Arkansas Administrative Code › Agency 006 - Department of Finance and Administration › Division 09 - Office of Accounting › Rule 006.09.06-002 - Revisions to the State Vehicle Fleet Management Guide

Current through Register Vol. 49, No. 6, June, 2024
INTRODUCTION AND AUTHORITY
The purchase, utilization reporting and inventory
				management with regard to State owned motor vehicles is governed by ACA§
										22-8-101
				-210 and ACA§
										19-4-903,
				19-4-905
				-907, and ACA§
										25-1-110.
				The Director of the Department of Finance and Administration (DFA Director) is
				the agent authorized to purchase new and used vehicles for all State agencies,
				boards, commissions, departments, and institutions of higher education, with a
				business area code of 0100 or greater. Such purchases shall be made from the
				Motor Vehicle Acquisition Revolving Fund (MMV Fund) which was established for
				the purpose of acquiring motor vehicles for the State. The amounts deposited
				into this fund include a portion of State general revenues as authorized by the
				Revenue Stabilization Law, amounts received upon the disposal of used vehicles
				and deposits or transfers of funds from benefiting agencies. The Department of
				Finance and Administration, Office of Information Services (DFA-OIS)
				administers this program for the Director. (ACA §
										19-5-1002,
				ACA §
										22-8-206
				(a-c), ACA §
										22-8-207.
ABOUT THE GUIDE
This Guide is published and maintained on the
				Department of Finance and Administration, Office of Information Services web
				site at
http://www.state.ar.us/dfa/info_svcs/index.html
. It is also available in "Hard Copy" by contacting the Office of Information
				Services. The format of the Guide, to the extent possible, is: law, followed by
				policy (regulation).
A composite of Arkansas Laws which have a direct
				impact on State Vehicle Fleet management appears in the form of Arkansas Code.
				The numbering system used is keyed to the numbering of the Arkansas Code of
				1987 Annotated. The title, chapter, subchapter and section of the code
				references are contained within the number. Thus, in the designation "
				19-4-905,"
				the "19" indicates the provision is in Title 19, the "4" indicates chapter 4
				and the "9" in 905 means sub-chapter 9, with the "05" indicating the fifth
				section of the sub-chapter. Following the printed code, or excerpts of the code
				(excerpts include quotation marks at the beginning and end of the excerpts,
				preceded by the words "Arkansas law States :") will be policies (regulations)
				and/or procedures. At the beginning of the code, the code number
				appears-example: ACA§
										19-4-905.
				At the beginning of a policy (regulation) (R), the number of the policy
				(regulation), numbered in sequence, identifies the code it accompanies-example:
				R1
				19-4-905.
				All appendices are identified in the text of the Guide and linked to the
				documents electronically to allow for easy access.
Contacts
Frequently asked questions
				(FAQs)
The purpose of the appendices is to provide up to
				date material that is subject to frequent change. This will permit the ability
				to change (update) forms and processes to conform to changes in the State
				Accounting System without making policy changes.
The text of polices (regulations) and procedures
				appears in bold print and italics. In addition, at the end of each code
				section, is the history of the code which provides a reference to the original
				act and any subsequent statutory changes.
VEHICLE REGISTRATION AND
				IDENTIFICATION
19-4-905 State-owned motor vehicles
			 generally.
(a) All state-owned motor vehicles
			 which are purchased under the authority of the Chief Fiscal Officer of the
			 State shall be licensed in such manner so as to identify each vehicle as state
			 property.
(b) The Chief Fiscal
			 Officer of the State shall provide a special license plate suitable for all
			 state-owned motor vehicles and shall establish procedures for the purpose of
			 supplying information on all state-owned motor vehicles, both those which are
			 purchased and those which are sold, traded in, or otherwise disposed
			 of.
(c) The Chief Fiscal Officer of
			 the State shall make rules and regulations for obtaining the required license
			 plates and for returning the plates when the vehicles are disposed of and shall
			 notify all state agencies of procedures to be followed.
(d) Each agency shall be required to pay the
			 regular license fee for the special state property license plate in the manner
			 prescribed by the department.
(e)
			 In the event the best interests of the state would be served by not displaying
			 a special tag, such as in police work, an exception to the provisions of this
			 section may be obtained only upon the written approval of the Governor.
History. Acts 1973, No. 876, § 16; A.S.A. 1947, §
				13-342.
R 1-19-4 -905 The Office of Motor Vehicle,
				Special Tags Section
http://www.state.ar.us/dfa/motorvehicle/special_tags/index.html
This hyperlink will provide the above mentioned
				license plates.
All State agencies will provide the Department of
				Finance and Administration an updated list of vehicles owned by the State
				agency. The Office of State Procurement, Marketing and Redistribution Section,
				is responsible for notifying the Department of Finance and Administration of
				vehicles sold for all non-Executive Branch, Legislative Branch or Judicial
				Branches of State Government.
R 2-19-4 -905 Written approval for a waiver of
				Governor's Policy Directive #3, (GPD-3), Paragraph 3
				http://www.arkansas.gov/governor/policy_directives/policy_gpd3.html
This hyperlink will provide a copy of GPD-3.
				Waivers may be obtained by submitting a written request for exemptions to the
				DFA - Office of Information Services.
R 3-19-4 -905 Operating Rules for Users of
				State Owned Vehicles
A.
Each state vehicle will
			 contain a log that is maintained each time the vehicle is driven. The log
			 should contain the following information: The driver's name, beginning and
			 ending mileage, number of gallons and cost of fuel purchased, the cost and a
			 description of any maintenance/ repairs, and remarks concerning any problems
			 encountered with the vehicle.
B.
Self-service gasoline pumps
			 shall be used to purchase fuel.
C.
Seat belts must be worn at
			 all times by the driver and passengers.
D.
No smoking shall be allowed
			 in state vehicles.
E.
The vehicle registration,
			 insurance identification card, and Arkansas Motor Vehicle Accident Report form
			 (SR-1) shall always be kept in each vehicle.
F.
Accidents must be reported
			 to the driver's supervisor and the insurance carrier/designated risk management
			 representative; whichever is appropriate for state vehicle insurance within 24
			 hours of the occurrence, or by the following business day. The supervisor shall
			 comply with the procedures and reporting requirements of the Motor Vehicle
			 Policies issued by the Office of Administrative Services of the Department of
			 Finance and Administration.
G.
Traffic violations must be
			 reported to the driver's supervisor within 24 hours of the occurrence, or by
			 the following business day.
H.
Authorization to operate a
			 state vehicle is given only to employees who are duly licensed in accordance
			 with the requirements of all applicable state laws, and who have completed the
			 authorization to obtain the Traffic Violation Record and Vehicle Operation
			 forms.
I.
Volunteers may utilize agency vehicles in the performance of
			 their duties to those rules and regulations governing the use of State vehicles
			 by paid staff.
J.
All policies, records, reports and procedures Issued by the
			 Department of Finance and Administration regarding use of vehicles allowed
			 under the Governor's Policy Directive # 3 shall be strictly complied with. Any
			 exceptions to the use of state owned vehicles shall be in compliance with the
			 Governor's Policy Directive #3 regarding the use of state
			 vehicles.
MOTOR VEHICLE RESTRICTIONS AND
				AUTHORIZATIONS
ACA§
													19-4-906
				States:
" (a)
None of the funds appropriated for the various state agencies,
			 authorities, boards, commissions, departments, and institutions of higher
			 education listed below shall be used to purchase, lease for over thirty (30)
			 days, operate, repair, or provide services for more than the maximum number of
			 passenger motor vehicles as set out in this section, except in an emergency as
			 proclaimed by the Governor. Passenger motor vehicles are defined as those
			 licensed for highway use, including, but not limited to, automobiles, trucks,
			 and vans. Mileage reimbursement for employees' utilization of their personal
			 automobiles shall not be deemed to be included in this
			 restriction.
PLEASE NOTE: Go to
http://170.94.58.9/NXT/gateway.dll?f=templates&fn=default.htm&vid=blr:code
to view complete code and
				list.
(b)
The General Assembly recognizes that, in some cases, motor
			 vehicles are donated to educational institutions and agencies primarily for use
			 in automotive repair and maintenance courses and in instructional programs for
			 truck operators and that such vehicles are not normally used for other purposes
			 by the institutions and agencies and should not be included in the maximum
			 number of authorized passenger vehicles prescribed for such institutions and
			 agencies in this section.
Therefore, motor vehicles donated to educational
				institutions and agencies primarily for use in programs of instruction in
				automotive maintenance and repair, in operator training, and in related
				instructional programs shall not be included for the purpose of determining the
				number of vehicles authorized for any such institutions or agencies. The
				provisions of this section shall not be applicable to these
				vehicles.
(c)
The Department of Human
			 Services is exempt from the provisions of this section. Authority is granted to
			 the department to purchase vehicles utilizing federal funds and the appropriate
			 state matching funds required."
R 1-19-4 -906 The agencies detailed in ACA §
														19-4-906
				shall not use agency funds to purchase, lease for over 30 days, operate, repair
				or otherwise provide service for the maximum number of vehicles set out in such
				section, except as proclaimed an emergency by the Governor. (ACA §
														19-4-906
				)