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PREFACE 0. Preface
Fleet Organization, Mission, and Responsibilities 1. Fleet Organization, Mission, and Responsibilities
Performance Metrics 2. Performance Metrics
Official Use of Vehicles 3. Official Use of Vehicles
Asset Management 4. Asset Management
Vehicle Acquisition 5. Vehicle Acquisition
Alternative Fueled Vehicles 6. Alternative Fueled Vehicles
Fleet Maintenance 7. Fleet Maintenance
Vehicle Disposal 8. Vehicle Disposal
Fuel Management 9. Fuel Management
Contractor Use of Government Vehicles 10. Contractor Use of Government Vehicles
Forms and Reports   Driver's Handbook
   
Using This Manual
Department Supervisor and Coordinator Responsibilities
Driver and Operator Responsibilities
 
Pre- and Post- Inspections
Interior and Exterior Cleanliness of Vehicles is the Operator's Responsibilities
Flat Tires
Won't Start and Won't Run
Emergency Road Service and Towing
Tire Replacement
Fueling Requirements
Driver Licenses and Driving Records
 
Commercial Driver's License
Driving Record Checks
Alcohol and Drug Abuse
Use of Cell Phones
Vehicle Key Control
Fuel Card Control
Home-to-Word Authorization
Non-Government Passengers
Vehicle Misuse and Abuse
Temporary Duty (TDY) Use
Emergency and Inclement Weather Operations
Emergency Procedures
Seat Belt Usage
Bumper Stickers and Other Unauthorized Markings
Driving Under Adverse Weather Conditions
Unsecured Items in Vehicles
Accidents and Investigations
 
Notification of Proper Authorities
Towing
Completion of Accident Reports
Repair Responsibility
Revocation of Driving Privilege
Summary of Accident Procedures
Forms and Reports   Forms and Reports
Reference Materials   References
Abbreviations, Acronyms, and Definitions   Abbreviations, Acronyms, and Definitions
Useful Web Links   Web Links
Frequently Asked Questions   FAQ

 

NASA Official Fleet Management Handbook

Driverís Handbook

Using This Manual

This section of the manual pertains specifically to drivers and operators of government-owned vehicles. It is applicable to all users engaged either in operating vehicles or charged with day-to-day management of the vehicles. It is considered a guide and covers most of the day-to-day issues that drivers and operators confront. Comments on this section of the manual should be directed to the Center Vehicle Management Office (CVMO). For information, the use and care of GSA vehicles is thoroughly addressed in 41CFR101-39. Link: http://ecfr.gpoaccess.gov.

Department Supervisor and Coordinator Responsibilities

Department supervisors are ultimately responsible for the vehicles under their management and care. Each department shall appoint, in writing, a vehicle coordinator to coordinate with the CTO on all matters related to vehicle support, including new vehicle requests, annual validation, collecting utilization data for vehicles and forwarding to transportation for necessary action. Basic responsibilities of the vehicle coordinator are summarized below.

  • Acting as a liaison between their department or unit and the CTO.
  • Controlling unit vehicles and obtaining necessary vehicle support services to meet mission needs.
  • Ensuring personnel are thoroughly trained on the requirements of this section of the handbook.

Driver and Operator Responsibilities

Pre- and Post- Inspections

The vehicle operator must conduct vehicle inspections before and after each dayís use of the vehicles. In particular, the driver is responsible for checking engine oil and coolant levels and tire pressures. Discrepancies found during the course of the inspection shall be documented and reported to maintenance for repair after coordinating with the department supervisor.

Interior and Exterior Cleanliness of Vehicles is the Operatorís Responsibility

This is normally accomplished by washing vehicles one or two times each month or more often where needed using only the basic inexpensive car wash.

Flat Tires

Vehicles will be equipped with a spare and a jack so that drivers have the ability to change flats. In cases where the driver is physically unable to change a flat tire, assistance should be called for using the designated Point of Contact (POC) provided by the Center Transportation Officer (CTO).

Wonít Start and Wonít Run

Drivers will initially contact the POC when they experience situations where the vehicle(s) will not start or properly run. Each Center will ensure customers are provided a means of contacting maintenance for towing or on-site repairs. GSA vehicles will be towed to the nearest authorized repair facility, including Government facilities where authorized by contract.

Emergency Road Service/Towing

The CTO will ensure emergency road service/towing is provided for the fleet. Drivers should also have access to after-hours towing services.

Tire Replacement

Drivers should carefully inspect tire condition for wear and proper pressure before every use of the vehicle. Tires should be replaced when they have only 3/32Ē tread remaining or in accordance with prevailing state law. See the Rubber Manufacturerís website at http://www.rma.org/tire_safety.

Fueling Requirements

Use only the grade of fuel recommended by the vehicle manufacturer; regular unleaded is almost always recommended for gasoline vehicles. On-site fuel stations shall be used to the extent they are available. Accurate records of fuel transactions for each vehicle will be maintained. Ideally, an automated fuel system will be in place functioning both as a theft deterrent and as an inventory control system.

Important: The use of alternative fuel for vehicles (E-85, CNG, etc.) so equipped is mandatory when the fuel is available. Refer to CFR102-33.335. Link: http://www.ecfr.access.gpo.gov.

Driver Licenses and Driving Records

Commercial Driverís License

Vehicle operators will maintain appropriate licenses for the types of vehicles they are subject to operating. Bus operators, for example, must have a CDL with passenger endorsement (P). Laws applicable to each state and jurisdiction should be followed. Refer to Public Law 99-570.

Driving Record Checks

Each driver is responsible for ensuring their license is kept current and will not drive GSA or owned vehicles if their license is expired or has been revoked for any reason. Drivers shall notify their supervisors when licensing issues arise. Prior to checking out any sub-pool vehicles, operator licenses will be checked.

Alcohol and Drug Abuse

The Department of Transportation requires drivers with CDLs to undergo drug and alcohol testing in what is referred to as designated positions. CFR49 Part 40 and Part 382 apply. The program should include testing in six cases and applies to all CDL licensed personnel.

  1. Pre-employment
  2. Post accident
  3. Random
  4. Reasonable suspicion
  5. Return to duty
  6. Follow-up

Use of Cell Phones

Operators of GSA and Government vehicles will not operate cellular phones while operating a Government vehicle.

Vehicle Key Control

Generally, Government vehicles will be parked at the vehicle userís work site in a secure location, with the keys and credit card removed, windows rolled up, and the vehicles locked. Exceptions should be coordinated through the CTO. Operator supervisors will ensure a key control system is in place for their assigned vehicles.

Fuel Card Control

For GSA and owned vehicles, the operator or assignee shall be personally responsible for safeguarding and protecting the fuel card. The fuel card must be removed from the vehicle when unattended, especially when left at a commercial facility for service, inspection, or repairs. Caution: Use of fuel cards for unauthorized purchases subjects the user to disciplinary action.

Home-to-Work Authorization

Vehicle users will not use Government vehicles for home- to-work transportation unless specifically authorized by 31 U.S.C. 1344.

Non-Government Passengers

It is NASA policy to not transport friends or relatives for any purpose unless specifically approved in writing by General Counsel and the Center Director or designee.

Vehicle Misuse and Abuse

Employees who misuse or abuse Government vehicles shall be subject to disciplinary action.

Temporary Duty (TDY) Use

NASA personnel while on temporary duty may operate Government-owned or leased vehicles while in an official status provided they possess a state license for the type of vehicle being operated. Use of these vehicles is limited to official purposes including transportation to and from duty sites, lodgings, dining facilities, drug stores, barber shops, and similar places required for the travelerís health or comfort. Public judgment and perception must be considered.

Emergency and Inclement Weather Operations

Vehicle operators shall exercise extreme caution when operating vehicles under adverse weather conditions. In the interest of safety, this means planning ahead, being alert and sober, vehicle properly serviced, knowledgeable of weather and road conditions along the route, and buckling up to ensure a safe arrival at destination.

Emergency Procedures

If an emergency situation arises for vehicle support, users should contact their supervisors for direction. The CTO shall publish a list of emergency contact persons and phone number to handle after-hours emergency vehicle situations.

Seat Belt Usage

Wearing of occupant restraint devices (seat belts) is mandatory for all occupants. Vehicles shall not be placed in motion until seat belts are fastened.

Bumper Stickers and Other Unauthorized Markings

Bumper stickers and other markings shall not be placed on vehicles unless properly authorized from either GSA or the CTO for owned vehicles.

Driving Under Adverse Weather Conditions

Vehicle operators shall exercise extreme caution when operating vehicles under adverse weather conditions. In the interest of safety, this means planning ahead, being alert and sober, vehicle properly serviced, knowledgeable of weather and road conditions along the route, and buckling up to ensure a safe arrival at destination.

Unsecured Items in Vehicles

In the interest of safety, operators will ensure items being transported are properly secured prior to operating the vehicle.

Accidents and Investigations

Notification of Proper Authorities

Operators involved in accidents will stop immediately and render any possible assistance. Other motorists should be warned of any existing highway hazards and debris. The operator will immediately notify local law enforcement authorities when on public roads. The operator will also notify his/her immediate supervisor, the GSA Accident Management Center (AMC), and the CTO as soon as possible.

Towing

GSA vehicles not able to be driven shall be towed to the nearest authorized facility to obtain a repair estimate. All other Government vehicles shall be towed to the responsible NASA Center unless otherwise directed by the CTO or designated representative (such as the garage supervisor).

Completion of Accident Reports

The SF 91 (and SF 94 if possible) and the NF 1627, NASA Mishap Report will be completed for all accidents involving Government-owned and GSA vehicles. This report must be completed the same day of the accident (assuming the driver is physically capable) and then delivered to the individualís supervisor, GSA AMC, the CTO, and other parties as deemed necessary.

Repair Responsibility

Vehicle userís organization will be billed for accidents and incidents for GSA vehicles as outlined in 41CFR section 101-39.406. The vehicle operators will take the vehicle in for a repair estimate and take the vehicle in for repairs once approval is obtained from the GSA AMC. For other Government-owned vehicles, the Government is self-insured and will absorb the cost of accidents in its operating budget unless negligence has been determined.

Revocation of Driving Privilege

Licenses may be suspended or revoked by the issuing authority for cause any time. When an individualís license is suspended or revoked by the State or the Government for Government-issued licenses, then the operator shall report this information to the immediate supervisor on the next work day following the suspension or revocation of the license.

Summary of Accident Procedures

The following process will be followed for personnel involved in accidents in Government vehicles:

  1. Stop immediately and provide assistance to the injured.
  2. Never leave the scene of an accident.
  3. Avoid moving seriously injured persons unless essential for their protection.
  4. Warn other motorists of any existing highway hazards and use flares or reflectors during hours of darkness or where visibility is poor.
  5. Notify civil and NASA authorities.
  6. Complete accident report, SF 91 (and SF 94, witness report, if possible); and NF 1627, NASA Mishap Report, if individual is unable to complete, then the next person responsible for equipment operations will complete the report.
  7. Avoid expressing opinions regarding liability.
  8. Provide copy of SF 91, SF 94, and NF 1627 to supervisor, GSA FMC or AMC for GSA vehicles, the CTO, and other parties as deemed necessary.
  9. Comply with state and local laws pertaining to accident reporting and the rules of this handbook.
  10. Arrange to drive or tow vehicle for repair estimate and subsequent repair.
  11. Government-Owned Vehicles. The expeditious completion of accident claims and subsequent investigation is a critical part of risk management.
  12. GSA Vehicles. Users must work closely with GSA to process claims and properly investigate accidents.

 

Page: Driver's Handbook - Chapter View

Last Updated: 08/25/2005 09:33 AM