CHAPTER 1.  GENERAL PROCEDURES

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1. What is the purpose of this Manual?
2. What are the authorities and references for this Manual?
3. What is the FHWA policy pertaining to official motor vehicles?
4. What are the responsibilities associated with the Motor Vehicle Management and Operations Program?
5. What are the definitions of key terms used in this Manual?

1. What is the purpose of this Manual?  This Manual issues guidance for the control of the Motor Vehicle Management and Operations Program for the Federal Highway Administration (FHWA).

2. What are the authorities and references for this Manual? 

   1. Title 31, United States Code (U.S.C.), Section 1344, Passenger Carrier Use;
   2. Title 26, U.S.C., Subchapter 1.61-21, Taxation of Fringe Benefits, and Federal Management Regulations (FMR), Title 41, Code of Federal Regulations (CFR), 102-5.45, Home to Work Transportation
   3. FMR, 41 CFR 102-34, Motor Vehicle Management;
   4. Public Law (P.L.) 102-486, The Energy Policy Act of 1992, Title III, Alternative Fuels, as amended by the Energy Conservation Act of 1998 (PL 105-388);
   5. Executive Order (E.O.) 13149, dated April 21, 2000, Greening the Government through Transportation and Fleet Efficiency;
   6. E.O. 13043, dated April 16, 1997, Increasing Seat Belt Use in the United States.
   7. The General Service Administration's (GSA's) Standard Form (SF) 82, Agency Report of Motor Vehicle Data.

3. What is the FHWA policy pertaining to official motor vehicles?

   1. It is FHWA policy to ensure that its employees are qualified to operate Federal Government-owned or -leased motor vehicles for official business and to use energy-efficient vehicles in a safe manner.
   2. The number of motor vehicles used will be limited to the minimum required to meet operational requirements, and these motor vehicles will be the smallest, most economical and fuel efficient motor vehicles that meet mission requirements.  Interagency Motor Pool (IAMP) motor vehicles should be used to the maximum extent practicable.  Commercially leased motor vehicles should be used only when IAMP motor vehicles are unavailable or inadequate.  To insure maximum energy conservation, acquisition of motor 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.
   3. Whenever possible, public transportation facilities such as airport limousines, taxis, trains, and buses should be used to meet transportation needs.
   4. Executive Order 13043 requires that all occupants of Federal Government vehicles fasten their seat belts.
   5. Federal regulations prohibit the use of tobacco products in GSA motor vehicles.

4. What are the responsibilities associated with the Motor Vehicle Management and Operations Program?

   1. The Associate Administrator for Administration (HAD-1), through the Chief, Management Services Division (HAIM-20), is responsible for the Motor Vehicle Management and Operations Program for the FHWA Washington Headquarters.
   2. The HAIM-20 Division Team Leader, Property and Motor Vehicle Management (HAIM-22), is the Motor Vehicle Fleet Manager for Washington Headquarters.
   3. Division Administrators, Resource Center Managers, Federal Lands Division Engineers, and Administrative Service Team Managers are responsible for their respective field locations and should designate Motor Vehicle Fleet Managers.  The positions listed in this paragraph are responsible for assuring that the duties listed under paragraph 4d are carried out.  These duties may be assigned to the Motor Vehicle Fleet Manager.
   4. The Motor Vehicle Fleet Manager shall:
      1. classify motor vehicles as either general or special purpose;
      2. ensure that Federal Government motor 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 motor vehicles (both FHWA-owned and GSA-leased) and for costs of maintenance and operation of FHWA-owned motor vehicles;
      6. establish and maintain an effective preventive maintenance program for FHWA-owned motor vehicles and ensure compliance with GSA instructions for maintenance of IAMP motor vehicles;
      7. ensure that motor vehicle reports are current and accurate;
      8. ensure that replaced FHWA-owned motor vehicles are disposed of under the exchange sale authority and that excess motor vehicles are reported to GSA for disposal;
      9. ensure that only qualified operators with valid drivers licenses operate motor vehicles;
      10. conduct and/or aid in conducting periodic evaluations of motor vehicle management program performance and effectiveness;
      11. initiate controls that prohibit contractors from acquiring motor vehicles at Federal government expense without specific approval;
      12. ensure that Federal Government motor vehicles are stored in facilities that provide protection from theft and 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.
   5. Operators of Federal Government motor vehicles shall:
      1. meet the licensing requirements for the motor vehicle to be operated;
      2. operate motor vehicles in a safe, prudent manner;
      3. use the motor vehicle's complete occupant restraint system at all times;
      4. check the Federal Government-owned or -leased motor vehicle for damage before accepting the motor vehicle;
      5. report motor vehicles that are in unsafe operating condition (field offices report to the Motor Vehicle Fleet Manager and Washington Headquarters offices report to HAIM-22);
      6. report motor 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. pay all traffic violation fines levied against them;
      10. ensure that motor vehicles and their contents are properly secured when left unattended;
      11. ensure that the motor vehicle is properly serviced during the course of operation, or notify the Motor Vehicle Fleet Manager of needed servicing;
      12. protect and properly use Federal Government credit cards;
      13. use self-service pumps;
      14. request each passenger to fasten his/her safety belt when operating any motor vehicle on official business; and
      15. notify the Motor Vehicle Fleet Manager when any belt in a motor vehicle owned or leased by the Federal Government is not working.

5. What are the definitions of key terms used in this Manual?

   1. Alternative fuel vehicles.  These include motor vehicles that use the following types of power sources:
      1. Methanol, ethanol, and other alcohols;
      2. Blends of 85% or more of alcohol with gasoline;
      3. Natural gas and liquid fuels domestically produced from natural gas;
      4. Liquefied petroleum gas (propane);
      5. Coal-derived liquid fuels;   
      6. Hydrogen and electricity; and
      7. Biodiesel.
   2. Fleet average fuel economy.  This is a ratio (consumption weighted average) used to calculate the relative fuel efficiency of motor vehicle acquisitions.  These averages are based upon the Environmental Protection Agency's combined city/highway miles per gallon (MPG) rating.
   3. Fleet Management Center (FMC).  The GSA fleet is supported by a network of Fleet Management Centers (FMCs) responsible for the assignment of GSA fleet motor vehicles and providing for their administrative support and control in the specific geographical areas they serve. 
   4. General purpose motor vehicles.  These are commercially manufactured vehicles, self-propelled, procurable from regular production lines, and designed for highway transportation of personnel and cargo (sedans, station wagons, 4x2 trucks, vehicles weighing one ton and under, and trucks weighing 1 ½ tons and over).  The definition also includes any general-purpose motor vehicle that has undergone a temporary modification to meet seasonal or other special needs.
   5. Interagency motor pool (IAMP).  This is the GSA motor pool that provides motor vehicles services for the transportation of personnel and property.
   6. Lease.  This is the acquisition of a vehicle by contract or other arrangement from the GSA or a commercial firm for a period of 60 consecutive days or more.
   7. Official use.   This is the use of Federal Government-owned and -leased motor vehicles by FHWA personnel in accomplishment of the FHWA's mission.  When contractors are authorized to use Federal Government-owned or -leased motor vehicles, the contract shall stipulate that such vehicles are to be used for official purposes only.
   8. Passenger automobiles.  These are four-wheeled motor vehicles, designed for passenger transportation on streets and roadways, that are commonly propelled by an internal combustion engine.
   9. Rental.  This is a motor vehicle acquired by contract or other arrangement from the GSA or a commercial firm for less than 60 days.
   10. Special purpose motor vehicles.  These are commercially manufactured motor 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.  This definition includes any general-purpose motor vehicle that has undergone permanent or major modification, which precludes further economical use as a general-purpose motor vehicle.