FM Library: forms, processes, rules & tools
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FREQUENTLY ASKED QUESTIONS
- PIN for Fleet Card
- Fuel Cost Reimbursement
- State Vehicle Insurance Coverage
- Authorized Drivers
- Authorized Passengers
- Out-of-State Travel
- Vehicle Rental
- Alternative Fuels
- FMD Calculator (Trip Optimizer)
- Fleet Management Software
- Fleet PeopleSoft Object Codes
1. PERSONAL IDENTIFICATION NUMBER (PIN)
- A Personal Identification Number (PIN) is issued to any authorized driver in order to fuel a state vehicle.
- An agency associated with a Fleet Card account assigns a PIN to its employee.
- Agencies must remember to associate EMPLID with PIN in the Comdata system (“Driving License Number” field).
- The PIN stays with an employee, regardless of the agency he/she is assigned to, throughout the employee’s career with the state.
- In the event an employee transfers from one agency to another, the employee’s previously used PIN must be added to their new agency’s Fleet Card account.
- In the event an employee drives and fuels another agency’s vehicle, the employee’s PIN must be added to the other agency’s Fleet Card account.
- FMD provides PINs only to employees of customer agencies that do not have a Fleet Card account and drive FMD-owned vehicles.
2. FUEL COST REIMBURSEMENT
How employees can recover funds when they used a personal credit card for fuel purchases on a state vehicle?
There are two options available:
- Process as a travel reimbursement cost using an OMES Form 19-Travel Voucher
- Prepare the form 19 as normal for travel
- All usual information must be provided, including “Yes” for Government Owed Vehicle , points of travel, dates of travel, and the fuel cost shown under ‘Other Misc. Costs’ in the Itemized Miscellaneous Costs section.
- Certification section completed, and
- Form signed and dated by the claimant
- Reimbursement of Employees and Officials for Purchases Made in Connection with Agency Operations (Non-Travel)
- Employees and officials may be reimbursed for miscellaneous emergency purchases or purchases not available through their agency's normal purchasing procedures. Such a purchase must be an official state expense and must have met the same requirements (other than prior encumbrance) as though the agency had made the purchase.
- Such purchases are subject to the agency head's approval and must be accompanied by evidence of payments. (74 O.S. § 250.6) There is no set maximum limit on the amount which can be reimbursed; however, reimbursements which exceed $100.00 per voucher must include a written statement of justification for the purchase as support documentation for the voucher.
- Evidence of payment must be attached to the Voucher Form 15A. Evidence of payment may be shown by: "cash" payment on a sales receipt; front and back copy of a processed check (canceled check); credit card statement or charge card impressed receipt; or similar annotation from the vendor indicating the expense has been paid in full.
- A special expenditure account code - 561130 - is established for this type of reimbursement when an applicable account code cannot be found.
- The voucher should be charged to either an AFP (authority order) or purchase order.
3. STATE VEHICLE INSURANCE COVERAGE
What is the Coverage on State Vehicles, how much is the deductible?
- General Liability
- Mandatory coverage with Risk Management that provides insurance coverage to all state employees while in the Scope of Employment.
[Refer to 51 O.S. § 154 (A)] (provided by agency standard liability coverage through Risk Management): The total liability of the state on claims within the scope of The Governmental Tort Claims Act, arising out of an accident or occurrence shall not exceed:
- Twenty-five Thousand Dollars ($25,000) for any claim or to any claimant who has more than one claim for loss of property arising out of a single act, accident, or occurrence;
- Except as otherwise provided in this paragraph, ... to any claimant for a claim for any other loss arising out of a single act, accident, or occurrence. The limit of liability for the state ... shall not exceed One Hundred Seventy-five Thousand Dollars ($175,000).
- One Million Dollars ($1,000,000) for any number of claims arising out of a single occurrence or accident.
- Requires supplemental coverage (Motor Vehicle Liability) for state employees driving cars on state business
- Motor Vehicle Liability
- Mandatory coverage with Risk Management that provides insurance coverage to state drivers while in the Scope of Employment only;
- State drivers considered as state employees driving state-owned, leased and rented and personal vehicles are covered
> Note#1: agencies are not required to carry Motor Vehicle Liability for vehicles rented from FMD, at that coverage is included in the rate.
> Note#2: agencies are required to acquire Motor Vehicle Liability for vehicles leased from FMD, beginning FY16 that coverage is not included in the lease cost of vehicles provided by FMD (see what object code to use: Fleet PeopleSoft Object Codes).
- Does not cover any individual failing to meet the definition of an employee under Oklahoma Governmental Tort Claims Act. [Refer to 51 O.S. 151 et seq.; 51 O.S. § 152 (7); 51 O.S. § 152 (12); 51 O.S. 152.1 (A) and (B); 51 O.S. 153 (A) and (B); 51 O.S. § 155, specifically exemption 18 related to contractors - see more under section 3 "AUTHORIZED DRIVERS".].
- If a state driver is involved in an accident and is found at fault, Risk Management Rules require a driver to take a defensive driving class within 6 months of an incident.
- Vehicle Physical Damage:
- Non-mandatory (agency elective) coverage with Risk Management that provides insurance coverage to state-owned vehicles;
- Policy deductible is $2,500.00 for vehicle value up to $50,000, and $5,000 for vehicle value over $50,000.
4. AUTHORIZED DRIVERS
Does the state’s Motor Vehicle Liability Insurance Program administered by the Risk Management department of the Capital Assets Management division protect any person driving a state owned vehicle?
- Risk Management’s Motor Vehicle Liability program provides insurance coverage to state employees while in the Scope of Employment only; it does not cover any individual failing to meet the definition of an employee under Oklahoma Governmental Tort Claims Act. [Refer to 51 O.S. 151 et seq.; 51 O.S. § 152 (7); 51 O.S. § 152 (12); 51 O.S. 152.1 (A) and (B); 51 O.S. 153 (A) and (B); 51 O.S. § 155, specifically exemption 18 related to contractors*.]
* Galt Foundation temporary employees may drive Oklahoma state vehicles, provided the temporary employee is contracted through SW800/PS# 1862 with Galt Foundation. The temporary employee will not be covered under Oklahoma Risk Management insurance. The temporary employee driver will need to maintain a current copy of Galt Foundation’s insurance provided a current MVR (Motor Vehicle Report) be supplied to Galt Foundation at the client’s expense.
5. AUTHORIZED PASSENGERS
Does the state’s insurance program administered by the Risk Management department of the Capital Assets Management division protect any passenger riding in a state owned-vehicle?
- Risk Management’s program provides insurance coverage to state employees while in the Scope of Employment only (see above).
- Contractors and representatives of businesses and other government entities can travel in a state vehicle in a passenger status only; the source of their coverage is their own employment Workers Compensation Insurance.
6. OUT-OF-STATE TRAVEL
What are considerations, requirements or procedures for out-of-state travel?
- Insurance and Registration:
- There are different coverage limits for in-state and out-of-state travel. Please contact OMES Risk Management for the latest version of the statement of coverage.
- Only authorized drivers and passengers (see sections above) are allowed to be occupants in state vehicles, i.e., family (e.g., a spouse) or friends cannot accompany an employee in a state vehicle.
- Vehicle can be used only for state business, i.e., coverage exist when in scope of employment, e.g. to a conference, which may include a convention center, lodging and dining locations that are business-related travel destinations. There is no liability or property damage coverage for personal use, e.g., taking a scenic route, sightseeing, personal shopping, etc. For such activities, employees must rent a vehicle independently at their own expense.
- Be sure the license plate has a current tag.
- Have a contact information for someone who has access to vehicle's title - proof of ownership is required when retrieving a vehicle from impound or hiring a locksmith (for FMD leased or rented vehicles the number is 405-521-2206, fax: 405-525-2682).
- Fleet Card:
- Be sure the Fleet Card is in good condition; order a new one no later than a week prior to travel if it appears cracked or worn out.
- Reset Fleet Card limits prior to departure.
- Call Comdata to identify Level 3 gas stations along the travel route to make sure the Fleet Card is accepted.
- Be sure all travelers know their fueling PIN.
- Have all travelers sign off on the driver certification form to assure awareness of driving policies - DCAM-FROM-FM-015CO (for drivers of FMD leased or rented vehicles the form is DCAM-FROM-FM-015C)
- Have your state ID and badge on you (e.g., dark tint on vehicle may be questioned by local law enforcement due to different regulations).
- Basic check: make sure all lights are working, windshield is not cracked, wipers are in good condition and all tires (including spare) are properly inflated.
- Thorough check: inspect a vehicle status on maintenance schedule, brakes, tires, etc., and check manufacturer's website for outstanding recalls (VIN is required).
- Review weather forecast expected during travel.
- Law enforcement agents: know laws and regulations regarding handling, transportation, and reporting of fire arms in the traveled states.
7. VEHICLE RENTAL
There are several ways to utilize a vehicle for state business. First is a long term commitment either by vehicle purchase or lease through FMD. Second is mileage reimbursement.
Daily car rental is a middle solution that offsets costs and risk associated with the options mentioned above for those who do not need car that often.
Where can I rent the car?
- Agencies can rent cars either from FMD or through SW771.
- At the moment a statewide rental car contract is awarded to Enterprise Rent-A-Car®.
- Enterprise Rent-A-Car® has over 44 locations throughout the State of Oklahoma and over 6,000 locations nationwide.
How do I select the most efficient solution?
- FMD provides an online tool Fleet Management Calculator (a.k.a. “Trip Optimizer") that allows agencies to select the most efficient solution based on the travel criteria provided (date, distance, and vehicle class).
How much was spent on mileage reimbursement by the State of Oklahoma agencies cumulatively?
- CY08: $26,532,013
- CY09: $26,435,111
- CY10: $18,624,277
- CY11: $18,899,814
- CY12: $17,914,404
- CY13: $17,925,233
- CY14: $19,039,752
- CY15: $13,063,934
- CY16: $12,296,264
What is the current mileage reimbursement rate?
- The State of Oklahoma uses the Federal reimbursement rate, unless Title 74, Section 85.45l (Trip Optimizer System Use Requirements) applies.
What is the Trip Calculator?
- The Trip Calculator determines best value to state agencies for trips that require a rental vehicle. Options include the State of Oklahoma Fleet Management Motor Pool, vendors under Statewide Contract 771 and mileage reimbursement. Variables taken into consideration are the rental rates, number of days and expected miles driven, any free miles provided, the cost of fuel (updated on a daily basis using AAA Fuel Gauge Report), and include average miles per gallon for each class of vehicle.
How is fuel paid for on rental through SW771?
- Fuel is an out-of-pocket expense; drivers need to seek reimbursement from their agency by submitting a travel claim
- Exception, if a vehicle is returned to the vendor w/o refueling during rental, vendor will apply the refueling amount to the rental cost
Where are the eligible fuel stations?
- Gas: Level 3 Gas Stations in Oklahoma
- Alternative (i.e. CNG): Alternative Fuels Stations
What is the regulation for use of vans for transporting students?
- Title 47, Section 12-232 (http://www.oscn.net/applications/oscn/DeliverDocument.asp?CiteID=453197)
- Federal statute (49 USC 30117, 30112 & 30165) prohibits school districts from purchasing or leasing new vehicles designed for 10-14 passengers, not including the driver, to transport students unless the vehicles comply with the motor vehicle standards prescribed for school buses. This definition includes the two common types of vehicles usually referred to as 12 or 15-passenger vans and applies to the original seating design of the vehicle. Previous federal law placed restrictions on dealers who sold these new vehicles to school districts. The expansion of the law to cover school district purchasers includes penalties of up to $10,000 per restricted vehicle purchased and $15 million for a pattern of violations.
8. ALTERNATIVE FUELS
What is the definition for an alternative fuels vehicle?
- A vehicle that displaces or minimizes the use of petroleum products (gasoline). Compressed natural gas, liquid propane gas and electric vehicles are examples of alternative fuels or means of combustion.
What does NOx mean?
- Nitrogen oxides form when fuel is burned at high temperatures, as in a combustion process. The primary sources of NOx (NO and NO2) are motor vehicles, electric utilities, and other industrial, commercial, and residential sources that burn fuels.
What is the federal mandate for replacement with alternative fuel capable vehicles?
- 10 CFR Part 490, the Alternative Fuel Transportation Program, began in 1997 with a 30 percent replacement increasing to 75 percent by 2000.
How is a CNG vehicle fueled?
- Here is an informative video - http://www.youtube.com/watch?v=a4QQRUW_1Jg.
- See Fleet Management process: CAM-PROCESS-FMD-F002, CNG Vehicle Self-Service Fueling.
Will I pay state fuel tax at the pump for alternative fuels?
Beginning Jan. 1, 2012, the Oklahoma motor fuel tax imposed on compressed natural gas (CNG) will no longer be levied through the annual Alternative Fuel (Special Fuel) Flat Fee in Lieu of Tax Provision of Title 68 O.S. Section 723. The motor fuel tax will be imposed as a direct tax paid by the retail or ultimate consumer per gasoline gallons equivalent (gge) CNG purchased and included in the price paid at the pump. The rate of motor fuel taxation imposed on CNG shall be five cents ($0.05) per gge until expiration of the credit authorized pursuant to the provision of paragraph 1 of subsection A of Title 68 O.S. Section 2357.22 (One-Time Credit Against Income Tax for Investments in Qualified Clean-Burning Motor Vehicle Fuel Property. Upon expiration of the aforementioned credit, the motor fuel tax imposed on compressed natural gas shall be equal to the tax rate imposed on diesel fuel using gasoline gallons equivalents (currently thirteen cents, $0.13, per gallon). (Ref. Title 68 O.S. Section 500.4)
Where do I find a list of certified conversion kits?
- A list of certified conversion kits can be found at http://www.epa.gov/otaq/consumer/fuels/altfuels/altfuels.htm#4
Who can work on the fuel portion of an alt fuel vehicle?
- In the State of Oklahoma only a certified technician can work on the fuel portion of an alternative fuel vehicle.
How many CNG vehicles are in the state fleet? (06/13/16)
What is the emission reduction achieved by those vehicles annually?
- Depending on the vehicle, the emission reduction can be as high as 90 percent.
What is Fleet doing to support the alt fuels initiative in the Legislature?
- We are working with the Governor's Office, the Oklahoma Secretary of Energy and Oklahoma House and Senate on all alt fuels initiatives.
- Additionally, we are stakeholders in the Association of Central Oklahoma Governments’ (ACOG) Central Oklahoma Clean Cities Coalition and the Indian Nations Council of Governments’ (INCOG) Tulsa Area Clean Cities Coalition, both sponsored by the U.S. Dept. of Energy and the Oklahoma Dept. of Commerce State Energy Office.
9. FLEET MANAGEMENT CALCULATOR (TRIP OPTIMIZER)
Who is subject to use the Trip Optimizer / Fleet Management Calculator?
- State agencies, boards, commissions, and other entities within the executive department of state government are required to comply with (Title 74, § 85.45l). Non-appropriated state agencies do NOT have to comply with Title 74, § 85.45l with regard to employees who use personal vehicles as part of their regular duties and who are reimbursed for travel expenses by the agency.
What does a non appropriated agency mean?
- A non appropriated agency is an agency that does not receive ANY of its funds directly from the Legislature.
When am I required to utilize the Fleet Management Calculator?
- Every time the daily trip exceeds 100 miles per day and the employee is not driving a state-owned or state-leased dedicated vehicle.
- Those individuals who use a personal vehicle on a regular basis as an integral and regular part of their employment, are required to use the Fleet Management Calculator, if their trip exceeds 100 miles per day. Examples are as follows:
A. Auditors who work out of their homes and travel, performing audits, utilizing their personal vehicles as a part of their job function;
B. Health inspectors or other compliance-oriented state employees regularly utilizing their personal vehicles as part of their employment; and
C. DHS case workers regularly utilizing personal vehicles as part of their employment.
Are there instances where the Fleet Management Calculator may not be required?
- Agency is not organized within the executive department of state government.
- Travel is less than 100 miles per day.
- A non-appropriated state agency that employs persons who use personal vehicles as part of their regular duties.
- Personal physical condition that requires a person to operate a vehicle equipped to accommodate his/her specific needs, and such an appropriate vehicle through Fleet Management or rental car is not available (must be documented on the Travel Claim form)
What is the mileage reimbursement rate where the Fleet Management Calculator is not required?
- In the 2016 session, the Legislature passed House Bill 2704 paving the way for Oklahoma to set a mileage reimbursement rate that is equitable but not excessive, in light of the cost of fuel and other mileage related expenses in Oklahoma. OMES considered rates of surrounding states, fuel and maintenance costs and other factors in setting the new rate at $.47 cents per mile. The new mileage rate went into effect on Jan. 1, 2017 (Nov 2017 DCAR Newsletter).
Is an employee who may be required to make periodic or unscheduled trips from one location to another, such as from Oklahoma City to Tulsa, required to use the Fleet Management Calculator?
- Yes. Even if it is considered infrequent travel, the employee is to use the Fleet Management Calculator because the distance from Oklahoma City to Tulsa is 105 miles.
How do I navigate through the Fleet Management Calculator?
How do I determine the distance?
- Utilize the following links:
If I am not sure whether I am exempt from this legislation, whom do I ask?
- Ultimate responsibility for compliance with this law lies with appointing authorities. Your agency head, legal counsel, travel coordinator or budget officer will provide this answer.
When the Fleet Management Calculator indicates a state vehicle is the most cost effective method to travel, but I prefer to use my personal vehicle, what will I be reimbursed?
- The maximum reimbursement rate is limited to the rate determined to be the most efficient (lowest cost) by the Fleet Management Calculator.
What if the reimbursement rate does not cover my vehicle actual maintenance cost?
- Request your agency director to consider Fleet Management Daily Rental Program or use of SW771, rental contract.
How do I provide OMES with documentation or prove that I used the Fleet Management Calculator to calculate the amounts submitted on my travel claim?
- OMES requires that you check the appropriate box on the Travel Voucher form (OMES Form 19), print the results from the Fleet Management Calculator and attach it to the completed Travel Voucher form.
Why is the vendor rate different than listed on SW771?
- Rates include fuel cost based on daily AAA price, travel distance stated and vehicles class average fuel economy.
10. FLEET MANAGEMENT SOFTWARE
Fleet Management is offering advanced fleet management software and associated equipment to other state agencies interested in upgrading or updating their current fleet operations management systems. The program’s expansion is expected to create efficiencies in work order management, centralized maintenance and parts operations, and more coherent and cost-effective vehicle replacement policies by state agencies.
What efficiencies have been created in:
-Work Order Management - Work orders are simplified as vehicle information is retrieved from an existing database which contains owning agency, pertinent vehicle data, and history of last services performed. Future work is managed using Forecaster to determine when scheduled services are due and also to flag units with deferred non-critical repairs or services when a new work order is opened.
-Centralized Maintenance - All maintenance records related to a unit are accessible through M5 Fleet Focus. Repeat work can be easily identified.
-Parts Operations - Parts are issued directly to work orders and inventory is automatically updated providing an accurate count of parts on hand. Minimum and maximum caps allow inventory to be maintained at efficient levels so that “extra” on hand needs are limited, but sufficient on hand needs are met. (Just-in-time ordering process)
-Vehicle Replacement - The system provides a tool allowing user defined parameters to determine the optimal replacement schedule for units. Parameters can include age, maintenance expenses and current odometer readings.
How will the stated efficiencies save money for the state?
- This system provides a data driven management tool to ensure the state maintains a viable fleet with minimum downtime or breakdowns due to missed preventive maintenance. Efficient inventory management reduces the number of parts on hand. In addition, vehicles can be replaced in a manner that provides maximum benefit to the state fleet efficiency.
11. FLEET OBJECT CODES
OMES Agency Business Services requires all state agencies utilizing PeopleSoft for payments to use more specific object codes. In previous fiscal years, bills coming from Fleet Management and other vendors for leases could have been assigned to one object code. Below is a detailed breakdown on how FY PO’s should be organized. In addition to separating fuel charges from lease charges, agencies are also required to:
- Separate regular fuels like unleaded and diesel from special fuels like CNG, LPG, and E-85.
- Separate out-of-state from in state toll charges
||Object Code #
||Object Code Title
|Base lease rate
||LEASE OF MOTOR VEHICLES
||LEASE OF MOTOR VEHICLES
|Rental cost w/o toll
||RENT OF MOTOR VEHICLES
||MOTOR FUELS - COMMON
||MOTOR FUELS - SPECIAL
||OUT-OF-STATE PURCHASE OF TOLL COLLECTION FEES – AGENCY DIRECT
||IN-STATE PURCHASE OF PIKEPASS TOLL COLLECTION FEES – AGENCY DIRECT
|Accidents and Loss of Value
||REIMBURSEMENTS AND REPAYMENTS – OTHER
||MAINTENANCE & REPAIR OF EQUIPMENT AND MACHINERY OUTSIDE VENDOR
|Parts w/o service
||MOTOR VEHICLE PARTS, ACCESSORIES AND SUPPLIES (NON-EXPENDABLE)
|Training (def dr class)
||REGISTRATION - AGENCY DIRECT
|Telematics (AVL) lease
||REIMBURSEMENTS AND REPAYMENTS – OTHER
|FMS (M5) use
||RENT OF DATA PROCESSING SOFTWARE
|Motor Vehicle Liability
||PREMIUMS - PROPERTY OR LIABILITY INSURANCE (STATE AGENCIES)
|Motor Vehicle Liability (HE)
||PREMIUMS - PROPERTY OR LIABILITY INSURANCE (HIGHER EDUC)