NASA Official Fleet Management Handbook
Driver’s 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.
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Acting
as a liaison between their department or unit and the CTO.
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Controlling unit vehicles and obtaining necessary vehicle support
services to meet mission needs.
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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 day’s 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 Operator’s 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).
Won’t
Start and Won’t 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 3/32” tread remaining or in accordance
with prevailing state law. See the Rubber Manufacturer’s 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 Driver’s 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.
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Pre-employment
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Post
accident
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Random
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Reasonable suspicion
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Return
to duty
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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 user’s 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 traveler’s
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 individual’s supervisor, GSA AMC, the CTO, and
other parties as deemed necessary.
Repair
Responsibility
Vehicle user’s 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 individual’s 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:
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Stop
immediately and provide assistance to the injured.
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Never
leave the scene of an accident.
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Avoid
moving seriously injured persons unless essential for their
protection.
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Warn
other motorists of any existing highway hazards and use flares or
reflectors during hours of darkness or where visibility is poor.
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Notify
civil and NASA authorities.
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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.
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Avoid
expressing opinions regarding liability.
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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.
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Comply
with state and local laws pertaining to accident reporting and the
rules of this handbook.
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Arrange
to drive or tow vehicle for repair estimate and subsequent repair.
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Government-Owned Vehicles. The expeditious completion of accident
claims and subsequent investigation is a critical part of risk
management.
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GSA
Vehicles. Users must work closely with GSA to process claims and
properly investigate accidents.
Page: Driver's Handbook - Chapter
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Last Updated:
08/25/2005 09:33 AM
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