Transportation Policy and Procedure
Using Government Vehicles
What's Inside:Policy
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|
Vehicle Classification |
Category |
Description |
Criteria |
|
Pool Vehicles On/Off-site |
1 |
For short term use, on or off-site, assigned on a trip by trip or day by day basis |
150 miles per month |
|
Service Vehicles On/Off-site |
2 |
To carry personnel, pick up and deliver parts and materials, on or off-site |
100 miles per month |
|
Special Purpose Vehicles
|
3 |
Specialty vehicles such as fire trucks, tow trucks, other trucks with permanently mounted equipment, etc. |
Annual review and Justification |
|
Pool Fleet for Maintenance / Loaner / Replacement |
4 |
Motor Pool Transportation for short-term use (less than 60 days) |
200 Miles a month |
|
Security Vehicles |
5 |
Site Security and Patrol |
500 miles per month
|
|
Standby Maintenance Vehicles |
6 |
Standby vehicles for Accelerator Maintenance |
75 miles per month |
The DOE-owned fleet has been divided into
5 distinct categories, as follows:
|
Electric Carts |
1 |
5 Hours per Month |
|
Forklifts |
2 |
5 Hours per Month |
|
NEV |
3 |
50 Miles per Month |
|
Mopeds |
4 |
50 Miles per Month |
|
Gas / Diesel Carts |
5 |
50 Miles per Month |
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Vehicle Category Descriptions
Pool Vehicles –On/Off-Site
To maximize the use and efficiency of SLAC vehicles, pools have been established for use whenever possible.
Non-pool vehicle custodians are encouraged to establish internal group pools wherever possible to maximize vehicle
usage within each department.
Certain vehicles have been designated "pool vehicles" and may be used by SLAC personnel in other groups when
available.
Pool vehicles are assigned on a per-trip or per-day basis by the following vehicle custodians:
A&E Building (second floor, Room 240): ext. 2354
Central Lab (first floor, Machine Shop): ext. 4838
Building 104C (EFD Cryogenics): ext. 4154 (only in emergencies)
Building 15 (ESD): ext. 4551
Trailer 241 (FAC. Dept.): ext. 4684
Trailer 005A (Accelerator Department): ext. 2838
Building 137 (SSRL): ext. 3769
Building 81 (Fleet Services): ext. 3185 or 8795
Building 280 (Accelerator Department): ext. 2833
Building 685 (Accelerator Department): ext. 3201
Building 024 (ES&H): ext. 4460
Building 034 (ESD): ext. 3501
In addition, the Fleet Services Department, when available, has a limited number of vehicles that can be loaned for
short-term needs.
The utilization criteria are 150
Miles per Month or 1800 Miles Annually.
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Service Vehicles On/Off-site
These are vehicles used to carry Maintenance/Service personnel to their assigned tasks, and to pick up and deliver parts and materials.
Vehicles are used predominately for on and
off-site trips. The utilization criterion is 100 miles per
month or 1,200 miles annually.
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Special Purpose Vehicles
These vehicles have limited use, and are specifically designed or outfitted to support a particular task. Included
in this class are tow vehicles, mobile cranes, heavy material hauling equipment (tractor-trailers), and other trucks
with permanently mounted special-use equipment. There are no specific utilization criteria for these vehicles
but, each will be reviewed on a semi-annual
basis to justify its continued need to support the program.
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Pool Fleet - Loaners
This pool, assigned to and controlled by the Fleet Services Department, is required to enable SLAC to provide
short-term support to users.
Typical uses include:
· Replacement of vehicles in for service and inspection.
· Replacement of vehicles in for long-term service or repair.
· Additional vehicles to support the annual shutdown.
· Provision for one-time occurrences.
Utilization criteria; is 200 miles per month or
2,400 miles annually.
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Security Vehicles
These vehicles are used exclusively by the Security Department to transport Security Personnel to assignments throughout the SLAC and Stanford Campus.
Utilization Criteria is 500 miles a month or
6,000 miles annually.
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Accelerator Maintenance
These vehicles are utilized by departments exclusively responsible for Accelerator service, repair and maintenance duties. These vehicles are temporarily stored for use during
raw days or Accelerator down time projects and or repairs.
Utilization criteria; is 75 miles a month or
900 miles annually.
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Electric Carts
These vehicles are utilized by SLAC employees for transporting personnel, materials or parts, etc throughout the SLAC campus only. No off-site use is authorized.
Utilization criteria; 5 hours a month or 60
hours annually.
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NEV Vehicles
These vehicles are utilized by SLAC employees for transporting personnel, materials or parts, etc throughout the SLAC campus only. No off-site use is authorized
Utilization criteria; 5 hours a month or 60
hours annually.
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Mopeds/Scooters
These vehicles are utilized by SLAC employees for transporting personnel, materials or parts, etc throughout the SLAC campus only. No off-site use is authorized
Utilization criteria is 5 hours a month or 60
hours annually.
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Gas/Diesel Carts
These vehicles are utilized by SLAC employees for transporting personnel, materials or parts, etc throughout the SLAC campus only. No off-site use is authorized
Utilization criteria; 5 hours a month or 60
hours annually.
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Forklifts
These material handlers (forklifts) are operated by specific departments and require a qualified and licensed operator to use.
Utilization criteria; 5 hours a month or 60
hours annually.
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Fleet Management Procedures
Utilization Review
The Fleet Services Manager shall summarize at the recorded monthly and quarterly mileage. Fleet Services Department will issue quarterly reports on car and truck usage
to the DOE by the first of January, April, July, and October. This information will be compared with the appropriate utilization criteria for each vehicle.
For cars and trucks that do not meet the established criteria, averaged over the quarter, the following procedure will apply:
1. For a vehicle not meeting the criteria for one quarter, the Fleet Services Manager will provide custodian written notice of the utilization deficiency.
2. If the vehicle does not meet the criteria for a second consecutive quarter, the Fleet Services Manager will notify the custodian. The vehicle custodian shall submit a written
justification for the continued need for the vehicle, and a plan to meet the criteria for the third quarter. The plan may include reclassification of the vehicle, or making it available
to others.
3. If the vehicle does not meet the criteria for the third consecutive quarter, the group leader/department head will be requested to meet with the Fleet Services Manager to jointly
discuss further actions that may be taken. With the identification of a mutually agreeable course of action, the Fleet Services Manager may grant the using department one
Additional quarter to comply with this policy.
4. The vehicle may be reassigned or removed from the fleet if it does not meet the criteria for four consecutive quarters.
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Vehicles Out of Service
For a vehicle that is in for repair and thus
not available for use for a period exceeding five workdays, its
mileage will be prorated to reflect its normal usage.
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Vehicle Requests
To request a government vehicle, submit a completed New Vehicle Request Form to the Fleet Services Manager (MS 83). Approved requests are filled by reallocating an existing
SLAC under-utilized vehicle, or through a lease from GSA. It may take up to 10 months to obtain an additional vehicle from GSA when available.
The DOE SLAC Site Officer has ultimate approval
or disapproval authority in the event of any disagreement with the
approval decision.
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Vehicle Acquisitions
DOE approval is not required for the
replacement of vehicles (cars, trucks) leased from GSA.
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Requests for Changes in Vehicle Type
If a vehicle is no longer suited to support the activity for which it was originally assigned. The vehicle custodian should request a vehicle reclassification (e.g., on-site to off-site)
or change of type (e.g., sedan to pick-up) to the Fleet Services Manager. These requests are reviewed and approved or not approved by the Fleet Services Manager.
Approved requests are filled in the following sequence:
1. The Fleet Services Manager will attempt to identify a “vehicle switch” within the Laboratory.
2. Vehicle purchase or lease through GSA.
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Recording Vehicle Utilization
Under the direction of the Fleet Services Manager, the vehicle custodians will record the odometer reading of each car and truck under their care, and forward this information to the
Fleet Services Department by the 20th of each month. The Fleet Services Department will enter this information into the vehicle utilization database. Odometer readings are also
recorded by the Fleet Services Manager each time a vehicle is serviced or repaired.
Electric Carts, Forklifts, Nevs, Gas Carts, Diesel Carts and Motor Scooters
Under the direction of the Fleet Services Manager, each vehicle custodians will record the odometer reading of each car and truck under their care, and forward this information to the
Fleet Services Department by the 20th of each month. The Fleet Services Department will enter this information into the vehicle utilization database. Odometer readings are also
recorded by the Fleet Services Manager each
time a vehicle is serviced or repaired.
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Common Rules of the Road for All Government Vehicles
Dos
Always use a government vehicle for official SLAC business. Personal cars should not be used for official SLAC business.
Always carry your California driver's license or other California-recognized state or international license.
Wear your seat belt when operating a government car or truck, NEV’s, Forklifts, Gas Carts, Diesel Carts and Electric Carts.
Obey all traffic laws and regulations.
You must wear a helmet when riding a scooter.
Use the government credit card (assigned to each GSA vehicle) for the purchase of self-serve gasoline, oil, coolant, and minor emergency repairs under $100. Repairs over $100,
contact Fleet Services Department (ext. 3185 or 8795), during normal business hours.
After business hours contact Maintenance Control Center (MCC), number located on the back of your Voyager Credit Card. Most major, gasoline stations accept the GSA Credit Card.
Check with the station attendant before refueling.
In case of an accident with a Government vehicle (during normal working hours) the operator is required to fill out an Operator's Report of Motor Vehicle Accident form,
contact Security at (x2551) and Fleet Services (x3185 or x 8795). Security and Fleet Services Manager will be dispatched to the scene to take pictures and provide traffic control.
The Fleet Manager will review the report for completeness and accuracy and forward to the On-Site DOE Property Officer.
In case of an accident with a Government vehicle (during weekends, after normal business hours, or holidays) the operator is required to fill out an
Operator's Report of Motor Vehicle Accident form, contact Security at (x2551) Security will be dispatched to the scene to take pictures review the report for completeness and accuracy
and provide traffic control. Security will retain accident report and notify the Fleet Service Department on the next business day. The Fleet Manager will pick-up the report from
Security and forward a copy to the DOE Site
Officer.
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Don'ts
Don't take a DOE vehicle off site. DOE vehicles display stickers marked "ON-SITE USE ONLY."
Don't use a government vehicle for personal use (shopping, errands, etc.), even if along your route of travel.
Don't use a government vehicle for travel to the SLAC cafeteria or picnic area at break time or lunch, even if it is along your route of travel.
Don't store a government vehicle overnight away from SLAC without written approval.
Don't carry any non-official passengers in a government vehicle.
Don't exceed the posted speed limit on or off the SLAC site.
Don’t smoke. Smoking in government vehicles is strictly prohibited. Violation of this rule will result in loss of driving privileges.
Use of government vehicles is a privilege. Abuse of vehicles, violation of traffic or safety regulations or failure to adhere to policy may result in revocation of driving privileges.
For further information regarding vehicle use, see the following SLAC documents (available by calling Fleet Services Department ext. 3185 or 8795):
Instructions on the Use of General Services Administration (GSA) Vehicles and DOE Vehicles Assigned to SLAC.
Procedure for the Reporting of Vehicular Accidents.
Fleet Management Policy and Procedures.
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DOE Vehicles
DOE cars, trucks, gasoline and diesel-powered forklifts, Gas Carts, Diesel Carts and NEV’s can only be refueled on site. Cylinder refills for propane-powered forklifts and
equipment can be obtained by calling FAC. Dept. service desk at x8901 for service request and pickup at Fleet Services department, General Services Building 81.
To wash DOE vehicles, use the pressure washer located outside Building 81. Notify the Transportation Manager or any mechanic prior to use. Make sure the vehicle is sitting
on the concrete pad and prevent wash water from entering the storm drain located in the asphalt driveway.
DOE vehicles are serviced and repaired by the Fleet Services Department. The Department will provide at least three days' notice prior to routine servicing and inspection. If a
vehicle is not functioning properly or requires towing, call ext. 8901.
To obtain a scooter, contact the Fleet Services Department (ext. 3185 or 8795). Scooters should be used at least once a week to reduce the need for repairs. For flatbed truck
reservations (to move heavy loads), call ext.
3185 or 8795.
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GSA Vehicles
Each GSA vehicle has a US Government Credit Card assigned. You may use the card to purchase self-service regular unleaded gasoline [1], oil, coolant, and to make minor
emergency repairs of less than $100 at GSA -authorized repair shops gas stations (refer to Citibank's “Using Your Voyager Credit Card”, which is located in the glove compartment
of each GSA vehicle). This card may also be used to wash the vehicle at an authorized station twice a month.
To find out what other purchases are authorized or to receive a current listing of authorized service facilities; contact the Fleet Service Department (ext. 3185).
If you lose or break your card, fill out the Lost/Stolen Credit Card or License Plate form (also available from the Fleet Services Department). Use petty cash for gasoline until a
new card is issued (approximately three weeks).
You are responsible for paying bridge tolls. They will be reimbursed if you turn in receipts with your reimbursement claim.
For permission to store a GSA vehicle off site overnight, complete a:
Request and Authorization for Use of a Government-owned Automobile Between Place of Employment and Domicile form (available on the Conventional Experimental Facilities website).
Contact the Fleet Services Department (ext. 3183 or 8795) or the Associate Director of Technical Division (ext. 2945) in the event of unplanned overnight usage. If neither is
available (after hours), contact the Main Gate Security Officer (ext. 2551).
GSA vehicles are repaired and serviced by GSA. Periodic servicing is required by DOE/GSA.
The Fleet Services Department will provide at least three days notice prior to the scheduled maintenance and service. Failure to comply will result in vehicle repossession and
reassignment to other sites.
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Roadside Assistance – Off Site (GSA Vehicles Only)
Call Maintenance Control Center (MCC), you can find the number on
the back of Your Voyager Credit Card or call fleet services
department at 650-926-3185/8795.
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Custodian Responsibilities
Each department with assigned vehicles has a vehicle custodian(s) who is responsible for the details associated with managing the assigned vehicles. Vehicle and Pool custodians
are responsible for assuring the proper usage, reporting, care and maintenance of all government vehicles including cars, trucks scooters, forklifts, (etc.). Custodians are responsible
for monthly reporting of vehicle mileage.
Specific details are as follows:
Verification of current or valid driver’s license of vehicle requestor prior to usage or loan.
Assignment and proper monitoring of their vehicles.
Movement of vehicles to the designated places for fueling, servicing, washing and scheduled or unscheduled maintenance.
Monthly mileage reports are due no later than the 20th of each month. Custodians should report mileage by FAC. Dept. website or phone (x3185 or x8795).
Oil changes for GSA vehicles are provided on-site as a service to vehicle users. Custodians are notified at least 3-5 days prior to the scheduled date. Custodians are responsible
for delivering the vehicle to the Fleet Services area at the scheduled time. If the vehicle cannot be serviced at that time, the custodian must notify Fleet Service Department.
Washing and cleaning of the vehicle is the responsibility of the vehicle custodian. GSA vehicles can be taken off-site to authorized facilities, and DOE vehicles can be washed
on-site at the fleet services cleaning area. Note: limit of two washes per month, per GSA vehicle allowed.
Custodians must notify the Fleet Service Department (x-3185) prior to any reassignment of vehicles within the assigned department. Vehicles may not be loaned or reassigned to
individuals outside the originally assigned group.
Report any mechanical problems promptly to the Fleet Services Department.
Pool custodians must assure the following:
Keys are not left unattended.
Verification of current or valid drivers license of vehicle requestor prior to usage or loan.
Vehicles are signed out properly and completely for each use.
Mileage reports are complete, and on time.
Accident notification and reports are completed and submitted in a timely manner.
Under no circumstances may pool vehicles be
released without proper sign out, and license checks.
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Non-Employee Use of DOE Government Vehicles
Non-employees are normally not authorized to use Government-owned vehicles. However, when such persons are engaged in SLAC directed activity that requires the use of an
official vehicle, and it would be economically beneficial to the Laboratory, they may be permitted to use such vehicles only after completing and receiving written approval
using a Vehicle Use Authorization for Non-Employees of SLAC form. Forward the completed form for review and approval to the Fleet Services Department (MS 83).
Temporary personnel employed by sub-contractor employment agencies generally must have agency-provided automobile insurance coverage and may be authorized to use
Government-owned vehicles in the same manner as non-employees. To verify insurance coverage, contact the SLAC Purchasing Office before you authorize the use of a
Government-owned vehicle.
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Personal Vehicles for SLAC Business
University employees are discouraged from using their personal vehicles when doing University work. Government vehicles should be used for official SLAC business to the
fullest extent possible. However, if the group leader in writing justifies such use, it may be permitted. SLAC will not reimburse vehicle expenses for such use on the SLAC site.
When an employee is authorized to use a personal vehicle for official business, the employee's insurance will be considered primary. The University's insurance will provide
liability protection in such cases above the limits provided in the employee's own vehicle policy. For example, if the employee carries $50,000 per person, $100,000 per occurrence,
and $5,000 property damage, the University's insurance carrier will defend the action or pay the claim after the employee's insurance has been exhausted.
If the employee does not carry liability insurance, they will be personally liable for the required minimum liability imposed by the State of California, presently $15,000 per
person, $30,000 per occurrence, and $5,000 property damage.
The University does not insure or reimburse for physical damage or loss of personal vehicles (collision, fire, vandalism, theft, etc.). The employee is responsible for obtaining
his/her own insurance and payment of
deductibles.
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Vehicular Accidents
If you are involved in an accident while on official SLAC business, write an accident report and give it to your Group Vehicle Custodian (for government vehicle), rental firm
(for rental vehicle), GSA (for GSA vehicle after normal working hours), or the Fleet Services Office (for personal vehicle). If you are driving a government vehicle, fill
out Form 91, Operator's Report of Motor Vehicle Accident, instead of writing a report. Police reports are required for any off site accident involving another vehicle.
Security (ext. 2551), and Fleet Services (x 3185 or x 8795) must be immediately notified of any vehicle accidents.
The accident report should include:
Time, place, and date of accident.
Weather and pavement conditions.
Name and address of any injured persons.
Nature of injuries.
Other vehicle's license plate number, year, make, and model.
Name and address of owner and driver (if different).
Name of insurance company and policy number.
Description of nature and extent of damage to vehicles and/or property.
Names, addresses, and telephone numbers of witnesses.
Name(s), badge number(s), and police department affiliation of investigating officer(s).
If a citation was issued, to whom and the nature of the charge.
Do not admit liability, make or offer to make reimbursement, or admit fault in connection with the accident. This could void the University and employee's insurance policy.
If the vehicle is disabled or there has been injury to the occupants of any vehicle involved, call 911 or 9911 if on-site, contact the Main Gate security officer (ext. 2551), the
Fleet Services Office (ext. 3185 or 8795), or the FAC. Service Desk (ext. 8901) immediately.
After normal working hours, contact the Main Gate security officer (ext. 2551) for assistance.
If the accident with a GSA vehicle occurs off site after normal working hours, notify GSA, following instructions in the vehicle and call Maintenance Control Center
(MCC) on the back of your Voyager Credit Card
and SLAC Security at Main Gate (ext 2551) immediately.
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Forms
Motor Vehicle Accident Witness Statement
Lost or Stolen Credit Card or License Plate Report
Use of a Government-owned Automobile Between Place of Employment and Domicile Form
Vehicle Use Authorization for Non-Employees of SLAC form
Daily Forklift Safety Checklist
This Policy is maintained by the Facilities Department Administration.
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[1] Regular unleaded fuel only. Mid-grade or premium fuels are unauthorized and will be charged back to the custodial department.
