|MOTOR VEHICLE MANAGEMENT MANUAL|
||February 19, 1982
- PURPOSE. To establish and transmit the Motor Vehicle Management Manual.
- CANCELLATIONS. This order cancels the Federal Highway Administration (FHWA) Administrative Manual Volume 41, in its entirety.
- SCOPE. The provisions and requirements of this Manual are applicable to all of the FHWA elements, both Washington Headquarters and field.
FEDERAL HIGHWAY ADMINISTRATION (FHWA)
MOTOR VEHICLE MANAGEMENT AND OPERATIONS MANUAL
TABLE OF CONTENTS
CHAPTER 1. GENERAL PAGE
1. Purpose. . . . . . . . . . . . . . . . . . . . . . .1-1
2. Authority and Reference. . . . . . . . . . . . . . .1-1
3. Policy . . . . . . . . . . . . . . . . . . . . . . .1-2
4. Responsibilities . . . . . . . . . . . . . . . . . .1-2
5. Definitions. . . . . . . . . . . . . . . . . . . . .1-5
CHAPTER 2. MOTOR VEHICLE ACQUISITION, UTILIZATION,
REPLACEMENT, AND DISPOSAL
1. General. . . . . . . . . . . . . . . . . . . . . . .2-1
2. Acquisition. . . . . . . . . . . . . . . . . . . . .2-1
3. Utilization. . . . . . . . . . . . . . . . . . . . .2-5
4. Replacement and Disposal . . . . . . . . . . . . . .2-7
CHAPTER 3. MOTOR VEHICLE OPERATION AND MAINTENANCE
1. General. . . . . . . . . . . . . . . . . . . . . . .3-1
2. Vehicle Operation. . . . . . . . . . . . . . . . . .3-1
3. Vehicle maintenance. . . . . . . . . . . . . . . . .3-1
CHAPTER 4. LIABILITY AND DAMAGE CLAIMS
1. General. . . . . . . . . . . . . . . . . . . . . . .4-1
2. Liability. . . . . . . . . . . . . . . . . . . . . .4-1
3. Defense of Suits Against Employees . . . . . . . . .4-2
4 Procedures for Damage Claims Against Private
Individuals. . . . . . . . . . . . . . . . . . . . .4-2
CHAPTER 5. FHWA VEHICLE/TRAILER IDENTIFICATION
1. General. . . . . . . . . . . . . . . . . . . . . . .5-1
2. FHWA Identification Legends and License Plates . . .5-1
3. Equipment Used in a Foreign Country. . . . . . . . .5-2
CHAPTER 6. CERTIFICATION OF MOTOR VEHICLE OPERATORS
1. General. . . . . . . . . . . . . . . . . . . . . . .6-1
2. Scope. . . . . . . . . . . . . . . . . . . . . . . .6-1
3. Definitions. . . . . . . . . . . . . . . . . . . . .6-1
4. Responsibility . . . . . . . . . . . . . . . . . . .6-1
5. National Driver Register (NDR) . . . . . . . . . . .6-2
6. Requirements for Certification of Motor
Vehicle Operators. . . . . . . . . . . . . . . . . .6-2
7. Suspension of Driving Privilege. . . . . . . . . . .6-4
CHAPTER 7. UNITED STATES GOVERNMENT NATIONAL CREDIT CARD
1. General. . . . . . . . . . . . . . . . . . . . . . .7-1
2. Standard Form 149, U.S. Government National
Credit Card. . . . . . . . . . . . . . . . . . . . .7-1
3. Credit Card Use. . . . . . . . . . . . . . . . . . .7-1
4. Billing Address. . . . . . . . . . . . . . . . . . .7-2
5. Instructions for Card Removal or Card
Replacement. . . . . . . . . . . . . . . . . . . . .7-2
CHAPTER 8. MOTOR VEHICLE RECORDS AND REPORTS
1. General. . . . . . . . . . . . . . . . . . . . . . .8-1
2. Vehicle Historical Records . . . . . . . . . . . . .8-1
3. Quarterly Mileage Report . . . . . . . . . . . . . .8-2
4. Annual Report. . . . . . . . . . . . . . . . . . . .8-3
TABLE OF ATTACHMENTS
[SEE PRINTED COPY OF ORDER FOR A COPIES OF THESE ATTACHMENTS]
Attachment and Title
1 GSA Form 312, Motor Vehicle Dispatch Record
2 Form FHWA-1246, Storage of Vehicles at Domicile
3 Table of Offenses and Penalties
4 Standard Form 120, Report of Excess Personal Property
5 Standard Form 91-A, Investigation Report of Motor Vehicle Accident
6 Federal Highway Administration Occupational AccidentReporting Format
7 Optional Form 345, Physical Fitness Inquiry for Motor Vehicle Operators
8 HS Form 1047, Request for National Driver Register File Check
9 Standard Form 78, United States Civil Service Commission Certificate of Medical Examination
10 Form FHWA-133, Application for Operator's Identification Card
11 Optional Form 346, U.S. Government Motor Vehicle Operator's Identification Card
12 Card Order Format (Example 1)
13 Format for Billing and Identification Data to be Embossed on the Standard Form 149, U.S. Government National Credit Card.
14 Card Removal or Card Replacement Format (Example 2)
15 Optional Form 108, Daily Vehicle Usage Report and Driver's Daily and Weekly Preventive Maintenance Checklist
16 Standard Form 82, Agency Report of Motor Vehicle Data
CHAPTER 1. GENERAL
- PURPOSE. To prescribe procedures for the control of the Motor Vehicle
Management and Operations Program for the Federal Highway Administration (FHWA).
- AUTHORITY AND REFERENCES
- Section 16, Administrative Expense Act of 1946, Public Law 79-600, 60 Stat. 810 (31 U.S.C. 1343, 1344, and 1349).
- Public Law 87-258 (September 21, 1961, 75 Stat. 539) (28 U.S.C. 2679),
as amended by Public Law 89-506, 5(a), 80 Stat. 307; November 18, 1988, Public
Law 100-694, Subsec. 5, 6, 102 Stat. 4564, Government Employees - Suits Arising out of Motor Vehicle Operation.
- Treasury Financial Manual, Part 6, Chapter 5000.
- General Services Administration Federal Property Management Regulations
(FPMR), 41 CFR 101, Subchapters E, Supply and Procurement, and G, Transportation and Motor Vehicles.
- Federal Personnel Manual (FPM), Chapter 930--Programs for Specific Positions
and Examinations (Miscellaneous), Subchapter 1--Motor Vehicle Operators, and
Appendix A--Physical Standards for Motor Vehicle Operators and Incidental
Operators (5 CFR Part 930), as revised October 1, 1985.
- DOT Order 1360.6, Department of Transportation Graphic Standards, dated March 18, 1981.
- Dot Orders 1500.6A, Travel Manual, dated January 2, 1985.
- DOT Order 2300.1C, Reimbursable Agreements, dated May 3, 1979.
- DOT Order 3902.9A, Safety Belt Use, dated May 11, 1986.
- DOT Order 4440.3b, Motor Vehicle Management, dated March 8, 1982.
- It is FHWA policy to ensure that its employees are qualified to operate
Federal Government-owned or -leased vehicles for official business and to
attain efficient and safe use of vehicles assigned.
- The number of motor vehicles used will be limited to the minimum required
to meet operational requirements and these vehicles will be the smallest,
most economical and fuel efficient vehicles which meet mission requirements.
Interagency Motor Pool (IAMP) vehicles should be used to the maximum extent
practicable. Commercially leased vehicles should be used only when IAMP vehicle
support is unavailable or inadequate. To insure maximum energy conservation,
acquisition of vehicles will be in compliance with the laws and regulations
relating to energy conservation in motor vehicle management, and energy saving
measures will be practiced to the fullest extent.
- Whenever possible, public transportation facilities such as limousines,
taxis, trains, and buses should be used to meet transportation needs.
- Associate Administrator for Administration. The Associate Administrator
for Administration, through the Chief, Property and Services Branch (HAIM-21),
is responsible for the Motor Vehicle Management and Operations Program for
the FHWA Washington Headquarters.
- Chief, Property and Services Branch. The Chief, Property and Services
Branch (HAIM-21), is the Motor Vehicle Fleet Manager for Washington Headquarters.
- Regional Administrator. Regional Administrators are responsible
for Motor Vehicle Management and Operations Programs in their respective regions
and should designate Motor Vehicle Fleet Managers for regional and division
offices. (Also, see Chapter 6, paragraph 4, for Motor vehicle operator certification responsibility.)
- The Motor Vehicle Fleet Manager. The Manager is to:
(1) classify vehicles as either general or special purpose,
(2) ensure that Government vehicles under his/her control are used for official purposes only,
(3) provide guidance for the proper use and safe operation of motor vehicles,
(4) determine current and projected needs for motor vehicles,
(5) establish and maintain fleet management records for utilization
of all assigned vehicles (both FHWA and General Services Administration
(GSA) owned) and for costs of maintenance and operation of FHWA-owned vehicles,
(6) establish and maintain an effective preventive maintenance
program for FHWA-owned vehicles and ensure compliance with GSA instructions
for maintenance of IAMP vehicles,
(7) ensure that motor vehicle reports are current and accurate,
(8) ensure that replaced FHWA-owned vehicles are disposed of
under the exchange sale authority and that excess vehicles are reported to GSA for disposal,
(9) ensure that only qualified operators operate vehicles,
(10) conduct and/or aid in conducting periodic evaluations of
program performance and effectiveness,
(11) initiate controls that prohibit contractors from acquiring
vehicles at Government expense without specific approval,
(12) ensure that Government vehicles are stored in facilities
that provide protection from pilferage or damages,
(13) ensure that keys and credit cards are adequately protected
both during and after normal duty hours,
(14) ensure that each Federal Government -owned or -leased motor
vehicle used for official business is equipped with safety belts, and
(15) provide advice relating to local procedures for FHWA employees
involved in an automobile accident while on official business.
- Operators of Government Motor Vehicles. Operators shall:
(1) meet the licensing requirements for the vehicle to be operated,
(2) operate vehicles in a safe prudent manner,
(3) use the vehicle's complete occupant restraint system at all times,
(4) check the Federal Government-owned or -leased vehicle for damage before accepting the vehicle,
(5) report vehicles that are in unsafe operating condition,
(6) report vehicle use and cost data as directed by the Motor Vehicle Fleet Manager,
(7) report all accidents to the Motor Vehicle Fleet Manager,
(8) comply with all applicable municipal, State, and Federal motor vehicle regulations,
(9) be responsible for paying all traffic violation fines levied against them,
(10) ensure that vehicles and their contents are properly secured when left unattended,
(11) see that the vehicle is properly serviced during the course of operation,
(12) protect and properly use Federal Government credit cards,
(13) use self-service pumps, when reasonable and cost effective, for refueling,
(14) request each passenger to fasten his or her safety belt
when operating any motor vehicle on official business, and
(15) notify the Motor Vehicle Fleet Manager when any belt in
a vehicle owned or leased by the Federal Government is not working.
- DEFINITIONS. For the purpose of this Manual, the following definitions are applicable:
- Fleet Average Fuel Economy - is a ratio (consumption weighted
average) used to calculate the relative fuel efficiency of vehicle acquisitions.
These averages are based upon the Environmental Protection Agency combined city/highway MPG ratings.
- General Purpose Motor Vehicles - commercially manufactured vehicles,
self-propelled, procurable from regular production lines, and designed for
highway transportation of personnel and cargo (sedans, station wagons, 4x2
trucks, one ton and under, trucks 1 1/2 tons and over). The definition further
includes any general purpose motor vehicle which has undergone a temporary
modification to meet seasonal or other special needs.
- Interagency Motor Pool (IAMP) - the GSA motor pool which provides
motor vehicles or motor vehicle services for the transportation of personnel and property.
- Lease - the acquisition of a vehicle by contract or other arrangement
form the GSA or a commercial firm for a period of 60 continuous days or more.
- Official Use - use of Government-owned and -leased vehicles by
FHWA personnel in accomplishment of the FHWA's mission. When contractors are
authorized to use Federal Government-owned or -leased vehicles, the contract
shall stipulate that such vehicles are to be used for official purposes only.
- Passenger Automobiles - four-wheeled automotive vehicles designed
for passenger transportation on streets and roadways and commonly propelled by an internal combustion engine.
- Rental - the acquisition of a vehicle by contract or other arrangement
from the GSA or a commercial firm for less than 60 days.
- Special Purpose Vehicles - commercially manufactured vehicles,
self-propelled, and designed for a special purpose; e.g., fire engines, rotary
snowplows, road graders, and other motorized vehicles with permanently mounted
equipment. The definition includes any general purpose motor vehicle which
has undergone permanent or major modification which precludes further economical
use as a general purpose vehicle.
CHAPTER 2. MOTOR VEHICLE ACQUISITION UTILIZATION, REPLACEMENT AND DISPOSAL
- GENERAL. This chapter prescribes procedures and guidelines for the
acquisition, utilization, replacement, and disposal of FHWA-owned or -leased motor vehicles.
- ACQUISITION. Motor vehicles maybe obtained through purchase, the
Interagency Motor Pool (IAMP), or commercial leasing or renting, as outlined below.
- Purchase. Passenger and special purpose vehicles are authorized
for purchase only when the FHWA has specific Department of Transportation
(DOT) appropriation authority, and when such vehicles are not available through
IAMP. Requests for purchase must be processed through GSA. The acquisition
of new sedans, station wagons, and light trucks is limited to class IA (small),
class IB (subcompact), or class II (compact), unless a written justification
is provided that a larger class vehicle is essential. All passenger automobiles
and light trucks acquired must achieve a "fleet average fuel economy"
as prescribed in FPMR 101-38.1306, Acquisition of Fuel-Efficient Passenger
Automobiles, and FPMR 101-38.1307, Acquisition of Fuel-Efficient Light Trucks.
- GSA Lease or Rental. The primary source of vehicles for the FHWA
on a long-term and short-term basis is the IAMP. When acquiring vehicles from
the GSA every attempt should be made to obtain a compact or economy-type vehicle
at the lowest cost possible. Requirements for motor vehicles should be determined
as soon as practicable to arrange for IAMP vehicles. Arrangements for IAMP
vehicles for use by Washington Headquarters personnel should be made through
HMS-21. In the field, arrangements should be made through the Motor Vehicle Fleet Manager.
(1) Requirements for indefinitely assigned vehicles should be
met through the IAMP. Requests should be submitted in writing to the IAMP
serving the area in which the vehicle is to be used. When the vehicle isrequired
in an area not served by an IAMP, the Motor Vehicle Fleet Manager shall
send his/her request to the GSA regional office having jurisdiction over
the area concerned. The request shall include the appropriate billing address
and the Billing Office Address Code (BOAC), along with a justification for
the request. The GSA will determine whether vehicles can be provided by
the IAMP. If the GSA cannot meet the justified need, authorization for use
of commercial sources will have to be obtained from HMS-21.
(2) On a short-term basis, when all FHWA vehicles are in use,
additional vehicles may be rented from the GSA. Arrangements for rental
of GSA vehicles must be made through HMS-21 in the Washington Headquarters
and through the Motor Vehicle Fleet Manager in the Field. If a GSA vehicle
is not available, a commercial rental or privately owned vehicle may be utilized.
(a) Before signing a receipt for a GSA vehicle, the driver
shall inspect it for damage, an inflated spare tire and the necessary
tools for changing the tire. If any items are missing, the vehicle may
be refused until the parts are furnished or another vehicle is supplied.
While the safety of the Government vehicle and its occupants are of prime
consideration in all vehicle operations, it may become necessary to accept
a motor pool vehicle which has been damaged or has some parts or accessories
missing, but this fact should be noted on the receipt which the GSA requires of the driver.
(b) When a GSA vehicle is returned, the pink copy of GSA
Form 312, Motor Vehicle Dispatch Record (Attachment 1), is given to the
driver. [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
In Washington Headquarters, this pink copy must be submitted to HMS-21,
and in the field the pink copy must be submitted to the Motor Vehicle Fleet Manager.
(c) When a traveler on an official travel order requires
a rental vehicle, the vehicle must be authorized on the travel order orexplained
in the travel voucher submitted for reimbursement.
(3) Each IAMP vehicle contains a packet with instructions to
which operators must adhere. In the event a motor vehicle breaks down, the
operator must call the local IAMP for specific instructions regarding the
necessary repairs. Commercial repairs under $50 may be made without prior
GSA approval. Payments under $50 must be made using the credit card assigned
to each vehicle, Repair costs which exceed $50 require prior GSA approval
and issuance of a purchase order to the repair facility by the GSA. Refer
to Chapter 4 for procedures relating to damage claims against private individuals.
Repairs which involve the safe operation of the vehicle need to be repaired
immediately before any further use of the vehicle. Approval procedures for
safety related items should be established by the FHWA organization responsible for the vehicle.
(4) The GSA uses the Simplified Intragovernmental Billing and
Collection (SIBAC) System to collect charges for IAMP support. Under this
system, the FHWA is provided a monthly machine listing of charges by individual
vehicle for which funds have been transferred to the GSA at the Department
of Treasury level. Motor Vehicle Fleet Managers or those individuals responsible
for maintaining the accuracy of the SIBAC listings shall review them promptly
upon receipt to determine whether the charges are proper and correct. If
any discrepancies are found with the listings, the finance office should
be notified so adjustments can be made with the Department of Treasury.
Credits for any erroneous charges shall be obtained in accordance with the
automatic charge-back procedures set forth in the Treasury Fiscal Requirements
Manual, Chapter 5000, Simplified Intragovernmental Billing and Collection
(SIBAC) System. The most prevalent types of erroneous charges are:
(a) charges for assigned vehicles which have been out
of service for more than three working days and a substitute vehicle has
not been provided by the IAMP; and
(b) repair cost charges for vehicles for which severe usage charges are being assessed.
- Commercial Lease or Rental
(1) When a local IAMP cannot meet an FHWA long-term leasing requirement,
the Motor Vehicle Fleet Manager in the field must notify HMS-21. If the
requirement is justified, HMS-21 will submit the request to the GSA authority
to lease the vehicle from commercial sources. Upon notification from the
GSA that authority is granted, HMS-21 will authorize the local Motor Vehicle
Fleet Manager to procure the vehicle(s) through a commercial lease arrangement.
The acquisition of the additional vehicles must comply with the same limitations
with respect to size and economy as outlined in paragraph 2a, above.
(2) The IAMP has contracts with commercial firms throughout the
country to supplement its equipment and facilities. Whenever IAMP services
are not available for short-term needs, the sources listed in the Federal
Supply Schedule and Traveler's Pocket Guide, Industrial Group 751, Class
7512, should be used for renting a commercial vehicle. If a vehicle is not
available through sources in the Federal Supply Schedule and Traveler's
Pocket Guide, a vehicle may be rented through any commercial source.
(3) All arrangements with commercial rental firms must be made
by HMS-21 for the Washington Headquarters. Similar arrangements for field
office requirements should be made by the Motor Vehicle Fleet Manager.
(4) To acquire a commercial vehicle the traveler must have a
purchase order or an official travel authorization specifying the use of a motor vehicle.
(5) When renting a vehicle while on official travel, compact
or economy vehicles shall be used in lieu of more costly standard or larger
vehicles. If the use of a standard vehicle at a higher cost is necessary
due to unusual circumstances, a justification must be attached to the travel
order and approved by the official approving the travel. If a need for a
more costly vehicle is not known at the time the travel order is prepared,
a justification shall be attachedto the travel voucher.
(6) All commercial charges covered by a travel order must be
paid by the traveler and claimed on the travel voucher. Government credit
cards may not be used to rent vehicles.
- Assignment of Vehicles
(1) An official vehicle cannot be assigned to any employee in the DOT (except the Secretary) for his/her exclusive use.
(2) The Motor Vehicle Fleet Manager shall assign FHWA-owned or
-leased vehicles as needed under his/her jurisdiction only of the requirements listed below have been met.
(a) The employee has a valid State, District of Columbia,
or Commonwealth operator's permit which applies to the type of vehicle
to be operated and which is issued for the area in which is issued for
the area in which that employee is principally employed or lives. An employee
requiring temporary use of a vehicle while in travel status needs to possess
a valid State driver's license and a travel order specifically authorizing the use of a vehicle.
(b) The vehicle is in a safe operating condition.
(c) The vehicle is appropriate for the assignment.
(d) The vehicle contains a packet of all pertinent information in case of an accident or emergency.
(e) The vehicle has properly installed seat belts.
- Vehicle Utilization Standards
(1) The efficient management of each local motor vehicle fleet
has as its continuing objective the achievement of a higher degree of individual vehicle utilization.
(2) Each motor vehicle fleet field location shouldprovide for
a pooling operation wherever it is possible to do so. Vehicles should be
rotated between areas requiring low mileage utilization and those requiring
high mileage utilization so that mileage replacement standards will be reached
for all vehicles of the same class and age at approximately the time.
- Authorized Uses of Motor Vehicles. The FHWA-owned and -leased
vehicles shall be used by Federal Government personnel for official purposes
only. Vehicles may be used by non-Federal Government employees only when there
is a direct connection with official business. Example of official use include the following:
(1) travel directly incidental to the performance of official
business, provided that the vehicle is not diverted from a reasonable and
prudent route or from its intended purposes;
(2) transportation of Federal Government documents, material, or supplies;
(3) transportation between temporary lodging and temporary duty station;
(4) transportation, while in travel status, to and from meals
when suitable meals cannot be procured at the temporary duty station or place of temporary lodging;
(5) transportation between domicile and place of employment:
(a) the use of vehicles between place of employment or
garage and employee's residence when it is in the Federal Government's
interest that official travel start from the employee's residence rather
than his/her place of employment or garage;
(b) the storage of vehicles at employee's residence when
required for official use. Off-street parking should be used when possible.
A record of such storage is to be maintained on Form FHWA-1246, Storage
of Vehicles at Domicile (Attachment 2), [SEE PRINTED COPY OF ORDER
FOR A COPY OF THIS ATTACHMENT] and be available for examination
by the Washington Headquarters or field MotorVehicle Fleet Managers. Where
vehicles are pooled, the record may be kept by the Motor Vehicle Fleet Manager.
(6) transportation of employees and dependents on change of official duty station when authorized by travel orders.
- Penalty For Unofficial Use. The following mandatory penalty applies
to unofficial use of motor vehicles: "Any officer or employee of the
Federal Government who willfully uses or authorizes the use of any Federal
Government-owned passenger motor vehicle for other than official purposes
shall be suspended from duty by the head of the office concerned, without
compensation, for not less than one month, and shall be suspended for a longer
period or summarily removed from office if circumstances warrant." Refer
to Table of Offenses and Penalties (Attachment 3) for additional information
regarding offenses and penalties. [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
- REPLACEMENT AND DISPOSAL. These replacement and disposal standards
apply to all Federal Government-owned and -leased vehicles.
- Replacement Standards. The FHWA retains motor vehicles which are
in usable and workable condition even though the standards permit replacement,
provided that the vehicle can be used or operated an additional period without
excessive maintenance cost or substantial reduction in trade-in value. Minimum
replacement standards for general purpose vehicles are as follows:
(1) Sedans and Station Wagons. Six years or 60,000 miles, whichever occurs first;
(2) Trucks 4x2, one ton and under. Six years or 50,000 miles, whichever occurs first;
(3) Trucks 4x4, one ton and under. Six years or 40,000 miles, whichever occurs first;
(4) Trucks 1 1/2 to 2 1/2 tons. Seven years or 60,000 miles, whichever occurs first; and
(5) Trucks, 3 tons and over. Nine years or 80,000 miles, whichever occurs first.
- Damaged Vehicles. A motor vehicle which has been damaged beyond
economical repair (including unusual wear by abnormal operating conditions)
may be replaced without regard to the above standards after certification
by the Motor Vehicle Fleet Manager.
- Vehicle Disposal
(1) When an FHWA-owned vehicle has passed its useful life, it
shall be disposed of under the exchange/sale authority. All vehicles must
be reported to the GSA (domestic) or turned over to the Department of State
(foreign) for sale or donation. The Standard Form 120, Report of Excess
Personal Property (Attachment 4), is used to notify the GSA of any excess
motor vehicles. [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
(2) If a vehicle is not replaced, it is considered excess and
will be reported to the GSA (if domestic) or turned over to the Department
of State (if foreign) for disposal.
CHAPTER 3. MOTOR VEHICLE OPERATION AND MAINTENANCE
- GENERAL. This chapter provides information for the operation and
maintenance of motor vehicles utilized by the FHWA.
- VEHICLE OPERATION. Good driving habits and a common sense approach
should be maintained when operating motor vehicles. The following driving and
operating techniques are examples of those which are to be observed:
- Use the air-conditioner sparingly (disconnecting will damage seals and
cause excess maintenance), but operate at least 10 minutes each week throughout the year.
- Avoid one-person trips. Use one vehicle for several passengers traveling
in the same general area. Always consider: "Is this trip necessary?"
"Can the job be accomplished by some other means?" Use the telephone when practicable.
- Use the complete occupant restraint system for eachoccupant of a motor vehicle while on official business.
- Use the smallest vehicle feasible for the job.
- VEHICLE MAINTENANCE. As required, safety and preventive maintenance
inspections shall be performed on FHWA-owned and -leased vehicles by Motor Vehicle
Fleet Managers. Special attention should be given to the following items: oil
and air filters, tire pressure, the cooling system, and proper wheel alignments.
- FHWA-Owned Motor Vehicles. The manufacturers' recommended schedules
and specifications should be followed. Proper maintenance can contribute to
energy efficient operation and ensure that the vehicle will meet Federal and
State emissions standards, which include safe and proper operation of the catalytic converter.
- Leased Motor Vehicle. Motor Vehicle Fleet Managers shall comply
with the GSA-prescribed maintenance schedule on either a time or mileage basis
for IAMP vehicles. Users of IAMP vehicles shall comply with the safety and
preventive maintenance instructions established by the local IAMP. For information
on repairs, see page 2-2.
CHAPTER 4. LIABILITY AND DAMAGE CLAIMS
- GENERAL. This chapter covers liability and prescribes procedures for damage claims against private individuals.
- Employee Liability. An employee will not be held financially liable
for any damage to a Federal Government-owned or -leased motor vehicle resulting
from the operation of the vehicle in the performance of official business.
If the employee's actions warrant disciplinary measures, penalties as shown
in the Table of Offenses and Penalties (Attachment 3) will be based on the
nature of the offense. [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
- Collision Damage Insurance
(1) Travel in the United States. Reimbursement is not
authorized for additional collision insurance(collision damage waiver adjustment)
on rental vehicles. An FHWA employee with a rental vehicle which incurs
damage can pay up to the deductible amount and claim reimbursement of the
amount as a travel expense on his/her travel voucher. The damage should
be explained on the voucher or as an attachment. To cover payment of a large
deductible amount, an employee may charge the deductible to the employee's
Citicorp Diners Club card obtained through the Travel Charge Card Program
as described in Chapter 10 of DOT Order 1500.6A, Travel Manual. In addition,
when the damage appears to be the result of actions by another nonemployee
against whom the Federal Government may have a claim, the traveler will
submit an accident report and other pertinent information.
(2) Travel in foreign areas. An employee may be reimbursed
for necessary additional insurance (collision damage waiver or collision
insurance) when a vehicle is rented or leased for official travel in foreign areas (55 Comp. Gen. 1343).
- Trip Insurance-Foreign Countries. Reimbursement is authorized
for the cost of trip insurance purchased by employees for use of a Federal
Government-furnished or privately owned vehicle during official business in
a foreign county. Trip insurance covers potential liability for property damage
or personal injury or death to third parties. Reimbursement is limited to
instances in which the purchase of such insurance is required by foreign statute
or is a practical necessity due to the legal procedures of the country which,
in the event of an accident, could result in detainment of the driver and
impoundment of the vehicle. Reimbursement is limited to the cost of the minimum
insurance required for the use of the roads or an amount equivalent to the
customary minimum amount required by the vehicle rental industry in the area.
- DEFENSE OF SUITS AGAINST EMPLOYEES
- The Federal Government will defend any civil action which may be brought
against an employee, or his/her estate, for damage to property or for personal
injury or death resulting from the employee's operation of any motor vehicle
while acting within the scope of his/heremployment. Insurance premiums paid
by employees to obtain protection for themselves while driving official vehicles
outside the scope of the employment are not reimbursable.
- When a civil action or proceeding against the employee or the employee's
estate is instituted for damage to property, or for personal injury or death
arising from an FHWA employee's operation of a motor vehicle while on official
business, the employee shall immediately advise his/her first-level supervisor.
Within three days the employee shall deliver all process and pleadings or
an attested true copy thereof, served upon him/her, to his/her first-level supervisor.
- The employee's supervisor shall promptly furnish all information concerning
the commencement of such action or proceedings and copies of all process and
pleadings to the Washington Headquarters Office of Chief Counsel or to the
Regional Counsel in the regional offices as appropriate. The FHWA Safety Officer
will furnish the Office of Chief Counsel or the Regional Counsel, on request,
copies of Standard Form 91-A, Investigation Report of Motor Vehicle Accident
(Attachment 5), the FHWA Occupational Accident Reporting Format (Attachment
6), and any other information available pertaining to the case. [SEE PRINTED
COPY OF ORDER FOR COPIES OF THESE ATTACHMENTS]
- PROCEDURES FOR DAMAGE CLAIMS AGAINST PRIVATE INDIVIDUALS
- Driver Responsibility in Case of Accident. When an accident has
occurred in a GSA-leased motor vehicle, the FHWA employee should follow the
instructions in the Motor Vehicle Accident Kit found in the vehicle. The employee
should also contact his/her office's Motor Vehicle Fleet Manager for additional
instructions. If an accident occurs in an FHWA-owned vehicle, contact the
Motor Vehicle Fleet Manager who will instruct the employee as to proper action.
- Damage Claims. Where, on the basis of information furnished in
an accident or survey report, it is clearly determined that a private individual
is responsible for damage to an FHWA-owned or an IAMP motor vehicle, efforts
should be made to recover cost of repair of such damages.
- Direct Payment to Facility that Repairs the Damage. The Motor
Vehicle Fleet Manager should make every effort to have the responsible individual,
or his/her insurer, make arrangements for necessary repairs with an acceptable
repair facility and for direct payment to such facility. The work estimate
sheet from the repair facility should contain a statement that may claim against
the Federal Government for the cost of such repairs is waived.
- Payment to the FHWA. When arrangements cannot be made for direct
payment to the repair facility by the responsible individual or his/her insurer,
payment by check to the FHWA will be required. Since direct payment to the
FHWA for damages are not available for expenditure, all such collections will
be deposited to the General Fund Receipts of the Treasury.
- Refusal to Pay for Damages. When it is clearly determined that
a private individual is responsible for damages to an FHWA-owned or IAMP motor
vehicle and is unwilling to pay for the repairs, the claim should be forwarded
to the Washington Headquarters Office of Chief Counsel or to the Regional
Counsel in the regional office.
CHAPTER 5. FHWA VEHICLE/TRAILER IDENTIFICATION
- GENERAL. This chapter prescribes procedures for the use of vehicle/trailer
identification legends and license plates on FHWA-owned and on certain rented
or leased motor vehicles.
- FHWA IDENTIFICATION LEGENDS AND LICENSE PLATES
- Placement of Legends. Each motor vehicle or trailer shall display
the legends "For Official Use Only" and "U.S. Government."
Immediately below these legends, the identifications "U.S. Department
of Transportation" and "Federal Highway Administration" may
be displayed. The legend will be placed as follows:
(1) Sedans, Station Wagons, Ambulances, Buses, Carryalls,
Trucks, and Truck Tractors. Center the legend on each front door or
if there is only one front door, as in the case of a bus, on an equivalent
position relative to the driver's seat.
(2) Trailer. Place the legend on both sides of the front quarter of the trailer.
- Placement of License Plates. The FHWA-owned vehicles shall display
official U.S. Government DOT license plates mounted on the front and rear
of the vehicle. Only one plate is to be mounted on the rear of towed equipment.
- Source of Legends and License Plates. Requisitions for legends
and license plates are to be submitted to the Office of Management Systems,
Operations and Services Division, Property and Services Branch (HMS-21). Requisitions
for legends must include an identification of the type and color of vehicles
or trailers to ensure compliance with the publication "Graphic Standards
for the U.S. Department of Transportation, " as mandated by DOT Order
1360.6 dated March 18, 1981.
- Removal of Legends and License Plates. Whenever a motor vehicle
is permanently removed from Government service, all identification as a Government
vehicle shall be removed prior to transfer of title. Vehicles transferred
to another Government agency shall have only the DOT license plates and the
DOT and FHWA identification removed. License plates are to be returned to HMS-21.
- EQUIPMENT USED IN A FOREIGN COUNTRY
- Not all the FHWA-owned motor vehicles, trailers or motor-powered equipment
assigned and operated in a foreign country are required to display the DOT
license plates. Display of required plates will be in accordance with the
Department of State regulations for the country concerned.
- Motor vehicles rented or leased from private or commercial sources for
a period of six months or less and used primarily for off-highway work in
a foreign country need not display the legends "For Official Use Only,"
"U.S. Government," "U.S. Department of Transportation"
and "Federal Highway Administration."
CHAPTER 6. CERTIFICATION OF MOTOR VEHICLE OPERATORS
- GENERAL. This chapter prescribes instructions and procedures for
identifying, testing, and certifying operators of motor vehicles owned or leased
by the Federal Highway Administration (FHWA).
- SCOPE. These certification procedures apply to all FHWA employees
and contract personnel who operate FHWA vehicles for official business.
- Operators of FHWA vehicles are divided into three classes:
(1) Regular Operator - an FHWA employee whose principal
job is that of a chauffeur, truck driver, bus driver, or similar function;
(2) Incidental Operator - an FHWA employee who is required
to drive an FHWA vehicle incidental to the performance of other assigned duties; and
(3) Non-Federal Government Operator - an individual who
is officially authorized to drive an FHWA vehicle but is not employed by the FHWA.
- Operator Permit - the Optional Form 346, U.S. Government Motor
Vehicle Operator's Identification Card (Attachment 11). [SEE PRINTED COPY
OF ORDER FOR A COPY OF THIS ATTACHMENT]
This is issued to regular operators as defined above.
- Class of Vehicle - State motor vehicle operator licenses are divided
into various vehicle classifications. These classifications are defined differently
for each state. Refer to the motor vehicle operator's manual issued by the
applicable State's Department of Motor Vehicles for the vehicle classification
definitions that apply.
- RESPONSIBILITY. The Associate Administrator for Administration, each
Regional Administrator, Division Administrator, and Federal Lands Highway Division
Engineer may designate a member of his/her staff as the driver certification
program coordinator. This driver certification program coordinator shall administer
the program in accordance with the requirements of paragraphs 5, 6, and 7,below.
- NATIONAL DRIVER REGISTER (NDR). The NDR was established to assist
States in obtaining all adverse records available on drivers, regardless of
where in the United States the driver,s record may have originated. The FHWA
may use these services to determine whether a person has been denied a State
license. An NDR check is required in certain instances (see paragraph 6), and
may be requested any time an operator is suspected of having had his/her State
license suspended or revoked. An NDR check is made by submitting an HS Form
1047, Request for National Driver Register File Check (Attachment 8), [SEE
PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT] to the Office of Management
Systems (HMS-4) or Regional Safety Officers. The HS Form 1047 may be obtained
from the Office of Management Systems (HMS-4). These checks should be made using
HS form 1047 cards stamped with a "DK" on the left margin. If the
driver's State license has been revoked, notification will be given by the NDR
to the Office of Management Systems (HMS-4) who will in turn notify the appropriate
office. Otherwise, no response from the NDR will be received.
- REQUIREMENTS FOR CERTIFICATION OF MOTOR VEHICLE OPERATORS
- General. All operators of FHWA vehicles are required to:
(1) have a valid State driver's license for the class of vehicle
to be operated in their possession at all times while operating the FHWA vehicle;
(2) have a valid agency identification card or document at all
times while operating the FHWA vehicle; and
(3) be physically qualified to operate the vehicle assigned.
FHWA employees must meet the physical requirements of Federal Personnel
Manual (FPM) Chapter 930, Subchapter 1, and Appendix A. [SEE PRINTED
COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
- Regular Operators
(1) Initial Certification. A word test and a NDR check
are required for initial certification of a regular operator. The road test
should be administered by a certified road test examiner (contact the Office
of Management Systems (HMS-4) for help in locating the nearest examiner).
Also, for initial certification, the applicant will be required to take
the physical examination (including the visual and hearing tests) prescribed
in Chapters 339 and 930 of the FPM. For initial certification, the applicant
must submit both an SF 78, Certificate of Medical Examination (Attachment
9), which is completed by a Federal medical officer or authorized licensed
physician, and a Form FHWA-133, Application for OperatorsIdentification
Card (Attachment 10). [SEE PRINTED COPY OF ORDER FOR COPIES OF
THESE ATTACHMENTS] The serving personnel office may be contacted for
a listing of the Federal medical officers.
(2) Recertification. Regular operators must be recertified
every 4 years. For recertification, an Optional Form 345, Physical Fitness
Inquiry for Motor Vehicle Operators (Attachment 11), and a Form FHWA-133,
Application for Operator's Identification Card (Attachment 10), each covering
the past 4 years of operation, must be submitted by the applicant to the
driver certification program coordinator. [SEE PRINTED COPY OF
ORDER FOR COPIES OF THESE ATTACHMENTS] The visual and hearing
tests must again be successfully passed.
- Incidental Operators. For incidental operators in both Washington
Headquarters and field offices, the possession of a valid State driver's license
may be used as sufficient evidence of physical qualification to drive a Government-owned
or -leased vehicle. However, in the Washington Headquarters, if the supervisor
of an FHWA employee is aware of any reason not to allow the employee use of
a Government-owned or -leased vehicle, the supervisor should notify the Office
of Management Systems (HMS-21). For FHWA field offices, the supervisor should
notify the appropriate office in their respective location.
- Non-Federal Government Operators. An NDR check will be made on
regular and incidental operators following the procedures described in paragraph
5 above. While these operators are not required to pass a physical evaluation,
the FHWA supervisor authorizing each individual to drive an FHWA vehicle will
examine the operator's State driver's license for physical restrictions.
- SUSPENSION OF DRIVING PRIVILEGE. Driving privileges may be suspended
by memorandum to the employee from his/her Associate Administrator, Staff Office
Director, Regional Administrator, Division Administrator, or Federal Lands Highway
Division Engineer under certain circumstances, some of which are listed below.
The period of suspension will generally coincide with, or exceed, the suspension
period established by the State motor vehicle division for the applicable offense.
Before initiating a suspension action, the Federal Personnel Manual (Chapter
930, Subchapter 1) should be consulted for further guidance.
- Mandatory Suspensions. Driving privileges will be suspended under
the circumstances listed below. The only temporary circumstance that might
override a mandatory suspension would be the decision to allow a driver to
operate an FHWA vehicle on Federal property (i.e., off public roads) if the
supervisor decides it is in the best interest of the Federal Government. Suspensions are mandatory when:
(1) the driver's State license has been suspended or revoked;
(2) the driver is convicted for operating an FHWA vehicle under the influence of alcohol or narcotics;
(3) the driver is convicted for leaving the scene of the accident without proving identification; or
(4) the driver is found on medical examination not to meet the appropriate physical standards.
- Optional Suspensions. Driving privileges may be suspended, at the discretion of the appropriate FHWA official, when:
(1) the driver is involved in a motor vehicle accident while
operating an FHWA vehicle and, after investigation, is found to be at fault;
(2) the driver is convicted of a traffic violation (other than
parking) committed while driving an FHWA vehicle;
(3) the driver is observed operating the vehicle unsafely; or
(4) the driver is not in compliance with Federal administrative
requirements (e.g. the Federal Personnel Manual, the Federal Property Management
Regulations, DOT directives, or this FHWA Manual) relating to motor vehicle operation.
CHAPTER 7. UNITED STATES GOVERNMENT NATIONAL CREDIT CARD
- GENERAL. This chapter prescribes procedures for the use of the U.S. Government National Credit Card.
- STANDARD FORM 149, U.S. GOVERNMENT NATIONAL CREDIT CARD
- Procurement of Credit Card. A separate Card Order Format (Attachment
12), is to be submitted for each FHWA-owned vehicle, and for commercial vehicles
leased for over 60 days. The Office of Management Systems, Property and Services
Branch (HMS-21), is responsible for satisfying all credit card requests. For
specific instructions and examples, see Format for Billing and Identification
Data (Attachment 13), Card Order Format (Attachment 12), and Card Removal
or Card Replacement Format (Attachment 14). [SEE PRINTED COPY OF ORDER
FOR COPIES OF THESE ATTACHMENTS]
- Billing Code. The billing code is a 10-digit number appearing on the
Standard Form 149, which appears on the Format in Billing Identification Data
(Attachment 13). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
- CREDIT CARD USE
- The credit card is to be used in obtaining authorized services and supplies
from contractors listed in the Defense Fuel Supply Center (DFSC) Contract
Bulletin DSA 600-XX0039 ("XX" denotes appropriate fiscal year).
This bulletin is published annually and may be obtained from: Commander, Defense
fuel Supply Center, Attention: DFSC: OD, Cameron Station, Alexandria, Virginia
22314. A copy of the DFSC Handbook, 4280.1, Government Vehicle Operators Guide,
and Guide to service Stations for Gasoline, Oil, and Lubrication, should be
placed by the Motor Vehicle Fleet Manager in the motor vehicle packet for
each Federal Government vehicle. The credit card is not to be used with any
company not listed in this publication.
- Products and services authorized to be procured with credit cards from
the listed contractors are gasoline (all grades), lubricating services (including
differential and transmission lubricants), antifreeze, oil filter elements
and servicing, air filter service, tire and tube repairs, washing and cleaning,
mounting and dismounting of snow tires and/or chains, emergency replacement
of spark plugs, fan and generator/alternator belts, windshield wiper arms
and blades, lamps and repairs known in the automotive trade as "road
repairs."Refer to Chapter 2, paragraph 2b(3), where a $50 purchase limitation is explained.
- Authorized services do not include storage, parking, major or other than
emergency repairs, and purchase of tires, tubes and batteries.
- BILLING ADDRESS. The billing address to which contractors should
send statements covering the purchases of supplies and services by the user
is placed at the top of Card Order Format (Attachment 12). [SEE PRINTED COPY
OF ORDER FOR A COPY OF THIS ATTACHMENT]
The billing address is no longer required on Standard Form 149.
- INSTRUCTIONS FOR CARD REMOVAL OR CARD REPLACEMENT. The Motor Vehicle
Fleet Manager will use the Card Removal or Card Replacement Format (Attachment
14), [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT] to
report credit cards either lost. stolen, broken, debossed, or otherwise removed
from the system. If cards are to be replaced, a memorandum is to be forwarded
to HMS-21 requesting that the card be replaced.
CHAPTER 8. MOTOR VEHICLE RECORDS AND REPORTS
- GENERAL. This chapter prescribes procedures for maintaining the FHWA
motor vehicle records and sets forth requirements for a quarterly mileage report and an annual report.
- VEHICLE HISTORICAL RECORDS. All Motor Vehicle Fleet Managers shall
maintain an historical record for each vehicle (other than vehicles acquired
for less than 60 days). The record shall include the following information:
- FHWA-Owned Vehicles
(1) Inventory Control Data
(a) License plate numbers.
(b) Vehicle serial number.
(c) Year, make, model and type.
(d) Capacity and gross weight.
(e) Acquisition or lease cost of basic vehicle.
(f) Special equipment and cost of each item.
(g) Acquisition document number.
(h) Source of acquisition.
(i) Condition on acquisition.
(j) Current location and assignment of vehicle.
(k) Date and odometer reading at the time of acquisition.
(2) Utilization. Correct milage and other information,
documented on Optional Form 108, Daily Vehicle Usage Report (Attachment
15). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
(3) Record of Operating Costs. All costs of fuel, oil,
tires, lubrication, washing, polishing, antifreeze, tire mounting, chains, etc.
(4) Record of Maintenance Cost. All cost of repairs (including
labor), parts and materials, battery renewal, oil filter and spark plug
replacement, engine tuning and other minor adjustments which can be accomplished
without disassembly of a unit. Storage costs, other than overnight costs
entered on a travel voucher, should also be included under maintenance when applicable.
(5) Record of Accidents and Damage. The date of the incident,
case or file number, and cost of repairs. This information must also be
submitted to the Washington Headquarters Office of Chief Counsel or to the
Regional Counsel in the regional office on the FHWA Occupational Accident
Reporting Format (Attachment 6). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
(6) Disposal Data. The date of disposal, recipient, amount
received, and disposal document number.
- IAMP Vehicles
(1) Utilization and cost data for each vehicle acquired from
the IAMP on regular assignment shall be maintained on forms prescribed by the GSA.
(2) The employee responsible for obtaining regularly assigned
IAMP vehicles at each FHWA installation will maintain a tabulation to reflect
for each vehicle, by month, the miles driven and acquisition costs. This
information will support justification for retention of vehicles, and additions
or reductions to the local fleet.
- Commercially Leased Vehicles. Utilization and cost data will be
maintained for each vehicle commercially leased by the FHWA for a period of
60 days or more, and are to be included on the Standard Form 82, Agency Report
of Motor Vehicle Data (Attachment 16). [SEE PRINTED COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]
- QUARTERLY MILAGE REPORT. All regional offices must call or submit
to HMS-21 the quarterly mileage report. This report must be received by the
10th working day after the close of the current quarter in order for HMS-21
to transmit a consolidated Federal energy usage report to the Department by the 15th working day.
- ANNUAL REPORT. Motor Vehicle Data will be summarized and reviewed
annually by the Motor Vehicle Fleet Manager and submitted on Standard Form 82,
Agency Report of Motor Vehicle Data (RCS HMS-20-21, Attachment 16), to HMS-21
each year by November 7, so that a consolidated report may be transmitted to
the OST, Office of Installations and Logistics, by December 1. [SEE PRINTED
COPY OF ORDER FOR A COPY OF THIS ATTACHMENT]