CHAPTER 8.  MOTOR VEHICLE RECORDS AND REPORTS

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1. What motor vehicle historical records must be kept?
2. What are the motor vehicle reporting requirements?
3. What annual report is required?
4. What reporting is required for odometer readings?

1. What motor vehicle historical records must be kept?  All Motor Vehicle Fleet Managers shall maintain a historical record for each motor vehicle (other than motor vehicles acquired for less than 60 days).  The record shall include the following information:
   1. FHWA-owned motor vehicles
      1. Inventory control data
         1. License plate numbers.
         2. Vehicle serial number.
         3. Year, make, model, and type.
         4. Capacity and gross weight.
         5. Acquisition cost of basic motor vehicle.
         6. Special equipment and cost of each item.
         7. Acquisition document number.
         8. Source of acquisition.
         9. Condition on acquisition.
         10. Current location and assignment of motor vehicle.
         11. Date and odometer reading at the time of acquisition.
      2. Utilization.  Correct mileage and other information, documented on Optional Form 108, Daily Vehicle Usage Report.
      3. Record of operating costs.  All costs of fuel, oil, tires, lubrication, washing, polishing, antifreeze, tire mounting, chains, etc.
      4. Record of maintenance costs.  All costs of repairs (including labor), parts and materials, battery renewal, oil filter and spark plug replacement, engine tuning, and other minor adjustments that 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 damages.  The date of the accident, case or file number, and cost of repairs.  This information must also be submitted to HCC-1 on the FHWA Occupational Accident Reporting Form.
      6. Disposal data.  The date of disposal, recipient, amount received, and disposal document number.
   2. IAMP motor vehicles
      1. Utilization and cost data for each motor 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 motor vehicles at each FHWA installation will maintain a tabulation to reflect for each motor vehicle, by month, the miles driven and acquisition costs.  This information will support justification for retention of motor vehicles and additions or reductions to the local fleet.
   3. Commercially leased motor vehicles.  Utilization and cost data will be maintained for each motor vehicle commercially leased by the FHWA for a period of 60 days or more for inclusion into the Federal Automotive Statistical Tool (FAST) system (see paragraph 2).

2. What are motor vehicle reporting requirements?   The FAST system, developed by the Department of Energy and the GSA, is the only automated tool for capturing motor vehicle inventory data and making required energy reports.  The FAST system was developed to assist fleets in meeting the data reporting requirements of Executive Order 13149, Greening the Government Through Federal Fleet and Transportation Efficiency,The Energy Policy Act of 1992, as amended by the Energy Conservation Reauthorization Act of 1998 (Public Law 105-388), and the GSA's SF 82, Agency Report of Motor Vehicle Data.  Data collected through the FAST system will satisfy all of these requirements.

3. What annual report is required?  Motor vehicle data will be summarized and reviewed annually by the Washington Headquarters Motor Vehicle Fleet Manager and entered into the FAST system each year between October 30 and November 30 so that a consolidated report may be transmitted to the Office of the Secretary of Transportation (OST) by December 1.    Field offices that have FHWA-owned vehicles will enter this data into the FAST system during the period October 1 to November 30 each year.  The Washington Headquarters Motor Vehicle Fleet Manager will coordinate with these offices each year to ensure data entry regarding FHWA-owned vehicles.

4. What reporting is required for odometer readings?    Motor Vehicle Fleet Managers or their designees should report their odometer readings to the appropriate GSA FMC each month.  These readings are the basis for bills and are used to determine preventative maintenance needs for each motor vehicle.  Odometer readings can be reported to GSA FMC in one of the following ways:
   1. using the GSA Fleet's web-based mileage reporting system, Mileage Express;
   2. using Dial-a-Mile to report for a fleet of 20 or fewer vehicles.  Dial 1-877-472-3773 and key in the tag numbers and mileages; or
   3. completing and mailing GSA Form 494, Motor Vehicle Use Record, to the GSA FMC.