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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
4. Asset Management
4.1 Table of Authorized Vehicles (TAV)
4.2 Fleet Vehicle Utilization
4.2.1 Utilization Policy
4.2.2 Utilization Management Procedures Annual Utilization Report Average Annual Usage Calculation Utilization Target Point Calculation Utilization Target List Notification to User Organizations User Response The Vehicle Management Office Vehicle Utilization Review Board Disposition of Disputed Vehicles Vehicle Exchange and Rotation Process Alternatives to Owning or Leasing Vehicles Excluded or Exempted from Utilization Review GSA Utilization Guidelines
4.3 Assignment of Fleet Vehicles
4.3.1 Types of Assignment
4.3.2 General Assignment Criteria Vehicle Authorization Review Authority Center Director (CD) Review and Approval VURB Review and Approval NASA Headquarters Review
4.3.3 Completion of Agency Vehicle Justification Form 971
4.3.4 NASA Zero Growth Vehicle Policy
4.3.5 Term of Assignments
4.3.6 Request for Use of Fleet Vehicle for Commuting
4.3.7 Alternative Modes of Transportation Taxi Service Shuttle Bus Privately Owned Vehicle (POV) Reimbursement
4.3.8 Vehicle Sub-Pools
4.3.9 Approval and Disapproval of Fleet Use
4.3.10 Appeal of Fleet Administrator's Decision
4.3.11 Data Collection, Monitoring, and Enforcement
4.3.12 Vehicle Travel Logs
4.4 Charge-Back Systems
4.4.1 Agency Owned Vehicles
4.4.2 GSA Vehicles
4.5 General Fleet Vehicle Use
4.5.1 General Operation
4.5.2 Compliance with Motor Vehicle Laws
4.5.3 Alcoholic Beverages and Drugs
4.5.4 Use of Personal Vehicles
4.5.5 Parking and Storage of Fleet Vehicles
4.5.6 Responsibility for Loss or Property Damage
4.5.7 Loss of Fleet Vehicle Keys and Credit Cards
4.5.8 Lost Government License Plates
4.5.9 Seat Belt Usage
4.5.10 Prohibitive Use of Tobacco Products
4.5.11 Cell Phone Usage
4.5.12 Transporting of Hazardous Materials Using Government Vehicles
4.5.13 Restrictions on Use of 15-Passenger Vans
4.6 Information Systems
4.6.1 Federal Automotive Statistical Tool (FAST)
4.6.2 General Services Administration (GSA) Fleet Drive-Thru
4.6.3 Fleet Management Information System (FMIS)
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
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

Asset Management


Utilization Management Procedures


Annual Utilization Report


Beginning the first of each calendar year, the CTO will generate a utilization report for every vehicle in the Center’s fleet. The report should be created in a spreadsheet software program (for example, MS Excel) to allow calculations to be performed on the data. Use the format shown in the following example:




License #





Average Annual Usage (Miles)










Truck less than 12,500 pounds GVWR








Average Annual Usage Calculation


Calculate the average annual usage by vehicle type for the Center. The result should be similar to this example:


Motor Vehicle Type 

Average Annual Usage for 2004

Sedans/Station Wagons 

8,600 miles


2,400 miles




14,280 miles


12,966 miles


16,440 miles



    Less than 12,500 pounds GVWR 

10,766 miles

    12,500-23,999 pounds GVWR 

8,654 miles

    24,000 pounds GVWR and over 

6,448 miles


Utilization Target Point Calculation


Calculate the “Utilization Target Point” for each type of vehicle by multiplying the average usage by 25% (.25) for each type. For the example above, the Utilization Target Points would be:


Motor Vehicle Type 

Utilization Target Point

Sedans/Station Wagons 

2,150 miles


600 miles




3,570 miles


3,241 miles


4,110 miles



    Less than 12,500 pounds GVWR 

2,691 miles

    12,500-23,999 pounds GVWR 

2,163 miles

    24,000 pounds GVWR and over 

1,612 miles


Utilization Target List


Identify the individual vehicles within each type whose usage fell below the Utilization Target Point during the respective year. Label these vehicles in the report as “under-utilized.” This list constitutes the “Utilization Target List.”


Notification to User Organizations


During the 3rd quarter of the Fiscal Year, the CTO will notify organizations with vehicles on the Utilization Target List by letter (copy to NASA Center Director or designee) that their vehicles are on the list and will be evaluated for possible actions that include:

  1. Removal from the fleet

  2. Re-assignment within the Center

  3. Exchanged for another vehicle of a similar type with higher miles

  4. Exchanged for a different type of vehicle that better suits the mission

  5. Retention with proper justification

  6. Turned in to GSA


User Response


Organizations with vehicles on the Utilization Target List must submit a new Form 971 to the Vehicle Management Office (VMO) at least two weeks before the end of the 3rd quarter of the Fiscal Year.


The Vehicle Management Office (VMO)


The VMO organizes and reviews all inputs, including late 971 submissions; the objective is to finalize a report to the VURB by the end of 3rd quarter of the Fiscal Year.


Vehicle Utilization Review Board Action (VURB)


The VURB will meet as soon as possible in the 4th quarter of the Fiscal Year to review the responses from organizations with vehicles on the Utilization Target List. One of two possible actions must result:

  1. When the VURB approves continued use of the vehicle, the CTO will send a report to the NASA Agency Transportation Manager and notify users of the final action where necessary.

  2. When the VURB disputes the using organization’s recommendation, the NASA Agency Transportation Manager is notified. The CTO provides final results to the users.


Disposition of Disputed Vehicles


Vehicles that have undergone a complete dispute resolution process and were approved for retention are exempt from further identification as vehicles on future Utilization Target Lists for a period of 3 years. However, such vehicles should still be considered for exchange with higher mileage units of a similar type whenever possible in order to “balance” utilization for the overall fleet. Where applicable, excess GSA vehicles shall be turned in to GSA as soon as possible. The NASA Agency Transportation Manager shall be notified when this action is complete and records have been updated.


Vehicle Exchange and Rotation Process


The CTO should promote full utilization of each vehicle. This may involve rotating or exchanging vehicles to ensure each vehicle achieves its programmed life usage. Rotation should be considered for any vehicle for which utilization consistently falls below the average for that type of vehicle at that Center.


Alternatives to Owning or Leasing


Alternatives to owning or leasing vehicles through GSA should be considered when vehicles are under-utilized. Such alternatives include use of sub-pool vehicles, shuttle buses, on-site taxi service, POV’s, increased sharing between organizations, and establishment of on-demand short-term rental contracts.


Vehicles Excluded or Exempted from Utilization Review


Vehicle users may request exemptions to the minimum mileage specified for assignment or retention of a fleet vehicle. Other utilization goals such as passengers or tonnage carried or hours used should be applied if mileage is not an accurate measurement for a particular vehicle’s mission. Mileage accumulated on these types of vehicles should not be included in the annual mileage target for the fleet. See 41 CFR 101-39.301 for further guidance.


GSA Utilization Guidelines


Link to 41CFR101-39.301:


GSA Utilization Guidelines from 41 CFR 101-39


Passenger-carrying vehicles

Min. of 3,000 miles/quarter or 12,000/year

Light truck and General Purpose Vehicles £ 12,500 lbs (GVWR)

Min. of 10,000 miles/year

Trucks and General Purpose Vehicles >12,500 lbs GVWR £ 24,000 lbs (GVWR)

Min. of 7,500 miles/year 

Heavy Trucks and General Purpose Vehicles > 24,000 lbs (GVWR) 

Min. of 7,500 miles/year

Truck Tractors 

Min. of 10,000 miles/year


Page: 4.2.2 Asset Management\Fleet Vehicle Utilization\Utilization Management Procedures

Last Updated: 08/30/2005 09:57 AM