Source: http://www.state.ok.us/DCS/Fleet_Management/FM_FAQs/index.html
Timestamp: 2015-07-01 00:02:39
Document Index: 202358743

Matched Legal Cases: ['§ 154', '§ 152', '§ 152', '§ 155', '§ 152', '§ 152', '§ 155', 'art 490']

Drivers must have a Personal Identification Numbers (PIN) issued to the driver to fuel state vehicles. Any PIN already issued to employees should be assigned to the Fleet Card account along with their associated EMPLID’s (Fleet Card account that an agency establishes with the Fleet Card provider - gov@comdata.com). Will Fleet Management provide agency drivers with PIN?
- Each Fleet Card account with the statewide vendor has an allotted batch of PINs. Agencies must assign PINs within their accounts. Then and only then created PINs must be reported to Fleet Management along with a driver’s name and state ID to be added to the master PIN list. Summarizing, Fleet Management assigns PIN to drivers of FMD owned vehicles if the leasing agency does not own vehicles = does not have their own Fleet Card account. Agencies need to establish PIN for their vehicle drivers on their own with the vendor and report that PIN to Fleet Management (fmd_trip@omes.ok.gov).
2. STATE VEHICLE INSURANCE COVERAGE
General Liability It is a mandatory coverage with Risk Management - provides insurance coverage to all state employees while in the Scope of Employment.
[Refer to the following: 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:
Requires supplemental coverage (Auto Liability) for state employees driving cars on state business
It is a mandatory coverage with Risk Management - 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
> Note#1: agencies are not required to carry Motor Vehicle Liability for vehicles rented from FMD, that coverage is included in the rent cost of vehicles provided by FMD
> 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)
It does not cover any individual failing to meet the definition of an employee under Oklahoma Governmental Tort Claims Act. [Refer to the following: 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".].
Vehicle Physical Damage: It is a non-mandatory (agency elective) coverage with Risk Management - provides insurance coverage to state state-owned vehicles;
Does the state’s Auto Liability Self-insurance Program administered by the Risk Management Department of the Division of Capital Assets Management protect any person driving a state owned vehicle?
Risk Management’s Auto 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 the following: 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*.]
- Agencies can rent cars either from FMD (web) or through SW771 (web).
- 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.
- FMD provides an online tool “Trip Calculator” (web) that allows agencies to select the most efficient solution based on the travel criteria provided (date, distance, and vehicle class).
- CY08: $26,532,013 - CY09: $26,435,111
- 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. https://www.ok.gov/dcs/calculator/index.php
How to pay for fuel for rental through SW771? - Fuel is out of pocket expense; drivers need to seek reimbursement from an agency later by submitting a travel claim
- Exception, if a vehicle is returned to the vendor w/o refueling during rental, vendor will apply the difference of used fuel to the rental cost
Where are eligible fuel stations? - Gas: Level 3 Gas Stations in Oklahoma
- A vehicle that displaces or minimizes the use of petroleum products (gasoline). Alternative fuels are compressed natural gas, liquid propane gas and electric vehicles are an example of alternative fuels or means of combustion.
What is the federal mandate for replacement with alt fuels capable vehicles?
- 10 CFR Part 490, The alternative Fuel Transportation Program, began in 1997 with 30% replacement increasing to 75% by 2000.
Has the State met that mandate?
- Yes, additionally we have exceeded the mandate requirement in past years and have 240 Banked Credits that can be used in the event the State could not meet the replacement mandate in the future.
How to fuel a CNG vehicle?
- See a video - http://www.youtube.com/watch?v=a4QQRUW_1Jg.
- See Fleet Management process: DCAM-PROCESS-FM-F002, CNG Vehicle Self-Service Fueling.
Beginning January 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)
- at: http://www.epa.gov/otaq/consumer/fuels/altfuels/altfuels.htm#4
- In the State of Oklahoma only a certified technician.
How many technicians by type are there in Oklahoma as of 10/22/2013?
Liquefied Propane Gas (LPG)
How many alt fuel vehicles are in the state fleet? (10/23/13)
FMD #
State Other #
State Other %
State Total #
Unleaded/Diesel
- Depending on the vehicle, the emission reduction can be as high as 90%.
- We are working with the Office of Governor, OK Secretary of Energy and OK 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.
6. FLEET MANAGEMENT CALCULATOR (TRIP OPTIMIZER)
Who is subject to use Trip Optimizer / Fleet Management Calculator?
A. Auditors who work out of their homes and travel, performing audits, and utilizing their personal vehicles as a part of their job function;
Travel is less than one hundred (100) miles per day.
Personal physical condition that requires a person to operate vehicles 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)
How to navigate through the Fleet Management Calculator?
Check In State Mileage
Check Out-of-State Mileage
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 OSF with documentation or prove that I used the Fleet Management Calculator to calculate the amounts submitted on my travel claim?
OSF 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 the vendor rate is different than listed on SW771?
Rates include fuel cost based on daily AAA price, distance of travel stated and vehicles class average fuel economy.
7. 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:
-Centralized Maintenance - All maintenance records related to a unit are accessible through M5 Fleet Focus. Repeat Work can be easily identified. Forecasted PM services can be performed with minimal downtime.
-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 levels 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)
- 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. 8. FLEET OBJECT CODES
Beginning in FY16, 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 how your FY16 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
Rental cost w/o toll 532141
RENT OF MOTOR VEHICLES
MOTOR FUELS - COMMON
MOTOR FUELS - SPECIAL
Toll/PikePass out of state
OUT-OF-STATE PURCHASE OF TOLL COLLECTION FEES – AGENCY DIRECT
Toll/PikePass in state
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
FMS (M5) use
RENT OF DATA PROCESSING SOFTWARE
PREMIUMS - PROPERTY OR LIABILITY INSURANCE (STATE AGENCIES)
Motor Vehicle Liability (HE)
PREMIUMS - PROPERTY OR LIABILITY INSURANCE (HIGHER EDUC)
Last Modified on 06/24/2015