CHAPTER 6 - CONTROL OF MOTOR VEHICLES

6-1. Daily Vehicle Utilization Report:

a\. Dispatch Type Vehicles. Each operator of a

dispatch-type vehicle obtained directly from a GSA IFMS

shall complete the Daily Motor Vehicle Trip Ticket.

Instructions are contained in the Vehicle Operators manual

furnished with each vehicle.

b\. Vehicles Obtained from Headquarters or Field Offices. Each

operator of a Government-furnished vehicle obtained from

Headquarters or Field Offices shall maintain a Daily

Vehicle Utilization Report. [HUD Form
21016](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/21016.pdf),
Daily Vehicle

Utilization Report shall be used for documentation

purposes. (Appendix 8.) Vehicle operators will submit

Daily Vehicle Utilization Reports to the office that

controls vehicles within Headquarters or Field Offices.

The reports will be reviewed at least weekly to assist in

ensuring that the use of the motor vehicle was for

official purposes by authorized employees and that any

items purchased were consistent with billings received.

Reports must be maintained on file for three years.

6-2. Review of Assignment. The office controlling

Government-furnished vehicles will review the assignment of

vehicles each six months to ensure that a valid requirement

exists for the vehicle. If it is determined that utilization

of a vehicle does not justify the continued assignment to a

particular individual or office, action will be taken to

reassign or terminate use of the vehicle.

6-3. Automotive Fuels. Whenever possible, fuel for assigned

Government-furnished vehicles will be procured from a GSA

IFMS. When it is impracticable to procure fuel from a GSA

IFMS, operators may procure fuel from a commercial facility.

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When using a commercial facility to procure fuel, operators

must use the self-service pump with the following exceptions:

The unavailability of self-service pumps at a service station;

the physical limitations of the vehicle operator; the refusal

of the service station to honor the credit card for

self-service fuel; or, severe weather conditions. When fuel

is procured, operators will record such purchases as follows:

a\. From GSA IFMS. A notation will be entered on the Daily

Vehicle Utilization Report to include the amount of

refueling.

b\. From Commercial Facilities. In addition to the notatio

on the Daily Vehicle Utilization Report, the receipt copy

of the charge slip will be affixed to the Daily Vehicle

Utilization Report and turned in to the controlling

office. Operators of vehicles will enter on the receipt

copy of the charge slip the amount of fuel purchased and

the odometer reading at the time of purchase.

6-4. Fraud Control Offices controlling Government vehicles will

check Daily Vehicle Utilization Reports weekly for fuel

purchases and mileage for each assigned vehicle to ensure that

fuel purchases are reasonable for vehicle tank capacity, miles

driven, and trips posted on logs. Any irregularities should

be reported to the Office of the Regional Inspector General

for Investigation. Irregularities for Headquarters vehicles

will be reported to the Office of the Assistant Inspector

General forInvestigation. These offices will make a

determination on whether to initiate an investigation on the

information submitted.

6-5. Control of U.S. Government National Credit Cards, Standard

Form 149. A U.S. Government National Credit Card, Standard

Form 149, is issued for every Government-furnished vehicle to

purchase fuel and related products for that vehicle.

The susceptibility for misuse of these credit cards mandate

that they be closely controlled. Offices having vehicles

assigned will ensure that the following procedures are adhered

to in controlling credit cards.

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a\. When a credit card is assigned to an employee, the

employee will sign a log indicating date and time of

issue, time of return, and driver\'s signature.

Vehicles dispatched on a trip-by-trip basis to

successive operators