CHAPTER 2.  MOTOR VEHICLE ACQUISITION, UTILIZATION, REPLACEMENT, AND DISPOSAL

Par.

1. How are motor vehicles acquired?
2. What are the requirements to acquire alternative fuel vehicles?
3. How are motor vehicles to be assigned and utilized?
4. What are the procedures for replacing or disposing of vehicles?

1. How are motor vehicles acquired?  Motor vehicles may be obtained through purchase, the GSA IAMP, or by commercial leasing or renting.
   1. Purchase.  Passenger and special purpose motor vehicles are authorized for purchase only when the FHWA has specific Department of Transportation (DOT) appropriation authority and when such motor 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 41 CFR 102-34.50.  HAIM-22 should be notified of the purchase of any vehicle so that it is included in the FHWA motor vehicle inventory.
   2. GSA lease or rental.  The primary source of leased motor vehicles for the FHWA on a long-term and short-term basis is the IAMP.  When acquiring motor vehicles from the GSA, every attempt should be made to obtain a compact or economy-type motor vehicle at the lowest cost possible.  Requirements for motor vehicles should be determined as soon as practicable to arrange for IAMP motor vehicles.  Arrangements for IAMP motor vehicles for use by Washington Headquarters personnel should be made through HAIM-22.  In the field offices, arrangements should be made through the Motor Vehicle Fleet Manager.
      1. Requirements for indefinitely assigned motor vehicles should be met through the IAMP.  Requests should be submitted in writing to the IAMP serving the area in which the motor vehicle is to be used.  When the motor vehicle is required in an area not served by an IAMP, the Motor Vehicle Fleet Manager shall send his/her request to the GSA Fleet Management Center 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 the use of commercial sources must be obtained from HAIM-22.
      2. On a short-term basis, when all FHWA motor vehicles are in use, additional motor vehicles may be rented from the GSA.  Arrangements for rental of GSA motor vehicles must be made through HAIM-22 in the Washington Headquarters and through the Motor Vehicle Fleet Manager in the field offices.  If a GSA motor vehicle is not available, a commercial rental or privately-owned motor vehicle may be utilized.
         1. Before signing a receipt for a GSA motor vehicle, the driver shall inspect it for damage and ensure that an inflated spare tire and the necessary tools for changing the tire are in the motor vehicle.  If any items are missing, the motor vehicle may be refused until these items are furnished or another motor vehicle is provided.  While the safety of the Federal Government motor vehicle and its occupants are of prime consideration in all motor vehicle operations, it may become necessary to accept a motor pool vehicle that has been damaged or has some parts or accessories missing; this fact should be noted on the receipt that the GSA requires of the driver.
         2. When a GSA motor vehicle is returned, the pink copy of GSA Form 312, Motor Vehicle Dispatch Record, is given to the driver.  In Washington Headquarters, this pink copy must be submitted to HAIM-22; in the field, the pink copy must be submitted to the Motor Vehicle Fleet Manager.
         3. When a traveler on an official travel order requires a rental motor vehicle, the motor vehicle must be authorized on the travel order or explained in the travel voucher submitted for reimbursement.
      3. Each IAMP motor 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 $100 may be made without prior GSA approval.  Purchase of batteries, tires, and glass must always be authorized prior to purchase, regardless of cost.  Payments under $100 must be made using the credit card assigned to each vehicle.  Repair costs that exceed $100 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 that involve the safe operation of the motor vehicle need to be made immediately before any further use of the motor vehicle.  Approval procedures for safety related items should be established by the FHWA organization responsible for the motor vehicle.
      4. The GSA uses the GSA SmartPay Program to collect charges for IAMP support.
         1. The GSA SmartPay® program provides the Federal Government and its contractors with numerous benefits including:
            1. a streamlined purchasing process that eliminates the use of purchase orders and reduces administrative costs;
            2. an improved payment process that allows fully automated invoicing and payment processing;
            3. performance-based refunds for Federal agencies based on net charge volume; and 
            4. electronic access systems that allow for streamlined financial operations and allocation methods.
         2. See also Chapter 7, paragraph 1, for procedures for the use of the U.S. Government Credit Card assigned to Federal Government motor vehicles.
   3. Commercial lease or rental
      1. When a local GSA motor pool cannot meet an FHWA long-term leasing requirement, the Motor Vehicle Fleet Manager in the field must notify HAIM-22.  If the requirement is justified, HAIM-22 will submit the request to the GSA authority to lease the motor vehicle from commercial sources.  Upon notification from the GSA that authority is granted, HAIM-22 will authorize the local Motor Vehicle Fleet Manager to procure the motor vehicle(s) through a commercial lease arrangement.  The acquisition of the additional motor vehicles must comply with 41 CFR Part 102-34.
      2. The GSA 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 should be used for renting a commercial motor vehicle.  If a motor vehicle is not available from sources in the Federal Supply Schedule, a motor vehicle may be rented through any commercial source.
      3. To acquire a commercial motor vehicle when on temporary duty, the traveler must have a purchase order or an official travel authorization specifying the use of a motor vehicle.
      4. When renting a motor vehicle while on official travel, compact and economy motor vehicles shall be used in lieu of more costly standard or larger motor vehicles.  If the use of a standard motor vehicle at a higher cost is necessary due to unusual circumstances, a justification must be attached to the travel authorization and approved by the official approving the travel.  If a need for a more costly motor vehicle is not known at the time the travel authorization is prepared, a justification shall be attached to the travel voucher.
      5. All commercial charges covered by a travel authorization must be paid by the traveler and claimed on the travel voucher.  Federal Government credit cards may not be used to rent motor vehicles

2. What are the requirements to acquire alternative fuel vehicles?  The Energy Policy Act (EPAct) set forth the statutory requirements for the acquisition of alternative fuel vehicles (AFVs) by Federal agencies.  In Fiscal Year 2000 and beyond, 75 percent of light-duty vehicle acquisitions in covered fleets must be AFVs.  Executive Order (E.O.) 13149, Greening the Government through Transportation and Fleet Efficiency, directs Federal agencies to fulfill the intent of the EPAct to reduce the reliance on petroleum products.  Each FHWA field office is required to meet the 75 percent level for AFVs.  In order to meet the intent of the E.O., and recognizing limited AFV inventories from GSA and the car manufacturers, field offices should submit in writing to their GSA FMCs a request to receive alternative fuel vehicles during replacement cycles to meet the 75 percent criteria.

3. How are motor vehicles to be assigned and utilized?
   1.  Assignment of vehicles
      1. An official motor 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 motor vehicles as needed under his/her jurisdiction only if the following requirements have been met:
         1. the employee has a valid State, District of Columbia, or Commonwealth operators permit, which applies to the type of motor vehicle to be operated, and which is issued for the area in which that employee is principally employed or lives.  An employee requiring temporary use of a motor vehicle while in travel status needs to possess a valid State driver's license and a travel authorization specifically authorizing the use of a motor vehicle;
         2. the motor vehicle is in a safe operating condition;
         3. the motor vehicle is appropriate for the assignment;
         4. the motor vehicle contains a packet of all pertinent information in case of an accident or emergency; and
         5. the motor vehicle has properly installed seat belts.
   2. Motor vehicle utilization standards
      1. A high level of vehicle utilization is the continuing objective of fleet motor vehicle management.
      2. Each motor vehicle fleet field location should provide for a pooling operation wherever it is possible to do so.  Motor 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 motor vehicles of the same class and age at approximately the same time.
   3. Authorized uses of motor vehicles.  The FHWA-owned and -leased motor vehicles shall be used by Federal Government personnel for official purposes only.  Motor vehicles may be used by non-Federal Government employees only when there is a direct connection with official business.  Examples of official use include the following:
      1. travel that is directly incidental to the performance of official business, provided that the motor 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 the 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 of employees and dependents on change of official duty station when authorized by travel orders; and
      6. transportation between domicile and place of employment (Home to Work rules).  The use of a Federal Government motor vehicle to transport employees between their residences and places of employment is limited in accordance with 41 CFR 102-5.35.
         1. FHWA home-to-work transportation is limited to those employees engaged in field work.  Employees in Washington Headquarters do not qualify for this type of vehicle utilization.
         2. Home-to-work restrictions do not apply to the use of a Federal Government vehicle when on official travel to perform temporary duty (TDY) assignments away from a designated or regular place of employment.
         3. The use of home-to-work transportation for field work should be authorized only to the extent that such transportation will substantially increase the efficiency and economy of the Federal Government.
         4. Whenever a motor vehicle is used for home-to-work transportation, written supervisory approval is required.  The documentation within the motor vehicle file should include:
            1. supervisory approval,
            2. purpose of trip and justification for use to residence, and
            3. dates.
         5. Files should be kept for the duration of the lease or ownership of the motor vehicle.  Files in field offices are kept by the Motor Vehicle Fleet Manager; files in Washington Headquarters are kept by HAIM-22.
   4. Driving a vehicle while operating a cellular phone without a hands-free device in the District of Columbia and in some other States can result in a fine, and possible points assessed to driver's licenses, for drivers of Federal Government and private vehicles.  See GSA Bulletin FMR B-2, Wireless Phone Use in U.S. Government Vehicles. 
   5. The GSA Fleet Program prohibits the use of tobacco products in GSA fleet motor vehicles because of the potential health hazards associated with the use of these products and the negative residual effects of tobacco use in GSA fleet motor vehicles.
   6. 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 41 CFR 102-34.240 for information regarding offenses and penalties.

4. What are the procedures for replacing or disposing of vehicles?  Based on the fleet inventory, motor vehicles may be replaced in accordance with replacement standards in 41 CFR 102-34.280.  Generally, motor vehicles must be replaced within three years or the mileage specified in 41 CFR-34.280 (Subpart D).  Based upon the fleet inventory, a person from GSA's FMC will contact the FHWA offices when replacement motor vehicles are ready to be assigned.  Motor vehicles that are in usable and working condition may be retained even though the standards permit replacement, provided the motor vehicle can be used or operated an additional length of time without excessive maintenance cost or substantial reduction in resale value.
   1. Minimum replacement standards for general purpose motor vehicles are as follows:
      
      Table of Minimum Replacement Standards
      
      

      Motor vehicle type	Years	Miles
      Sedans/Station Wagons	3	60,000
      Trucks:
      Less than 12,500 pounds GVWR	6	50,000
      12,500-23,999 pounds GVWR	7	60,000
      24,000 pounds GVWR and over	9	80,000
      4- or 6-wheel drive motor vehicles	6	40,000

      
      Minimum standards are stated in both years and miles; use whichever occurs first.
      
   2. Damaged motor vehicles.  A motor vehicle that 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.
   3. Accidents.  See 41 CFR PART 102-34.300.  Use Standard Form 91, Motor Vehicle Accident Report, and Standard Form 94, Statement of Witness, as necessary.
   4. Motor vehicle disposal.   See 41 CFR 102-34.310 and FPMR 101-43. 
      1. When an FHWA-owned motor vehicle has passed its useful life, it shall be disposed of under the exchange/sale authority.  All motor vehicles must be reported to the GSA.  The motor vehicle may be disposed of by transferring the motor vehicle title, or manufacturer's Certificate of Origin, to the new owner (such as the GSA, another Federal agency, or a salvage yard).  Detailed instructions on the disposal process are in parts 101-45 and 101-46 of 41 CFR.  The SF 120, Report of Excess Personal Property, is used to notify the GSA of any excess motor vehicles.
      2. If a motor vehicle is not replaced, it is considered excess and will be reported to the GSA for reutilization.