Source: https://www.federalregister.gov/documents/2009/03/20/E9-6152/federal-management-regulation-motor-vehicle-management
Timestamp: 2017-10-23 17:40:48
Document Index: 5170593

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A Rule by the General Services Administration on 03/20/2009
11870-11879 (10 pages)
FMR Amendment 2009-02
https://www.federalregister.gov/d/E9-6152 https://www.federalregister.gov/d/E9-6152
The General Services Administration (GSA) is amending the Federal Management Regulation (FMR) by revising coverage of Motor Vehicle Management. This final rule is a result of comments received on an interim rule published in the Federal Register on May 12, 2006 (71 FR 27636), and from members of the Federal Fleet Policy Council (FEDFLEET). This final rule also incorporates other administrative changes.
Effective Date: This final rule is effective March 20, 2009.
The Regulatory Secretariat (VPR), Room 4041, GSA Building, Washington, DC 20405, telephone (202) 501-4755, for information pertaining to status or publication schedules. For clarification of content, contact Jim Vogelsinger, Office of Governmentwide Policy, Asset Management Policy (MTA), Washington, DC 20405, telephone (202) 501-1764. Please cite FMR Amendment 2009-02, FMR case 2006-102-1.
An Interim Rule was published in the Federal Register on May 12, 2006 (71 FR 27636). This final rule revises the FMR's coverage on Motor Vehicle Management (41 CFR part 102-34) to reflect the policy and administrative changes suggested by comments received on the interim rule from members of FEDFLEET. Other administrative changes will make the regulation accurately reflect current motor vehicle management terminology, update references, and clarify requirements.
This part has been renumbered. Deletions of and changes to previous sections follow:
Deleted § 102-34.20—What types of motor vehicle fleets are there? (The definitions for “Domestic fleet” and “Foreign fleet” are moved to § 102-Start Printed Page 1187134.35 of this regulation, and the definitions for “Small fleet” and “Large fleet” are deleted.)
Deleted § 102-34.25—What sources of supply are available for obtaining motor vehicles? (The definitions for “Motor vehicle purchase”, “Motor vehicle lease”, “Motor vehicle rental”, “GSA Fleet lease”, and “Motor vehicles transferred from excess” are moved to § 102-34.35 of this regulation.)
Deleted § 102-34.35—What are the procedures for purchasing and leasing motor vehicles? (This information may be found in 41 CFR subpart 101-26.5.)
Deleted § 102-34.55—What are the minimum fleet average fuel economy standards? (The standards for passenger automobiles are prescribed in 49 U.S.C. 32902(b), and the Department of Transportation publishes the standards for light trucks and amendments for passenger automobiles at http://www.dot.gov.)
Deleted § 102-34.70—How does GSA monitor the fuel economy of purchased and leased motor vehicles? (This is replaced with § 102-34.75 of this regulation.)
Deleted § 102-34.75—How must we report fuel economy data for passenger automobiles and light trucks we purchase or commercially lease? (This is replaced with § 102-34.75 of this regulation.)
Deleted § 102-34.80—Do we report fuel economy data for passenger automobiles and light trucks purchased for our agency by the GSA Automotive Division? (This is replaced with § 102-34.75 of this regulation.)
Deleted § 102-34.85—Do we have to submit a negative report if we don't purchase or lease any motor vehicles in a fiscal year? (This is replaced with § 102-34.75 of this regulation.)
Deleted § 102-34.90—Are any motor vehicles exempted from these reporting requirements? (This is replaced with § 102-34.75 of this regulation.)
Deleted § 102-34.95—Does fleet average fuel economy reporting affect our acquisition plan? (This is replaced with § 102-34.75 of this regulation.)
Deleted § 102-34.340—Do I have to use self-service fuel pumps? (This is removed because certain States do not have self-service pumps and the cost of self-service might not be higher than full-service.)
Deleted § 102-34.355—When and how do we report motor vehicle data? (This is replaced with § 102-34.335 of this regulation.)
The definition of motor vehicle identification is revised to remove the text referring to such identification usually consisting of a decal placed in the rear window or on the side of the motor vehicle. Placement of such identification is governed by § 102-34.100 of this regulation.
The definition of reportable motor vehicles is revised to include any commercial design motor vehicle (including ambulances and firetrucks) designed and operated principally for highway transportation of property or passengers. This change is made to improve the accuracy and visibility of motor vehicle assets.
This regulation requires executive agencies to establish and document a structured vehicle allocation methodology. This is a best practice of many fleet operators that is intended to help fleet managers determine the appropriate size and number of vehicles in a fleet.
Records maintenance for agency average fuel economy data is revised to follow the standard for motor vehicle report files established in General Records Schedule 10 by the National Archives and Records Administration. This will provide consistent data documentation for fuel economy data.
Lost or stolen license plates now must be reported to appropriate authorities. This requirement seeks to improve the accountability of license plates and also requires reporting to the Federal Government Motor Vehicle Registration System, when it becomes available, to improve internal Government control of lost or stolen plates.
The unlimited exemption from the requirement to display motor vehicle identification is revised to exempt motor vehicles used primarily for investigative, law enforcement, intelligence, or security duties. The limited exemption extends to a period not to exceed three years as opposed to the former regulation which had a one year limit. This change seeks to recognize the need for protecting agency missions and occupant safety and to reduce the administrative burden of processing exemptions while maintaining the objective that Federal motor vehicles are required to be conspicuously identified unless exempted (see 40 U.S.C. 609). The regulatory note containing the list of executive agencies with special exemptions from motor vehicle identification is removed, as this list can be found by referencing 5 U.S.C. 101. The Department of Defense (DOD) code and registration number assigned by the DOD component accountable for the motor vehicle previously was required identification but is removed from this regulation. This change provides flexibility for DOD to determine any other identification to display.
A new provision reflects the statutory provision in 31 U.S.C. 1344 authorizing the use of Government motor vehicles for transportation between places of employment and mass transit facilities. This provision implements the 2005 Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), § 3049(b)(1)-(2) of Public Law No. 109-59, 31 U.S.C. 1344(g).
102-34.5
102-34.10
What are the governing authorities for this part?Start Printed Page 11872
102-34.15
102-34.20
What motor vehicles are not covered by this part?
102-34.25
102-34.30
02-34.35
102-34.40
Who must comply with motor vehicle fuel efficiency requirements?
102-34.45
How are passenger automobiles classified?
102-34.50
What size motor vehicles may we obtain?
102-34.55
Are there fleet average fuel economy standards we must meet?
102-34.60
102-34.65
102-34.70
What do we do with completed calculations of our fleet vehicle acquisitions?
102-34.75
Who is responsible for monitoring our compliance with fuel economy standards for motor vehicles we obtain?
102-34.80
Where may we obtain help with our motor vehicle acquisition plans?
Subpart C—Identifying and Registering Motor Vehicles Motor Vehicle Identification
102-34.85
What motor vehicles require motor vehicle identification?
102-34.90
What motor vehicle identification must we display on Government motor vehicles?
102-34.95
What motor vehicle identification must the Department of Defense (DOD) display on motor vehicles it owns, or leases commercially?
102-34.100
Where is motor vehicle identification displayed?
102-34.105
Before we sell a motor vehicle, what motor vehicle identification must we remove?
102-34.110
Must Government motor vehicles use Government license plates?
102-34.115
102-34.120
Do we need to register Government motor vehicles?
102-34.125
102-34.130
How do we display U.S. Government license plates on Government motor vehicles?
102-34.135
What do we do about a lost or stolen license plate?
102-34.140
What records do we need to keep on U.S. Government license plates?
102-34.145
How are U.S. Government license plates coded?
102-34.150
How can we get a new license plate code designation?
102-34.155
What are the types of motor vehicle identification exemptions?
102-34.160
May we have a limited exemption from displaying U.S. Government license plates and other motor vehicle identification?
102-34.165
What information must the limited exemption certification contain?
102-34.170
For how long is a limited exemption valid?
102-34.175
What motor vehicles have an unlimited exemption from displaying U.S. Government license plates and motor vehicle identification?
102-34.180
102-34.185
102-34.190
102-34.195
Must we submit a report concerning motor vehicles exempted under this subpart?
102-34.200
What is official use of Government motor vehicles?
102-34.205
102-34.210
May I use a Government motor vehicle for transportation between places of employment and mass transit facilities?
102-34.215
102-34.220
What does GSA do if it learns of unofficial use of a Government motor vehicle?
102-34.225
102-34.230
102-34.235
Am I bound by State and local traffic laws?
102-34.240
102-34.245
102-34.250
Do Federal employees in Government motor vehicles have to use all safety devices and follow all safety guidelines?
102-34.255
What are motor vehicle replacement standards?
102-34.260
May we replace a Government-owned motor vehicle sooner?
102-34.265
May we keep a Government-owned motor vehicle even though the standard permits replacement?
102-34.270
How long must we keep a Government-owned motor vehicle?
102-34.275
What kind of maintenance programs must we have?
102-34.280
102-34.285
Where can we obtain help in setting up a maintenance program?
102-34.290
What forms do I use to report a crash involving a domestic fleet motor vehicle?
102-34.295
102-34.300
How do we dispose of a domestic fleet motor vehicle?
102-34.305
102-34.310
How do we distribute the completed Standard Form 97?
102-34.315
How do we obtain fuel for Government motor vehicles?
102-34.320
102-34.325
What type of fuel do I use in Government motor vehicles?
102-34.330
102-34.335
102-34.340
102-34.345
102-34.350
How do we obtain the forms prescribed in this part?
§ 102-34.5
§ 102-34.10
§ 102-34.15
§ 102-34.20
§ 102-34.25
§ 102-34.30
Commercial lease or lease commercially means obtaining a motor vehicle by contract or other arrangement from a commercial source for 60 continuous days or more. (Procedures for purchasing and leasing motor vehicles through GSA can be found in 41 CFR subpart 101-26.5.)
Motor vehicle means any vehicle, self propelled or drawn by mechanical power, designed and operated principally for highway transportation of property or passengers, but does not include a military design motor vehicle or vehicles not covered by this part (see § 102-34.20).
Motor vehicle rental means obtaining a motor vehicle by contract or other arrangement from a commercial source for less than 60 continuous days.
§ 102-34.40
§ 102-34.45
§ 102-34.50
(b) Agencies must establish and document a structured vehicle allocation methodology to determine the appropriate size and number of motor vehicles (see FMR Bulletin B-9, located at http://www.gsa.gov/​bulletin, for guidance).
§ 102-34.60
§ 102-34.65
(a) Your request for an exemption must include all relevant information necessary to permit review of the Start Printed Page 11875request that the vehicles be exempted based on energy conservation, economy, efficiency, or service. Exemptions may be sought for individual vehicles or categories of vehicles.
§ 102-34.70
§ 102-34.75
§ 102-34.80
For help with your motor vehicle acquisition plans, contact the: General Services Administration, ATTN: MT, Washington, DC 20405. E-mail: vehicle.policy@gsa.gov.
§ 102-34.85
All Government motor vehicles must display motor vehicle identification unless exempted under § 102-34.160, § 102-34.175 or § 102-34.180.
§ 102-34.90
Unless exempted under § 102-34.160, § 102-34.175 or § 102-34.180, Government motor vehicles must display the following identification:
§ 102-34.95
What motor vehicle identification must the Department of Defense (DOD) display on motor vehicles it owns or leases commercially?
Unless exempted under § 102-34.160, § 102-34.175 or § 102-34.180, the following must appear on motor vehicles that the DOD owns or leases commercially:
§ 102-34.100
Note to § 102-34.100:
Each agency or activity that uses decals to identify Government motor vehicles is responsible for acquiring its own decals and for replacing them when necessary due to damage or wear.
§ 102-34.105
Yes, you must use Government license plates on Government motor vehicles, with the exception of motor vehicles exempted under § 102-34.160, § 102-34.175 or § 102-34.180.
§ 102-34.115
If the Government motor vehicle displays U.S. Government license plates and motor vehicle identification, you do not need to register it in the jurisdiction where the vehicle is operated, however, you must register it in the Federal Government Motor Vehicle Registration System. GSA Fleet may register motor vehicles leased from GSA Fleet. Motor vehicles that have been exempted from the requirement to display official U.S. Government license plates under section § 102-34.160, § 102-34.175 or § 102-34.180 must be registered and inspected in accordance with the laws of the jurisdiction where the motor vehicle is regularly operated.
§ 102-34.125
(b) For assistance with any issues involving license plates, contact the following office: General Services Administration, ATTN: MT, Washington, DC 20405. E-mail: vehicle.policy@gsa.gov.
Note to § 102-34.125:
GSA has established a Memorandum of Understanding (MOU) on behalf of all Federal agencies with Federal Prison Industries (UNICOR) for the procurement of official U.S. Government license plates. Each agency must execute an addendum to this MOU providing plate design and specific ordering and payment information before ordering license plates. Agency field activities should contact their national level Agency Fleet Manager for assistance.
§ 102-34.130
(a) U.S. Government license plates. Report to your local security office (or equivalent), local police, to GSA Fleet Start Printed Page 11876when a GSA Fleet leased motor vehicle is involved, and to the Federal Government Motor Vehicle Registration System.
§ 102-34.145
U.S. Government license plate numbers will be preceded by a letter code that designates the owning agency for the motor vehicle. The agency letter codes are listed in GSA Bulletin FMR Bulletin B-11. (FMR bulletins are located at http://www.gsa.gov/​bulletin.)
§ 102-34.150
To obtain a new license plate code designation, write to the: General Services Administration, ATTN: MT, Washington, DC 20405. E-mail: vehicle.policy@gsa.gov.
§ 102-34.155
Yes. The head of your agency or designee may authorize a limited exemption to the display of U.S. Government license plates and motor vehicle identification upon written certification (see § 102-34.165). For motor vehicles leased from the GSA Fleet, send an information copy of this certification to the: General Services Administration, ATTN: GSA Fleet (QMDB), 2200 Crystal Drive, Arlington, VA 22202.
§ 102-34.165
An exemption granted in accordance with § 102-34.160 may last from one day up to 3 years. If the requirement for exemption still exists beyond 3 years, your agency must re-certify the continued exemption. For a motor vehicle leased from the GSA Fleet, send a copy of the re-certification to the: General Services Administration, ATTN: GSA Fleet (QMDB), 2200 Crystal Drive, Arlington, VA 22202.
§ 102-34.175
§ 102-34.185
For motor vehicles that are exempt from motor vehicle identification requirements, display the regular license plates of the State, Commonwealth, territory or possession of the United States, or the District of Columbia, where the motor vehicle is principally operated (see § 102-34.120).
§ 102-34.190
Yes. If asked, the head of each executive agency must submit a report concerning motor vehicles exempted under this subpart. This report, which has been assigned interagency report control number 1537-GSA-AR, should be submitted to the: General Services Administration, ATTN: MT, Washington, DC 20405. E-mail: vehicle.policy@gsa.gov.
§ 102-34.205
(c) This transportation is made available, space provided, to other Federal employees;Start Printed Page 11877
§ 102-34.215
§ 102-34.220
§ 102-34.225
§ 102-34.230
§ 102-34.235
§ 102-34.240
§ 102-34.245
§ 102-34.250
Motor vehicle replacement standards specify the minimum number of years in use or miles traveled at which an executive agency may replace a Government-owned motor vehicle (see § 102-34.270).
§ 102-34.265
Yes. The replacement standard is a minimum only, and therefore, you may keep a Government-owned motor vehicle longer than shown in § 102-34.270 if the motor vehicle can be operated without excessive maintenance costs or substantial reduction in resale value.
§ 102-34.270
Years 1
Or miles 1
1 Minimum standards are stated in both years and miles; use whichever occurs first.
§ 102-34.275
§ 102-34.280
§ 102-34.285
For help in setting up a maintenance program, contact the: General Services Administration, Attn: Motor Vehicle Policy, Washington, DC 20405. E-mail: vehicle.policy@gsa.gov.
§ 102-34.290
§ 102-34.295
Note to § 102-34.305(a)(2):
Note to § 102-34.305:
Start Printed Page 11879
§ 102-34.320
Note to § 102-34.320:
OMB Circular A-123, Appendix B, contains additional specific guidance on the management, issuance, and usage of Government charge cards. The Appendix B guidance consolidates and updates current Governmentwide charge card program requirements and guidance issued by the Office of Management and Budget, GSA, Department of the Treasury, and other Federal agencies. Appendix B provides a single document to incorporate changes, new guidance, or amendments to existing guidance, and establishes minimum requirements and suggested best practices for Government charge card programs that may be supplemented by individual agency policy procedures.
§ 102-34.325
The Federal Fleet Report (FFR) is an annual summary of Federal fleet statistics based upon fleet composition at the end of each fiscal year and vehicle use and cost during the fiscal year. The FFR is compiled by GSA from information submitted by Federal agencies. The FFR is designed to provide essential statistical data for worldwide Federal motor vehicle fleet operations. Review of the report assists Government agencies, including GSA, in evaluating the effectiveness of the operation and management of individual fleets to determine whether vehicles are being utilized properly and to identify high cost areas where fleet expenses can be reduced. The FFR is posted on GSA's Motor Vehicle Management Policy Internet Web site (http://www.gsa.gov/​vehiclepolicy).
§ 102-34.335
(a) Annually, agencies must submit to GSA the information needed to produce the FFR through the Federal Automotive Statistical Tool (FAST), an Internet-based reporting tool. To find out how to submit motor vehicle data to GSA through FAST, consult the instructions from your agency fleet manager and read the documentation at http://fastweb.inel.gov/​.
Note to § 102-34.335:
§ 102-34.340
(3) Data required for FAST (see § 102-34.335).
§ 102-34.350
See § 102-2.135 of this chapter for how to obtain forms prescribed in this part.
[FR Doc. E9-6152 Filed 3-19-09; 8:45 am]