**EMPLOYEE RESPONSIBILITIES**

**FOR USING**

**GOVERNMENT VEHICLES**

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**EMPLOYEE RESPONSIBILITY**

Employees assigned the use of Government-owned or --leased motor
vehicles are

responsible for ensuring that vehicles are used only for official
purposes. Employees shall exercise discretion to avoid, wherever
possible, any situation which may tend to convey an impression to the
public that the assigned motor vehicle is being used for unofficial
purposes.

# SUPERVISORY RESPONSIBILITIES

Supervisory control over employees assigned the use of Government-owned
or --leased

Motor vehicles include:

1.  Advising employees of the regulations governing the use of
    Government-owned or --leased motor vehicles.

2.  Establishing prior approval procedures for use of motor vehicles at
    irregular hours, or under circumstances where motor vehicle use may
    create an unfavorable public reaction.

3.  Ensuring that employees are properly licensed to operate such motor
    vehicles as appropriate.

4.  Providing appropriate training to all employees who operate special
    purpose vehicles and equipment

## PENALTIES FOR UNOFFICIAL USE

An employee who willfully uses or authorizes the use of a
Government-owned or --leased motor vehicle for other than official
purpose is subject, where appropriate, to suspension or removal from
office.

## EMPLOYEES IN TRAVEL STATUS

> Employees in travel status may use a Government-owned or --leased
> vehicle to travel between places of temporary lodging and places where
> the employee's presence is required, and where public transportation
> is not available or impractical. Such facilities include restaurants,
> drug stores, barber and beauty shops, cleaners, places of worship, and
> similar places essential to employees health and comfort.

## HOME TO WORK TRANSPORTATION

In accordance with AGPRM104-38.5003, Approval for use of vehicles for
home-to-work transportation, unless employees are engaged in field work
must be approved by the Secretary of Agriculture and documented on
AD-728, Request and Authorization for Home to Work transportation.
Employees engaged in field work as defined in the Personal property and
Motor Vehicle Manual, Exhibit 21 will only need approval from the LAO
and Location Coordinator.

> The procedures for employees not identified in the above property
> manual are as follows:

1.  The employee will complete an AD-728 and forward it to their
    immediate supervisor for concurrence.

2.  Upon concurrence, by their immediate supervisor, the AD-728 will be
    forwarded to the LAO for recommendations.

3.  The LAO will then forward the AD-728 to the ASO for authorization.

4.  If authorized, the AAO will forward the AD-728 to the PMO for final
    Agency approval before forwarding to the Office of Operations for
    Departmental authorization.

> The LAO's and Location Coordinators may also authorize an employee to
> store a vehicle at a private residence overnight for travel purposed
> on a case-by-case basis.

### TRANSPORTATION OF NON ARS EMPLOYEES

> ***[AND SPOUSES]{.underline}***

Non ARS employees may be authorized to operate a government-owned or
--leased vehicle if the following condition are met:

> 1\. The use of the vehicle must be documented in a agreement or
> contract.
>
> 2\. The vehicle must be used for official business.
>
> 3\. The individual was directed to use the vehicle by a Government
> official.

Non ARS employees include cooperator, volunteers, students, and other
Government employees.

Spouses of ARS employees are not authorized to operate a
Government-owned or --leased motor vehicle. However, spouses may ride in
a government-owned or --leased motor vehicle if the following procedures
or requirements are met:

1\. The employee should submit in advance of the trip, a written request
to

his/her supervisor. The request should include a planned itinerary which

> included the name of the spouse.

2\. Following approval by the employee's supervisor, an approval
statement

shall be included on the AD-202, Travel Authorization.

3\. The use of the Government vehicle must be for purposed directly in

support of official Government business.

4\. Transportation of spouses should be on a space available basis,
e.g., if

by virtue of transporting spouses in government vehicles, other

government officials are required to use other means of transportation,

no approval should be given.

# MOTOR VEHICLE OPERATOR LICENSING REQUIREMENTS

#### State Drivers License

> All persons operating Government-owned or --leased motor vehicles
> shall have a valid state drivers license in his/her possession at all
> times.
>
> Visiting foreign scientists, research associates and students, must
> have a valid International Driver's license or have a state drivers
> license issued by one of the States of the United States. If the
> individual has neither but has a valid license from his country of
> residence, special approval must be obtained for this individual to
> drive a government vehicle. See the Location Administrative Officer
> for details.
>
> All University of Wisconsin students must complete a UW form, "Student
> or Volunteer Driver Authorization Form" to be filed with the UW and a
> copy to the Location Administrative Officer.

#### Commercial Drivers License

> ARS employees who operate a commercial motor vehicle must posses a
> State issued CDL from the State in which the employee resides.

##### SMOKING IN MOTOR VEHICLES

Smoking is prohibited in ARS-owned or --leased vehicles.

> ***[VIOLATION OF STATE & LOCAL]{.underline}***
>
> ***[TRAFFIC LAWS]{.underline}***

Operator of Government-owned or --leased motor vehicles shall obey all
motor vehicle traffic laws of the State(s) and local jurisdiction in
which the vehicle is operated. Employees operating U.S. Government
vehicles are responsible for payment of fines imposed on them while in
the performance of the employee's official duty. This included fines for
parking violation while operating a government-owned or leased motor
vehicle.

# SAFETY BELTS

All drivers and passengers shall use safety belts, while the motor
vehicle is in motion.

# OPERATIONAL RECORDS

A detailed record of all costs associated with the operation of each ARS
motor vehicle shall be provided to the Administrative office monthly.
Operational cost refers to the type, quantity, and cost of fuel
purchased. Maintenance costs include all other costs associated to the
vehicle, i.e., car washes, oil changes, wiper blades, belts, parking,
etc.

# MAINTENANCE

ARS shall maintain its motor vehicle fleet in a safe operating condition
by performing scheduled routine maintenance. The appropriate property
official is responsible for ensuring that all vehicles will be
maintained in a safe operating condition. In additional, all
government-owned or --leased vehicles must comply with State inspection
regulation.

# REPAIRS

Prompt attention shall to be given to all mechanical trouble. Under no
circumstances is a motor vehicle to be operated with mechanical problems
or conditions which are safety hazards or may cause damage to the
vehicle, including faulty brakes, exhaust systems, lights, steering
gear, tires, etc.

# ACCIDENT REPORTING

A motor vehicle accident is any occurrence which involves a
Government-owned, rented, or --leased motor vehicle, or a privately
owned vehicle operated on official business, resulting in property
damage, injury, or death regardless of the extent of injuries or the
dollar amount.

1 In the event of an accident, the motor vehicle operator shall:

a Obtain a police report.

b Notify his/her immediate supervisor.

c Complete and sign a SF-91, Operator's Report of Motor Vehicle
Accident,

> within 3 days of the accident.

d Have the witnesses, if any, complete and sign a SF-94, Statement of

> Witnesses.

e Forward completed forms and information to the APO.

2 The employee's official supervisor shall investigate the incident and
submit the

> supervisor portion of SF-91, Investigation Report of Motor Vehicle
> Accident, to the APMO.

3 The APO shall prepare an AD-112, to include the following information:

a A description of the damage.

b The cost of replacement if the vehicle was destroyed.

c Submit the AD-112 and the following forms and information to the

> APMO:

(1) SF-91, Operator's Report of Motor Vehicle Accident.

(2) SF-94, Statement of Witnesses.

(3) A copy of the police report.

(4) Photographs.

(5) A recommendation for the use or disposition of the vehicle if it is
    not repaired.

**EMPLOYEE RESPONSIBILITIES**

**FOR USING**

**GOVERNMENT VEHICLES**

I have read the Employee Responsibilities for Using Government Vehicles
as provided and will adhere to the policies and procedures identified.

-   YES, I affirm my completion and understanding of the course. (Credit

    will not be recorded if you do not affirm that you have completed
    review

    of the materials.

    Signature:
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

    Name (please print):
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

    Supervisor:
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

    Management unit: ADMIN CCRU DFRC VCRU FARM

    MKE MFI

    Date:
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