HS-PPM-FC#3

OPERATIONAL PROCEDURE:

1. Responsible person.  Each vehicle shall be assigned to a primary driver, who will be responsible to oversee the usage and maintenance of assigned vehicles.  All drivers of agency vehicles must have a current valid California Driver’s License on record with the Program Office (The Management Assistant will maintain information in the individual’s Outlook Contact card).

2. Usage.  Vehicles are to be used for program business only; other than Head Start Transportation (45CFR1310). 

3. Binders/Mileage Logs.  Vehicle activities are tracked using a set of binders.

   1. Binders

      1. Reservation Binders are maintained in the Sonora and Jackson Program Offices. 

         1. Each Reservation Binder contains a sign-up calendar for each vehicle available at that site.

         2. Non-primary drivers should inform the primary driver when reserving the vehicle.

         3. The primary driver will release the vehicle binder after verifying that the vehicle is available.

         4. The primary driver must secure (lock up) the binder from unauthorized access.

      2. Vehicle binders are maintained for each vehicle.

         1. The primary driver should periodically verify the contents of the binder.

         2. The binder contains a zippered case containing registration and insurance documents,  one or more gas credit cards, emergency road service information, and vehicle keys.

         3. The binder should accompany the actual driver of the vehicle during trips.  The binder should not be left in the vehicle overnight.

         4. Registration, insurance and emergency documents must remain in the binder at all times.

         5. Vehicle keys must remain in the binder when not in actual use.

         6. The gas credit cards must remain in the binder when not in actual use.

   2. Mileage Log

      1. The trip and service log identifying the Vehicle Make/Model and Vehicle License Number must be completed for each trip made in the vehicle.

         1. Date of travel

         2. Driver name

         3. Expense Code: Fund/Sub-Fund and Account Code

         4. Out and In Odometer Mileage Reading

         5. Total miles

         6. Purchases of either gas and/or routine maintenance services (oil, wash, etc.)

         7. Answer "Local?" as either "yes" or "no"; no means "out of areas travel

         8. Purpose of travel

      2. Gas and maintenance purchase receipts must be attached to the trip/service log.

      3. Completed mileage logs with receipts must be turned into the Program Office monthly on the Monthly Reports due date.

      4. The Fleet Administrator will review mileage logs for completeness, then forward to Accounts Payable by the fifth of each month.

4.  Vehicle Maintenance.  Each primary driver is responsible to oversee the maintenance of an assigned vehicle.

   1. Routine Maintenance (if possible, use assigned credit card for purchase of these services).

      1. Agency vehicles are to be kept clean inside and outside.  Trash and personal items shall be removed after each trip.  Dirty vehicles shall be washed and detailed as required.

      2. Routine maintenance items include filling the gas tank whenever it reaches the ½ full marks. Normal gas station checks on oil, water, and tire pressure levels shall occur with each fill-up.

      3. Oil Changes and Tire Rotation shall occur as recommended by the vehicle manufacturer in the Owner’s Manual.  Generally, these services should be performed every 3 months or 5,000 miles which ever comes first.

   2. Major Maintenance (consult with the Fleet Administrator prior to scheduling these services which will require a purchase order).

      1. Major scheduled maintenance or significant repairs shall be discussed with the Fleet Administrator prior to starting the work in order to determine:

         1. If the vehicle is covered by a maintenance agreement,

         2. That the repair shop will honor the terms of the agreement,

         3. That the repair shop is capable to perform the work and is reputable (the Fleet Administrator will provide a list of acceptable service locations)

         4. If a replacement vehicle is needed and available.

      2. Once the Fleet Administrator approves the maintenance or repair,

         1. As soon as possible, fax a copy of the estimated work order to the Fleet Administrator.

         2. On completion of the work, attach the receipt and any associated paperwork to the mileage Log.

         3. Notify the Fleet Administrator of any customer satisfaction issue associated with the service.

      3. The Fleet Administrator will monitor vehicle maintenance.

         1. Establish a schedule for all of our vehicles, maintenance due dates, maintenance performed and the date, items needing attention, repairs completed and the date.
         2. All vehicles are to receive scheduled maintenance every 5000 miles.  Usually these will be the “5000 mile service” (oil change, filter change, air filter if needed, tire rotation, etc. per the manual for the vehicle.  To simplify, these can occur when the odometer reads 5000, 10,000, 15,000, 20,000 etc. miles.  When the odometer readings are 30,000, 60,000, 90,000, 120,000 miles the vehicles will be serviced according to the manufacturers’ recommendations for the number of miles on the vehicle.
         3. The original receipt for all maintenance service must be forwarded to the Fleet Administrator immediately after service.  (The service technicians usually alert the owner of any items to watch, that need maintenance or repair in the near future.  Pay particular attention to these and see that the recommended maintenance or repair occurs according to the technician’s recommendations.  Keep a schedule of all repairs for each vehicle.)
         4. When ever any driver becomes aware of any condition that may be a potential safety concern, the driver must notify the Fleet Administrator immediately.  The Fleet Administrator will arrange service as soon as possible.

1. Accidents. See Vehicle Collision Reporting Procedure

2. Emergency Communications.  (see ATCAA ECS cellular-phone procedure).

Edited 04/24/2009 03:43:49 PM