1 Georgia Fleet Management Manual Department of Administrative Services Office of Fleet Management 200 Piedmont Avenue Suite 1206, West Tower Atlanta, Georgia 30334. _____ Sid Johnson, Commissioner The Department of Administrative Services works with and under the direction of the Office of Planning and Budget to carry out policy governing the acquisition, utilization, maintenance, repair and Department of Administrative Services FY 2014. replacement of passenger carrying vehicles. This Manual is provided for the use of state agencies and their employees. Any inquiries concerning this Manual should be addressed to: Ed Finnegan, Director - Office of Fleet Management Department of Administrative Services 200 Piedmont Ave.
2 , , Suite 1206 West Tower Atlanta, Georgia 30334-9010. 404-651-7263. Department of Administrative Services FY 2014. Georgia Fleet Management Manual 1. INTRODUCTION .. 4. 2. ROLES AND RESPONSIBILITIES .. 5. Office of Planning and Budget .. 5. Department of Administrative 5. Office of Fleet Management .. 5. State Purchasing .. 6. Surplus Property Division .. 6. Risk Management Services .. 7. Department of Revenue .. 7. State 7. 3. VEHICLE ACQUISITION .. 8. General Acquisition 8. To obtain a new vehicle as an addition to their current inventory, agencies must demonstrate: .. 9. To be eligible for replacement, agencies must demonstrate that the vehicle was authorized by their current appropriation to be replaced.
3 9. Leasing Vehicles .. 9. Donated Vehicles .. 10. Inter-Agency Vehicle Transfers .. 10. Classification of Vehicles Being Gained by Agencies .. 10. Vehicle Request Process .. 11. 4. Fleet UTILIZATION AND OPERATIONS .. 12. Titles, Registration, Plates and Special Lighting .. 12. Vehicle Markings (Decals and Unique Vehicle Number) .. 12. Central Pools .. 14. Individual 14. Overnight Assignment 15. Overnight Use .. 16. Authorized Vehicle Use .. 17. Unauthorized Vehicle Use .. 18. Fees and Driving Violations 18. Contract Drivers .. 19. Required Records and Reports .. 19. Vehicle Records .. 19. Overnight Use Vehicles 19. 5. FUEL, MAINTENANCE AND INSPECTIONS .. 21. Department of Administrative Services 1.
4 FY 2014. Georgia Fleet Management Manual Fuel .. 21. Fuel Card Program 21. Fuel Program Controls and Fraud Management .. 22. Maintenance Management .. 23. Preventive Maintenance .. 23. Maintenance Management Services Program .. 23. 6. DISPOSAL .. 24. 7. RISK Management .. 25. Auto Liability Coverage .. 25. Auto Physical Damage Coverage (APD).. 25. Accident Reporting Requirements .. 26. Actions at the time of an accident .. 26. Other Parties Involved .. 26. Serious Injuries or 26. Accident Scene Procedures .. 26. Workers' Compensation .. 27. Rental Car Insurance .. 27. Vehicle Operations Comments (Report My Driving) .. 28. 8. Fleet Management SYSTEM (ARI INSIGHTS ).
5 28. Fuel Cost Accounting .. 29. Vehicle Maintenance Cost Accounting .. 29. 9. ENVIRONMENTAL COMPLIANCE .. 30. Georgia Motor Vehicle Emission Inspection and Maintenance Act .. 30. Covered Vehicles .. 30. Test Period and the Recording of Testing .. 30. Reference .. 31. Alternative Fueled Vehicle Program .. 31. Determination if Fleet is Covered under this Act .. 31. Agency Compliance Criteria .. 32. Agency Reporting Requirements .. 33. APPENDICES .. 33. A. Glossary of Terms .. 33. B. Vehicle Markings .. 33. C. Forms .. 33. D. Fleet Safety Guideline Recommendations:.. 33. Department of Administrative Services 2. FY 2014. Georgia Fleet Management Manual GLOSSARY OF TERMS.
6 A- 1 VEHICLE MARKINGS .. A-3. POOL VEHICLE UTILIZATION LOG ..C-1-1. MONTHLY ASSIGNED VEHICLE UTILIZATION REPORT ..C-2-1. CELL PHONE USE .. D-1. VEHICLE ACQUISITION MATRIX ..D-2. Department of Administrative Services 3. FY 2014. Georgia Fleet Management Manual 1. Introduction All entities of state government exist to provide services to the citizens of Georgia and one of the principal assets necessary to accomplish this mission is a motor vehicle. With the use of this asset comes the implied responsibility to operate a productive Fleet and to keep total costs associated with Fleet operations to a minimum. As stewards of the state resources, it is our responsibility to the citizens of Georgia to operate the state's Fleet in a responsible, cost- effective manner.
7 Centralized coordination of Fleet Management has proven to be the most effective tool to produce efficient Fleet operations. The Office of Fleet Management (OFM). was formed to provide oversight and compliance with state policies regarding our Fleet and to maintain information regarding its operation. The objective is to establish guidelines based on Fleet best practices and identify cost savings opportunities. The goal is to have a Fleet that provides the right vehicle for the job, is reliable, and cost effective. Unless otherwise provided by law, the policies, rules and regulations promulgated apply to all offices, agencies, departments, boards, bureaus, commissions, institutions, authorities, colleges and universities, or other entities of the state (all of which are hereafter referred to collectively as agency or agencies).
8 Requests for exemptions from any of the provisions of these policies may be submitted for approval by agency Fleet managers to the agency head who will in turn submit the request to the Office of Planning and Budget (OPB) for review. Final approval will be based upon a joint decision between the Fleet Manager, OPB, and the Department of Administrative Services (DOAS) Office of Fleet Management . If an agreement cannot be reached among these representatives, the agency heads of OPB and DOAS will determine the final outcome. This Manual is designed and organized to present information to help you manage your agency's Fleet . OFM staff should be viewed as an extension of any agency Fleet Management team and may be called upon to assist in the development of Fleet Management policies within agencies.
9 The Fleet Management Manual has been issued in accordance with Policy 10, developed by OPB. The procedures in this Manual apply to all passenger motor vehicles either owned, rented, borrowed, leased, donated or otherwise under the possession and control of offices, agencies, departments, boards, bureaus, commissions, institutions, authorities, colleges or universities, or other entities of the state. The procedures in this Manual also apply to any vehicle used by the state to support training, public relations or other programs conducted by the state. Department of Administrative Services 4. FY 2014. Georgia Fleet Management Manual 2. Roles and Responsibilities Office of Planning and Budget OPB is responsible for providing the following services associated with motor vehicles: Development of policy regarding state Fleet vehicle Management and use.
10 Developing the Governor's Annual Operating Budget to include financial plans to support the purchase and operation of motor vehicles and establishing annual vehicle authorizations for agencies through the budget cycle;. Ensuring financial resources of the state are used most efficiently; and Establishing a standard anticipated service period for all types of motor vehicles as recommended by OFM. Department of Administrative Services DOAS works with OPB to carry out policy regarding passenger-carrying automobiles in the following areas: Standardized specifications for types of vehicles based on agencies' needs;. Rules and regulations governing the maintenance, repair, service and purchase of fuel for motor vehicles; and Rules and regulations governing acquisition, utilization, preventive maintenance, repair and replacement of all motor vehicles.