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Table
9-1 Management Control Indicators for the Motor Vehicle Program
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A. Organization
and Management:
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(1) Availability of appropriate and comprehensive
motor vehicle policies and procedures.
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(2) Sufficient staffing to carry out motor vehicle
responsibilities.
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(3) Training programs covering motor vehicle
operation, safety, and maintenance.
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B. Motor Vehicle
Performance Review and Improvement Program:
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(1) Proof that the program/function interacts with
GSA and Service program, procurement, and finance divisions to acquire and
provide motor vehicle information.
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(2) Evidence that previous management control review
findings no longer exist.
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(3) Proper accounting of motor vehicles in the
Personal Property Management System (PPMS).
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(4) Accountability of motor vehicle records (paper
and electronic) from receipt through disposal.
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C. Operating
Practices:
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(1) Reconciliation between financial and personal
property records.
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(2) Annual inventories completed before September 30th.
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(3) Follow acquisition practices, policies, and
procedures, including:
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(a) Use AutoChoice to determine the appropriate
motor vehicle acquisition source. AutoChoice is GSA’s online vehicle
ordering program.
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(b) Consider excess property before acquiring new
property.
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(c) Properly annotate PPMS with all pending
acquisitions.
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(d) Limit acquisitions to the minimum needed to meet
the program mission requirements.
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(e) Comply with specific acquisition allocations
included in our 5-Year Fleet Plan.
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(f) Receive approvals for acquiring communication
equipment to install in motor vehicles.
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(4) Receiving:
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(a) Promptly and accurately inspect new vehicles.
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(b) Store, preserve, and protect motor vehicles not
in use.
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(5) Motor Vehicle Management:
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(a) There is an effective program to ensure motor
vehicles are acquired, utilized, and disposed of in a timely manner.
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(b) An action plan is in place to use alternative
fueled vehicles and fuels.
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(c) Keep motor vehicles in secure areas.
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(d) Keep motor vehicle keys, including spare keys, in
a locked location with limited access.
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(6) Fleet credit cards:
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(a) Ensure mandatory contractor fleet cards are used
only for Service motor vehicles.
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(b) Monitor fleet card charges monthly and validate
that charges are for official use.
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(c) Secure all records containing fleet card numbers
in a locked cabinet.
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(d) Review motor vehicle fleet cards every 45 days
to ensure each card is valid for the remainder of the fiscal year.
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(e) Ensure each seasonal motor vehicle in storage
has a valid fleet card while in operation.
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(f) Maintain effective administrative control of
credit cards in accordance with applicable guidelines.
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(7) Maintenance and repair:
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(a) Establish a motor vehicle maintenance program.
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(b) Schedule routine preventive maintenance for
motor vehicles and motor equipment.
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(c) Check warranty coverage prior to requesting
repairs for motor vehicles.
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(d) Keep records of maintenance and repair orders
for all Service-owned motor vehicles.
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(e) Maintain a file with maintenance manuals,
operating manuals, and warranties as appropriate.
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(f) Ensure maintenance logs record timely vehicle
maintenance.
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(g) Track motor vehicle maintenance costs by
individual vehicle.
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(h) Make major repairs relative to the age,
condition, and value of the motor vehicle.
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(i) Conduct all required vehicle inspections,
including safety inspections, in a timely manner.
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(8) Establish initiatives to help achieve reduced motor
vehicle fuel consumption objectives, including:
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(a) Reducing travel as much as possible without
impeding the mission.
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(b) Using smallest vehicle feasible for the task.
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(c) Maintaining tire pressure to manufacturers’
specifications.
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(d) Encouraging proper driving techniques.
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(e) Observing speed limits.
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(9) Identification and tags:
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(a) Maintain a current record of license tags
assigned to motor vehicles.
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(b) Store unissued license tags and Service
identification decals in a locked drawer, cabinet, or storage area with
restricted access.
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(c) Report lost or stolen license tags to the
issuing office or State agency.
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(d) Identify assigned motor vehicles that do not
display Government tags and Service identification. Obtain and keep on file
exemption approval for each of those vehicles.
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(10) Utilization:
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(a) Evaluate vehicle usage.
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(b) Review under-utilized motor vehicles at least
semi-annually (see 320 FW 2, Exhibit 1).
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(c) Approve or disapprove retention of
under-utilized motor vehicles to remain at the same location. Rotate the
vehicle(s) to another Regional location for mission requirements and for
maximizing motor vehicle utilization.
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(d) Achieve maximum economic utilization of motor
vehicles.
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(e) Maximize the use of motor vehicle pooling
arrangements, taxicabs, shuttle buses, or other common service
arrangements. Minimize assignments to individuals, groups, or specific
organizational components.
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(f) Conduct periodic reviews to ensure that all
motor vehicles are still necessary.
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(g) Maintain individual “motor vehicle use” records such
as trip tickets or logs that show enough information to evaluate the
appropriateness of assignments and the adequacy of use.
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(11) Replacement vehicles:
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(a) Review all acquisitions for replacement vehicles
to ensure that required replacement standards are met.
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(b) Retain or replace motor vehicles as required by
policy. Ensure that there is still a need for vehicles, the vehicles can be
operated safely and dependably without excessive repair and maintenance
costs, repair parts are readily obtainable, and retention does not
substantially reduce the exchange or sale value of the vehicles.
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(c) Remove replaced motor vehicles from service and
dispose of them prior to or as soon as practicable after delivery of the
replacement vehicles.
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(d) Provide instructions to all motor vehicle
operators regarding the use and protection of credit cards against theft
and misuse.
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(e) Notify paying office of the loss or theft of
credit cards in order to avoid paying unauthorized bills.
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