FY2021
W W W . D O A S . G A . G O V
Alex Atwood, Commissioner
GEORGIA
FLEET MANAGEMENT
MANUAL
In Accordance with State Policy
Georgia Department of Administrative Services
Office of Fleet Management
200 Piedmont Ave
Suite 1808,
West Tower
Atlanta, GA 30334
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Table of Contents
1. INTRODUCTION .............................................................................................. 5
2. ROLES AND RESPONSIBILITIES .................................................................. 6
2.1 Office of Planning and Budget ............................................................................................................... 6
2.2 Department of Administrative Services ................................................................................................ 6
2.2.1 Office of Fleet Management .............................................................................................................. 7
2.2.2 State Purchasing................................................................................................................................. 8
2.2.3 Surplus Property Division .................................................................................................................. 8
2.2.4 Risk Management Services ................................................................................................................ 8
2.3 Department of Revenue .......................................................................................................................... 9
2.4 State Agencies ......................................................................................................................................... 9
3. VEHICLE ACQUISITION ............................................................................... 10
3.1 General Acquisition Procedures .......................................................................................................... 10
3.1.1 To obtain a new vehicle as an addition to the current inventory, agencies must demonstrate: ........ 11
3.1.2 To be eligible for a replacement vehicle, agencies must demonstrate: ............................................ 11
3.1.3 Alternative Fuel Vehicles ................................................................................................................ 12
3.1.4 Used Vehicles .................................................................................................................................. 12
3.1.5 Leasing Vehicles .............................................................................................................................. 12
3.1.6 Donated Vehicles ............................................................................................................................. 12
3.1.7 Inter-Agency Vehicle Transfers ....................................................................................................... 13
3.2 Classification of Vehicle Use ................................................................................................................ 13
3.3 Vehicle Request Process ....................................................................................................................... 14
4. FLEET UTILIZATION AND OPERATIONS ................................................... 15
4.1 Titles, Registration, Plates and Special Lighting ............................................................................... 15
4.2 Vehicle Markings (Decals and Unique Vehicle Number) .................................................................. 15
4.3 Central Pools ......................................................................................................................................... 16
4.4 Motor Vehicle Assignments ................................................................................................................. 17
4.4.1 Authorization for Vehicles to Be Assigned ...................................................................................... 17
4.4.2 Agency Pool Vehicle Assignments (MV1 not required) ................................................................. 18
4.5 Authorized Vehicle Use ........................................................................................................................ 18
4.6 Unauthorized Vehicle Use .................................................................................................................... 19
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4.7 Fees and Driving Violations Payments ............................................................................................... 19
4.8 Contract Drivers ................................................................................................................................... 20
4.9 Required Records and Reports ........................................................................................................... 20
4.9.1 Vehicle Records ............................................................................................................................... 20
4.9.2 Vehicle Assignment Records ........................................................................................................... 21
5. FUEL, MAINTENANCE, AND INSPECTIONS .............................................. 22
5.1 Fuel......................................................................................................................................................... 22
5.1.1 Fuel Card Program Management ..................................................................................................... 22
5.2 Maintenance Management ................................................................................................................... 22
5.2.1 Preventive Maintenance ................................................................................................................... 22
5.2.2 Maintenance Management Services Program .................................................................................. 23
6. VEHICLE SURPLUS ...................................................................................... 23
6.1 Disposal .................................................................................................................................................. 23
6.2 Emergency Transfer ............................................................................................................................. 24
7. RISK MANAGEMENT .................................................................................... 24
7.1 Auto Liability Coverage ....................................................................................................................... 24
7.2 Auto Physical Damage Coverage (APD) ............................................................................................. 24
7.3 Accident Reporting and Repair Requirements .................................................................................. 24
7.3.1 Actions at the time of an accident .................................................................................................... 24
7.3.2 Serious Injuries or Damages- Accident Scene Procedures .............................................................. 25
7.3.3 Vehicle Accident Repairs ................................................................................................................ 26
7.4 Workers’ Compensation ...................................................................................................................... 26
7.5 Rental Car Insurance ........................................................................................................................... 27
7.6 Report My Driving ............................................................................................................................... 27
8. FLEET INFORMATION MANAGEMENT SYSTEM ....................................... 28
8.1 Fuel Expenses within the Fleet Information Management System .................................................. 28
8.2 Vehicle Maintenance and Repair Expenses within the Fleet Information Management System .. 29
9. ENVIRONMENTAL COMPLIANCE ............................................................... 30
9.1 Georgia Motor Vehicle Emission Inspection and Maintenance Act ................................................. 30
9.1.1 Vehicles Required for Emissions Testing ........................................................................................ 30
9.1.2 Test Period and the Recording of Testing ........................................................................................ 31
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9.2 Alternative Fueled Vehicle Program ................................................................................................... 32
9.2.1 Agency Compliance Criteria ........................................................................................................... 33
9.2.2 Agency Reporting Requirements ..................................................................................................... 33
APPENDICES .................................................................................................... 34
A. Glossary of Terms .................................................................................................................................. 34
B. Vehicle Markings ................................................................................................................................... 36
C. FORMS .......................................................................................................... 37
C-1, Sample Pool Vehicle Utilization Log ................................................................................................. 38
C-2, Sample Monthly Assigned Vehicle Utilization Report .................................................................... 39
C-3, Vehicle Acquisition Matrix ................................................................................................................ 40
C-4, How to Acquire a Vehicle (Process Flow) ......................................................................................... 41
C-5, Capitol Hill Map ................................................................................................................................. 42
C-6, Fleet Safety Guidelines for Passenger Carrying Vehicles ............................................................... 43
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1. Introduction
All state government entities exist to provide services to the citizens of Georgia and one of the
principal assets necessary to accomplish this mission is a 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.
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 the state’s fleet and to maintain
information regarding its operation.
The OFM’s goal is to operate and maintain a fleet that provides the right vehicle for the job, is
reliable, and cost effective. The objective is to establish guidelines based on fleet best practices
and identify cost savings opportunities.
The Fleet Management Manual has been issued in accordance with OPB Policy 10 Rules,
Regulations and Procedures Governing the Use and Assignment of Motor Vehicles, Purchase,
Operation and disposal of Motor Vehicles and Associated Record-keeping. The procedures in
this manual apply to all passenger carrying motor vehicles, hereinafter referred to as 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.
Requests for exemptions from any of the provisions of this manual will be considered when
permissible by law and may be submitted for approval by Agency Fleet Managers to the
Director of the DOAS Office of Fleet Management .
This manual is designed and organized to present information to help manage the state’s ’s fleet.
OFM staff should be viewed as an extension of any agency fleet management team and will
assist agencies in the development of their fleet management policies.
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2. Roles and Responsibilities
2.1 Office of Planning and Budget
OPB is responsible for providing the following services associated with vehicles:
• Development of policy regarding state fleet vehicle management and use;
• Developing the Governor’s Annual Operating Budget to include financial plans to
support the purchase and operation of 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 vehicles as
recommended by OFM.
2.2 Department of Administrative Services
DOAS works with OPB to carry out policy regarding vehicles 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
vehicles; and
• Rules and regulations governing acquisition, utilization, preventive maintenance, repair
and replacement of all vehicles.
DOAS provides best practice guidelines and procedures for effectively managing the state’s
fleet. Procedures will apply to all vehicles either leased by or titled to state agencies. For
purposes of this manual, “Vehicles” will be defined as any vehicle capable of:
• Carrying a driver
• Being tagged and titled in the State of Georgia
• Being driven on highways or streets; and
• “Vehicle” includes motorcycles and utility vehicles.
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2.2.1 Office of Fleet Management
OFM is charged with the management of fleet policy within the state and aids state agencies in
the management of their fleets. The staff monitors the life cycle of a vehicle from initial request
to disposal. The official state vehicle inventory count is maintained by this office using the Fleet
Management System database.
NOTE: Any vehicle owned or leased by an agency shall be accounted for in this database.
Services provided by OFM also include serving as the liaison between the state and the suppliers
for both the fuel card program, which facilitates the purchase of fuel used in all state vehicles and
the maintenance management program, which is available to agencies on a fee basis for
managing the maintenance and repairs of state vehicles. The alternative fuel vehicle program is
also managed in this office.
The OFM staff is responsible for the development and application of best practices for fleet
management by state agencies, based on industry standards. Additionally, OFM provides support
to state agencies on information technology related activities related to the Fleet Management
System. Staff members analyze historical data to ensure maximum utilization of vehicles and to
develop optimal vehicle replacement criteria. In addition, staff will provide analysis of the
information and provide periodic reports to state agencies on the operations of their fleet and
provide recommendations. Analysis is also performed on the state fuel account and reviews are
conducted to determine agency compliance with the fuel policy as set forth in this manual.
In addition, as the need arises, OFM staff review and make recommendations for revisions of
fleet policies for approval by OPB and for revisions to the Fleet Management Manual. The staff
also monitors necessary compliance reports as may be required by the federal government
regarding vehicles.
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2.2.2 State Purchasing
The DOAS State Purchasing Division is responsible for providing the following services
associated with vehicles:
• Statewide contracts for the purchase of vehicles and other vehicle related goods and
services.
• Contracts for leasing vehicles.
• Contract for Capitol Hill vehicle rental to all agencies in the Capitol Hill area. Vehicle
rental information is available on the DOAS web site at: www.doas.georgia.gov.
• Contracts for the state fuel card program to be used by all agencies for fleet services.
• Contracts for the vehicle maintenance management (fee based) program that is available
to all agencies for fleet services.
More information about the State Purchasing Division can be found at: http://doas.ga.gov/state-
purchasing
2.2.3 Surplus Property Division
The DOAS Surplus Property Division is responsible for the redistribution and disposal of state
personal property including vehicles. The Surplus Property Division provides OFM with
necessary disposal and transfer information to verify removal of vehicles from the state fleet
inventory database. More information about the Surplus Property Division can be found at:
http://doas.ga.gov/surplus-property
2.2.4 Risk Management Services
The DOAS Risk Management Services Division (RMS) is responsible for providing liability and
auto physical damage (APD) insurance coverage for the fleet and establishing policies and
procedures for the handling of claims. Additionally, RMS provides safety training and coverage
information through its video library, seminars, and onsite training. These can be viewed at:
http://doas.ga.gov/risk-management
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2.3 Department of Revenue
The Department of Revenue Motor Vehicle Division is responsible for providing the following
services associated with vehicles:
• Titling, registering, and licensing all state vehicles.
• Authorizing the use of regular Georgia license plates in lieu of state government plates
for covert, investigative functions associated with law enforcement, and other functions
in compliance with state law; and
• Issuing permits for lighting on all emergency vehicles.
The Department of Revenue Motor Vehicle Division can be contacted at:
https://dor.georgia.gov/motor-vehicles
2.4 State Agencies
Agencies determine the need for vehicles in the execution of their statutory duties. Agencies
ensure strict compliance with the standards developed by OFM and manage their fleet in a
manner that complies with all policies, rules and regulations governing the purchase, operation,
use, assignment, maintenance, service, repair and disposal of automobiles.
It is the responsibility of each agency head to ensure that the provisions of OPB Policy 10 are
accurately reflected in agency policies and are strictly enforced in a manner to ensure that state
vehicles are operated and managed in an effective, efficient and responsible manner. Agencies
shall not adopt policies or procedures that are less restrictive than state fleet policies and
procedures but may include additional information associated with the agency’s specific business
needs. This manual can serve as a guideline as to what should be included in the departmental
policy.
Each agency shall appoint an Agency Fleet Manager (AFM) to serve as the principal point of
contact for fleet matters within the agency. Agencies must keep OFM informed of their
designated point of contact, including contact information for that individual by sending an email
of any change to ensure agencies receive information published by OFM. In addition, agencies
are responsible for the following activities associated with the management of their fleet:
• Agency Heads and Agency Fleet Managers monitor use and compliance with published
vehicle statutes, rules, regulations, policies and procedures.
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• Agencies are responsible to ensure that Agency Fleet Managers attend all Fleet
Management Workshops or meetings to ensure they receive the latest information
regarding news, updates, or changes to fleet management policies and procedures.
• Each agency is responsible for developing its own fleet policy. At a minimum, an agency
fleet policy should include: the establishment and authority of the Agency Fleet Manager;
vehicle selection and acquisition; vehicle operations and utilization; control of vehicle
operating costs; accident reports and insurance coverage; control of accident costs;
control of repairs and maintenance; cost control methods; proper and timely disposal of
used vehicles; and continuous review and development of improved methods, policies
and procedures.
3. Vehicle Acquisition
3.1 General Acquisition Procedures
State agencies are required to acquire vehicles from the statewide contracts developed by the
State Purchasing Division. Vehicles not on statewide contract and vehicles with special
specifications not on contract will be purchased in accordance with DOAS SPD regulations with
prior approval of OFM/OPB.
Agencies are authorized to operate mid-size automobiles but are encouraged to acquire compact
automobiles wherever possible. If subcompact or compact automobiles for specific jobs are
too small to satisfy the operating needs of those jobs, an agency is authorized to obtain mid-
sized automobiles. Mid-sized automobiles are those typically defined as such by rental car
companies. These automobiles are usually four-door, can accommodate up to four persons
comfortably (with a maximum of five persons), and hold up to four pieces of luggage. Agencies
have full discretion on the size of automobiles that they may obtain, up to and including mid-
sized automobiles, light duty trucks, and heavy-duty trucks based on their own assessments of
their business needs.
Requests for full-size automobiles, SUVs or vehicles with options not included in the equipment
shown in the vehicle standard specification must be justified in the request to OFM. OFM will
coordinate with OPB and provide the agency written notification of approval decisions prior to
purchase.
State vehicles are acquired using various funding sources. Whether they are acquired through the
Annual Operating Budget, Agency Program Funds, Federal Funds, Grants, Donations or other
means, all will be managed as state vehicles and must be in compliance with all applicable state
statutes, rules, regulations, policies and procedures.
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3.1.1 To obtain a new vehicle as an addition to the current inventory, agencies must
demonstrate:
• All active agency vehicles are being used as originally presented for budget justification,
subject to validation by OPB.
• The new vehicles are for additional staff or new program/unit.
• The new vehicles will be utilized a minimum of 25% of the median miles driven by asset
type, per state entity as determined by DOAS OFM.
• All active agency vehicles will have current fuel and maintenance recorded in the Fleet
Management Database.
3.1.2 To be eligible for a replacement vehicle, agencies must demonstrate:
• The vehicle was totaled;
• No current vehicles are available to be reassigned based on the minimum utilization
standard of 25% of the median miles driven by asset type per state entity as determined
by OFM
1
.
• The replacement vehicle will be "like kind" to the degree possible. If not, written
justification outlining the need to meet new operating requirements must be submitted to
DOAS OFM for approval.
• All current agency vehicles are being used as originally presented for budget justification,
subject validation by OPB.
• All active agency vehicles will have current fuel and maintenance recorded in the Fleet
Management Database at the time of the request.
• The vehicle meets the replacement criteria established each budget cycle as determined
by DOAS OFM, with input provided by OPB. Criteria will be based upon comparison
with other similar type vehicles:
o Total Cost of Ownership (TCO) > Book Value
TCO=Depreciation amount + maintenance over past 2-fiscal years
Depreciation amount=Capital Cost-Current Book Value
2
1
Information on median miles driven per year by asset type can be found on the OFM website.
2
Information on a vehicle’s total cost of ownership can be found on the OFM website.
*The minimum utilization standard and TCO replacement criteria was implemented in version 10 of Policy 10.
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3.1.3 Alternative Fuel Vehicles
Energy Policy Act (EPAct) Alternative Fuel Vehicle (AFV) requirements apply if an agency
owns, operates, leases, or otherwise controls 50 or more Light Duty Vehicles (LDVs) in the
United States that are not on the list of excluded vehicles.
Alternative Fuel Vehicle options are made available through current statewide contracts. All
purchases must comply with Policy 10. Vehicle models identified for purchase and use in
attainment areas that are not recognized as alternative fuel capable will require justification
and approval by OFM prior to purchase. See section 9.2 of this manual for further information
on AFV.
3.1.4 Used Vehicles
Agencies may request authorization to purchase used automobiles but must demonstrate that the
cost of each automobile purchased does not exceed the fair market value of the vehicle as
determined by the National Automotive Dealers Association (NADA). In addition, the agency
must have a pre-purchase vehicle inspection conducted by an independent shop or technician to
determine its overall condition. All used automobiles must comply with the requirements of the
Vehicle Acquisition Matrix found in Appendix C-3 and Section 5.4 of Policy 10.
3.1.5 Leasing Vehicles
Agencies may enter a lease agreement for vehicles in lieu of purchasing only with prior approval
from OFM. Agencies must also provide a cost analysis comparing lease to purchase and
demonstrating cost benefit. The cost analysis along with lease terms including the number of
years, obligation per year and whether the lease includes a lease to own option to help determine
long-range costs versus a vehicle purchase must be uploaded to the vehicle request form in the
Fleet Information System. All leasing shall be conducted through leasing contracts established
by DOAS State Purchasing.
3.1.6 Donated Vehicles
With prior approval from OFM and where permitted by law, state agencies are authorized to take
title and possession of vehicles donated to the state and to provide funds for the operation,
maintenance and protection of these vehicles. Unless approved by OPB, donated vehicles cannot
be accepted as state property with any conditions or exceptions. Neither can they be returned to
the donor nor can any portion of their value or of any proceeds from their disposal be returned to
the donor. Once donated, they are no different from state vehicles acquired in any other way and
must be properly registered, licensed and insured. Donated vehicles will not be replaced with
appropriated funding. It will be the agency’s responsibility to obtain funding external to state
appropriations to replace the vehicle. Donated vehicles must comply with the requirements of the
Vehicle Acquisition Matrix found in Appendix C-3.
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3.1.7 Inter-Agency Vehicle Transfers
Inter-Agency Transfers occur when property is moved between state agencies or entities. Except
where prohibited by law or other provisions of this policy, transfer of vehicles between agencies
may be authorized by DOAS Fleet Management. Agencies must request a vehicle transfer
through the surplus management system via DOAS Surplus Property Division. OFM will verify
that the vehicles meet the requirements specified in the Vehicle Acquisition Matrix found in
Appendix C-3 prior to approving the transfer.
Agencies requesting vehicle transfers for temporary use in responding to statewide emergencies
should contact the Director of Fleet Management to facilitate the temporary transfer.
3.2 Classification of Vehicle Use
When agencies are anticipating adding vehicles to their inventories, they must select a “Primary
Use” classification as part of the acquisition process from the following list:
• Administrative
• Emergency/Medical
• Law Enforcement
• Mixed Use
• Utility
• Interstate/Intercity Bus Transportation
• Daily or Short-Term Rental
• Student Transportation
• Transit
• Off Road
• Overnight Use
• Fire Equipment
• Other
Vehicles are classified by the agency at the time of purchase and recorded in the Fleet
Management System by OFM. Changes to vehicle use classifications may only be entered by
OFM and/or OPB. Requests for changes should be submitted to OFM via email.
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3.3 Vehicle Request Process
All vehicle requests must be submitted to OFM using the Vehicle Request Form housed within
the Fleet Information Management System which automatically routes to the appropriate
personnel for approval. Once the approved request is returned to the agency, the purchase order
can be prepared. This purchase order must be submitted to OFM for approval. No vehicle can be
purchased or leased until this purchase order has been approved. State contract vendors will not
accept a purchase order without OFM approval.
Upon receipt of a new vehicle, OFM requires vehicle information to ensure the vehicle asset is
properly recorded in the Fleet Information System. Agencies are required to complete the
Vehicle Asset Creation Form that contains the information needed to create the vehicle asset in
the state Fleet Information Management System. Vehicle orders must be submitted by May 15
th
of the fiscal year. Any orders received a fter May 15th will be deferred to the following fiscal
year. Emergency requirements, which justify orders after the cutoff date (e.g., replacement of a
totaled vehicle) or changes in the vendor(s) awarded the statewide contract, may be considered
on a case-by-case basis. Vehicles shall not be purchased outside of the statewide contract from
dealer stock without the written approval of DOAS State Purchasing Division.
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4. Fleet Utilization and Operations
4.1 Titles, Registration, Plates and Special Lighting
The Department of Revenue is the responsible agency for vehicle titles, registration, plates and
special lighting. In accordance with O.C.G.A. § 40-2-37, all state vehicles must be registered
prior to operation. Ownership remains with the agency purchasing the vehicle. The agency
purchasing the vehicle will retain original title. State agencies are advised to correct the names
of their agencies on file with the Department of Revenue so that only the official name of each
agency is used for each vehicle title and registration.
O.C.G.A. § 40-2-37 requires all state vehicles shall be affixed with regular state government
license plates obtained from the local county tag office, except those vehicles employed in covert
or secret investigatory police functions, those assigned for the transportation of employees of the
Georgia Lottery Corporation to which regular Georgia license plates are issued and those
vehicles owned by the Department of Public Safety. Regular Georgia license plates for vehicles
employed in covert or secret investigatory police functions are controlled and issued directly by
the Department of Revenue. Obtaining non-government tags from a local tag office is not
authorized.
O.C.G.A § 40-8-92 provides that all emergency vehicles shall be designated as such by the
Commissioner of Public Safety. The Commissioner shall so designate each vehicle by issuing to
such vehicle a permit to operate flashing or revolving emergency lights of the appropriate color.
The Commissioner shall authorize the use of blue, red or amber flashing or revolving lights only
when the person or agency shall demonstrate to the Commissioner a proven need for equipping a
vehicle with emergency lights.
4.2 Vehicle Markings (Decals and Unique Vehicle Number)
In accordance with Policy 10 Section 7.2, each agency shall assign one unique identification
number to each vehicle. Each agency shall use only one number -- in addition to the
manufacturer's vehicle identification number -- to identify a vehicle. Identification numbers
shall be up to a seven-digit number. The identifying number will be affixed to the vehicle as
noted in Appendix B. Where identification exemptions apply, the vehicle identification
number is not required. This one number shall be used for each manual and automated
system maintained by the agency.
Those vehicles not specifically exempted by law pursuant to O.C.G.A. § 50-19-2, shall be
marked. These markings shall be placed as shown in Appendix B, by having affixed to the
front door on each side of such vehicle a clearly visible decal or seal containing the name of
or otherwise identifying the governmental entity owning, leasing, or operating such vehicle.
Such markings may be removed only if the vehicle is authorized by the Department of
Revenue to have confidential tags.
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Agencies are authorized to have their vehicles marked with their own specially designed
seals, so long as each such specially designed seal shall clearly identify the agency as being
a part of State Government. Otherwise, generic State seals and departmental identification
strips shall be used to mark the vehicles. Decals should be secured using the procurement
procedure established within each individual state agency.
O.C.G.A. § 40-8-91 contains special instructions for the marking for vehicles used for making
arrests for traffic violations in the state.
4.3 Central Pools
Outside of Capitol Hill, vehicles must be centrally pooled. Where possible, state vehicles should
be parked or garaged in state owned facilities. A system for dispatching the vehicles shall be
used that shows the vehicles’ location at any given time. Agencies may develop their own
tracking method if the required information is obtained. All sets of keys, as well as the vehicle
fuel card, must be protected and inventoried.
An example of a log is contained in Appendix C-1, “Pool Vehicle Utilization Log”.
Agencies outside the Capitol Hill geographical area may possess pooled vehicles for their state
employees' use. Unless exempted, agencies inside the Capitol Hill geographical area shall not
possess pooled vehicles. (Please see Appendix C-4 for a map outlining the area).
State employees working within the Capitol Hill area shall utilize the statewide vehicle rental
agreement and rent vehicles for their trips. Agencies that need to have pool vehicles located on
Capitol Hill may complete an exemption form available from OFM. OPB and OFM reserve the
right to validate agency compliance and usage regarding agency pooled vehicles.
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4.4 Motor Vehicle Assignments
4.4.1 Authorization for Vehicles to Be Assigned
A. Agency heads are ultimately responsible for the lawful and reasonable use of vehicles,
whether taken home overnight or for daily use and must certify that individuals approved
for assignment of vehicles meet the requirements of this section by signing and
submitting the MV-1 form located in the Fleet Management Database. This form must be
completed as specified in Section 4.9.2 of this manual.
B. State employees are authorized to drive state motor vehicles to and from their
conventional or alternate workplace if eligible to be assigned a motor vehicle.
C. To be eligible for assignment including for overnight use, one of the following conditions
must be met:
AV1 - A state employee whose position requires him or her to perform the duties of a
sworn POST-certified/registered law enforcement officer, and the motor vehicle assigned
to the state employee is specially equipped for law enforcement purposes and having the
motor vehicle is essential for the state employee to carry out their job functions.
AV2 - A state employee travels to different work sites as part of routine duties.
AV3
The vehicle has special equipment other than a radio or cellular telephone, is used to
transport equipment, which is too large or heavy, or has special features which make it
impractical to be transferred between motor vehicles or between a motor vehicle and a
fixed location;
AV4 - A motor vehicle is for emergency use or is specially equipped and used for a related
mission - such as a law enforcement vehicle or an environmental protection hazardous
materials cleanup vehicle - and the vehicle is rarely driven to a conventional worksite from
state employee's home; or
AV5 – The vehicle is required to be driven in sites or under conditions that would
endanger a privately-owned vehicle.
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4.4.2 Agency Pool Vehicle Assignments (MV1 not required)
If an individual does not meet the qualifications listed above but must temporarily utilize a
state motor vehicle for state business, agencies may allow
a
state employee to drive a pooled
vehicle home after work hours
if:
•
The state employee must travel directly to a remote site (of sufficient distance for the
state employee to be on travel status) from his or
her
home the following morning.
•
The state employee’s productivity will be decreased by having to allot time to drop a
vehicle off at his or her conventional worksite at the end of a workday during which the
state employee has used the vehicle in an authorized manner; or
•
On a temporary basis, the state employee is required to respond to emergencies that take
place after normal business hours (e.g. temporary on-call status).
4.5 Authorized Vehicle Use
State vehicles are authorized only for use in the performance of essential travel duties related to
the completion of state business. Following are examples of authorized use:
• Travel between the place where the vehicle is dispatched and the place where the official
state business is performed.
• When on official travel status between the place of state business and the place of
temporary lodging.
• When on official travel status and not within reasonable walking distance between either
of the above places and to obtain:
o meals
o medical assistance, including drug store
o supplies/materials needed for the completion of state business
• Transport of other officers, employees, or guests of the state when they are on official
state business.
• Transport of consultants, contractors, or commercial firm representatives when such
transport is official state business. (Independent contractors must provide his/her own
insurance even though he/she is an authorized passenger in state vehicles)
• Transport of materials, supplies, parcels, luggage, or other items belonging to or serving
the interests of the state.
• Transport of any person or item in an emergency.
• Travel between the place of dispatch or place of performance of state business and a
personal residence, when specifically authorized by the proper authority and approved
through the DOAS MV-1 process. Out of state travel if part of their official duties, is
subject to the same limitations.
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4.6 Unauthorized Vehicle Use
Vehicles are not authorized to be used for any personal trips unrelated to the state business for
which they were assigned or to transport passengers who are not state employees unless on state
business. Unauthorized use of state vehicles may result in immediate disciplinary action from the
operator’s agency. Such action may include suspension of all privileges to operate state vehicles
and in some cases, dismissal. Furthermore, state drivers are not covered by liability insurance
when engaging in unauthorized use of state vehicles. The following uses and activities while
operating a state vehicle are prohibited:
• Any use for personal purposes other than commuting which has been authorized.
• Transport of hitchhikers.
• Transport of cargo that has no relation to the performance of official state business.
• Transport of hazardous materials such as acids, explosives, weapons, ammunition, or
highly flammable material, except by specific authorization or in an emergency.
• Except when in an official business travel status, transport of other employees from work
centers to restaurants, café's or drugstores.
• Attending sporting events including hunting and fishing other than those activities which
are part of the employee’s official duties.
• Transporting any political campaign literature or matter or to engage in soliciting votes or
to transport any person or persons soliciting votes in any election or primary.
• Smoking in a state vehicle by any occupant.
• Attaching personal property to state vehicles.
• Applying decals not authorized by OFM.
• Improper vehicle use that is beyond the vehicle’s rated capabilities.
• Non-state employee “passengers” not on state business or specifically approved for travel
by your agency head.
4.7 Fees and Driving Violations Payments
The State of Georgia is not exempt from tolls charged on highways. Each individual operator is
responsible for paying all tolls and filing for reimbursement with his/her individual agency as a
part of their travel expenses if official state business. Agencies may obtain a Peach Pass for fleet
vehicles; however, the pass may not be used in assigned vehicles as it cannot be utilized for
personal use such as commute miles.
Fines for traffic violations incurred by individual operators of state vehicles are the responsibility
of the operator and will be paid by the operator.
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4.8 Contract Drivers
Contractors are not authorized to drive state vehicles except when specifically authorized by
state law. State insurance is limited to state officers and employees, and independent contractors
are specifically excluded from the definition of the “state officer and employee.” The only
exception is certain non-profit contractors authorized by O.C.G.A. § 45-9-42 and in these limited
circumstances there must be a written contract outlining the scope of the non-profit contractor’s
use of the vehicles and the premium that has been paid for the contractor provided
insurance. Policy limits in these contracts must be equal to or exceed state coverage limits.
4.9 Required Records and Reports
4.9.1 Vehicle Records
Agencies are required to maintain the following records for each vehicle in their fleet for the
length of time that the vehicle is owned by the state. There are additional vehicle record
requirements listed in the Georgia Retention Schedule GASC-07-016 Property Disposition
Requests for the disposition of a vehicle. Refer to the following link for the applicable record
retention schedules: https://www.georgiaarchives.org/records/retention_schedules
• Agency Purchase Order*
• Manufacturer’s Certificate of Ownership
• Dealer Invoice*
• Original Title
• Registration
• Copy of DOAS Surplus signed Bill of Sale when either selling a state-owned vehicle or
receiving a vehicle into the fleet via transfer
• Surplus transaction record when turning in a vehicle to Surplus Property Division is kept
within the DOAS Asset Management System
• MV-1 (if required) is maintained in Fleet Management System*
• Commuting Use
• Maintenance/Repair records*
• Emission Control Inspection (where applicable)
• Physical location of where the vehicle is based
• Other legal documentation
*Fleet and Surplus Management systems maintain most documentation electronically.
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4.9.2 Vehicle Assignment Records
All motor vehicle assignments for state employees must be documented in the OFM Fleet
Management Database. Additionally, the justification for each motor vehicle assignment must
be documented and approved by OFM using the online MV-1 form in the Fleet Management
Database. Each MV-1 form must be electronically signed by the agency h ead. Justification for
a state employee to drive a motor vehicle home on a routine basis must also be documented
on this form.
It is the responsibility of each agency to keep these records current and updated each time
an individual is assigned to a new motor vehicle (within 30 days of a change). Any change
in status requires the closing of the current MV-1 and the creation of a new MV-1 form. Agency
Fleet Managers must also maintain accurate asset records of motor vehicles by maintaining
current driver assignments on the “asset creation” form on the OFM database.
Agencies are responsible for all state and federal reporting related to the accounting of
commuting use and updating their vehicle records. Information on commuting mile compliance
and recordkeeping can be found under the State Accounting Office’s Statewide Travel Policy:
https://sao.georgia.gov/travel/state-travel-policy .
All commuting miles driven by state employees in state motor vehicles shall be documented by
the Agency Fleet Manager in the OFM database.
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5. Fuel, Maintenance, and Inspections
5.1 Fuel
5.1.1 Fuel Card Program Management
The State of Georgia Fuel Card is a charge card designed to enable authorized State of Georgia
employees to make fuel purchases for vehicles and equipment used for official state business.
The fuel card program is offered by the Department of Administrative Services (DOAS) and
managed by the DOAS Office of Fleet Management (OFM). Guidelines for state employees
of any state entity who purchases fuel and related products for State-owned/leased vehicles
and equipment can be found in the Statewide Fuel Card Standards and Guidelines.
All state vehicles (owned or leased) must be fueled using the state fuel card or at a state-owned
bulk fuel site. For vehicles not using the fuel card, all transactions must be filed with DOAS
OFM by the 10
th
of every month for the previous calendar month listing the vehicle by state ID,
VIN, # of transactions, the total gallons, and the actual cost per gallon. This information must be
provided on every vehicle in the agency’s fleet regardless of activity or lack thereof. Vehicles
without reporting activity for more than 90 days will be subject to a review for reassignment or
surplus. The operating agency will be barred from obtaining additional or replacement vehicles
until all fuel issues are resolved. DOAS will provide a template for reporting all fuel
transactions.
Specific information regarding the statewide fuel card standards and guidelines is provided on
the OFM website at: http://doas.ga.gov/fleet-management/Fleet-Fuel-Cards.
5.2 Maintenance Management
5.2.1 Preventive Maintenance
Maintenance is an investment that will pay dividends in the form of improved reliability,
durability and resale value. Agencies will ensure all vehicles have, at least, the normal
preventive (scheduled) maintenance performed as required by the vehicle manufacturer and that
materials used meet specifications so as not to void warranty coverage. Vehicles requiring
special maintenance will be identified and special requirements met. Examples include:
• Towing or carrying heavy loads.
• Extensive idling and/or driving at low speeds for long distances.
• Driving in dusty conditions.
• Off-road operation.
• Use of E85 fuel 50% of the time or greater.
• Natural Gas or Propane Vehicles.
• Police use.
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5.2.2 Maintenance Management Services Program
A Maintenance Management Program (fee based) contract is in place which offers agencies a
full range of fleet related services. Services include repair authorization, vehicle maintenance,
emergency roadside service, and agency billing. Use of this contract allows for maintenance
data to be gathered and imported into the Fleet Management System and the agencies using this
contract are not required to input maintenance data that is a part of this program. Services can be
purchased for specific vehicles or for their entire agency fleet. This service includes:
• 24-hours per day, 7 days per week, 365 days per year vehicle maintenance approval
services.
• A nationwide vendor network for repairs, preventive maintenance, and emergency
vehicle towing.
• An operator’s manual that provides instructions on how to handle maintenance needs.
This will include preventive maintenance coupon sheets to be used at the specified
intervals. An ID service card is also included to purchase maintenance and repairs not
covered under the preventive maintenance coupon sheets.
• The ability to capture post warranty repair dollars.
• On-line access to agency vehicle repair information.
• Agency defined repair limit parameters.
• Various management reports allowing the agency to focus on issues associated with
improved management.
• Reduced administrative man-hours, freeing up employees to handle other duties.
6. Vehicle Surplus
6.1 Disposal
Agencies (except for the Department of Public Safety) shall dispose of their vehicles through
the DOAS Surplus Property Division. Upon receipt of a new vehicle, the receiving agency
has 60 days to enter the vehicle disposal request into the DOAS Surplus Property Division
asset tracking system along with required documentation through either the on-site or third-
party disposal processes.
Agencies are responsible for removing all decals, seals, logos, specialty vehicle wraps and/or
paintings, etc. from the vehicle(s) prior to submitting the vehicle for surplus.
The DOAS Surplus Property Division will track sales of surplus vehicles associated with the
annual replacement program to ensure timely disposal.
Procedures for property disposal are available in the GA Surplus Property Manual (DOAS Web
site: http://www.doas.ga.gov/ under Surplus Property).
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Surplus Property Division contact information is included below.
Phone
Email
Website
404-657-8544
surplusproperty@doas.ga.gov
http://doas.ga.gov/surplus-property
6.2 Emergency Transfer
Agencies requesting vehicle transfer for temporary use in responding to statewide emergencies
should contact the Director of Fleet Management to facilitate the temporary transfer.
7. Risk Management
7.1 Auto Liability Coverage
The Auto Program is a self-funded program through the State of Georgia that covers state
employees for damages or injuries they cause others while driving on state business. The Risk
Management Division’s (RMS) goal is to resolve claims fairly and swiftly while protecting state
agencies and state employees.
RMS provides liability coverage that pays for injuries and damages to others caused by state
employees and other covered persons while performing their official duties. These losses should
be called into 1-877-656-7475. For additional information, please visit the RMS website at:
http://doas.ga.gov/risk-management/insurance-services
7.2 Auto Physical Damage Coverage (APD)
It is highly recommended that state agencies purchase Auto Physical Damage coverage (collision
and comprehensive coverage) on all state or long term leased vehicles, through DOAS. Non-
state vehicles including personal vehicles of state employees are not eligible for physical damage
coverage through DOAS.
The state does not cover the damage to an employee’s personal vehicle even when damaged
while performing their official duties.
7.3 Accident Reporting and Repair Requirements
7.3.1 Actions at the time of an accident
Whenever an accident occurs that involves a state vehicle or a non-state vehicle being used on
state business, you should:
Department of Administrative Services 25
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• Assist the injured.
• Report the accident to the police immediately.
• Report the accident to your supervisor immediately.
• Report the accident to the Claims Reporting Hotline 1-877-656-RISK (7475) as soon as
possible. In no event, should reporting the accident be delayed beyond 48 hours.
• Provide all parties coverage information provided in the Georgia Liability Insurance
Identification Card,
7.3.2 Serious Injuries or Damages- Accident Scene Procedures
Irrespective of fault, vehicle accidents resulting in serious injuries or death must be reported to
your agency Risk Coordinator and called into the Claims Reporting Hotline at 877-656-7475
immediately. Describe the matter as “serious” requiring immediate action.
Remembering that information and evidence can be difficult to obtain once you have left the
scene of an accident, the employee should obtain as much of the following information as
possible:
• Brief narrative description of the accident including:
• Date, time, and location of the accident.
• Weather conditions.
• Traffic conditions.
• Photos of all vehicles involved showing any damages, physical surroundings, etc.
• State agency involved.
• Police authority investigating and their accident number.
• State employee’s name, addresses, driver’s license number and telephone numbers.
• Description of the state vehicle including license, VIN, and State ID number.
• Owner and insurance information if non-state vehicle.
• Other driver(s) name, address, and phone numbers.
• Description of all other vehicles involved. Other driver(s) insurance information.
• List all injured parties, their apparent injury, address, and phone numbers.
• List all known witnesses and their address and phone numbers.
Employees are not permitted to and shall not express opinion as to fault or liability, agree to any
settlements, or sign any documents other than those required by police authorities, the state’s
self-insurance program, or applicable laws. Employees should not provide written or recorded
statements to another carrier representative or attorney without approval of RMS.
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7.3.3 Vehicle Accident Repairs
All accidents or losses that result in damage to a state vehicle or a third party while operating a
vehicle must be called into the claims reporting vendor as established by DOAS’ Risk
Management Program within 48 hours of the occurrence. All agencies are required to provide
OFM the cost of all repairs resulting from an accident, vandalism, or any event which damages
the state vehicle more than $500 or involves any safety related equipment. A determination must
be made within 60 days to repair or surplus a vehicle involved in an accident. All repairs must be
completed, and repair costs reported to DOAS, within 90 days of the accident or loss or the
operating agency will not be eligible for additional or replacement vehicles. A record of damages
handled through the Auto Physical Damage Program at DOAS will be housed in DOAS RMS
systems.
7.4 Workers’ Compensation
State employees are covered under state workers’ compensation for injuries sustained while
operating vehicles or as a passenger in a vehicle in the performance of their job duties. When a
state employee is injured on-the-job, the supervisor must report the injury to the Claims
Reporting Hotline by calling 1-877-656-RISK (7475). A customer service representative will
obtain pertinent claim information from the injured employee’s supervisor. The following
information is needed when the claim is called in:
• Name of the employee;
• Address;
• Contact phone number;
• Social Security number;
• Age;
• Sex;
• Date of injury;
• Wage rate;
• Type of injury;
• Body part injured;
• Injury severity; and
• If medical treatment has been received and where received.
The customer service representative will complete the Workers’ Compensation Employer’s First
Report of Injury (WC1) and remit it electronically to the Risk Management Workers’
Compensation Unit. Upon receipt, a workers’ compensation claims specialist will be assigned
and will contact the injured employee and employer for additional information. Once the injury
is reported, the first contact will be made by the nurse to set up medical appointments if needed.
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7.5 Rental Car Insurance
Employees may rent vehicles utilizing the Capitol Hill/Airport Car Rental and In-State Car
Rental statewide contracts. Collision coverage is included in the rate when vehicles are rented
for State business and the employee abides by the terms of the rental. Consult the statewide
rental contract for complete details. If a state employee rents a vehicle through a rental car
company not listed on the statewide contract, then the employee should purchase the collision
damage waiver to be insured against property damage, loss, or theft done to the rental vehicle.
Failure to follow this process could expose the employee to personal loss. There are no
provisions for car rentals outside of the country.
7.6 Report My Driving
OFM provides a Report My Driving Program. The goal is to provide feedback from the public
about State of Georgia drivers, and, where necessary, provide the tools to alter driver behavior
making the roads safer for all travelers. All state vehicles, including those assigned to agency
heads, are subject to this program. Exceptions are made for emergency vehicles, law
enforcement, investigators, or in cases where identifying the vehicle could jeopardize the
employee or the agency’s mission. Adherence to this program is a requirement of the RMS
Comprehensive Loss Control Program. This program identifies specific drivers that are the
subject of the call. Entities are required to know the identity of the operator of all state vehicles
at every moment. For pooled vehicles, entities are required to keep a record of its vehicle
operators and the time frame associated with their use of the vehicle. Report My Driving Decals
are provided and should be affixed to the rear bumper of the vehicle. See picture below.
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8. Fleet Information Management System
Effective fleet management requires agency heads and Agency Fleet Managers to know their
vehicles’ operating cost over the life of the vehicle and to make effective management decisions
regarding the daily management and replacement of their fleet. DOAS OFM uses a Fleet
Information Management System to manage fleet assets within the state along with supporting
decisions regarding the number of vehicles owned, vehicle utilization, and total cost of
ownership associated with the operation of the fleet. Additionally, this assists in the decision to
continue using, replacing, or disposing of a vehicle. Every Agency Fleet Manager will maintain
an asset record in the fleet information management system on each vehicle that provides a
complete history of the life cycle of the vehicle. This asset record will be used to document the
vehicle operating cost associated with each vehicle.
Additionally, this system provides the ability to:
• Submit a vehicle request to procure a new vehicle and replacement vehicles.
• Maintain the agency’s current inventory of fleet vehicles. The vehicle asset inventory
records contain pertinent information on all vehicles in the state inventory.
• Capture, record, and view fuel cost and mileage data.
• Record all maintenance and repair activity conducted on each vehicle.
• Generate standard and custom reports regarding your agency’s vehicle fleet.
• Record current Book Value
• Provides a discussion Forum for all registered users.
• Houses all individual and overnight assignment documents
• Allows agencies to attach important documents to a specific vehicle.
8.1 Fuel Expenses within the Fleet Information Management System
All fuel purchases should be captured and recorded for each vehicle into the Fleet Information
Management System. This includes fuel purchased using the state’s contracted fuel card,
purchased/dispensed from state owned bulk sites, or any other fuel card purchases made for any
vehicle. Drivers may be required by their agency to obtain a transaction receipt for every fuel
purchase and return this receipt(s) to their supervisor/Agency Fleet Manager; however, DOAS
OFM does not require the paper receipts to be kept. All the required information is captured and
reported automatically by using the state fuel card. Some items captured include:
• Date of the fuel purchased
• Driver’s First and Last Name
• Number of gallons purchased.
• Dollar cost of fuel transactions.
• Odometer reading at the time of purchase.
o NOTE: Drivers are required to accurately capture the odometer reading at the time of
any fuel purchase.
• The unique vehicle number or VIN assigned by the agency.
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Agencies operating bulk fuel sites should equip them with automated card readers to
automatically capture fuel transaction into the database of the state’s contracted Fuel Card
Program vendor. This will eliminate the need to manually record fuel transactions into the Fleet
Information Management System. Agencies must ensure the fuel cost is constantly updated in
their systems to provide the accurate cost of fuel in the automated system. If the automated card
reader is not available, manual transaction tickets must be provided to the vehicle operator. The
Georgia Environmental Finance Authority (GEFA) aids state agencies with bulk fuel tanks.
Agencies should contact GEFA at 404-584-1000 for possible assistance when considering
upgrading of these facilities.
8.2 Vehicle Maintenance and Repair Expenses within the Fleet Information
Management System
DOAS OFM requires all vehicle maintenance and repair expenses to be captured and recorded in
the Fleet Information Management System. The Fleet Information Management System
generates expense reports that allows both DOAS OFM and agency management the ability to
review vehicle total cost of ownership.
Agencies may use their existing fleet information management system to capture and maintain
fleet maintenance and repair data. However, agencies must coordinate with DOAS and format
their data into a standard format that will allow their maintenance and repair data to be imported
into the state’s Fleet Information Management System monthly.
In order to facilitate the gathering of maintenance data and ensure proper maintenance of older
vehicles, all light duty (under 9,000 lbs. gross vehicle weight rating) vehicles must be enrolled
in the maintenance program overseen by OFM unless the vehicles are being maintained at an on-
site repair facility. However, all state vehicles, regardless of their participation in the OFM
maintenance program, must be populated in the state’s Fleet Information Management System
for proper recordkeeping and documentation purposes as mentioned above.
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9. Environmental Compliance
9.1 Georgia Motor Vehicle Emission Inspection and Maintenance Act
O.C.G.A. § 12-9-40 establishes the Georgia Motor Vehicle Emission Inspection and
Maintenance Act. This act applies to state vehicles in the following counties: Cherokee,
Clayton, Cobb, Coweta, DeKalb, Douglas, Fayette, Forsyth, Fulton, Gwinnett, Henry, Paulding,
and Rockdale.
Agencies should refer to Georgia Comp. R. & Regs.391-3-20 (Rules and Regulations
promulgated by the Department of Natural Resources) for pertinent exemptions.
General information regarding Georgia’s Inspection and Maintenance program is located at
www.cleanairforce.com. This site should be checked for answers to questions that might arise
regarding this program.
9.1.1 Vehicles Required for Emissions Testing
The requirement for emissions testing applies to the following classes of gasoline-powered
vehicles registered in the covered counties.
a) All light duty vehicles 24 model years old and newer.
b) All light duty trucks 24 model years old and newer with a gross vehicle weight rating of
8,500 pounds or less.
c) The three most recent model year vehicles are exempt from emission testing each year.
For registration in 2011, this includes all 2009 and newer model year vehicles. Vehicles
that are capable of being operated on both gasoline and any alternate fuel are covered by
the inspection requirement and shall be tested on gasoline.
d) Additionally, vehicles that are 25 model years or older are exempt from emission testing.
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9.1.2 Test Period and the Recording of Testing
An emission inspection is valid for 12 months. Agency fleet Managers must verify that
inspections are accomplished according to the alphabetical schedule below. The first alpha
character of the agency name that appears first on your vehicle’s title and/or tag registration
certificate (tag receipt) determines the month designated as your inspection period. It is
imperative that vehicle emission inspections are performed by the deadline on an annual basis.
ALPHA CHARCTER
MONTH
A or B
January
C or D
February
E or F
March
G or H
April
I or J
May
K or L
June
M or N
July
O or P
August
Q or R
September
S or T
October
U, V, or W
November
X, Y, or Z
December
Department of Administrative Services 32
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9.2 Alternative Fueled Vehicle Program
The U.S. Congress passed the Energy Policy Act (EPAct) in 1992. The U.S. Department of
Energy’s Alternative Fuel Transportation Program was codified in 10 CFR Part 490. State
agencies must determine if their fleet is covered by these provisions and take certain steps to
comply if the agency fleet is covered.
EPAct Alternative Fuel Vehicle (AFV) requirements apply if the agency owns, operates, leases,
or otherwise controls 50 or more Light Duty Vehicles (LDVs) in the United States that are not on
the list of excluded vehicles.
Excluded vehicles include:
• Law enforcement vehicles
• Emergency vehicles, including vehicles directly used in the emergency repair of
transmission lines and in the restoration of electricity service following power outages
• Non-road vehicles
• Vehicles that, when not in use, are normally parked at the personal residences of the
individuals who usually operate them, rather than at a central refueling, maintenance, or
business location. (e.g. MV-1 Overnight Assigned vehicles)
Twenty of these 50 LDVs are used primarily within any consolidated metropolitan statistical
area in Georgia as shown below:
GEORGIA METROPOLITAN STATISTICAL AREAS COVERED BY EPACT
Atlanta Area
MSA
Atlanta Area
MSA
Augusta Area
MSA
Columbus
Area MSA
Macon Area
MSA
Chattanooga
Area MSA
Barrow
Fulton
Columbia
Chattahoochee
Bibb
Catoosa
Bartow
Gwinnett
Richmond
Harris
Houston
Dade
Carroll
Henry
Muscogee
Jones
Walker
Cherokee
Newton
Peach
Clayton
Cobb
Paulding
Pickens
Twiggs
Coweta
Rockdale
DeKalb
Spalding
Douglas
Walton
Fayette
Forsyth
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9.2.1 Agency Compliance Criteria
Covered fleets must have a 75 percent AFV percentage acquisition for a model year. Model year
runs from September 1 through August 31 of the following year. To determine the total
alternative fueled vehicles acquisition requirements for the model year, multiply the total
vehicles acquired during the model year (this is the total number of LDVs, including AFVs and
conventional vehicles, purchased or leased by the agency during the reporting model year by 75
percent. Fractions greater than or equal to one half (0.5) should be rounded up; fractions less
than 0.5 should be rounded down. (Simply stated, if you purchase four LDVs during the model
year, three must be AFVs, if you purchase three, two must be AFV’s, and if you purchase two or
only one, each vehicle must be an AFV.).
9.2.2 Agency Reporting Requirements
As the reporting format may vary from year to year, OFM will use the Fleet Management
System Inventory to determine those agencies that are within the Metropolitan Statistical Areas
(MSA) that are covered by EPAct. OFM will create and submit the report to the Department of
Energy. Should OFM have questions regarding the compliancy of an agency’s fleet as it relates
to the EPAct compliancy, OFM will contact the Agency Fleet Manager. The annual report is due
by December 31 after the end of the model year.
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Appendices
A. Glossary of Terms
Agency
Any executive branch agency, authority, board, bureau, commission,
council, department, office, unit, entity, or instrumentality of the
state, and others as may be designated by the Governor, or to the
extent that such designation does not conflict with state law.
Agency Fleet Manager
Agency individual responsible for coordination of all vehicle
activities outlined in this manual and other policy memorandum.
AOB
Annual Operating Budget
Assigned Vehicle
A vehicle under the exclusive control of an employee during the
workday or the vehicle is routinely driven by an employee.
Commute Mileage
The miles traveled on a regular (usually daily) basis from a state
employee’s alternate workplace to the state employee’s conventional
worksite. This should be a standard distance that does not change
from one trip to the next.
DOAS
Department of Administrative Services
Donated Vehicle
Vehicles that are donated by individuals, foundations, counties and
municipalities. Donated vehicles are accounted for and managed as
state vehicles.
Emergency Vehicle
Any vehicle that is legally authorized by a government authority to
exceed the speed limit to transport people and equipment to and
from situations in which speed is required to save lives or property,
such as a rescue vehicle, fire truck, or ambulance.
EPAct
Energy Policy Act
Fiscal Year
The period from July 1, 20XX through June 30, 20XX.
GVWR
Gross vehicle weight rating
Law Enforcement
Vehicle
Any vehicle which is used for law enforcement activities including,
but not limited to chase, apprehension and surveillance of people
engaged in or potentially engaged in unlawful activities.
Light Duty Vehicles
(LDV)
Cars and light trucks whose gross vehicle weight rating is 8500 lbs.
or less.
O.C.G.A.
Official Code of Georgia Annotated
OFM
Office of Fleet Management
OPB
Office of Planning and Budget
Official State Business
Any activity directed and controlled by a state agency that advances
the lawful policies and purposes of the agency.
On-Call Status
A state employee responsible for being on duty after normal
business hours
Department of Administrative Services 35
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Regular License Plate
Plates issued by Department of Revenue for covert or secret
investigatory police functions (sometimes referred to as confidential
tags).
State Business Miles
Total miles driven minus commute miles driven.
State Employee
Any person employed by an agency as defined above including
elected and appointed officials, law enforcement officers and
volunteers participating in a structured volunteer program organized,
controlled and directed by a state entity. Contractors are not
authorized to drive state vehicles except when specifically
authorized by state law.
State License Plate
Standard license plate required by O.C.G.A § 40-2-37 to be affixed
to all state vehicles showing the state as the owner of the vehicle.
State Vehicle
A vehicle owned, rented, borrowed, leased, donated or otherwise
under the possession and control of the state licensed for highway
use. A rental vehicle is a state vehicle if it is rented by a duly
authorized employee at the cost of the state solely for official state
business.
Tag County
County where the vehicle is registered, not necessarily the county
where the vehicle is domiciled.
Vehicle
Any vehicle in the control/possession of state agencies AND is
capable of being tagged and titled in the State of Georgia and driven
on highways or streets, including motorcycles.
Vehicle County
County where the vehicle is domiciled, not necessarily the county
where the vehicle is registered.
VIN
A seventeen-character (alphanumeric) vehicle identification number
provided by the manufacturer. Normally found on Georgia title,
registration or Certificate of Origin. Pre-1982 vehicles carry a VIN
number of less than 17 characters.
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B. Vehicle Markings
Affix to the front door on each side a clearly visible decal or seal containing the name of the government entity owning or
leasing vehicle. Agencies are authorized to have their vehicles marked with their own specially designed seals, so long as each
such specially designed seal shall clearly identify the agency as being a part of state government. Otherwise, generic state seals
and departmental strips shall be used to mark the vehicles.
2 inch, 4-digit Vehicle Number
On right front and rear of vehicle
as shown.
Normally black letters are used;
however, white letters may be used
on dark-colored vehicle
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C. Forms
• C-1. Pool Vehicle Utilization Log
• C-2. Monthly Assigned Vehicle Utilization Report
• C-3. Vehicle Acquisition Matrix
• C-4. How to Acquire a Vehicle (Process Flow)
• C-5. Capitol Hill Map
• C-6. Fleet Safety Guidelines for Passenger Carrying Vehicles
Department of Administrative Services 38
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C-1, Sample Pool Vehicle Utilization Log
POOL VEHICLE UTILIZATION LOG
Date/Time
Out
Date/Time
In
Veh
ID
Number
Driver
Name
Destination
Beginning
Odometer
Ending
Odometer
Total
Business
Miles
Fuel
Purchases
Cost
Total
Gallons
Purchased
Other
Maintenance
Cost
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C-2, Sample Monthly Assigned Vehicle Utilization Report
MONTHLY ASSIGNED VEHICLE UTILIZATION REPORT
Vehicle ID # ______________ Driver’s Name ______________________ Month _______________
Start of Month Odometer Reading _______________
DATE
Beginning
Location
On Date
Daily
Business
Miles
Daily
Commute
Miles
Ending
Location
On Date
Number of
Commutes
Daily
On-Call
Status
This Date
Yes or No
Daily Fuel
Cost
Daily
Gallons Fuel
Used
Daily
Maintenance
Cost
Monthly
Totals ________ ________ _________ _________ _________ _________ __________
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C-3, Vehicle Acquisition Matrix
The State of Georgia’s fleet includes several aged and/or high mileage vehicles. Reducing the average age and mileage of the fleet is
a goal of the Office of Fleet Management (OFM). To allow these vehicles to be transferred from one agency to another defeats those
efforts. To reduce the number of these types of vehicles that can re-enter the vehicle inventory after replacement or disposal, we
have established guidelines on state agency acquisition of vehicles. These guidelines will apply to vehicles proposed for acquisition
from any source including donated and used vehicle purchases. Effective January 1, 2019, the guidelines will apply to any state
agency falling under the policies and procedures of Policy 10: Rules, Regulations and Procedures Governing the Purchase,
Operation and Disposal of Motor Vehicles and Associated Record-keeping. These may be rescinded or altered as determined by
OFM and OPB.
Type of Vehicle
Not Available
for Transfer or
Purchase
Only Available to
Police / Public Safety
Only available
<175,000 Miles
Only Avail
able < 275,000
Miles (GAS) / < 500,000
Miles (DIESEL)
Only Available
< 800,000 Miles
Pre-2005 15 Passenger Vans
X
Ford Crown Victoria
X
X
Sedans, Small Vans and Pick Up
Trucks no greater than 10,000
Pounds GVW
X
Cutaways and all vehicles from
10,000 to 26,000 Pounds Gross
Vehicle Weight Rating
(GVWR)
X
All Vehicles with a GVWR
greater than 26,000 Pounds
X
• No Vehicle Greater Than 15 Years Old (Difference Between Vehicle Model Year and Current Calendar Year)
is Available for Purchase or Transfer
• No Vehicle with Broken or Rolled Over Odometers Unless Mileage can be Established by OFM Records is Available
for Purchase or Transfer
• Exceptions:
1. Technical Schools and Public Safety Training Center for Non-Road Worthy Vehicles Only
2. Historical Vehicles Used for Display or Public Relations
Department of Administrative Services 41
FY21
C-4, How to Acquire a Vehicle (Process Flow)
Department of Administrative Services 42
FY 2020
C-5, Capitol Hill Map
For the purpose of vehicle pools, the Capitol Hill Area is defined by those areas outlined by the
heavy black lines and includes state agencies, activities, and offices located within those
boundaries.
Included is the geographic area generally bounded by Interstate 20 on the South, Washington
Street and/or Central Avenue on the West, the CSX railroad tracks and/or Decatur Street on the
North, and Interstate 75/85 (Downtown Connector) and/or Martin Street and Terry Street on the
East. Also included is the office building at Two Peachtree Street.
The specific buildings identified on the map are for reference and orientation. They are not
intended to imply that the guidelines on vehicle pools might not apply to agencies located in
buildings not specifically identified on the map.
Department of Administrative Services 43
FY 2020
C-6, Fleet Safety Guidelines for Passenger Carrying Vehicles
The document below is intended to serve as a guide for sustaining Safety, Operations and
Modifications to the State of Georgia passenger carrying vehicles during COVID-19 or other
virus-related occurrences. This guide was been developed in accordance with the Department of
Administrative Services Guidance for Continuing State Operations in Response to COVID-19.
Please click on the embedded document below for details on this important safety guidelines to
ensure safety for operations and modifications to State of Georgia passenger carrying vehicles.
Fleet Guidelines for
Passenger Carrying Ve
