Alaska Bulletin AK120-8-1

Date:        October 3, 2007

Subject:   ADS - Personal Property

Purpose:    To direct inspection, certification, and reporting for all NRCS government vehicles.

Background:  This information is in response to Office of the Inspector General's (OIG) audit report, OIG 10601-7-Te Controls Over Vehicle Maintenance Costs conducted June 20006.

Expiration Date:    This bulletin expires September 30, 2008

Responsibility of Vehicle Operator

NRCS vehicle operators are responsible for using owned or leased Government vehicles for official purposes only. Operators will excise discretion to avoid when possible, any situation which may tend to convey an impression to the public that the vehicle operator is using the assigned vehicle for unofficial purpose. Operators will report any safety or mechanical deficiency immediately to John Ellis, Local Fleet Program Coordinator (LFPC) and will not operate vehicles with mechanical problems of safety deficiencies.

Safety

In accordance with FMR-102-34.260, Subpart C, NRCS employees must use all safety devices including safety belts and follows all the appropriate motor vehicle manufacturer safety guidelines when operating vehicles owned or leased by the Government. The use of seat belts by all vehicle operators and passengers are mandatory when vehicles are in motion. NRCS vehicle operators shall notify their supervisor immediately if any unsafe conditions exist or any repairs are needed. This requirement includes vehicles on loan to conservation partners through a written agreement.

No Smoking

Smoking is prohibited in all owned or leased Government vehicles, including leased vehicles.

Speed Limits

LFPC Responsibilities

1. In accordance with the FMR-102-34.350, Subpart 1, NRCS will be responsible for maintaining adequate accounting and reporting procedures to ensure accurate reporting of inventory, cost, and operational data needed to manage and control owned and leased Government vehicles.
2. The LFPC must maintain tracking system dispatch records using the attached Monthly Vehicle Usage Log for all NRCS vehicles. This tracking system must include date, operator, destination, ending odometer reading, fuel cost, gallons, non-fuel cost, fuel type, and holiday purchases (See Attachment).
3. The NRCS Monthly Vehicle Use Log will be kept in all NRCS owned or leased Government vehicles at all times and must be completed by the vehicle operator when in use. Once the form has been completed it is to be replaced with a blank form and the completed form must be filed in operational file 120-19-13 and kept by the LFPC for each vehicle. The records must be kept as long as the vehicles are operational.

Supervisory Responsibilities

1. Advising employees of the regulations governing the use of owned or leased Government vehicles.
2. Establish prior approval procedures for using vehicles at irregular hours or under circumstances where motor vehicles use may create an unfavorable public reaction. For example, use during a Federal Holiday or use after tour of duty has ended.
3. Ensure that all NRCS vehicle operators posses a valid drivers license.

License Requirements

All persons operating a NRCS motor vehicle must posses a valid State driver’s license and must carry it while operating an owned or leased Government vehicle.

Penalties

In accordance with FMR-102-34.240, Subpart C, Any NRCS employee that willfully uses, or authorizes the use of an owned or leased Government vehicle for other than official purposes, will be subject to suspension of at least one month or, up to and including, removal by the Chief of NRCS.

If you have any questions, please contact John Ellis, LFPC, at 907-761-7765, Julie Hopkins, State Administrative Officer, at 907-761-7776 or the National Fleet Manager at 202-205-6130.
 

JULIE HOPKINS
State Administrative Officer

Attachments

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