DATE: March 10, 2003
Sunset Review: March 10, 2007
SUBJECT: Motor Vehicle Fleet Management
1. PURPOSE. This Directive prescribes policies governing the efficient management and control of Treasury Department owned or commercially leased motor vehicles.
2. SCOPE. This Directive applies to all bureaus, offices and organizations in the Department of the Treasury, including the Office of the Inspector General and the Treasury Inspector General for Tax Administration.
3. POLICY. It is the policy of the Department of the Treasury that:
a. motor vehicles shall be obtained and utilized only to the extent required for the efficient and effective transaction of official business, including law enforcement operations;
b. each bureau or office shall operate and maintain only the minimum number and types of vehicles necessary to meet that bureau's legitimate transportation requirements;
c. the Department will develop and use a fleet management system in order to obtain and analyze the data and information necessary to achieve the policy objectives stated in 3.a and 3.b;
d. those employees and supervisors who are entrusted with Treasury owned or leased motor vehicles are responsible for their proper use and care;
e. law enforcement vehicles shall be used only in support of law enforcement purposes; and,
f. appropriate vehicle usage logs will be maintained as required by Treasury Directive 74-06. A bureau or office also may impose its own additional requirements to maintain usage logs.
4. RESPONSIBILITIES.
a. The Assistant Secretary for Management and Chief Financial Officer has Department wide responsibility for the oversight and monitoring of the motor vehicle fleet management program. Pursuant to Treasury Order 102-22, when a certification is required that law enforcement motor vehicle purchases are consistent with the motor vehicle management principles, the Assistant Secretary for Management and Chief Financial Officer makes that certification.
b. The Commissioner of Internal Revenue and the Treasury Inspector General for Tax Administration shall, with respect to those bureaus and offices which they supervise, exercise leadership to assure that acquisition of law enforcement vehicles conforms to the Department-wide policies on use allocation and acquisition of law enforcement vehicles.
c. The Director, Office of Asset Management (OAM) shall monitor bureau compliance with applicable laws, regulations and this Directive, and shall:
(1) Operate and maintain a fleet database management system;
(2) With the bureaus, periodically review and revise the data elements and instructions needed to support a fleet management system;
(3) Serve as the Department's representative to OMB, GSA and other agencies on motor vehicle fleet management matters;
(4) perform fleet utilization reviews and make recommendations on motor vehicle replacement policies and requisitions to the Assistant Secretary for Management and Chief Financial Officer when necessary;
(5) assure that the motor vehicle fleet management program meets the requirements for effective control and accountability pursuant to 40 U.S.C. chapter 20, sections 901-913; other applicable statutes; and regulations; and,
(6) Issue any additional guidance relating to motor vehicle management as may be necessary.
d. The Chief Management and Administrative Programs Officer, the Inspector General, the Treasury Inspector General for Tax Administration, and Heads of Bureaus, as it relates to their respective bureaus and offices, shall:
(1) Designate a senior management official (Motor Vehicle Program Manager) who will be responsible for the motor vehicle assets in their respective bureaus and offices:
(2) Monitor the development and implementation of a Vehicle Safety Program in their respective bureaus and offices. Such a program shall, at a minimum, include:
(a) Defensive driver training approved by the Office of Safety, Health and Environment;
(b) Semi-annual self certification of an appropriate operator’s license for the class of vehicle being utilized;
(c) Incorporation into motor vehicle guidance issued by the bureau or office
of Government wide policies on motor vehicle issues such as seat belt use, smoking, and cellular phone usage; and(d) Entry into the Motor Vehicle Management System (MVMS) and the Safety and Health Information System (SHIMS) of all motor vehicle related accidents. Accidents not resulting in personal injury are to be entered into SHIMS as a near miss.
(3) Monitor the preparation and maintenance of all vehicle data to ensure compliance with the provisions of Treasury Directive 74-06;(4) Insure that officers and employees entrusted with government owned or leased motor vehicles are aware of their responsibility for the proper care, operation, use, maintenance and protection of the vehicles;
(5) Adhere to the motor vehicle management principles, which consist of numerical limitations on vehicle purchases set out in appropriations acts and when replacing vehicles ensure they meet the minimum vehicle replacement standards contained in 41 CFR Chapter 102, Subpart 102-34, and Subpart D.
(6) When the certification described in 4.a is required by law before appropriated funds may be obligated for purchase of law enforcement vehicles, submit the necessary information to the Assistant Secretary for Management and Chief Financial Officer so that the Assistant Secretary may make the certification;
(7) maintain systems for the effective control and accountability of all motor vehicle fleet assets pursuant to 40 U.S.C. chapter 20, sections 901 - 913 ; 41 CFR 102-34.35; and other applicable statutes or regulations;
(8) Conduct an annual physical inventory of motor vehicles; and,
(9) assure that fleets covered by Executive Order 13149, Greening the Government Through Federal Fleet and Transportation Efficiency, meet the requirements set forth by the Executive Order.
5. SEIZED/FORFEITED MOTOR VEHICLES.
a. A motor vehicle which is seized during performance of law enforcement duties, and subsequently is forfeited, may be incorporated into a bureau or office fleet for official use provided that:
(1) A determination of the need to retain such vehicle is made by the Chief Management and Administrative Programs Officer, the Inspector General, the Treasury Inspector General for Tax Administration or bureau head, as appropriate, or a designee of that official; and,
(2) A determination is made that all procedures and other requirements of statute, regulation, and applicable Treasury Directives, including any requirements of the Treasury Executive Office for Asset Forfeiture, have been complied with. See 41 CFR 101-48.101-4.
b. Motor vehicles added to a fleet after forfeiture shall be utilized, controlled, reported and disposed of according to the Federal Property Management Regulations and any applicable Asset Forfeiture policies and procedures.
6. CLEAN AIR ACT. When required by a State motor vehicle administration, bureaus and offices will comply with all federally mandated vehicle emission inspection programs. See 41 CFR 102-34.290.
7. ACQUISITION OF VEHICLES.
a. Non law enforcement vehicles: Where GSA interagency motor pool vehicles are not available for assignment, bureaus or offices shall submit requests for commercial leases to OAM for review from a program management perspective. Copies of all lease agreements for non-law enforcement vehicles, including renewals, shall be forwarded to OAM within 30 days after completion of the procurement action.
b. Law enforcement vehicles; All requests for the purchase or lease of law enforcement vehicles shall be submitted to OAM. The definition of a law enforcement vehicle is set forth in 41 CFR 102-34.10.
8. VEHICLE TAGS. All Treasury vehicle tags shall be acquired, assigned, controlled, and disposed of in accordance with Federal regulations and the following provisions:
a. All Treasury license numbers containing a "T" prefix followed by five digits will be issued by OAM.
b. Bureaus will maintain a current and complete log of accountability for each official Government tag number assigned to them.
c. "T" tags will be used only on Treasury owned vehicles, and on those vehicles leased commercially for periods longer than six months. Only one number will be issued and one set of "T" tags applied per vehicle.
d. Bureaus shall notify OAM whenever tags are lost, stolen, destroyed, or reassigned to a different vehicle. An inventory and status of tag numbers assigned by the Department shall be provided annually to OAM by December 15 of each year.
EXCEPTION: Treasury law enforcement vehicles may alternatively be registered in the state in which they primarily operate, or District of Columbia, when anonymity is desired.
9. VEHICLE MISUSE. Each bureau or office and its employees shall comply with the laws and regulations concerning the use of government motor vehicles. All allegations of vehicle misuse received by OAM shall be referred to the appropriate bureau or office and investigated promptly. The resulting reports shall be available for audit.
10. NO PRIVATE RIGHTS CREATED. This Directive is for the internal management of the Department and does not create any right or benefit, substantive or procedural, enforceable by an employee or any other party against the Department.
11. CANCELLATIONS. Treasury Directive 74-01, "Department of the Treasury Fleet Management Regulations", dated March 24, 2000, is superseded.
12. AUTHORITIES.
a. 31 U.S.C. 1344, "Passenger Carrier Use".
b. The Energy Policy Act of 1992, codified in relevant part in 42 U.S.C. Chapter 134, Subchapter I, "Energy Policy - Alternative Fuels - General".
c. 40 U.S.C. 483, "Property Utilization".
d. 40 U.S.C. 491 "Motor Vehicle Pools and Transportation Systems".
e. 41 CFR Chapter 102, "Federal Property Management Regulations", including Part 10234, "Motor Vehicle Management".
f. 40 U.S.C. Chapter 20, "Federal Motor Vehicle Expenditure Control".
g. Executive Order 13149 "Greening the Government Through Federal Fleet and Transportation Efficiency".
13. REFERENCES.
a. Treasury Directive 74-06, "Home-to-Work Transportation Controls".
b. Treasury Order 102-22, "Delegation of Authority with Respect to the Purchase of Law Enforcement Vehicles", and related provisions contained in annual appropriations acts.
14. OFFICE OF PRIMARY INTEREST. Office of Asset Management, Office of the Deputy Assistant Secretary (Management and Budget), Office of the Assistant Secretary for Management and Chief Financial Officer.
/s/
Teresa Mullett Ressel
Acting Assistant Secretary for Management
and Chief Financial Officer