements. OPB,withinputfrom DOAS,willestablishastandardanticipatedserviceperiodforalltypesofpassenger carryingvehicles. Thisserviceperiodwill ensuretheStateobtainsthebestvalue consideringabalanceofmaximumduration foruseofthevehiclewhileobtaining maximumproceedsfromthesale,trade,transferorotherdispositionofthevehicle.
5.1 JustifyingFundsRequestedforMotorVehicles
Fundsformotorvehicleswillcontinuetobebudgetedineachagency's budget as Motor Vehicle Purchases or other appropriate object class. In preparingtheirbudgetrequests, agenciesshalljustify eachvehiclerequested, whethernew(additiontothefleet)orreplacementvehicle.
5.1.1 AdditionalVehicleRequests
Foreachnewvehiclerequested,agenciesshalldemonstratethe following:
•All current agency vehicles are being used as originally presentedforbudgetjustification;
•Thenewvehiclesareforadditionalstaffornewprogram/unit;
•Thenewvehicleswillbeutilizedaminimumof14,000milesper yearforStatebusiness; and,
- All current agency vehicles will have current fuel andmaintenance recorded in the Fleet Management Database.
5.1.2 ReplacementVehicleRequests
Foreachreplacement vehiclerequested,agenciesshall demonstratethefollowing:
•Thevehiclewasdestroyedor,
•The vehiclemeetsthereplacement criteriaestablishedeach budgetcycleasdeterminedbyOPB, withinputprovidedby DOAS. Criteria will be based upon comparison with other similartypevehicles:
oOperatingServiceMonths(Age)
oLife-to-DateMiles
oAverageOperatingCost(lessfuel)
oResidualvaluesatsale
oOperatingEnvironment.And,
•The replacement vehicle will be"likekind". If not, writtenjustificationoutlining the need to meet new operating requirementsmustbesubmittedto DOASforapproval.
•All currentagency vehicles are being used as originally presentedforbudgetjustification.
- If requesting a used vehicle, the provisions in Appendix B “Matrix” must be met in order to acquire the used vehicle.
•No current vehiclesare available to replace any worn out vehicle;orbereassignedtomeetnew operatingrequirements.
5.2VehiclesAuthorizedforAcquisition
5.2.1 Alternative Fuel Vehicle Program
InconsiderationofFederal,StateandLocal regulationsrelatingto theEnergy PolicyActof1992,alleffortswill be madetoensureapproximately 75% of new eligible vehiclespurchasedbyStateagencies are alternative fuel capable. AlternativeFuelVehicleswill bemadeavailablethroughtheStatewideBusinessServicesDivision's State Purchasing vehicle contracts. Vehicle models identified for purchaseanduseinnon-attainmentareas thatarenotrecognized alternativefuelscapablewillrequirejustificationandapprovalbyDOAS priortopurchase.
5.2.2 MotorVehiclesAuthorizedforAcquisition- Sedans
Agenciesareencouraged,butnotrequired, toacquiresubcompact andcompactautomobileswhereverpossible. Ifsubcompactorcompact automobilesforspecificjobsaretoosmalltosatisfytheoperatingneeds ofthosejobs,anagencyisauthorizedtoobtainmid-sizedautomobiles. Mid-sized carsare those typically defined as such by rental car companies. Thesecarsareusuallyfour-door,canaccommodateupto fourpersonscomfortably(withamaximumoffivepersons),andholdupto fourpiecesofluggage. Agencies havefull discretiononthesizeof automobiles thattheymayobtain,uptoandincludingmid-sized automobiles,basedontheirownassessmentsoftheirindividualneeds. Agencies arerequiredtomaintaindocumentationoftheassessmentand maketheinformationavailableforinspectionuponrequest. Agencies mustobtainauthorizationfromDOAStoacquireanyautomobilelarger than amid-sizedautomobileoranautomobilewithoptionsnotincludedin theequipment shownontheStatecontractspecification. The makesand modelsoftheautomobiles withtheestablished optionsshallbeplacedon StatewidecontractbytheDOASStatewideBusinessServicesDivision's StatePurchasingthroughitsestablishedbiddingprocedure.
5.2.3 AcquiringVehiclesOtherThanSedans
Asnotedpreviously,agenciesshallacquirethemosteconomical vehiclesto purchaseandoperate which aresuitableforthepurposesfor whichtheyareobtained.Themakesandmodelsofallothervehicletypes withtheestablished optionsshallbeplacedonStatewidecontractbythe DOASStatewideBusinessServicesDivision'sStatePurchasingthrough its established bidding procedure. Within this framework, agencies have full discretion as to which types and sizes of vehicles other than automobiles they shall acquire for various applications.
5.3OrderingVehicles
All vehicles must beordered through DOAS. Prior to ordering any vehicles,agenciesmustsubmittheassociated procurementdocumentationto DOASforcertificationthatthesizeandoptionalequipmentrestrictionsofthis policymemorandumarebeingcompliedwith.Novehiclemaybeorderedwithout the signature of the appropriate DOAS official on the procurement documentation.Additionally,agenciesthatarereplacingvehiclesarerequiredto provideinformationonthevehicle(s)tobereplaced,includingtypeofvehicle, uniqueagencyvehiclenumber,VIN,age,mileage,generaloperatingcondition, andotherinformationasdeemednecessary.DOASwillestablishvehicleorder cutoffdatesconsistentwiththevehiclemanufacturers' guidelines.Anyorders receivedwithin15daysofacutoffortheendofaFiscalYearwillbedeferred andfundswillbeencumberedthroughthefirstquarterofthesubsequentfiscal yearthrough apurchaseorder.Anydollaramountofthenewstatewide contract priceoverandabovetheamountofthepurchaseorderwill comeoutofthethen currentfiscalyearbudget. NOTE: Purchaseorderswillonlyremainvalidifthe samevendorisonthestatewidecontractinthenextfiscal year.Emergency requirements,whichjustifyordersafterthe cutoffdate(e.g., replacementofa totaledvehicle)orchangesinthevendor(s)awardedthestatewidecontract,will beconsideredonacase-by-casebasis.Vehicleswill notbepurchasedoff contractfromdealerstockwithoutthewrittenapprovalof DOAS.
5.4PurchasingUsedorDemoVehicles
Unlessgrantedspecific authoritybyDOAS,allautomobilespurchasedby agencies must be new; however, agencies may request authorization to purchaseusedautomobiles. Insuchinstances,agenciesmustdemonstrate that thecostofeachusedvehiclepurchaseddoesnotexceedthefairmarket valueofthevehicleasdeterminedbythe NationalAutoResearch's"BlackBook."
Additionally, vehicles must meet the specified criteria in Appendix B “Matrix” to acquire a used vehicle.
5.5LeasingVehicles
Agencies may enter into lease agreements for vehicles in lieu of purchasingonlywithpriorwritten approvalofDOAS. Allleasingshallbe conductedthroughleasingcontractsestablishedbyDOASStatewideBusiness ServicesDivision'sStatePurchasing.
5.6DisposingofVehicles
Agencies (other than DPS) shallcontinuetodisposeoftheirvehiclesthrough DOAS Surplus Division. Uponreceiptofthe newvehicle,the receivingagencyhas60daysto request disposal from the Surplus Division along with requireddocumentation through either the on-site or third party disposal processes. DOASwill tracksalesofsurplusvehiclesassociatedwiththeannualreplacementprogram toensuretimelydisposal.
5.7TransferofVehicles
Except where prohibited by law or other provisions of this policy, transfer of vehicles between agencies may be authorized by the DOAS Fleet Management and Surplus Divisions. Agencies must request a vehicle transfer through the Fleet Management Processthe same as with a new vehicle acquisition. Priortothetransfer, thetransferringagencymustsubmitaStateSurplusTransfer FormviaDOASOFMforapproval. Onceapproved,thedocumentwill be forwardedtoDOASSurplusDivision. StateSurpluswill processthetransactionbetweenthegainingandtransferringagencies. Both the transferring agency and the receiving agency should concurrently updatetheirvehicle managementsystem's records and/ortheirasset managementsystem'srecordstoreflectthe transferofthevehicle. Itis not necessary for the vehicles to be physically routed through State Surplus Property. Transfer vehicles must meet the requirements specified in AAppendix B“Matrix”.
5.8VehicleUtilization
Annually,vehicle-operatingdatawillbeanalyzedtodeterminewhetheran assignedvehicleisbeingutilizeda minimumof 14,000milesperyearforState business by OPB and DOAS. Utilization reports for all assigned vehicleswill be published by the Office of Fleet Management for all Agencies having assigned vehicles. Specificagencieswillbenotifiedwhenthe assignedvehicle(s)does notmeetthe quarterlygoal of3,500miles,requestingthe Agencymonitormileageandconsider reassignmentorsurplusofthevehicle.
6.RegistrationandLicensing
The agencyshall apply for titles, registrations and tags with the Department of Revenueinthenamesoftheorderingagencies.Ownership remainswiththeagencypurchasingthevehicle. The agency willretainoriginal title.
State agenciesareadvisedtocorrectthenamesoftheiragenciesonfilewiththe DepartmentofRevenuesothatonlythe officialnameofeachagencyisusedforeach vehicletitleandregistration.Theuseofonlyonenameperagencywillpotentiallymake feasiblesignificantlaborsavingsfor thetagre-issuanceeffort.
7.PhysicalIdentification
7.1VehiclestoBeAffixedwithStateGovernmentTags
AsprovidedforbyO.C.G.A.Section40-2-37,allStatevehiclesshallbe affixed with State Government license tags unless they are specifically authorizedbytheDepartment ofRevenuetohaveconfidentialtagsaffixed.
7.2MarkingofVehicles
ItisStatepolicythateachagencyshallassignoneuniqueidentification numbertoeachvehicle.Eachagencyshalluseonlyonenumber --inadditionto themanufacturer's vehicleidentificationnumber--toidentifyavehicle. Identification numbersshallbeuptoaseven-digitnumber. Theidentifyingnumberwillbeaffixedtothevehicleasnotedin theDOASMotorVehicleManagementManual. Where identificationexemptions apply,thevehicleidentificationnumberisnotrequired.Thisonenumbershallbe used for each and every manualand automatedsystemmaintained by the agencyandshallbeaffixedto thevehicleasprovidedfor inSection7.
InaccordancewithO.C.G.A.Sections50-19-2, thosevehiclesnot specificallyauthorizedbytheDepartment ofRevenuetobeaffixedwith confidentiallicensetagsshallbemarked. Thesemarkingsshallbeplacedas shownin theDOASMotorVehicleManagementManual,byhavingaffixedtothe frontdooroneachsideofsuchvehicleaclearlyvisibledecalorsealcontaining thenameoforotherwiseidentifyingthegovernmental entityowning,leasing,or operatingsuchvehicle. TheyshallhaveaffixedStateGovernmenttags. Such markingsmayberemovedonlyifthevehicleisauthorized bytheDepartmentof Revenuetohaveconfidentialtags or an exception is granted by DOAS and OPB.
Agencies areauthorizedtohavetheirvehiclesmarkedwiththeirown speciallydesignedseals,solongaseachsuchspeciallydesignedseal shall clearlyidentifytheagencyasbeingapartofState Government.Otherwise, genericStatesealsanddepartmentalidentificationstripsshallbeusedtomark thevehicles.
Forthoseactivitieswhereagencies fearforthepersonalsafetyofthe driversorinterferencewiththeirdutiesiftheirorganizationalunitoragencyis identified,agenciesareauthorizedtousevehiclesmarkedwithonlytheState sealandnottouseanydepartmentalidentification, upon approval by OPB.
7.3 EmissionsInspection
All Statemotorvehiclesoperatedinareasrequiringemissionsinspections shallbeproperlyinspectedannuallyasrequiredbystatelaw. Agenciesshould referto Chapter 391-3-20-.03 of the Official Administrative Rules and RegulationsoftheStateofGeorgia(fortheDepartmentofNaturalResources) forpertinentexemptions. Agenciesshouldmaintaindocumentation that emissionsinspectionsare notrequired.
8.Maintenance
DOAS providesguidelinesinitsFleetManagementManualforagenciestofollow inmaintainingtheirvehicles.Agenciesarerequiredtofollowtheseguidelines.
9. Accidents Repairs
All accidents or losses that result in damage to the state vehicle (owned or leased) or a third party must be called into the claims reporting vendor as established by DOAS’ Risk Management Program. All agencies are required to provide DOAS the cost of all repairs resulting from an accident, vandalism, or any event which damages the state vehicle in excess of $200, or involves any safety related equipment. DOAS will establish a field in their Fleet Management Database to accommodate that information. All repairs must be completed and reported within 120 days of the loss or the damaged vehicle will be surrendered to Surplus at DOAS within 10 days following the referenced 120 day period. Damage handled through the Auto Physical Damage Program at DOAS will be automatically entered into the management system.
10. Fueling State Vehicles (owned or leased).
All state vehicles (owned or leased) must be fueled using the state fuel card or at state owned bulk fuel site. For vehicles not using the fuel card, all transactions must be filed with DOAS/OFM on the 10th of every month for the previous calendar month listing the vehicle by state ID, VIN, # of transactions, the total gallons, and the actual cost per gallon. This information must be provided on every passenger vehicle in the agency’s fleet regardless of activity or lack thereof. Vehicles that go more than 90 days without reporting activity, will, within the following 10 days, be surrendered to Surplus at DOAS for redistribution or sale. DOAS will provide a template for reporting all fuel transactions.
11. EffectiveDate
This policy memorandum was significantly revised and issued on September 1, 2005.
This policy memorandum was reviewed and modified in 2013 and shall be effective July 1, 2013. The following sections were modified: 1-A, 1-B, 2.4, 3.1, 3.2, 3.3.2, 4.1, 4.2, 4.4, 5.1.1, 5.1.2, 5.2.1, 5.4, 5.6, 5.7, 5.8, 6.0, 7.2, 9, 10
EFFECTIVE DATE: July 1, 2013Page 1