Fleet Management Services -- Operation and Administration
FLEET SERVICES ELIGIBILITY: Eligibility to use a vehicle from Fleet Management Services (FMS) is determined by the following:
You must be a state employee, as identified by 3 V.S.A. Section 1101.
State Employee includes
- Any elective or appointive officer or employee within the legislative, executive or judicial branches of state government.
- Any person who volunteers for a state agency by providing services at the request of the agency and under the direction and control of that agency, but who does not receive hourly or salary compensation.
- State Employee includes
- You must have a valid Vermont driver's license.
- You must use the vehicle for state business.
- Your travel must be authorized by your department head or designee
EMPLOYEE DRIVER STATUS: Employees must report changes in driving status to their supervisor or manager. This includes license expiration, suspension, or revocation.
All employees are expected to abide by the Agency of Administration Bulletin 2.3 as well as the following:
PERMITTED USE OF FMS VEHICLES: The use of a Fleet Management Services vehicle is restricted to official state business. Using a vehicle for purposes other than conducting official state business is prohibited.
TAKING FMS VEHICLE HOME: Under certain circumstances FMS vehicles may be taken to an employee’s home. To be authorized to house a state vehicle at your home, you must submit a request to Fleet Management Services that has been signed by your supervisor and follow the responsibility sheet provided by FMS.
COMMUTING: Unless specifically authorized by FMS, drivers are not permitted to use state vehicles for commuting purposes.
MOTOR VEHICLE LAWS: All drivers and passengers using a FMS vehicle are required to observe all motor vehicle regulations. Penalties for any motor vehicle violation received while driving a state vehicle are the responsibility of the employee. Violations include, but are not limited to, parking tickets and moving violation.
SEAT BELTS: All drivers and passengers must wear seat belts while the vehicle is in operation.
FIREARMS: Firearms are prohibited in state vehicles unless they are required for the performance of the official job duties necessitating the travel, or unless prior written authorization has been granted by the Buildings and General Services Fleet Manager.
PETS/ANIMALS: Pets or animals are prohibited in state vehicles without the permission of the Buildings and General Services Fleet Manager.
UNATTENDED VEHICLES: Ignition keys should never be left in an unattended vehicle. Vehicles are to be locked when not in use.
EXPENSES AND FEES: The employee’s agency/department will be responsible for reimbursing employees for all appropriate parking fees, tolls and other incidentals through the normal expense reimbursement process. If other expenses occur that should be paid by FMS, the department may ask for a transfer of monies from FMS.
FLEET CARD: FMS assigns a fleet card to each vehicle. This card may be used to purchase fuel, oil, windshield washer fluid, and snow brushes. It should be used to pay for emergency roadside assistance as needed. Receipts for use of these cards must be retained of the user for all fuel purchases – receipts for non-fuel purchased must be provided to FMS as requested.
FUELING VEHICLES: A fuel card is assigned to each vehicle and enables you to purchase fuel at any location the displays the companies emblem. Fuel purchases are restricted to regular unleaded fuel or E85 only for all gasoline-powered vehicles. The amount of gas you may purchase will be restricted by the vehicle's fuel tank size. To use this card you must use the pin number assigned to you and enter the correct odometer reading. Each card is to be used only for the vehicle to which it is assigned. Do not use this card to purchase fuel for any other vehicle or small equipment. Departments may be charged for unauthorized purchases made by their employees, i.e., Super or Premium fuel, incorrect fuel-type based on the vehicle fueled, food or other expenses that are not covered by FMS.
A list of Vermont fueling locations with special discounts is in each vehicle’s vehicle driver kit. These sites should be used whenever possible.
FUELING VEHICLES – CORRECT ODOMETER READING: FMS forecasts preventive maintenance work based on the vehicle’s odometer reading. Therefore, it is important that the driver enter the correct odometer/mileage reading when refueling at all fueling locations – including state-owned pumps. In most instances, the mileage information is relayed electronically to FMS.
OUT-OF-STATE TRAVEL: Out-of-state travel in a FMS vehicle is permitted provided the out-of-state travel is approved by the employee’s department head or designee. The same rules and insurance coverage apply for out-of-state travel as apply for in-state travel.
FUELING OUT-OF-STATE: You may contact Fleet Management Services for information regarding out-of-state fueling sites. If you are unable to locate a fleet fuel card location out of state, you may purchase regular unleaded fuel as needed and submit an expense reimbursement request through the normal process. Fleet Management Services will, upon request by the employee’s department, transfer the monies back to the department for the expense payments.
INSURANCE COVERAGE: An insurance identification card naming the current carrier will be kept in the vehicle driver kit for each state vehicle. This insurance coverage applies for FMS vehicles driven both in-state and/or out-of-state.
The State of Vermont Risk Management Division provides accident protection for all Fleet Management Services vehicles. In the event of an accident, the driver's agency/department is responsible for the $500 collision coverage deductible per incident. This is charged at the time of the accident to allow necessary vehicle repairs to be done. If at a later date the Risk Management Division is successful in recovering the vehicle repair costs, the Risk Management Division will reimburse the agency/department for the $500 deductible per incident.
ACCIDENTS AND REPORTING: If, while driving a state-owned vehicle, you are involved in an incident that results in damage to the State’s vehicle or any other vehicle, you must immediately report the incident to the nearest law enforcement office AND do not move the vehicle from the spot of the accident (until authorized by the investigating officer) IF
- The damage to the vehicle exceeds $500, OR
- There is bodily injury to any person, OR
- There is damage to any property other than the vehicle
Report immediately by phone to the Office of Risk Management (802-828-1032) IF THE ACCIDENT RESULTS IN:
- Death, OR
- Serious bodily injury, OR
- Serious property damage
As soon as is practically possible, report the accident to the department responsible for the vehicle, your supervisor, and the BGS Office of Risk Management by filling out the following forms:
- Department of Motor Vehicles “Report of a Motor Vehicle Crash” Form
- Risk Management Division “Automobile Accident or Loss Notice” Form
Note: If an employee is involved in an accident while operating a State vehicle for other than official or authorized use, the use of the vehicle(s) may constitute grounds for disciplinary action. The employee could be sued by the State or its insurance carrier to recover all costs incurred by the State and its carrier as a result of the accident.
BUSINESS HOURS: FMS business hours are 6:30 AM to 5:00 PM, Monday through Friday, excluding state holidays.
BREAKDOWNS: Employees should report any mechanical problems they experience, either by contacting the FMS office (802-828-3821) or by filling out a Quality Review Form located on the FMS web-site. Accidents, breakdowns, or serious vehicle concerns should be reported to FMS as soon as possible.
Accidents or breakdowns occurring during business hours should be reported to 802-828-3821. If an accident or breakdown occurs, the employee will be picked up by a contracted towing service. Fleet Management Services will arrange and pay for all necessary towing and repairs.
During Normal Business Hours: Each Department has a Service Technician assigned to assist in maintaining FMS vehicles. There is a Service Technician in the Fleet office from 6:30 AM to 5:00 PM Monday through Friday.
After Hours: Should a FMS vehicle become disabled outside of normal business hours (evenings and weekends), FMS wants drivers to know what to expect. Your car log contains instructions regarding who to contact. That contact can help with towing, jump starts, tire change, lockouts, fuel and water delivery, and mechanical first aid. The contact is not coordinated out of the FMS office, but is part of the Fuel Card service. The cost of this service is billed directly to FMS. If a car is totally disabled, the vehicle will be towed to the closest service vendor. Please note: the employee can usually ride in the tow truck if the employee is willing to do that. However, a replacement vehicle is not part of that service. The driver will need to make separate transportation arrangements. The employee can rent a vehicle through Enterprise or Hertz, take a taxi home: contact a co-worker for transportation or rent a FMS Motor Pool vehicle if one is available (during normal business hours) and convenient to their location.
The employee will be reimbursed for the car rental or taxi through their department’s expense reimbursement system. Fleet Management Services will, upon request by the employee’s department, transfer the monies back to the department for the expense payments. FMS does not have the staff to be able to deliver vehicles or retrieve stranded drivers.
Employees must report accidents or breakdowns occurring during normal business hours (6:30 AM to 5:00 PM) to Fleet Management Services by call to (802)828-3821 (may call collect). Accidents or breakdowns occurring after normal business hours should be reported to the Road Side Assistance vendor at (866) 329-3471 - the Wright Express fuel card assigned to the vehicle and your Driver ID (used at the fuel pump) is required when requesting assistance.
Employees are authorized to arrange for out-of-state towing of the vehicle and/or emergency repairs costing up to $250 without prior consent from Fleet Management Services. This $250 limit does not include the cost of towing. Any repairs over $250 must receive consent from Fleet Management Services. The fleet fueling card may be used as a form of payment at participating locations. If the fleet fuel card is not accepted, the employee may use their State procurement Card or personal credit card. The normal state procedures for payment and reimbursement of these cards should be followed. Fleet Management Services will, upon request by the employee’s department, transfer the monies back to the department for the expense payments.
INSURANCE COVERAGE: The State of Vermont Risk Management Division provides accident protection for all Fleet Management Services vehicles. In the event of an accident, the driver's agency/department is responsible for the $500 collision coverage deductible. This is charged at the time of the accident to allow necessary vehicle repairs to be done. If at a later date the Risk Management Division is successful in recovering the vehicle repair costs, the Risk Management Division will reimburse the agency/ department for the $500 deductible.
The State does not provide coverage for liability or vehicle repair to an employee's personal vehicle used for State business. Your personal automobile policy provides primary coverage for accidents in your own vehicle. Any questions concerning insurance coverage should be directed to the Risk Management Division at (802) 828-2899.
SMOKING POLICY: Smoking is prohibited in all state-owned vehicles.
HITCHHIKERS: No hitchhikers are allowed in FMS vehicles.
ACCOUNTING PROCEDURES: A monthly invoice will be forwarded to your billing office for assigned/lease vehicle and/or motor pool rental vehicle usage. If departments have questions regarding the invoice, please contact FMS (828-3821) to discuss your concerns and/or questions and to determine whether an adjustment to the invoice is necessary.
EMPLOYEE SEPARATION/TERMINATION TRANSFER: Employee separation/ termination or transfer will be reported to FMS by Personnel on a monthly basis. This enables FMS to authorize or rescind fuel card usage.
ACCOUNTING PROCEDURES: Departments will be billed monthly for assigned and rental vehicle usage through the BGS Accounting Office.