StateofCalifornia

FleetHandbook

AGuidetoFleet,Travel,and

ParkingPolicies

April22,2008

Preparedby

DepartmentofGeneralServices

OfficeofFleetandAssetManagement

1700NationalDrive

Sacramento,CA95834

Availableonlineat:

Sendquestionsorcommentsbyemailusingthe“ContactUs”linkat:

TableofContents

Background...... 1

StateAgenciesthatareSubjecttoFleetRules...... 1

FleetAssetOversight...... 1

OverviewofServices...... 2

FleetManagement...... 2

Inspections...... 2

AuctionandReutilization...... 2

LeasingandMaintenance...... 3

FleetCard,TravelAgencies,AirFares,RentalCarContracts...... 3

Parking...... 3

MotorVehiclesandMobileEquipmentAcquisitions...... 4

VehicleRentalsandLeasesfromaStateGarage...... 5

MotorVehiclesandMobileEquipmentRentaland

LeasefromCommercialVendors...... 5

ParkingCitations,MovingViolations,and

TollEvasionsReceivedWhileOperatingaDGSVehicle...... 5

Misuse/NegligenceofDGSOwnedVehicles...... 6

MaintenanceofStateMotorVehicles...... 6

Modifications...... 7

TiresandBatteries...... 7

VehicleGlass...... 7

RepairsandCostLimits...... 7

Invoices...... 8

Utilization...... 8

MonthlyTravelLogs...... 8

PassengerVehicleUsageReport...... 9

MisuseofState-OwnedMotorVehiclesandMobileEquipment...... 9

OfficialStateofCaliforniaFleetCard...... 9

DepartmentOwnedVehicles...... 9

DGSVehicles...... 10

24-HourEmergencyRoadsideService...... 10

Accidents...... 10

DGSVehicles...... 10

ReimbursementforOut-of-PocketExpenses...... 11

HomeStorage...... 11

DisposalofFleetAssets...... 11

DisposalbyPublicAuction...... 11

DisposalbySealedBid...... 11

DisposalbyReutilization/Transfer...... 12

GeneralServicesBlueChargeCard...... 12

AlternativeFuelsProgram...... 13

TravelProgram...... 13

Parking...... 13

ParkingRules...... 14

ParkingRates...... 14

Car/Vanpool...... 14

CommuteServices...... 14

DGSOFAMLocationDirectory...... 15

AppendixI–Authorities...... 16

AppendixII–Reports...... 17

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BACKGROUND

TheStateofCalifornia’squasi-centralizedfleetmanagementpracticesbeganin1950withlegislationdirectingtheDepartmentofFinancetocontroltheacquisitionofallmotorvehiclesand

generalusemobileequipmentfortheexecutivebranchofgovernment.Thosepolicies—which

werelatertransferredtotheDepartmentofGeneralServices(DGS)—haveexpandedovertheyearstoemploymorerigorousfleetmanagementpractices,reducethestate’sdependenceonpetroleum,betterprotecttheenvironment,overseeemployeeparkingandbusinesstravel.TheDGSOfficeofFleetandAssetManagement(OFAM)taketheleadroleinmanagingthestate’stransportationstrategy.

STATEAGENCIESTHATARESUBJECTTOFLEETRULES

StateagenciesaredefinedbyGovernmentCodeSection11000,andincludeanagency,department,commission,board,association,center,authority,conservancy,corps,programorsystemandeachcampusoftheCaliforniaStateUniversity.

FLEETASSETOVERSIGHT

ThefollowingmotorvehiclesandgeneralusemobileequipmentaresubjecttoOFAMoversight:

MotorVehicles / Avehiclethatisself-propelledandregisteredbythe
DepartmentofMotorVehiclesforstreetuse.
GeneralUseMobileEquipment / •Self-propelledmobileequipment.
•Self-propelledmobileequipmentregisteredbythe
DepartmentofMotorVehiclesforoff-roaduse.
•VesselsregisteredbytheDepartmentofMotor
Vehiclesforuseonwater.
•VesselsdocumentedbytheU.S.CoastGuard.
SurplusMobileEquipment / Previouslyownedmotorvehiclesorgeneralusemobileequipment.
Exclusions / Thefollowingfleet-typeassetsarenolongerapprovedbyOFAM:
•GolfCart
•Mower
•Generator
•Mobilehome/office
•Forklift
•Palletjack
•Personnelhoist
•Trailer
•Agricultureorconstructionequipmentpulledbyavehicle
•Otherfleet-relatedequipmentasdeterminedbyOFAM
Important:Stateagenciesmustcontinuetofollowestablishedstateprocurementandpropertymanagementrulesfortheseassets.OFAMmaycontinuetocollectdataandreportsasneeded.

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OVERVIEWOFSERVICES

¾RatesforOFAMservicesandfleetmanagementareavailableintheDGSPriceBookat

FleetManagement

TheStateFleetAssetManagementProgramprovidesavarietyofservicestomeettheneedsofpolicymakersandthoseagenciesoperatingCalifornia’smulti-billiondollarfleet,including:

1) Oversightoffleetacquisitions.

2) Establishmentoffleetpolicies.

3) Collection,analysisandreportingoffleetdata.

4) Periodicassessmentoffleetsizeandcomposition.

5) Controlofon-goingfleetcosts.

6) EnsureCalifornia’scompliancewithfederalalternativefuelvehiclemandates.

OFAMpromotesthepurchaseanduseofalternativefuelvehiclesinthestate’sfleet.Programstaffprovidestechnicalsupporttopolicymakersandstateagenciesonalternativefuelvehicles,fueling,proposedlegislation,rulesandregulations.Fordetailedinformationreferto:

Inspections

InspectorsofAutomotiveEquipmentprovidemechanicalinspectionsandfleetconsultationservices.Inspectionsoccurperiodicallyorondemandtoassistagenciestobetterunderstand

theirvehiclefleetandavoidunnecessaryexpenses.Inspectorsassessvehicles,reviewrepairrecommendationsandrepresentagencieswithcommercialvendorsanddealershipstohelpstate

agenciesmanagecostsbysteeringclearofunnecessaryrepairsandobtainingwarrantycoveragewhereverpossible.Inspectorsalsoevaluatelocalprogramneeds,providetechnical

adviceonspecificationsfornewvehiclepurchasesand/ormodificationstoexistingvehicles,and

helplocateusedstatemobileequipmentcapableofbeingreutilized.ForthemostcurrentstatewideInspectorcontactlistreferto

AuctionandReutilization

Toassistwiththedisposalofsurplusfleetassets,publicauctionsareheldfrequentlyatthestate’sauctionatDavis,California.Insomecasessealedbidsalesareheldinthefieldforfleetequipment

thatisconsideredjunkornotcosteffectivetotransporttotheDavisauction.Vehiclesthatare

surplustooneagencymaybereutilizedbyanotheragency.Excellentdealsareoftenfoundbyagencieslookingtoreutilizegoodusedvehicles.Forfurtherinformationreferto:

VehicleLeasingandMaintenance

OFAMhasgaragelocationsatSacramento,Oakland,Fresno,LosAngeles,andSanDiego.Fromtheselocations,vehiclesarerentedforshort-term(daily)tripsandleasedonalong-term

(monthly)basisbystateemployeesonofficialbusiness.

PreventativemaintenanceandrepairservicesareavailableforallstatevehiclesatOFAMgarages.Theseservicesinclude:oilchanges,lubrications,brakes,tires,batteries,wiperblades,tune-ups,headlightsandbulbs,andbasicmechanicalrepairs.

FleetCard,VehicleMaintenance,TravelAgencies,AirFares,RentalCarContractsOFAMdevelopsandmanagescontractsforstatetransportationandtravel-relatedservices.Thesecontractsinclude:airlines,carrentals,AmericanExpresscards,travelagencies,Voyagerfleetcardsandmaintenanceproviderstoassiststateemployeeswiththeirtravelandtransportationneeds.Thecarrentalcontractsareforshort-termbusinesstravelbystateemployees.

Parking

OFAMmanagestwenty-seven(27)DGSparkinglotsandisresponsibleforadministeringstateparkingpolicies.Stateemployeescanobtainapassengervehicleorbicycleparkingspaceinone

ofthelotsmanagedbyOFAM.FormoreinformationcalltheOFAMParkingUnitat(916)651-

0321.

MOTORVEHICLESANDMOBILEEQUIPMENTACQUISITIONSStateagenciesmustadheretoManagementMemo06-07inordertoacquireneworreplacementfleetassets.StateagenciesshallsubmitaVehicleAcquisitionRequestForm(OFA160)whenreplacingoracquiringadditionalmotorvehiclesandmobileequipment.Thisincludespurchasingneworused,leasinglong-termcommerciallyorthroughDGS,obtainingsurplusvehicles,orreceivingvehiclesasdonationsorgifts.

¾Sendrequeststo:StatewideMobileEquipmentCoordinator,OfficeofFleetandAssetManagement,1700NationalDrive,Sacramento,CA95834.AttachtheappropriatedocumentstotheVehicleAcquisitionRequestForm:

•ReplacementvehiclesrequireanapprovedPropertySurveyReport(STD152)andan

EquipmentInspectionReport(OFA6)fromyourlocalInspectorofAutomotiveEquipment.

•ReplacementoradditionalvehiclesrequireacompletedPurchaseOrder*(STD65)or

PurchaseEstimate(STD66)ifpurchasing.

•Ifreutilizinganexistingfleetassetfromanotheragency,includeaPropertyTransferReport

(STD.158).

•Long-termleasing(21daysormore)fromcommercialvendorsrequiresthree(3)pricequotes.

•RequestsforadditionalvehiclesrequireanapprovedEquipmentInspectionReport(OFA6)

fromyourlocalInspectorofAutomotiveEquipment.

•OFAMwillonlyprocessrequestsforagenciesthatareincompliancewithManagementMemo06-06andusagerequirements(SeePassengerVehicleUsageReport,STD.276Asection)andhaveaFleetManagementPlanonfile.

CaliforniaStateUniversitymayutilizeitsownuniquepurchaseorderandsurveyreport.

ReplacementScheduleCriteria

Toassistagencieswithdeterminingreplacementschedulesandbudgetingneedsforstate-ownedvehicles,thefollowingscheduleforalternativefuelandgasolinefueledvehiclesshallbeused:

AuthorizedemergencyvehiclesasdefinedinSection165ofthe
VehicleCode,thatareequippedwithemergencylampsorlightsdescribedinSection25252oftheVehicleCode / 100,000miles
Sedans,stationwagons,vansandlightdutytrucksorvehicleshaving
agrossvehicleweightrating(GVWR)or8500poundsorless / 120,000miles
Heavydutytrucksorvehicles(Class3andunder)havingagrossvehicleweightrating(GVWR)of8501poundsormore / 150,000miles
4-wheeldrivevehicles / 150,000miles

Astate-ownedvehiclemaybedisposedoforreplacedwhenitisdeterminedthatitwouldbecost-effectivetodoso,regardlessofageormileage. AllvehiclesbeingdisposedofrequireaPropertySurveyReport(STD.152).AnevaluationwillbemadebyanInspectorofAutomotiveEquipmenttodeterminewhetheravehicleshouldbedisposedoforcanbesafelyandeconomically

continuedinservice.Thedecisionwhethertoretain,reutilize,ordisposeofanyvehiclenotmeetingtheminimumreplacementcriteriashallbebasedonaninspectiontakingintoaccountthefollowingfactors:

•Currentmechanicalcondition.

•Previousmaintenanceandrepairrecord.

•Extentofneededrepairsandavailabilityofpartsandlifeexpectancyofvehicleafterrepair.

•Currentsalevalue.

•Costandavailabilityofreplacementunitandaccessories.

•Owningagency’sabilitytoreplaceunit.

Vehiclesmeetingorexceedingthereplacementscheduledonotrequireaninspection.

VEHICLERENTALSANDLEASESFROMASTATEGARAGE

Whenuseofavehicleisessentialforconductingstatebusiness,stateemployeescancontactoneoftheOFAMstategaragestomakearrangementstorentDGSvehiclesonashortterm

basis.

¾Torentvehiclesonashort-termbasis,stateemployeescangotothenearestDGS

garagefacilityand:

•Completeavehicledispatchform.

•Presentavaliddriver’slicense(mutilatedoralteredlicensesarenotacceptable).

•PresentaGeneralServicesBlueChargeCardwithcurrentbillingcode.

•Sedanreservationsmayalsobemadeviatheinternet(24hourspriortotraveltoguaranteevehicle)at:

¾ToleaseDGSvehiclesonalong-termbasis:

•SubmitaRequestontheOFA160,toOFAM,1700NationalDrive,Sacramento,CA95834.

•Uponapprovaloftherequestandavailabilityofthevehicle,theemployeeshallgotothestategarageandpresentavaliddriver’slicenseandaGeneralServicesChargeCard.

•PresentavalidA-cardifanundercoverplatedvehicleisrequested(CVC5002).

•Driversshallreportbeginningandendingmileagetothedispatchinggarageoron-lineatfourthworkingdayofeachmonthonvehiclesleasedfromOFAM.(On-linesubmissionbyfifthworkingdayofeachmonth)

Failuretoreportmileagebythefourthworkingdayofthemonthwillresultina$50chargetotheagency.

MOTORVEHICLESANDMOBILEEQUIPMENTRENTALLEASEFROMCOMMERCIALVENDORS

Vehiclesorgeneralusemobileequipmentbeingrentedorleasedformorethanone-weekrequireOFAMapproval.Requestsforgeneralusemobileequipmentshallbesubmittedwiththree(3)pricequotes.AllrequestsshallbesubmittedwithanOFA6fromthelocalInspectorof

AutomotiveEquipmentandan OFA160to:theStatewideMobileEquipmentCoordinator,Office

ofFleetandAssetManagement,1700NationalDrive,Sacramento,CA95834.

Rentalsorleasesof$5,000ormoremayrequireadvertisementintheCaliforniaStateContractsRegister.ExemptionsfromadvertisingrequireapprovalfromtheDGSProcurementDivision.FormoreinformationcontacttheProcurementDivisionat(916)375-4400.

Commerciallyrentedorleasedmotorvehiclesandmobileequipmentshallonlybeusedforofficialstatebusiness.Fleetrulesandpoliciesapply.

PARKINGCITATIONS,MOVINGVIOLATIONSANDTOLLEVASIONSRECEIVEDWHILEOPERATINGADGSVEHICLE

InaccordancewithCaliforniaVehicleCode40200(a),thedriverisresponsibleforallnon-administrativecitations,parkingtickets,movingviolations,andbridge/tollroadevasionfinesissuedwhileoperatingastatevehicle.Administrativecitationssuchasthosedealingwithvehicle

titlingandregistrationshouldbedirectedtothelocalstategarageimmediately.Thedriverhas

soleresponsibilitytoensurethatanycitation,movingviolation,ortollevasionnoticeispaidinatimelymanner.Itissuggestedthattheresponsibledrivercontactthecitingpartytodetermineifawaiver,dismissal,orfinereductionmaybegranted.

MISUSEORNEGLIGENCEOFDGSVEHICLES

StateagenciesareresponsibleforensuringthatDGSvehiclesareusedappropriatelybytheiremployees.CostsincurredtoDGSvehiclesduetoemployeeabuse,negligence,misuse,lackoftraining,orviolationsoftheCaliforniaVehicleCode,maybebilledbacktotheagency.

Employeesmaybesubjecttodisciplinebytheiragencyasaresultofthemisuseofstate

vehicles.

Theoperationofastatevehicleisahighlyvisibleactivitythatdeservestheattentionofeachstateagency.Thepublic’sawarenessofstatevehiclesandtheirconcernaboutproperusehasbeenheightenedbythecurrenteconomicsituation. Stateagenciesandallstateemployeesareresponsibleforknowingandfollowingstatefleetrules,including,butnotlimitedtothefollowing:

1. Statemotorvehiclesshallbeusedonlyintheconductofstatebusiness.

2. Commutinginstatevehiclesisallowedonlyincompliancewithspecificguidelinesandallcostsmustbereimbursedtothestate.

3. AHomeStoragePermitisrequiredifastatevehicleisfrequentlykeptovernightatorinthevicinityofanemployee’shome.

4. Carryinginthevehicleanypersonsotherthanthosedirectlyinvolvedwithofficialstatebusinessisprohibitedunlesspermissionisobtainedinadvanceforeachtripbythe

employee’ssupervisor.

5. Stateagenciesandemployeesareresponsibleforproperlyreportingpersonaluseofstateprovidedvehicles,consideredcompensationbytheInternalRevenueServiceandFranchiseTaxBoard.

6. Smokinginstatevehiclesisprohibited.

MAINTENANCEOFSTATEMOTORVEHICLES

OFAMdevelopedthefollowingminimumpreventivemaintenancerequirementstoensurethatstatevehiclesareoperationallysafe,complywithmanufacturerwarrantyrequirementsand

providemanyyearsofuse:

•Performdesignatedservicesandmechanicalinspectionsattheintervalsprescribedinthe

PreventiveMaintenanceSchedule/SafetyInspectionWorkSheet,(OFA35).

•PerformSmogChecksinaccordancewiththerequirementssetforthbytheBureauofAutomotiveRepair(BAR).ForinformationonSmogCheckscallBARFleetOperationsat(916)255-1336.

•LogmaintenanceandrepairsperformedintheAutomobileMaintenanceRecord(STD.271).

TheSTD.271islocatedinthevehiclestoragecompartment.AdditionalpapercopiesmaybeorderedfromtheOfficeofStatePublishingwebsiteat

•Utilizeastategarageforoilchangeswherere-refinedmotoroilisusedexclusivelyorrequestre-refinedmotoroilduringoilchangesatauthorizedrepairvendorswhereavailable.

•Maintainpropertirepressureinstatemotorvehiclesbetweenpreventativemaintenanceintervals.

•Conductapre-tripcheckofallstatevehiclesbeforeoperating,includingvisuallyinspectingtiresfornoticeabledeflationandthevehicleingeneralforobservablesignsofdamageordeficiencies.

•Purchaseregular-unleadedfuelforgasolinepoweredvehiclesatselfservicepumpsonly—

purchaseofhighergradesofgasolineisprohibited.

•Adheretopostedspeedlimits,avoidrushedaccelerationandprolongedidling.

•Stateagenciesareresponsibleforensuringthatvehiclemaintenanceisperformedatproperserviceintervals.

RE-REFINEDOIL

Stateagenciesmayobtaincreditforpurchasingre-refinedoilwhencompletingtheStateAgencyBuyRecycledCampaignProcurementReport.ThisreportissenttotheCaliforniaIntegratedWasteManagementBoardannuallybyreportingagencies.

OFAMstronglyencouragesstatedrivers,wherepractical,toutilizestategaragesandauthorizedvendorsofferingre-refinedoilforoilchangeservices.VisittheOFAMwebsiteforfactsonre-refinedoilandalistofstategarages.

MODIFICATIONS

Modificationstostatevehiclesandgeneralusemobileequipmentrequireapprovalfromthe

OFAM.Toobtainapproval,sendthefollowingtoyourlocalInspectorofAutomotiveEquipment:

•Acompletedequipmentmodificationrequestform OFA155.TheformisalsoavailablefromyourlocalInspectorofAutomotiveEquipment.

•Three(3)bids(RefertothewebsiteforalistingofApprovedAutoRepairFacilities).

•Drawingsorplans,ifapplicable.

•WindowtintingmustcomplywiththeCaliforniaVehicleCode.

TIRESANDBATTERIES

Tireand/orwheelreplacementwillbeofsamesizeandspecificationasfactoryequipped.OtherwiseavehiclemodificationrequestformmustbesubmittedtothelocalInspectorof

AutomotiveEquipmentforapproval.Whenreplacingtirescheckthestatecontractorobtainthree

(3)pricequotestoensurethestatereceivesthebestprice.BatteriesbeingreplacedaspartofamechanicalrepairbyavendoraresubjecttothesamecostlimitsrequiringpriorapprovalbyanInspectorofAutomotiveEquipment.

VEHICLEGLASS

WindshieldsandrearwindowswillbereplacedonlywheninviolationtheCaliforniaVehicleCode.ReferenceCaliforniaVehicleCodeSection26710:

Windshieldsespecially,thathavesustainedminorrockchipsorsmallcrackscanoftenbe

repairedforafractionofthecostofreplacement.Utilizestatepriceschedulevendorswhoofferdiscountpriceswheneverpossible.Thesevendorswilloftenhonorpricescheduleratesevenifanewpricescheduleisnotineffect.Otherwiseobtainthree(3)pricequotestoensurethestatereceivesthebestprice.AnyglassrepairorreplacementexceedingtherepaircostlimitrequiresapprovalfromtheInspectorofAutomotiveEquipment.ForalistofthenearestglassvendorsinyourareacontactyourlocalInspectorofAutomotiveEquipment.

REPAIRSANDCOSTLIMITS

StatemotorvehiclesandgeneralusemobileequipmentrequirepreventivemaintenanceandserviceinaccordancewiththeOFA271andthemanufacturers’recommendedintervals.ServicesareavailableatDGSstategaragesorOFAMpre-approvedvendors:

•InordertoensurestatevehiclesareproperlymaintainedtheOFAhaspre-qualifiedcommercialrepairvendors.Theapprovedvendorsprovidestateagencieswithreliable,consistentautomotiveservicesateconomicalratesthroughoutthestate.Throughnon-exclusiveagreementsthesevendorsarepre-qualifiedtoensuretheymaintainproperinsurance,haverequiredlicensesandadheretoprescribedbusinesspracticesthathelpprotectthestate’sinterests.

•Repairsover$500atanapprovedvendorrequirepriorapprovalfromanInspectorof

AutomotiveEquipment.

•TheInspectorofAutomotiveEquipmentwillcontacttheowningagencyforauthorizationbeforeproceedingwithanyrepairorservice.

•Accidentrepairsthatexceed$500requirequotesfromthree(3)vendorsoraNon-CompetitiveBid(NCB)justification.ThebidsorjustificationshallbesubmittedtotheInspectorofAutomotiveEquipmentwithacopyoftheReportofVehicleAccident,STD.270.

•Whileitisrecognizedthatapprovedvendorsarenotalwaysavailabletoservicethestatefleetineverysituation,westronglyencouragetheuseofApprovedVendorswheneverpossible.ForalistofOfficeofFleetandAssetManagementapprovedvendorsseetheApprovedAutoRepairVendorQueryat:

•Repairsover$350atanon-approvedvendorrequirepriorapprovalfromanInspectorof

AutomotiveEquipment.

•StateemployeesareencouragedtoworkwiththeirlocalInspectorofAutomotiveEquipmenttoidentifyandbuildanetworkofqualitycommercialrepairvendorsintheirareatohelpmaintaintheirfleet.

OFAMapprovalisnolongerrequiredforpartsover$500duringrepairsorservicesconductedbystateemployeesonstatevehiclesandmobileequipment.ConsultationwiththelocalOFAMInspectorisstillavailable.

INVOICES(CommercialVendor)

Toensurepromptpaymentforfleetservices,stateagenciesshall:

•SendoriginalinvoicesthatexceedthestatecostlimitstothelocalInspectorofAutomotiveEquipmentforreviewandfinalapproval.Legiblefaxesandcopiescanbesubmittedonacase-by-casebasisbycontactingthelocalInspector.

•InvoicesforDGS-ownedvehiclesareprocessedandpaidbyDGSandinvoicesfromotheragency-ownedvehicleswillbestampedapprovedandreturnedtotheagencyforpayment.

•Splittinginvoicestoavoidthestate’scostlimitandapprovalprocessisprohibited.Doingsomaybegroundsfordisciplinaryactionbytheemployingagencyandjeopardizedoingfuturebusinesswiththevendor.

UTILIZATION

Stateagenciesareresponsibleforthesafeandeffectiveutilizationofstatevehiclesandmobileequipment.Toensuremaximumutilizationofpassengervehiclesthefollowingminimumusecriteriahavebeenestablished:

•Mileageuseofatleast6,000milesorvehicleuseofatleast80%oftheworkdaysthatthevehicleisavailablewithinasixmonthperiod-appliestoallstate-owned,DGSleasedand/orcommerciallyrented/leasedpassengervehicles(ManagementMemo06-06).

•CompletionofaPassengerVehicleUsageCertification,STD.276A.

•OFAMwillreviewexceptions.

•Underutilizedequipmentmaybesurveyedasexcesstoneedandreutilized.

MONTHLYTRAVELLOGS

StateagenciesareresponsibleforensuringaMonthlyTravelLog,STD.273,iscompletedonallstatemotorvehicles.Exceptionsaremotorcycles,trucksoverone(1)ton,heavyequipmentandmobileequipmentusedsolelyoninstitutiongrounds,parks,andcampuses.

•DriversshallfillouttheSTD.273completely.

•Individualsinpositionsofdirectororaboveshallprovidebeginningmileageandendingmileageanddriver’ssignatureonly.

•Theretentionperiodiscurrentyearplusprecedingfiscalyear(seeDepartmentofPersonnel

AdministrationRule599.807).

•Requestsforusingaformotherthanthe STD.273willbesubmitted,inwriting,toOFAMforreviewandapproval.

PASSENGERVEHICLEUSAGEREPORT

StateagenciesshallcompleteaPassengerVehicleUsageReport, STD.276Aforallunderutilizedvehicles(owned,rentedorleased)andsubmitittoOFAMasfollows:February15

andAugust15semi-annually.

TheSTD.276Awillinclude:

•Thelicensenumber,make,model,mileage,usage,andplanofactionforpassengervehiclesnotmeetingtheminimumutilizationcriteria.

•DonotincludevehiclesorgeneralusemobileequipmentnotoverseenbyOFAMorequipmentexemptedbyOFAMfromtheutilizationstandard(seeManagementMemo05-08and06-06).

MISUSEOFSTATE-OWNEDMOTORVEHICLESANDMOBILEEQUIPMENTStatevehiclesandmobileequipmentareusedsolelyforofficialstatebusiness.Transportationofpassengersislimitedtoindividualsinvolvedintheperformanceofassignedstateactivitiesunlesstheemployee’ssupervisorhasgivenpriorauthorization—requiredeachtime.

Individualswhosuspectstatevehiclesarenotbeingusedproperlyshould:

•ReportthesuspicionorincidenteitherinwritingtotheChief,OfficeofFleetandAsset

Management1700NationalDrive,Sacramento,CA95834,orbycallingOFAMat(916)928-

2550,orbyemailat

•Whenreportingpossiblemisuseincludethevehicledescriptionandlicensenumberifknown,thedate,time,andlocationoftheincident.

•Stateagenciesarerequiredtoinvestigateandtakeactiononallegedmisuse,andtonotify

OFAMofthefindingsoftheirinvestigation(seeCaliforniaCodeofRegulationsSection

599.804).

OFFICIALSTATEOFCALIFORNIAFLEETCARD

TheOfficialStateofCaliforniaFleetCard(Voyager)isforofficialstatebusinessonlyandcanbeusedforthefollowing:

•Purchaseofregularunleadedfuel,alternativefuels,fluidsandlubricantsatover10,500retaillocationsthroughoutCalifornia.Whenpurchasingfuel,driversarerequiredtopurchaseregulargrade(unleaded)fuelonlyatself-servicepumps,(referto SAMSection3687.1)

•Emergencypurchasessuchaswiperblades,afanbelt,atire,inurgentsituationsonly.

•24-hourEmergencyRoadsideService(1-800-600-6065).

•Twobasic(low-cost)carwashespermonth.

•OilchangeservicesatJiffyLube.

•Fleetcardscannotbeusedforpersonalvehicles.

Agency-OwnedVehicles

•Eachstateagencyisrequiredtoset-uptheirVoyagerfleetcardaccount.Itistheresponsibilityoftheagenciestomanage,controlandmonitortheuseoftheirfleetcardsandtoinvestigatemisuse.

•Newandreplacementcardsshouldbeorderedbytheagencyrepresentativedirectlyfrom

Voyager.

•Lostorstolencardsshouldbereportedtotheagencyrepresentativewhowillreportitto

Voyager.

•Stateagenciesareresponsibleforsettinguptheirownprocessfororderingandreportinglostorstolencardsandcommunicatingthisprocesstotheiremployees.

DGSVehicles

•DriversareresponsibleforreportinglostorstolencardstothestategarageorOFAM

headquartersimmediately.

•UnauthorizedchargesonfleetcardsbelongingtoDGSvehicleswillbechargedbacktothestateagency.Itisthestateagency’sresponsibilitytorecoverinappropriatechargesfromthedriver(refertoStateAdministrativeManual, Section3687.1andSection4108).

•Twobasic(lowcost)carwashespermonthmaybechargedonthefleetcardforDGS

vehicles.

•Fleetcardsshallonlybeusedforthevehiclewhichtheyareassigned.

24-HOUREMERGENCYROADSIDESERVICE

•IntheeventofabreakdownofastatevehicletheOFAMoffers24-houremergencyroadsideservicethroughtheNationalAutomobileClub,forthefollowing:

•Mechanicalfirstaid

•Batteryservice

•Tirechange

•Gasoline,oil,andwaterdelivery

•Lockout(doesnotincludekeymakingorlocksmithservice)

•Towing

Intheeventofsuchanemergency,statedriversshall:

•CallNationalAutomobileClubat:1-800-600-6065.

•Provideyear,make,model,colorofvehicle,driver’sname,telephonenumberandagency,andthefifteen(15)digitVoyagerfleetcardaccountnumbertotheNationalAutomobileCluboperator.

Excessiveroadsideservicecallsduetooperatornegligenceorabuse(lockouts,outoffuel,vehiclerecovery,etc.)onDGSvehiclesmaybebilledbacktotheagency.

ACCIDENTS

Intheeventofanaccident,driversshall:

•Obtainotherpartyinformation,i.e.:name,address,insurancecarrier,andnotifytheOfficeofRiskandInsuranceManagementwithin48hrsorwithin24hrsifthereisbodilyinjury.TheAccidentIdentification,STD.269,islocatedinthestoragecompartmentofthevehicleandcanbeusedforthispurpose.

•CompleteaReportofVehicleAccident,STD.270,anddistributeasnotedonthe STD.270.

•ContacttheOfficeofRiskandInsuranceManagementtollfreetelephonenumberat:

1-800-900-3634withquestions.

•Accidentrepairsthatexceed$500requirethree(3)pricequotesoraNon-CompetitiveBid(NCB)justification.ThebidsorjustificationshallbesubmittedtothelocalInspectorofAutomotiveEquipmentwithacopyoftheReportofVehicleAccident, STD.270.

DGSVehicles:

¾DriversofDGSvehiclesinvolvedinanaccidentmustalsonotifytheneareststategarage

within24hours.FailuretocontactOFAMmayresultintheagencybeingchargedforstoragefeesand/orvehiclereplacementcostifthevehicleissoldthroughaliensale.

¾CosttoDGSvehiclesdamagedfromabuse,negligence,misuse,orviolationofthe

CaliforniaVehicleCodemaybebilledbacktotheemployee'sagency.

¾DriversinvolvedinanaccidentwhileoperatingaDGSownedvehiclewillnotbeassigned

anothervehicleuntilthestategaragereceivesacompletedSTD270signedbythedriver’ssupervisor.

REIMBURSEMENTFOROUT-OF-POCKETEXPENSES

WhenanemergencyrequiresthedriverofaDGSvehicletopayout-of-pocketforrepairsorforitemsincludedintherentalcharges,thedrivershould:

•Obtainaninvoiceorreceiptmarked“Paid”fromthevendorwiththevendor’snameandaddress,vehiclelicensenumber,anddate

•CompleteaTravelExpenseClaim, STD.262,fortheexpenseonlyandincludethevehiclelicensenumberandabriefjustificationfortheexpenseunderItem7.

•SubmittheTravelExpenseClaimandtheinvoice/receipttothestategarageforapproval.

•AgenciesthathavereimbursedanemployeeforDGSvehicle-relatedoutofpocketexpensesmustperformanagencytoagencybillingtorecovertheseexpensesfromOFAM.TheOFAMwillreviewthepaperworkand,uponapproval,processthepaperworkforreimbursement.

HOMESTORAGE

Stateagenciesareresponsibleformonitoring,approving,andmaintainingcurrentVehicleHome

StoragePermits,STD.377,forthestorageofstate-ownedmotorvehiclesatorinthevicinityofanemployee’shome.Stateagenciesandemployeesareresponsibletocomplywithalllaws,rulesandregulationsgoverningthehomestorageofastatemotorvehiclewhichmayresultina

taxableeventfortheemployee.TheSTD.377issignedandapprovedbythesupervisor,and

agencyhead,deputyorchiefadministrativeofficer.ThecriteriaforhomestoragepermitsarecontainedwithintheCaliforniaCodeofRegulationsTitle2,Sections599.808:

¾TheOFAMrequiresanannualreportfromstateagenciesonallhomestoragepermits.

¾LossordamagetoDGSvehicleswhilestoredatorinthevicinityofanemployee’shomemaybebilledbacktothestateagency.

DISPOSALOFFLEETASSETS

Statevehiclesandgeneralusemobileequipmentmaybedisposedofwhenitisnotcost-effectivetorepairorisconsideredsurplustothestate’sneed.Disposalmaybebypublicauction,sealed

bidfieldsale,reutilizationtoanotherstateagencyortransferredtoanothergovernmentalagency.Thefollowingdocumentsarerequiredwhendisposingofallmobileequipment:

•AnEquipmentInspectionReport(OFA6)fromanInspectorofAutomotiveEquipment.

•PropertySurveyReport, STD.152,orTransferofEquipment, STD158.

•CertificateofTitle/VehicleRegistrationarerequiredonallvehiclesregisteredbythe

DepartmentofMotorVehicles(DMV).

•TheOFAMissuesthePermittoTransferLegalOwnershipofastate-Ownedvehicle(OFA

40)atthetimethevehicleissold.

DisposalbyPublicAuction

PublicauctionsareheldmonthlyattheOFAMStateVehicleAuctionlocatedattheDepartmentof

Forestry,5950ChilesRoad,Davis,California.Furtherinformationregardingthestateauctionmaybefoundontheinternetat

StateagenciesdisposingoffleetassetsbypublicauctionshallcalltheOFAMauctionyardinadvanceat(530)757-1063toensureallformsanddocumentsareinorderpriortotransportingequipment.Mobileequipmentsenttotheauctionwithoutanapproved STD.152SurveyReportwillnotbeaccepted.

DisposalbySealedBid

Fleetassetsdeterminedtobejunk,unabletobedriven,unsafe,andnotcosteffectivetotransporttopublicauctionmaybesoldbysealedbidinthefieldbytheOFAMifapprovedbytheStateFleetAssetManager.

Disposingoffleetassetsbyfieldsalerequiresstateagenciesto:

•RequestafieldsalebysubmittingamemorandumtotheStateFleetAssetManagerthroughthelocalSeniorInspectorofAutomotiveEquipmentintheirarea.

•Ensurethenecessarydocumentshavebeencompleted,i.e.,mobileequipmenthasbeenproperlyregisteredwiththeDMV,CertificatesofTitleandmobileequipmentregistrationshavebeenreceived,andanapprovedSTD.152completed.

ThelocalOFAMSeniorInspectorofAutomotiveEquipmentwillcoordinatethefieldsalewiththestateagency.

DisposalbyReutilization/Transfer

Fleetassetsmaybesoldortransferredtootherstateagenciesthroughthereutilizationortransferprocess.

•Stateagenciesareresponsibleforensuringthenecessarydocumentshavebeencompleted,i.e.:mobileequipmenthasbeenproperlyregisteredwiththeDMV,CertificatesofTitleandmobileequipmentregistrationshavebeenreceivedalongwithanapprovedSTD.152.TheOFAMwillworkwiththeowningstateagencytosetthepricebasedoncurrentwholesalevalue.

•ThetransactionwillbeprocessedusingSTD.65,STD.40A,STD.158forms.

Purchase/transferdocumentswillbeapprovedbytheOFAM.

GENERALSERVICESBLUECHARGECARD

TheGeneralServicesBlueChargeCardisapaymentmechanismusedwhileintheconductofofficialstatebusinessforthefollowing:

•Leasingvehiclesforashort-termorlong-termassignment,andpurchasingfuelfromOFAM

stategaragefacilitiesat:Fresno,LosAngeles,Oakland,Sacramento,andSanDiego.

•PreventivemaintenanceserviceatOFAMstategarages.

•TaxiserviceinSacramento.

ChargecardsmaybeorderedfromtheOFAM,1700NationalDrive,Sacramento,California

95814,onaRequestforGeneralServicesChargeCards, OFA58a.

OFAMdelegatesauthoritytostateagenciestoexecutepropermanagementandoversightof

GeneralServicesChargeCardsundertheirjurisdiction.Stateagenciesshall:

•ReporttotheOFAMinwritingtheloss,theftordiscontinuanceofallGeneralServices

ChargeCards.

•Provideoversightandguidelinestoensurecardsareproperlysafeguarded,assignedandusedforofficialstatebusinessonly.

•Establishandimplementinternalprocedurestoensureaccountabilityofchargecards.Thefollowinginformationmustbeaddressedinallinternalprocedures:

1. IdentifytheproperuseoftheGeneralServicesChargeCardandtheconsequenceof

misuse.

2. Procedurestocontroltherequestanddisseminationofcards.

3. Identify/appointasinglepointofcontact.

4. Detailtheprocessforrequesting,cancelingorreportinglostorstolencards.Thisprocessshouldincludeproceduresforimmediatelycancelingsurpluscards.

5. Detailtheprocessforrecoveringcardsfromemployeesuponseparation.

6. Includeatrackingsystemthatprovidesforthemaintenanceofacentralchargecardcontrollogthatidentifieseachcard’slocationanddateofissuance.Thelogshouldalsoincludetheidentificationandstoragelocationofunissuedcards.

7. Providethatun-issuedcardsarelockedinadesk,filecabinetorothersecuremethod.

8. Providefortheannualperformanceofaphysicalinventoryofallcardsandreconciliationofthatinventorytothechargecardcontrollog.

9. DetailtheprocessforverifyingtheaccuracyofthechargecardcontrollogthroughthebiennialperformanceofreconciliationtotheOFAM’sdatabasemaintainedof

activechargecards.

10.Detailinternalpractices/proceduresontipping.(Tippingfortaxiserviceisoptional,andshouldnotexceedtenpercent(10%)ofthefareprice.)

11.Proceduresonthedisseminationofinformationtoallemployees.

ForadditionalinformationregardingGeneralServicesBlueChargeCardcontacttheOFAMat:(916)928-9809.

ALTERNATIVEFUELSPROGRAM

TheOFAMestablishedtheAlternativeFuelsVehicle(AFV)programtosupportthepurchaseanduseofAFVswithinthestate’sfleet.ExecutiveOrderW-100-94directstheOFAMtodevelop

policiesandproceduresforthestatefleettocomplywiththeFederalEnergyPolicyAct(EPAct)of

1992.TheintentofEPActistoincreasesupplyanddemandforfuelsotherthangasolineordieselandreduceforeignoilimports.TheAFVProgramworkswiththeDGSProcurementDivisiondevelopingtheannualstatevehiclepurchasingcontracttoensurespecificationsmeetstatefuelefficiencycriteria,theAirResourcesBoard’slowemissionstandardsandFederalAFVrequirements.TheAFVprogramsubmitsannualcompliancereportstotheFederalGovernmentforallstateagencies.TheAFVprogramisalsoatechnicalresourceonmattersconcerningAFVs,fueling,legislation,policy,andregulations.FormoreinformationcontacttheAFVSpecialistat(916)928-5879orvisit:

GasolineandHybrid-ElectricPoweredVehicles:AfterhavingmettheFederalEPActmandate,allgasoline-poweredlight-dutysedanspurchasedorleasedbystateagenciesmustbeataminimumcertifiedtotheCaliforniaAirResourcesBoard’s(CARB)LEVIIUltraLowEmissionVehicle(ULEV)standards.Light-dutypickups,vans,andsportutilityvehiclesmustbeataminimumcertifiedtotheCARB’sLEVIULEVstandardsorequivalent.Stateagenciesshall,whenavailable,maximizethepurchaseorleaseofavailablevehiclesthatmeetorexceedCalifornia’sLEVIISuper-UltraLowEmissionVehicle(SULEV)passengervehiclestandardsforexhaustemissionsandmaximizethepurchaseorleaseofhybridvehiclesthataresubstantiallymorefuelefficient.Toviewalistingofvehiclesmeetingtheserequirements,pleasereferto:

SportUtilityVehiclesandFour-WheelDriveTrucks:Publicpolicydiscouragesthepurchaseorleaseofsportutilityvehicles(SUVs)andfour-wheeldrivetrucksifotheralternativescanmeetanagency’sbusinessneeds.StateagenciesmustdemonstratethecriticalneedforSUV’sand/orfour-wheeldrivetruckstothesatisfactionofthedirectorofDGS.Ifitissodemonstrated,priorityconsiderationshallbegiventothepurchaseorleaseofanalternativelyfueledorhybridSUVorfour-wheeldrivetruck.

TRAVELPROGRAM

TheStatewideTravelProgramadministersthetravelcontractsforairlines,commercialcarrentals,travelagencies,andthetravelpaymentsystem.Trainingisavailableforallstate

agenciesandispostedonthetravelwebsite.Formoreinformation,contacttheTravelPrograms

Administratorat(916)928-9863orvisitourwebsiteat

PARKING

Stateagenciesandemployeesmayobtainavehicle,motorcycleorbicycleparkingspaceatselectedOFAMmanagedparkingfacilities.Parkingspaceassignmentsarefilledonafirstcome,firstservebasisandaresubjecttoavailability.

ParkingRules

•Parkingpermitsarenontransferable.

•Decals/hangersmustbeproperlydisplayed.Failuretodosocanresultinacitation/ortowingofthevehicleattheowner'sexpense.

•Vehiclesshallnothavemorethanoneparkingfacilitydecalorhanger.

•FeesforparkingpermitswillbecollectedinadvancetocovertheperiodpriortocommencementoffirstautomatedpaymentorEDPbilling.

•ItistheresponsibilityofthepermitholdertonotifytheOFAMofanychangesintheinformationenteredontheirApplicationforParking.

•Anyemployeewhodamagesanunattendedvehicleinastateparkingfacilitymustleavehis/hername,address,phonenumberandastatementofthecircumstancesinaconspicuousplaceonthedamagedvehicle.

•ParkingmaybecanceledbysubmittingaNoticeofCancellation,OFA66.Parkingrefundrequestswillnotbeprocessedunlessa30-dayNoticeofCancellationissubmitted.Thisruledoesnotapplytoexemptemployees.

•Aparkingpermitmaybeforfeitedandparkingprivilegescanceledforanyofthefollowing:

1. Subletting,orinanyotherwayallowinganunauthorizedpersonuseofaparkingpermit,space,orfacility.

2. Passingacardkeyorparkinghangertoanunauthorizedpersontoallowentryintooroutofastateparkingfacility.

3. Failuretopayparkingfeeswithintherequiredtime.

4. Havingparkinginanyotherlotwhetheritbestateorprivate.

5. Terminationfromstateserviceortransfertoalocationoutsideofthecorearea.

ParkingRates

Parkingrateswillbeconsistentwithineachfacilityandaresubjecttocollectivebargaining.Parkingfeeswillbecollectedthroughpayrolldeductiontominimizeadministrativecosts.

Formoreinformationonparking,ratesorspaceavailability,calltheEmployeeParkingUnitat(916)651-0321orvisitourwebsiteat

Car/Vanpool

Tobeconsideredacar/vanpool,thefollowingcriteriamustbemet:

•Allpersonsmustbeoflegaldrivingage.

•Carpoolsmustconsistoftwoormorepersonssharingavehicletoandfromwork;

•ACarpoolAgreement, OFA73,mustbecompletedbyallcarpoolmembersandbeonfilewiththeOfficeofFleetandAssetManagement,EmployeeParkingUnit.

•Vanpoolsmustconsistofsevenormoreemployeessharingavehicletoandfromwork.

•Allcar/vanpoolmembersintheOFAMVanpoolProgrammustsubmitasubscriptionagreement.

•VanpooldriversmustcompleteaMedicalExaminationReport, DL-51,andtheMedical

ExaminationCard,DL-51A,priortodrivingthevan.

•Allcarpool/vanpoolmembersmustworkwithinareasonableproximityofoneanother.

•Allcar/vanpoolmembersmustparkwithina(reasonabledistance)oftheirworksite.

•Allcar/vanpoolmembersmustbestateemployees.

COMMUTESERVICES

TheCommuteProgramencouragesridesharingandusingpublictransportation.ContacttheCommuteProgramCoordinatorat(916)651-0309orvisit

•Guaranteedridehome.

•Transitsubsidytoemployeeswhocommutethroughtransit.

•A$100monthlyreimbursementtoqualifiedvanpoolcoordinators.

•A75%(maximumof$65.00)monthlyreimbursementtoqualifiedvanpoolriders.

DEPARTMENTOFGENERALSERVICESOFFICEOFFLEETANDASSETMANAGEMENTDIRECTORY

Headquarters
1700NationalDrive
Sacramento,California95814,A-1
Public:(916)651-0321
Fax:(916)653-5266 / DavisAuction
5950ChilesRoad
Davis,CA95616
Public:(530)757-1063
SacramentoStateGarage
141610thStreet
Sacramento,CA95834
Public:(916)657-4478
VehicleReservations:(916)653-8068
DispatchOffice:(916)657-2327
VehicleServiceCenter(VSC):(916)657-2675
Fax:(916)657-2537and(916)653-5265 / FresnoStateGarage
1025PStreet
Fresno,CA93721
Public:(559)445-5527
Fax:(559)445-5155
LosAngelesStateGarage
1645NorthMainStreet
LosAngeles,CA90012
Public:(323)224-0905
Fax:(323)224-0918 / OaklandStateGarage
40127thStreet
Oakland,CA94612
Public:(510)286-0901
Fax:(510)286-1086
SanDiegoStateGarage
5878AutoportMall
SanDiego,CA92121
Public:(858)642-5741
Fax:(858)642-5746 / StatewideEquipmentCoordinators
Public:(916)928-7970or(916)928-7970
InspectorsofAutomotiveEquipment

OFAHandbook

APPENDIXI-AUTHORITIES

Mandatesandpoliciesgoverningtheacquisition,useanddisposalofthestatemotorvehiclefleetcanbefoundatthefollowinglinks:

FleetMandatesandPolicies / Source / Link
RequiresDGSinvestigateand
authorizetheacquisitionorreplacementofstatevehiclesandgeneralusemobileequipment. / GovernmentCode§13332.09 /
RequiresDGSformulatefuelefficiencystandardsandlife-cycle
costingformotorvehicleprocurement.Requiresreductionof
SUVsand4x4sfromthestatefleet.Requiresstateagenciestoreport
fleetinformationtoDGS. / PublicResourcesCode§25722and§25722.5 /
Prescribesrulesfortheuseofstate-ownedmotorvehicles. / GovernmentCode§19993.1-
19993.8 /
Prescribesrulesforthesaleor
transferofstate-ownedpersonalproperty(motorvehicles). / GovernmentCode§14674-14675 /
Definesstateagencies. / GovernmentCode§11000 /
Regulations(DPA)governingtheuse
ofstate-ownedmotorvehicles. / CaliforniaCodeofRegulations
§599.800-599.809 /
ault.asp?SP=CCR-
1000&Action=Welcome
RequiresDGStoadminister,and
stateagenciestomeet,theFederallymandatedEnergyPolicyActof1992(EPACT). / ExecutiveOrderW-100-94 /
W-100-94.htm
DGSstatefleetpoliciesinSAM. / StateAdministrativeManual
§3620-3629and§4100-4116 /
DGSFleetManagementMemos / Source / Link
RequirementsfortheNewAcquisition
orReplacementofFleet
Equipment
OfficialStateofCAFuelCardUSBankVoyagerFleetSystemsInc.
RequirementsforReconcilingthestate’sMotorVehicleandGeneral
useMobileEquipmentInventory
VehiclePurchaseandLeasePolicy
State-OwnedandLeasedMotor
VehicleReport
StateVehicleUtilizationStandards
Acquisitionofstatevehicles / 05-08
05-12
05-13
06-03
06-05
06-06
06-07 /
Line+Publications/SAM+Management
+Memos.htm
TravelMandatesandPolicies / Source / Link
CommercialCarRentalContractsTravelAgencyAgreementDiscountAirfaresforOfficialState
Business
StateTravel / ManagementMemos:
06-02
06-09
06-11
TravelPortal /
Line+Publications/SAM+Management
+Memos.htm

OFAMapprovedrepairvendorpolicy / DGSGloveBoxDirectory /
ved_Auto_Rpr_Fac/

APPENDIXII-REPORTS

BelowisalistofannualreportsrequiredbyOFAMfromstateagenciesandadescriptionofthereportingrequirements:

AnnualMobileEquipmentInventoryReport(OFA53)

•Self-propelledandoperator-riddenmobileequipment,i.e.,passengervehicles,pickups,trucks,forklifts,tractors,operator-riddenlawnmowersover20horsepower,andgolfcartsinadditiontoboatsandtrailers.ReportmobileequipmentwhetheritisregisteredornotwiththeDepartmentofMotorVehicles.

•InformationfromthisreportisusedbyOFAMandtheOfficeofRiskandInsurance

Management.

Reportingtimeframe:July1,Annually

FederalEnergyPolicyActReport(OFA53A)

TheEnergyPolicyActof1992(EPAct)waspassedbyCongresstoreduceournation'sdependenceonimportedpetroleumbyrequiringstatefleetstoacquirealternativefuelvehicles,whicharecapableofoperatingonnon-petroleumfuels. TheEPActrequiresstategovernmentfleetstosubmitTheAlternativeFuelVehicleCreditReportandtheEIA886ReportannuallytotheDepartmentofEnergy.TheOfficeofFleetandAssetManagementgatherstherelativedata

fromstateagenciesandpreparesthereportsonbehalfofthestate.Thestate’suniversitysystemreportsseparately.

TheAlternativeFuelVehicleCredit Report,commonlycalledtheEPActReport(OFA

53A),shouldincludealistingbymanufacturer,fuelandvehicletype,purchasesofalternativefuelvehicles(AFVs)duringthemodelyear(anexampleis2006modelyearrunsfromSept1,

2005throughAugust31,2006.

Reportingtimeframe:December31,Annually

EIA886Report

TheEIA886Reportdetailstheamountofalternativefuelusedbyfueltype,milesdriven,primaryuse,thequantityandtypesofalternativefuelvehiclesinthestatefleet,andAFVssoldforthepreviouscalendaryear.

Reportingtimeframe:May1,Annually

PassengerVehicleUsageReport(STD.276A)

•Thelicensenumber,make,model,mileage,usage,andactiontakenonpassengermobileequipmentnotmeetingtheminimumutilizationcriteria.DonotincludevehiclesleasedfromDGS/OFAM.

Exemptionswillbereviewedonacasebycasebasis.

Reportingtimeframe:February15andAugust15,Annually

HomeStoragePermitReport

TheannualHomeStoragePermitreportincludesthetotalnumberofhomestoragepermitsissuedbyeachstateagencyandapointofcontactforinquiries.

Reportingtimeframe:June30,Annually

SB552Report

Eachstateagencymustreportthefollowinginformationabouttheirstate-ownedorleasedvehicles:

•Thenumberofpassenger-typemotorvehiclespurchasedorleasedduringtheyear,andthenumberownedorleasedasofDecember31ofeachyear;

•Thenumberofalternativelyfueledvehiclesandhybridvehiclespurchasedorleasedduringtheyear,andthetotalnumberownedorleasedasofDecember31ofeachyear;

•Thenumberofsportutilityvehiclesandfour-wheeldrivetruckspurchasedorleasedduringtheyear,andthenumberownedorleasedasofDecember31ofeachyear;

•Thenumberofsportutilityvehiclesandfour-wheeldrivetruckspurchasedorleasedduringtheyear,andthenumberownedorleasedbyDecember31ofeachyearthatarealternativefuelorhybridvehicles;

•Thejustificationforallsportutilityvehiclesandfour-wheeldrivetruckspurchasedorleasedduringtheyear;

•Thenumberofnon-essentialsportutilityvehiclesandfour-wheeldrivetrucksdisposedunder

PublicResourcescodeSection25722.5(b);

•Thetotaldollaramountspentonpassenger-typevehiclepurchasesandleases,categorizedbysportutilityvehicle,andwithineachofthosecategories,byalternativefuel,hybridandother.

Reportingtimeframe:January1,Annually

Belowisalistofreportsstateagenciesmustsubmitonanasneededbasis:

PropertySurveyReports(STD.152)

Thisreportisusedwhenstatepropertyisbeingsurveyed.

PropertyTransferReports(STD.158)

Thisreportisusedwhentransferringsurplusstateproperty.

DMVReconciliationReport

Thisreportreconciledallstate-ownedvehiclesandmobileequipmentassetswithDepartmentof

MotorVehicle(DMV)registrationrecords.

AdHocReports

ThoseinquiriesaboutthestatefleetthatareusuallyinitiatedbytheadministrationorlegislaturethatresultinOFAMrequestinginformationfromstateagencies.