Assigned vehicles are defined as vehicles that are assigned/leased to a department for their full-time use within the parameters of the Fleet Management Services policies and procedures. The assignment of these vehicles will be reviewed annually to verify the leasing department’s on-going needs.  

Assigned Vehicle Request Instructions

LONG-TERM VEHICLE ASSIGNMENT: Vehicles will be assigned by FMS to departments for use by their employees. Vehicles will not be assigned to individuals. Assignments will be reviewed annually.

RATES: Rates are calculated individually based on the cost of the vehicle, the cost of any additional equipment requested by the department, the EPA mileage rates, and the average maintenance and repair cost for the vehicles in this class for the past three years. The monthly lease rate also includes the cost of fuel, insurance, replacement, and administrative costs of operating the program. An annual mileage allotment will be established. If the annual mileage exceeds the established allotment, an additional charge will be added for every mile over the established allotment -- to be calculated at the end of each lease period. 

VEHICLE ASSIGNMENT ELIGIBILITY: For specific rates and plans that may fit your department’s needs, contact the FMS Manager (241-4500). As a general rule, placement of a vehicle is most efficient when mileage in excess of 18,000 miles per year is anticipated. However, there are often other program or service needs that require the use of a FMS vehicle, and FMS has special rate schedules to accommodate those needs.

TRIP LOG: A trip log must be maintained for all travel in each assigned vehicle. The trip log is provided with the vehicle, additional copies can be printed from the FMS web-site.

STATE-OWNED LICENSE PLATES: All FMS vehicles are marked with STATE license plates. If a department requires a vehicle without the “STATE” designation on the license plate, the department must report that requirement on a Exemption from 'STATE” License Plate Designation Form (available on the FMS website). The requesting agency head must sign this form before it can be processed. A department will not be issued a license plate absent the STATE designation without proper approval.

TAKING A STATE VEHICLE HOME: FMS vehicles may be home based with prior approval. If a job requires an employee to regularly take a FMS vehicle to his/her home for any reason, the employee must request permission from FMS. This approval to home base a vehicle is requested by (1) completing the Vehicle Housed at Employee Residence Form (available on the FMS website), and (2) having this form signed by the employee’s agency head.

KEEPING VEHICLES CLEAN: It is the responsibility of the leasing department to initiate vehicle cleaning. It is recommended that each vehicle be cleaned once a month. This can be accomplished by (1) taking the vehicle to an authorized vendor or (2) by contacting the FMS office (241-4500) to schedule the vehicle to be cleaned on the weekend at either the Waterbury of Montpelier campus. A list of authorized vendors can be obtained from your assigned Service Technician. Cleaning will be done at FMS expense. 

VEHICLE MAINTENANCE: All vehicle maintenance will be regularly scheduled by FMS in coordination with the assigned department. Maintenance will be triggered by the odometer reading, which makes it very important to enter the correct odometer reading when fueling FMS vehicles. Preventive maintenance checks are completed at 30,000, 60,000, and 90,000 miles as indicated in the vehicle owner’s manual.

OIL CHANGE: Vehicles running on regular oil will be changed at 5,000 mile increments or every three months, whichever comes first. Vehicles running synthetic oil will be changed at 10,000 mile increments or every six months, whichever comes first. 

VEHICLE REPAIR: Drivers are encouraged to report any and all potential vehicle problems to FMS immediately. See the FMS website for a list of the Service Technicians by department.

SPECIAL EQUIPMENT REQUESTS: Permanently installed special equipment -- such as child safety seats, portable car phones, two-way radios, emergency light bars, first aid kits, fire extinguishers, etc. -- may be installed with approval from FMS and at the leasing department’s expense. Submit a written request for special equipment to the FMS Manager. Such equipment must be removed by the department prior to returning the vehicle to FMS. Equipment that is not removed will be considered surplus.

CANCELLING A LONG-TERM VEHICLE ASSIGNMENT CONTRACT: Any long-Term vehicle assignment contracts will be written for a two-year period and are signed bi-annually. If the department finds they no longer have a need for the contracted vehicle, please contact the FMS Manager who will seek alternative placement for the vehicle. If the vehicle can be re-assigned, your department will be released from the contractual obligation.