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 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.
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.
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.
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).
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.
The CTO will ensure emergency road service/towing is provided for the fleet. Drivers should also have access to after-hours towing services.
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.
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.
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.
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.
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.
Operators of GSA and Government vehicles will not operate cellular phones while operating a Government vehicle.
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.
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.
Vehicle users will not use Government vehicles for home- to-work transportation unless specifically authorized by 31 U.S.C. 1344.
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.
Employees who misuse or abuse Government vehicles shall be subject to disciplinary action.
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.
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.
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.
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 markings shall not be placed on vehicles unless properly authorized from either GSA or the CTO for owned vehicles.
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.
In the interest of safety, operators will ensure items being transported are properly secured prior to operating the vehicle.
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.
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).
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.
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.
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.
The following process will be followed for personnel involved in accidents in Government vehicles:
Page: Driver's Handbook - Chapter View
Last Updated:08/23/2005 11:21 AM