NASA logo NASA Headquarters' Directives
HQPR 6000.1
Effective Date: February 24, 2017
Expiration Date: February 24, 2022
Responsible Office: LM
NASA Headquarters Motor Pool Vehicle Policy
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Table of Contents | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE

Chapter 2. Use of Government Owned/Leased Vehicles

2.1 Official Use

2.1.1 "Official Use" of a motor vehicle is using a motor vehicle to perform the Agency's mission(s), as authorized by the Agency.

2.1.2 According to 31 USC §1349 (b) Adverse Personnel Actions:
"An officer or employee who willfully uses or authorizes the use of a passenger motor vehicle or aircraft owned or leased by the United States Government (except for an official purpose authorized by section 1344 of this title) or otherwise violates section 1344 will be suspended without pay by the head of the Agency. The officer or employee will be suspended for at least one month, and when circumstances warrant, for a longer period or summarily removed from office."

2.1.3 Per NPD 6000.1 the use of Government motor vehicles for the transportation of employees between their residences and place of work is prohibited by law. This restriction does not apply to individuals on valid temporary duty orders or to Office of the Inspector General (OIG) personnel performing criminal law enforcement functions pursuant to statutory authority.

2.1.4 Per NPD 6000.1 Government motor vehicles will not be assigned for the exclusive use of any one official unless such assignment is required by the nature of the individual’s responsibilities or by the frequency, urgency, an extent of daily usage.

2.2 Eligibility to Drive Government Vehicles

2.2.1 When requesting motor vehicles on assignment, the vehicle operator will provide the required identification:

a. A valid State, District of Columbia, or territorial motor vehicle operator's license or permit for the type of vehicle to be operated.

b. Employee identification, identifying the operator as a Federal employee or authorized contractor employee.

2.3 Driver Responsibilities

2.3.1 The driver should inspect the vehicle using the inspection sheet provided at the beginning of any trip (See Appendix C; Memo on Inspection and Fuel Responsibility). At the conclusion of the trip, note any damage or malfunctions. Any inspection concerns should be noted on the NHQ DIV Form 178, (See Appendix B: NHQ DIV Form 178) and reported to the Standard Parking Manager. The driver is responsible for completing the NHQ DIV Form 178, after use of any government vehicle (owned or leased).

2.3.2 The driver should have his/her driver's license in his/her possession at all times. Motor Pool vehicles will only be issued upon verification of the designated driver's valid license.

2.3.3 Only NASA employees or other persons on official business can be transported in the vehicle.

2.3.4 The following details the Driver’s Responsibilities:

a. Prior to departing/returning, check the vehicle for any damage. If damage is noted prior to departure, please report it to the Colonial Parking Manager. If the office is closed, write an explanation on the Trip Log Sheet. If notations are not made on the trip sheet, the Transportation Officer will assume that the last traveler is responsible for unreported damage and will request a written letter.

b. Report needed service or repairs to the Motor Pool by making notations on the trip log sheet.

c. Lock the vehicle when it is unoccupied and place personal possessions out of sight in vehicle. NASA is not responsible for lost or stolen items.

d. Make certain that the vehicle is returned at the appointed time.

e. The use or possession of alcoholic beverages or controlled substances in a Motor Pool vehicle is strictly prohibited.

f. The driver will operate the vehicle in a safe manner, observing all city and state ordinances/laws including parking restrictions.

g. Seat belts are to be worn by all occupants of the vehicle. The driver is responsible for ensuring that the occupants comply with this requirement. Passengers will not be carried in areas of vehicles not designed for passengers (such as cargo compartments).

h. Smoking is strictly prohibited in all vehicles.

i. Vehicle headlights will be turned on at all times while the vehicle is in motion.

j. The driver will not use a cellular telephone, other two-way communication device or text messaging while the vehicle is in motion.

k. The driver will not eat while operating the vehicle.

l. Vehicle load capacities will not be exceeded including the number of occupants.

m. The driver is expected to clean the vehicle, removing all loose trash and excessive amounts of mud or dirt.
n. Fines resulting from traffic or parking violations will be the obligation of the driver.

o. Use of the motor pool is a privilege and it can be revoked.

2.4 Mileage Restriction

2.4.1 NASA HQ vehicles may not travel beyond a 300 mile radius (one way) from the Washington DC Metro area without prior approval from the NASA HQ Transportation Officer. For travel requiring a government vehicle to travel beyond a 300 mile radius (one way) the requestor will submit approved travel orders signifying their office has conducted a cost assessment and determined that it is beneficial to the government to utilize a government fleet vehicle.

2.4.2 Due to the limited availability of Government Fleet Vehicles, travel beyond a 300 mile radius (one way) from the Washington D.C. Metro area requires the following request process:

a. Submit request to Transportation Officer to include:

(1) Approved Travel Orders.
(2) Date and Times of Use.
(3) Name of Person Reserving the Vehicle.
(4) Name of the Driver.
(5) The Destination.
(6) Number of Passengers.

b. Provide approved travel orders to Transportation Officer. The Transportation Officer will not release a government vehicle for travel over 300 miles without approved travel orders.

2.5 Passenger Maximums

2.5.1 The following detail identifies the maximum number of passengers for the vehicle type:

a. Van - 6 passenger, including driver (height limit for driver and passengers is 6’10”).

b. Sedans - 5 passengers, including driver.

c. SUV -5 passengers, including driver.

2.6 Gasoline Credit Card (Fleet Card)

2.6.1 The charge-card user will make all reasonable efforts to find the nearest authorized location accepting the card when making fuel and maintenance purchases. The Fleet Card is accepted at over 150,000 fueling sites in all 50 States.

a. A limited use gasoline Credit Card is located inside the plastic pouch attached to the keys. It can only be used at service stations (for gasoline).

b. Do not use the credit card in any vehicle except the one to which it is assigned.

c. Use recommended grade of gasoline or alternative fuel when appropriate when refilling the tank.

d. The credit card should be used at the gas pump. The receipt should be turned in with all paperwork at the conclusion of your trip.

2.6.2 Under no circumstances is the card to be used for personal purchases or as identification for personal purchases. Fleet Managers and vehicle operators are responsible for ensuring that the Fleet Charge Card is used only for authorized purchases.

a. The person using the card is responsible for safeguarding it at all times. It should never be left in an unattended vehicle.

2.6.3 Operators can use the Fleet Charge Card to obtain these "services":

a. Tire/Tube Repair.

b. Tire Mounting.

c. Battery Charging.

d. Washing and Cleaning.

e. Permanent Type Antifreeze.

f. Towing.

g. Emergency Replacement of.

(1) Spark Plugs.

(2) Fan Belts.

(3) Windshield Wipers.

(4) Lamps.

(5) Road Repairs.

2.6.4 Vehicle operators can use the Fleet Charge Card to purchase authorized emergency repairs from commercial sources only to the extent that it is economically advantageous.

2.7 Insurance and Accident Reporting

2.7.1 All accidents, no matter how minor, will be reported as soon as possible to the police, the driver’s supervisor, the Transportation Officer and the Office of General Counsel.

2.7.2 Each Government Vehicle at NASA HQ contains the following forms within the glove compartment:

a. GSA SF 91, in the glove compartment. The motor vehicle operator should complete this form at the time and scene of the crash if possible, even if damage to the motor vehicle is not noticeable (See Appendix D).

b. GSA SF 94, Statement of Witness. This form should be completed by any witness to the crash (See Appendix E).

2.8 Motor Vehicle Traffic Laws

Operators of Government-owned or leased motor vehicles will obey all the motor vehicle traffic laws of the State and local jurisdiction in which they are operating, except when the duties of their position require otherwise. Operators are personally responsible for any violation of State or local traffic laws. If an operator is fined or otherwise penalized for an offense he or she committed while performing official duties, but the cause of the penalty was not required as part of their official duties, consequences (including payment of fines) is the operator's personal responsibility.

2.9 Parking Violations

Reimbursement is not allowed for parking violations. Operators of Government-owned or leased motor vehicles are personally responsible for payment if they are fined for a parking violation.

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