USE OF GOVERNMENT VEHICLES

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USE OF GOVERNMENT VEHICLES
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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.

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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

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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.

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IMPORTANT

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

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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

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How to Record a Fuel Purchase

• When using the Government CC, record the
  following
• VOY as the card type
• The number of gallons
• The total dollar amount

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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

Vehicle ID

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

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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

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AUTHORIZED USE

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

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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

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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
  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

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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.

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SMOKING

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

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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).

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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)

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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.

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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.

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TRANSPORTATION OF SPOUSES

• 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 employees
  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

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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.

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STATEDRIVERS LICENSE

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

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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.

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Designated employees complete the checklists
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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

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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.

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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 never
• be left in the vehicle.

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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.

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REPORTING ITEMS

• The following items should be reported to your
  units 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

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• 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.

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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

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Accident Reporting

• The Employees Official Supervisor Shall
• Investigate the incident and submit the
  supervisor portion of SF-91, Investigation
  Report of Motor Vehicle Accident to the APMO.

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Accident Reporting Cont.

• Submit the following forms to the APMO
• SF-91 Operators 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

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Replacement Standards

• 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

• 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

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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.

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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).

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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

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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.

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Leasing

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

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Excess Motor Vehicles

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

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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

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All Terrain Vehicles

• Procurement 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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