Department of Administrative Services
Vehicle Operations Manual
This manual is issued under the authority of Iowa Code section 8A.361 through 8A.366 and the Division's administrative rules, which implement the law. The rules may be amended from time to time and will govern in case of any inconsistencies between the administrative rules and this manual.
The policies and procedures contained herein apply to all officers and employees of state offices, departments, bureaus and commissions, except the Iowa Department of Transportation, institutions under the Iowa Board of Regents, and any other agencies exempt by law.
I. General Fleet Policies and Procedures
- Vehicle Assignments
- Private Vehicle Rate Policy
- Volunteers and Members of Boards
- Employee Request for Reasonable Accommodation
- Authorized and Unauthorized Use of State Vehicles
- Traffic Law Violations
- Vehicle Modifications
- Motor Vehicle Reports
- Fueling
- E85
- Diesel Fuel at Department of Transportation Facilities
- Biodiesel
- Vehicle Maintenance
II. Vehicle Repairs, Services and Expenses
- State and Other Governmental Facilities
- State Credit Card
- Credit Card Replacement
- Additions/Deletions/Replacement or Driver ID
- Centrally Billed Accounts
- Ford-Lincoln-Mercury and Chrysler Dealerships
- Goodyear and Firestone Distributors
- Direct Billed Service Providers
- Out of Pocket Reimbursements
III. Operation and Policies of Fleet and Mail Motor Pool
- Motor Pool Hours
- Vehicle Reservations
- Vehicle Fueling
- Return of Vehicles
- Reservation Changes
- Inclement Weather
- Vehicle Disablement
- Lost Keys
- Reporting Mechanical Problems
- Damage Reporting
- Motor Pool Insurance Limitations
- Lease Contract
- Liability and Comprehensive/Collision Coverage for State Owned Vehicles
- Losses Resulting from Theft and Natural Disasters
- Coverage Limitations for Operating a Personally Owned Vehicle on State Business
- Defensive Driving Classes
- Accident Reporting Procedure
- License lates for Totaled or Salvaged Vehicles
I. GENERAL FLEET POLICIES AND PROCEDURES:
Vehicle Assignment:
The Department of Administrative Services, General Services Enterprise - Fleet & Mail Services, issues passenger sedans and wagons to state departments meeting the minimum annual mileage criteria determined each year by the Department of Administrative Services to justify the retention or the addition of a state owned vehicle.
The minimum mileage criteria is established for each vehicle classification (compact sedan, midsize wagon, etc.) Passenger vehicles not driven the minimum number of miles may be reassigned or turned in to Fleet and Mail Services for sale at auction. The Division issues enforcement and utility vehicles after departmental justification is submitted and approved. State of Iowa vehicles are requested and assigned to departmental pools or individual employees using the Vehicle Assignment Form. Whether the assignment is made to a pool or to an individual, the department must indicate the responsible individual and complete all the requested information on this form.
The form will be furnished, upon request, by Fleet and Mail Services and must be completed prior to the issuance of a new vehicle or to indicate any change in a driver(s) status (including address and telephone number). The Vehicle Assignment Form contains a provision stating that the assigned driver is responsible for complying with the Department of Administrative Services rules and regulations.
Additionally, this form states that the agency is responsible for the care and proper maintenance of the vehicle(s).All authorized drivers must possess a current and valid drivers license while operating any state-owned vehicle. User departments shall furnish to Fleet and Mail Services regularly the drivers license numbers for all current drivers of State vehicles. Fleet and Mail Services will check the driving records of these employees and may suspend or revoke driving privileges for those found to have unacceptable records. All regular drivers must notify the appropriate departmental personnel and Fleet and Mail Services immediately if their drivers license has been revoked, suspended, or restricted. The Department of Administrative Services, in conjunction with departmental personnel, may terminate state vehicle driving privileges in these instances.
Private Vehicle Rate Policy:
To provide the most economical travel at state expense, state of Iowa employees shall utilize state owned vehicles whenever possible for the performance of state business. A state officer or employee shall not use a state-owned motor vehicle for personal private use. A state officer or employee shall not be compensated for driving a privately owned motor vehicle unless it is done on state business with the approval of the director. In that case the state officer or employee shall receive an amount to be determined by the director. The amount shall not exceed the maximum allowable under the federal internal revenue service rules per mile, notwithstanding established mileage requirements or depreciation allowances. However, the director may authorize private motor vehicle rates in excess of the rate allowed under the federal internal revenue service rules for state business use of substantially modified or specially equipped privately owned vehicles required by persons with disabilities. A statutory provision establishing reimbursement for necessary mileage, travel, or actual expenses to a state officer falls under the private motor vehicle mileage rate limitation provided in this section unless specifically provided otherwise. Any peace officer employed by the state as defined in section 801.4 who is required to use a private motor vehicle in the performance of official duties shall receive the private vehicle mileage rate at the rate provided in this section. However, the director may delegate authority to officials of the state, and department heads, for the use of private vehicles on state business up to a yearly mileage figure established by the director. If a state motor vehicle has been assigned to a state officer or employee, the officer or employee shall not collect mileage for the use of a privately owned motor vehicle unless the state motor vehicle assigned is not useable.
This section does not apply to any of the following: a. Officials and employees of the state whose mileage is paid other than by a state agency. b. Elected officers of the state. c. Judicial officers or court employees. d. Members and employees of the general assembly who shall be governed by policies relating to motor vehicle travel, including but not limited to reimbursement for expenses, if such policies are otherwise established by the general assembly. Pursuant to these statutory provisions, the Director of the Department of Administrative Services establishes the following payment rates:
$.39 per business mile (effective July 2005) may be authorized to state of Iowa employees when a state vehicle was not available for their use OR the Director of the Department of Administrative Services has approved a request for vehicular accommodation by use of personal vehicle for the performance of essential job duties OR the employee files a claim in which the accumulated mileage on their private vehicle PER ROUND TRIP does not exceed fifty miles.
Volunteers and Members of Boards and Commissions:
Members of boards or commissions and members of the public volunteering their services to the State of Iowa may receive the $.34 per mile rate for the use of their private vehicle in the conduct of official business.
Personal Mileage Ceiling:
Under authority of section 8A.363, Code of Iowa, the Department of Administrative Services annually establishes the maximum number of miles departmental employees may be reimbursed for personal use of their automobiles. This mileage limitation is set at the current threshold where it is more economical to be assigned a state owned vehicle. Departments are urged to encourage their employees to carpool or to utilize departmental pool vehicles to avoid the mileage reimbursement limit. Obviously, departmental personnel should review their employee mileage reimbursement and underutilized vehicles prior to submitting their annual requests for vehicles.
Employee Request For Reasonable accommodations::
Employees unable to drive standard issue fleet vehicles assigned by either the Director of the Department of Administrative Services or available through their agency motor pools, may request a reasonable accommodation for their vehicular requirements for the performance of their essential job functions. Such requests shall be processed utilizing the guidelines established in Chapter 4 of the Iowa Department of Personnel Managers and Supervisors Manual (section 4.66). Agencies are authorized to approve employee requests for vehicular accommodation for up to 10,000 miles driven annually. Upon agency determination that a vehicular accommodation is best provided by the utilization of the employee's personal vehicle for the performance of essential job duties, the employee will receive payment for the business use of their private vehicle at the $.34 per mile rate. A copy of Form No. CFN-552-0574, a Request or Vehicle Accommodation, shall be furnished to the Director of the Department of Administrative Services for recording purposes. Employees requesting a reasonable accommodation for their vehicular requirements who drive or are anticipated to drive more than 10,000 miles annually, shall forward their request (Form No. CFN-552-0574) to the Vehicle Accommodation Review Committee. The accommodation Review Committee is established by the Director of the Department of Administrative Services and makes the determination of the most appropriate method of accommodation. Agency supervisors and the Accommodation Review Committee may perform annual review of the methods utilized to provide accommodations.
Authorized and Unauthorized Use of State Vehicles:
All personal use of state of Iowa vehicles is prohibited pursuant to section 8A.363 of the Code of Iowa, and is considered a serious misdemeanor offense. Violation of this statute may result in the immediate revocation of state vehicle driving privileges and may result in the withdrawal of the vehicle assignment from your department. State of Iowa vehicles may be driven to an assigned driver's home if the driver's home is his or her official domicile. State vehicles also may be driven home, with Fleet and Mail Services approval, if the authorized driver lives in the same direction as his or her trip destination. In these instances, department personnel must adhere to Iowa Department of Revenue regulations regarding commuting miles. Basically, state drivers must be shown to have received a taxable benefit of $1.50, or $3.00 round trip, per day when state owned vehicles are utilized in this fashion. Under no other circumstances is commuting allowed. One of the most common questions asked this division is who may drive or be a passenger in a state vehicle. The answer is any state employee or other individual authorized to conduct state business. From time to time this may include consultants, contractors, or volunteers providing authorized services to a department of state government. In cases where an authorized non-state employee is required to drive a state vehicle, Fleet and Mail Services must be notified in writing in advance. Under no circumstances may spouses, children, relatives or any other unauthorized non-state employees drive or be passengers in a state owned or leased vehicle. Minors shall not be allowed to operate state vehicles under any circumstances. The use of a state vehicle by an employee who is under the influence of alcohol or drugs is strictly forbidden. Any such vehicle use will be cause for the revocation of driving privileges or the withdrawal of the vehicle assignment. Installation and/or use of any radar-detection device (fuzz busters) in a state vehicle are prohibited. Use of cellular phones while operating a moving vehicle is discouraged. Hitchhikers are not permitted in any state vehicle, except that drivers may render assistance to disabled motorists in emergency situations.
Traffic Law Violation:
Authorized drivers must not only know and obey all traffic laws, but also drive in a respectful and courteous manner while they are representing the state of Iowa. All drivers must notify Fleet and Mail Services immediately of any citations received while operating state-owned motor vehicles. Drivers issued citations will be required to enroll in the next available Defensive Driving class sponsored jointly by the Department of Administrative Services and Department of Public Safety. Citizen complaints, traffic law violations and accidents where the state driver shares significant responsibility may result in the suspension of driving privileges.
Vehicle Modifications:
All vehicle modifications and charges for miscellaneous equipment and services such as tool boxes, bed liners, trailer hitches, toppers, or undercoating may be made only upon the prior authorization of Fleet and Mail. Such requests for authorization must be made in writing. Authorized equipment charged to the state credit card must remain with the vehicle when it is turned in for replacement.
Motor Vehicle Reporting:
All drivers must report ending odometer, any scheduled service, and date and odometer reading of that service using the Department of Administrative Service's website. The required monthly data must be submitted to the Fleet Section via the website by the 15th of each month.
Vehicle Fueling:
Chapter - 103.16(1) All fuel used in state-owned automobiles shall be purchased at cost from the various state installations or garages such as but not limited to those of the state department of transportation, state board of regents, department of human services, department of corrections, or state motor pools throughout the state, unless the state-owned sources for the purchase of fuel are not reasonably accessible.All drivers of state vehicles shall fuel their assigned vehicles with self-service gasohol, a mixture of 10 percent ethanol and 90 percent gasoline (E10), unless under emergency circumstances. If the vehicle is capable of running on a blend of 85 percent ethanol and 15 percent gasoline, subrule 103.16 (3) applies.
Agencies shall ensure that their flexible fuel vehicles that are capable of operating on 85 percent ethanol (E85 ) use E85 fuel whenever an E85 fueling facility is available to the driver when fuel is needed. E895 fuel may be procured at a retail establishment if a state fueling facility is not readily available. If an E85 facility is not readily available, the driver shall not completely fill the tank with fuel when a lesser quantity will be adequate to complete the trip to an E85 fueling site.
Agencies shall ensure that their diesel vehicles operate on biodiesel blends whenever the blends are available. It is also recommended that biodiesel blends be used within six months of purchase to ensure that the quality of the fuel is maintained.
E-85:
State statute and the Federal Clean Air Act of 1990 and the Energy Policy Act of 1992 require increasingly greater numbers of vehicles in large commercial and public sector fleets to operate alternative fuels. To fulfill these requirements, the Department of Administrative Services has purchased vehicles capable of running on blends of up to 85% ethanol and 15% gasoline. These flexible-fueled vehicles have computers that measure the percentage of alcohol to gasoline and adjust the engine accordingly. Departments and drivers assigned E-85 flexible fueled vehicles are required to purchase more than 50% of their annual fuel requirements with high blend ethanol. To achieve this goal, while utilizing and promoting a renewable fuel produced in Iowa, drivers are requested to not completely fill their tank with gasohol (10% ethanol) when a lesser quantity will be adequate to complete their trip to an E-85 Fueling site.
Retail fueling stations selling E-85:
This information is updated monthly. Please go to: http://das.gse.iowa.gov/fleet/e85_fueling_sites.pdf for the most current E85 Retail Fueling site listing.
State of Iowa facilities selling E-85
Ames |
Ames |
Cedar Falls |
Cherokee |
Des Moines | Fort Dodge |
Fort Madison |
Glenwood |
Iowa City |
Johnston |
Sioux City |
Obtaining E-85 fuel at one of the state facilities has
added benefits for the state. Not only
will the fuel and oil be less expensive because it is
purchased under state contract, but also it will not be
necessary for Fleet and Mail Services to request refunds for
the state and federal fuel taxes. If it is not practical to
fuel your assigned vehicle at one of the retail or state
facilities selling E-85 fuel, consult your Wright Express
driver's guide for a listing of the retail fueling stations
that accept the Wright Express card. Drivers are encouraged to
fill their vehicle at these stations with fuel containing at
least 10% ethanol.
Diesel Fuel At Department of Transportation Garages:
The Department of Transportation provides diesel fuel at the following garage locations. Fuel purchased at these facilities is sold net of federal taxes and is a significant cost savings to your department.Avoca |
Bedford |
Boone |
Carroll |
Cedar Rapids |
Cherokee |
Corning |
Davenport |
Decorah |
DeSoto |
Donnellson |
Fort Dodge |
Greenfield |
Ida Grove |
Independence |
Latimer |
Leon |
Martensdale |
Missouri Valley |
Mt Ayr |
Muscatine |
Newhail |
Newton |
Oakdale |
Onawa |
Pacific Junction |
Perry |
Pocahontas |
Sac City |
Sidney |
Sigourney |
Sioux City I-29 |
Sioux City 75th |
Sloan |
Tipton |
Urbana |
Williamsburg |
|
|
Biodiesel Station
B10, a blend of 10 percent soy biodiesel and 90 percent diesel, is now available at Krueger BP Amoco stations in Des Moines:
Des Moines |
Des Moines |
Grimes |
For a complete list of stations in Iowa that offer soy biodiesel blends, visit: http://www.iasoybeans.com/biodiesel/b2atpumpcounty.html
Biodiesel can be operated in any diesel engine with little or no modification to the engine or the fuel system. Biodiesel has a solvent effect that may release deposits accumulated on tank walls and pipes from previous diesel fuel storage. The release of deposits may clog filters initially and precautions should be taken. Ensure that only fuel meeting the biodiesel specification is used.
For more information, visit: http://www.biodiesel.org/
We will continue to advise you of changes as they
occur.
Vehicle Maintenance:
It is expected that all drivers of state owned vehicles be familiar with the warranty provisions and adhere to the maintenance requirements for their specific assigned vehicle(s). This information is contained in the Vehicle Warranty Book and the Owner's Manual, which should be kept in the vehicle glove box at all times. In addition to these requirements, Fleet and Mail Services has implemented the following minimum maintenance schedule for all state owned vehicles classified under 1 1/2 tons: Oil and filter Change - every 5,000 miles or 6 months Chassis lubrication - every 5,000 miles or 6 months The frequencies between oil and filter changes and chassis lubrications are the absolute maximums that will be allowed. Driving under less than normal conditions will be cause for greater frequency. Complete preventative maintenance inspections must be undergone at odometer increments of 30,000 miles, or every eighteen months, whichever falls sooner. Preventative maintenance inspections may only be done at the Fleet Motor Pool Garage or at an authorized dealer's facility unless the state facility and staff are certified to complete these inspections by Fleet and Mail Services. Minimum requirements for the preventative maintenance inspection (PMI) are as follows:
-
1. VISUAL INSPECTION
- a. Inspect lights.
- b. Inspect exhaust for leaks.
- c. Inspect suspension for loose or worn parts.
- d. Inspect brakes for hydraulic leak or worn components.
- e. Inspect tires for wear or broken belts. (The above components are replaced if needed).
- b. Inspect exhaust for leaks.
-
2 TUNE MOTOR
- a. Replace electrical parts as needed. (plugs, wiring,
cap, rotor, etc.)
- b. Fuel Delivery System, filters, etc.
- c. Cooling system: inspect belts, hoses, water pump, and inspect radiator for leaks and clogged condition.
- b. Fuel Delivery System, filters, etc.
-
3. SERVICE AUTOMATIC TRANSMISSION
- a. Change fluid (as recommended by Manufacturer.)
- b. Change filter (as recommended by Manufacturer.)
- c. Adjust linkage if needed.
- b. Change filter (as recommended by Manufacturer.)
-
4. ALIGNMENT
- Check alignment of front and/or rear end and adjust to manufacturer's specifications.
-
5. COMPLETE LUBRICATIONS
- Change of engine oil and filter is done at this time if
service records indicate. State drivers are especially
encouraged to schedule their assigned vehicles for their PMI
at the Fleet Motor Pool Garage before the vehicle warranty
expiration. At the present time, most vehicle warranties
expire at 36,000 miles. Preventative maintenance inspections
scheduled after the vehicle warranty expiration obviously
could result in unnecessary cost to your department.
Certification of compliance to these maintenance
requirements must be reported to Fleet and Mail Services by
way of the monthly reports. Between these required services,
State drivers are responsible for checking and maintaining
all critical vehicle fluid levels. In the event of a vehicle
disablement, review the instructions given under Vehicle
Disablement in section III, Motor Pool. Vehicles assigned to
your department (not from the state motor pool) should be
repaired and returned to their official domicile.
II. VEHICLE REPAIRS, SERVICES, AND EXPENSES:
State and Other Governmental Facilities:
If your vehicle requires fuel, routine maintenance, or suffers an emergency breakdown and you are within the state garage service area or within a reasonable distance from one of the facilities listed below, please utilize one of these governmental service facilities as your first choice. Not only are the automotive technicians qualified and capable of providing first class service, but additionally their labor rates are less expensive and an internal payment mechanism exists for the efficient transfer of funds. Fuel purchased from a state department or a political sub-division is also sold net of fuel and state taxes. Normally, all that is required to obtain service is the identification that you are an state of Iowa driver. Always provide your official state license plate number and department name and sign any completed work order.
Ames Motor Pool
S of main complex (800 Lincolnway), 1 block N at gate W on S 4th St
Ames, IA
515-239-1597University of Northern Iowa Motor Pool
31st Street & Hudson Road
Cedar Falls, IA
319-273-2620State Fleet Garage
301 E 7th Street
Des Moines, IA 50319-0250
515-281-3162University of Iowa Motor Pool
603 South Madison
Iowa City, IA
319- 335-5088City of Sioux City-City Maintenance Garage
1821 18th St
Sioux City, IA 51102
712-279-6856
State Credit Card:
Each state of Iowa vehicle is issued with a unique state credit card, which should be used for purchases of fuel, oil, repair, equipment and other services required to maintain the vehicle. There is a $200 limit for purchases on the state card. The license plate number of the vehicle is in the lower left hand corner of the card. Currently, the state of Iowa has contracted with Wright Express to provide this card. Card assignment: The cards are assigned to vehicles not individuals. Each card should be used only for the vehicle to which it is assigned. The official vehicle license plate number is printed on the face of the cards.
Manual Transactions: If the vendor does not accept the Wright Express card, they can manually bill Fleet and Mail Services for fuel and minor maintenance services. Please put the official vehicle number (located in the lower left-hand corner of the card) on all invoices instead of the Wright Express vehicle card number. (The account number 0416 00 XXXXXX X identifies the department not the vehicle.) The vehicle card number 0021-1 is Wright Express' vehicle identifier. The vendor should submit the invoice to:
Fleet and Mail Services
301 E. 7th Street
Des Moines IA 50319-0250Credit Card Replacement:
If a state card has been lost, or stolen, Wright Express must be contacted for replacement cards. Each department has a credit card administrator and this administrator must make contact with Wright Express for replacement cards. The usual time to receive a credit card from Wright Express is five business days from the date of request. Replacement cards can be sent from Wright Express via overnight service to the requesting agency; how-ever, the requesting agency's account will be charged by Wright Express for the additional costs associated with overnight express.
Additions/Deletions/Replacements of Driver ID:
Wright Express Customer Service can issue or remove a driver's personal identification number (PIN) over the phone instantly; however, it may take up to 48 hours before all Wright Express sites have the new driver information. A pocket guide listing retailers accepting the state credit card is included in the plastic protective pouch containing the credit card. Additional pocket guides may be obtained by contacting Fleet and Mail Services
Before authorizing vehicles for repair or service, drivers should verify that the dealership participates in the Wright Express program. Please note: repairs made on the Wright Express card cannot exceed $200.00.
Centrally Billed Account:
Fleet and Mail Services has entered into contractual agreements with Ford-Lincoln-Mercury, GM and Chrysler nationally for discounted rates on parts and labor at their dealerships. At the time of writing, similar arrangements are in place with Goodyear and Firestone stores and their participating distributors and dealers providing discounted prices for tires. The national agreements provide two main benefits to Fleet and Mail Services:
- Centralized electronic billing for all Ford, GM, Chrysler, Goodyear, and Firestone Locations
- Accurate corporate billing and customer service assistance to resolve local service issues.
Ford-Lincoln-Mercury, GM and Chrysler Dealerships:
If your state vehicle is a Ford-Lincoln-Mercury, GM or Chrysler product and you are outside of one of the government facility service areas, use these dealerships for preventative maintenance inspections; engine, drive train, and electrical problems; warranty repairs; and emergency breakdowns.
See the Fleet Maintenance and Repair Manual for instructions on accessing Ford Quality Care, GM Fleet Trac and Chrysler Servicenet.
Goodyear and Firestone Distributors:
You are authorized to obtain tires, alignments, oil changes, batteries, and related services from most Goodyear and Firestone distributors if you are outside of one of the government facility service areas. See the Fleet Maintenance and Repair Manual for a listing of these distributors and instructions for invoicing.
Direct Billed Service Providers:
Infrequently, State drivers may have cause to obtain service from a business not having a contractual relationship with the Department of Administrative Services. Most General Motors dealerships and automotive parts suppliers fit in this category. In these circumstances, please review the billing instructions found on the upper right face of the state credit card with the vendor. These invoices, after being authorized by the driver and including the official state license number, should be submitted directly to:
Fleet and Mail Services
301 E. 7th Street
Des Moines, Iowa 50319for payment. State drivers should especially go out of their way to explain the payment requirements to these non-contractual vendors. Ill feelings can easily be avoided when new or infrequently used providers understand that they must mail their invoices directly to the division for payment instead of relying on the copy given to the driver as being sufficient for payment.
Out of Pocket Reimbursements:
Drivers may be reimbursed for out-of-pocket vehicle operational expenses when no other method of payment is available. Drivers must prepare a travel voucher to claim reimbursement for out-of-pocket expenses. All travel vouchers must be billed and entered into the state accounting system by the driver's department. The vouchers must then be sent to Fleet and Mail Services for the Director of the Department of Administrative Services approval. Out-of-pocket expenses for out-of-state fuel and re-pair costs are exempt from approval or preapproval up to a maximum of up to $300.00 per occurrence. Out-of-pocket expenses for emergency road services such as tire changes, locked vehicle entry, etc. are exempt from preapproval up to a maximum of $50.00 per occurrence. Miscellaneous out-of-pocket purchases of tire repairs, vehicle fluids, car washes; key duplication, etc. are exempt from pre-approval up to maximum of $20.00 per occurrence. Out-of Pocket expenses for in-state fuel purchase are not exempt from Fleet and Mail Services pre-approval. State drivers can almost always avoid paying cash for fuel purchase by asking stations in advance whether or not they will accept the Wright Express fuel card. Use of the Wright Express fuel card drastically reduces fleet operational processing costs.
III. OPERATION & POLICIES OF FLEET AND MAIL SERVICES, MOTOR POOL:
Motor Pool Hours:
The Motor Pool office is open for issuing rental vehicles between 7:00 a.m. and 4:45 p.m. Monday through Friday. These hours are strictly enforced. The Service Station self service hours are 6:00 a.m. to 11:00 p.m. seven days a week. The Garage is open for business from 7:30 a.m. to 4:30 p.m. on regular workdays. The administrative offices are open 8:00 a.m. to 4:30 p.m.
Vehicle Reservations:
The driver should reserve the most efficient and practical vehicle for the number of passengers indicated and the type of assignment, depending on availability at the time of the vehicle issue. As a general rule, the following vehicle classifications will be adhered to for the number of passengers:
- Compact sedan or wagon: 1 - 2 passengers
- Mid-size sedan: 3 or more passengers
- Mid-size wagon: 1 or more passengers
- Full size sedan: 4 or more passengers
- Mini-van: 3 or more passengers
- 8-passenger van: 5 or more passengers
- 12-passenger van: 7 or more passengers
- 15-passenger van: 9 or more passengers
Motor Pool vehicles may not be driven home before an authorized trip is to begin or driven home upon the completion of a trip. Vehicles needed before 7:00 a.m. must be signed for the previous day and parked in the Parking Structure (E. Grand and Penn Ave) on the 3rd floor near the reservation area and left overnight.
One exception will be made to this rule. If an authorized driver lives in the same direction as his or her destination, he or she may take the vehicle home prior to the trip with the authorization of Fleet and Mail Services. Such a request must be in writing to Fleet and Mail Services and accompany the Motor Pool reservation prior to the assignment of a vehicle.
Vehicle Fueling:
Drivers checking out vehicles from the motor pool will be provided with a Wright Express Credit card and assigned a Driver ID (PIN number) by the dispatcher upon vehicle assignment. The keys and credit card must be returned promptly upon the conclusion of each trip at the reservation area on the 3rd floor of the Parking Structure (E. Grand and Penn Ave). Failure to turn in the card with the keys will result in the assessment of daily late fees until the card is returned. If the card has not been returned by noon of the second business day after the completion of travel, the driver's agency will be assessed a charge for the replacement card. (Note: when the credit cards are not returned in a timely manner, other agencies lose the use of that vehicle until a new card can be shipped from Wright Express.
How to Contact Wright Express: The driver should
contact Wright Express directly by fax or phone to report
problems with the card at the fueling station. Department
Wright Express administrators must contact Wright Express to
request replacements for lost or stolen cards. Below are
contact numbers for Wright Express Customer Service -
Customer Service: 1-800-492-0669
Technical Problems: 1-800-842-0071
Fax: 1-800-395-0809
When the Wright Express credit card is
used for any authorized purpose, the driver must insure that
the in-voice is signed and referenced with the official
State vehicle number, not the Wright Express credit card
number. It is the responsibility of the driver or agency,
not the vendor, to forward the original or carbon invoice
(photocopies are not allowed) to Fleet and Mail Services for
payment. All vehicle repair invoices must separate and
detail the parts and labor furnished for a particular
repair. Vehicle repairs estimated to cost in excess of
$300.00 must be authorized prior to completion by the Auto
Shop Supervisor of Fleet and Mail Services.
Return of Vehicles:
Drivers returning vehicles between 7:00 a.m. and 4:30 p.m. shall park the vehicles in the Service Station lot and deliver the keys, mileage/repair log and credit card to the Service Station office. If the vehicle is returned before or after these hours, it must be parked in the Parking Structure (E Grand and Penn St) on the 3rd floor near the reservation area and locked. The keys and credit card with a note of the time the vehicle was returned shall be put in the after hours drop slot located at the reservation office.
Reservation Changes:
Agencies wishing to cancel or extend a vehicle reservation must do so prior to travel by logging on to the reservation system and by contacting the Motor Pool Car Dispatcher at 515/281-5123. This requirement is in effect to enable the Motor Pool to correctly schedule all vehicle requests received for a given period. Consequently, a penalty equal to a one-day rental charge will be assessed for reserved vehicles not canceled using the vehicle reservation system. The penalties for vehicles not returned as scheduled are as follows:
| 5 minutes-30 minutes | $5 |
| ½ hour-1 hour | $10 |
| 1 hour-2hours | $15 |
| 2 hours-8hours | $20 |
| 8 hours-24 hours | $25 |
| Each Additional whole or fractional day | $25 |
Fleet and Mail Services will not be responsible for changes made only by telephone.
Inclement Weather:
Fleet and Mail Services may restrict the issuance of motor pool vehicles in the event of adverse weather conditions in order to insure driver safety and to conserve state property. The division shall rely upon the advice of road reports issued by the Department of Public Safety for the route to be traveled to reach the driver's destination. In the event that the highways are reported to be 75% or more snow and ice covered in one or more of the nine geographic areas defined by the Department of Public Safety in their recorded road reports, the Motor Pool may cancel or postpone a vehicle reservation if any part of the route or destination is listed in this condition. Departmental travel is also strongly discouraged. Authorized drivers are encouraged to phone 515/288-1047 to receive the latest road condition report during inclement weather from November 15 to April 15 prior to receiving their vehicle. All drivers of departmentally assigned vehicles, except those driving in emergency response situations, are urged to consult the Department of Public Safety road reports prior to travel during inclement weather. If the Department of Public Safety has issued a no travel advisory, all state vehicle travel should be suspended with the exception of Public Safety vehicles.
Vehicle Disablement:
The most common vehicle disablement experienced by drivers is the failure to be able to start a vehicle because of a discharged battery. In these instances, the driver shall attempt to obtain a jump-start from any reputable service facility. If a driver suffers a mechanical breakdown while operating a state vehicle, he or she must take the following steps:
- If the vehicle is within 50 miles of Des Moines, contact the current towing contractor and arrange to have the vehicle towed to the Fleet Garage, 301 E. 7th Street, Des Moines, Iowa. If the vehicle is still covered under warranty, use the free roadside assistance available under the warranty.
- If outside a 50-mile radius of Des Moines, contact the current towing contractor and have the vehicle towed to the nearest factory authorized service facility. If the vehicle is still covered under warranty, use the free roadside assistance available under the warranty.
- Notify Fleet and Mail Services immediately of the breakdown with the name, address and phone number of the service facility.
- Contact your agency to arrange alternate transportation to your office or to continue on to your destination.
- Arrange transportation to the service facility upon completion of repairs and drive the vehicle to the Fleet Motor Pool.
- Provide protection from liability claims for medical, hospital, property damage, loss of income, etc. This will be administered in accordance with the applicable laws of the state in which the accident/incident occurred and Chapter 25A of the Iowa Code. Settlement for all losses is the sole responsibility of Fleet and Mail Services.
- Provide protection for collision and comprehensive damage to state owned vehicles through a self-funded program.
- Restitution of losses for any collision and comprehensive damages to state owned vehicles caused by the negligence or fault of another party. Settlement for all losses is the sole responsibility of Fleet and Mail Services.
- Average trade in price per the NADA Book, or
- The cost of repair or replacement. The cost of repair or replacement is based upon the lower of two competitive bids approved by the Risk Manager of Fleet and Mail Services.
- The state vehicle assigned to you will have in the glove box a State Vehicle Damage report.
- The damage report must be completed and forwarded
within 72 hours to
Fleet & Mail
301 E. 7th
Des Moines, Iowa 50319-0250
a copy should also be
forwarded to the department head-quarters to which the
driver is assigned.
- The assigned driver must notify the appropriate law enforcement department who will determine the extent of their investigation in the accident/incident.
- In all instances of vandalism the appropriate law enforcement agency must be notified.
- ADDITIONALLY, if the combined property damage
exceeds $500 or a personal injury is involved, a
Department of Transportation Report of Motor Vehicle
Accident form must be completed and distributed within 72
hours as follows:
- The original to the Department of Transportation;
- One copy attached to the damage report submitted to Fleet & Mail;
- One copy attached to the damage report submitted to the driver's headquarters.
- John Davis, President, 515-224-0461
- Steve Wolver 515-280-2450
- Fleet and Mail Services
- 301 East 7th Street
- Des Moines, Iowa 50319-0250
- Phone 515-281-5122
Lost Keys:
In the event that the key to the vehicle is lost, drivers may contact the nearest dealership to have replacement keys made at little or no cost. The driver must provide the dealership with the key number for the vehicle. The key number can be found on the bottom section of the vehicle assignment form or may be obtained by calling the state garage at (515) 281-3162.
Reporting Mechanical Problems
It is always the responsibility of the driver to have the vehicle properly repaired and returned to Fleet and Mail Services. Our vehicles are regularly inspected and serviced, but mechanical breakdowns do sometimes occur. That is why it is especially critical that all drivers report any mechanical problems on the Driver Comment form after completing their trips.
Damage Reporting:
In the event of an accident or any comprehensive vehicle damage, drivers must follow the steps contained in the Accident Reporting Procedure stated in Section IV of this manual. Again, it is the responsibility of the driver to arrange for the vehicle to be repaired and returned to this division if it is not safely drivable. Minor dents, scratches, window cracks, etc. must be indicated on the Department of Administrative Services Vehicle Accident Report.
Motor Pool Insurance Limitations:
Fleet and Mail Services is responsible for the self-funded liability insurance for all state owned or leased automobiles. This coverage is extended to the driver and all authorized passengers of a state owned or leased vehicle. In the past, the motor pool has covered collision and comprehensive damages to its vehicles through the rate structure. With the desire to lower our motor pool rates and to equalize the risk between motor pool and departmentally assigned vehicles, State agencies renting vehicles through the motor pool will be provided comprehensive insurance and collision coverage through the self-funded program. State agencies renting vehicles through the motor pool will be responsible for all damages up to a deductible amount of $500.00 as well as any dollar amounts in excess of $5,500.00. The insurance fund will pay for damage amounts exceeding $500 up to a total of $5,500. The Fleet Motor Pool will continue to cover comprehensive losses through its rate structure. Agencies that obtain vehicles through the motor pool from the private vehicle-leasing contractor will be required to purchase the collision damage insurance at the prevailing rate. Liability coverage will be provided pursuant to Chapter 25A of the Iowa Code for vehicles obtained through a private leasing contractor while the vehicle is used for official state business.
IV. INSURANCE:
The State of Iowa's self-funded automobile insurance program provides claims administration for liability, collision and comprehensive losses. State law requires that proof of insurance be maintained in vehicles at all times. Proof of insurance inserts are located in the plastic credit card pouch for each vehicle. Additional proof of insurance inserts may be obtained by contacting Fleet and Mail Services.
Liability and Comprehensive/Collision Coverage for State Owned Vehicles:
Fleet and Mail Services will provide claims administration for employees driving state vehicles on official business as follows:
Collision and comprehensive coverage is subject to a $500.00 deductible per occurrence with a maximum amount of $5,500.00 payable through the fund. Repair costs up to the $500.00 deductible, as well as those in excess of $5,500.00, are the responsibility of the department to which the vehicle is assigned, with the exception of Fleet and Mail Services Motor Pool (see Motor Pool Insurance Instructions). The insurance fund will be responsible for damage claims in excess of $500.00 up to the maximum amount payable of $5,500.00. The insurance fund will pay the lower of:
The deductible amount and salvage amounts, when applicable, are then subtracted from this amount to determine the amount payable from the fund. The Fleet and Mail Services, Risk Manager is solely responsible for obtaining restitution of collision and comprehensive losses caused by the negligence or fault of other persons. The assigned driver and departmental personnel must cooperate to provide all information requested in a timely manner to effect resolution of a claim. Any amounts recovered will be credited to both the department and the insurance fund based on the percentage of damage recovered. The monthly billing received from Fleet and Mail Services will credit amounts recovered as an accident settlement. The state driver is responsible for submitting to Fleet and Mail Services two estimates of repair and, when requested, salvage bids. The Risk Manager of Fleet and Mail Services will authorize repairs to a damaged state vehicle upon receipt of proper documentation. The cost of these repairs will be assessed to the department the vehicle is assigned. Injuries to state employees will be processed in accordance with the Iowa Worker's Compensation law.
Losses Resulting from Theft or Natural Disasters:
Damages to state-owned vehicles caused by theft or natural disasters are not covered by the state's self-funded automobile program. In cases resulting in loss from theft or natural occurrences such as hail, tornados, floods, etc., agencies may apply to the Executive Council for financial relief under the provisions Code of Iowa 29C.20 (1). This relief is intended to reimburse agencies for unanticipated expense resulting from the theft or natural disaster that would otherwise cause an adverse hardship to the agency's operating budget.
Coverage Limitations For Operating a Personally Owned Vehicle on State Business:
Any personally owned vehicle used on state business must be covered by a separate personal insurance policy. Coverage for any incident/accident is to be processed by the personal insurance company with the state's self funded program as excess protection only. Repairs to personally owned vehicles are the responsibility of the owner of the vehicle. The State of Iowa will not be responsible for damages to personally owned vehicles. Any potential liability claims involving personally owned vehicles must be reported according to the accident reporting procedures. Excess protection means the insurer of the owner of the vehicle provides basic protection and the state provides protection when the owner's insurance coverage is exhausted.
Defensive Driving Classes:
Since the inception of the self-funded liability program, state drivers have maintained very good driving records and the results have been a lower number of accidents than anticipated. This has enabled Fleet and Mail Services to institute rate reductions for liability coverage to the departments. One of the reasons for this historically low volume of liability claims has been the participation by state drivers in the Defensive Driving course jointly conducted by the Department of Administrative Services, Iowa Safety Council and the Iowa State Patrol. Employees who are newly assigned to a state vehicle should be scheduled to attend the next available class. It is the recommendation of Fleet and Mail Services that all frequent drivers of state vehicles take a Defensive Driving refresher course at least once every three years. Any drivers who have been issued a traffic citation or who have been involved in an automobile accident, which was totally or partially caused by their negligence, must attend the next offered Defensive Driving class.
Accident Reporting Procedure:
Any time a state vehicle is involved in an incident, accident or any potential liability claim, the following steps shall be followed:
If you are in an accident or incident that involves serious injury or death, contact the Risk Manager at 515-281-7703 or Fleet and Mail Services at 515-281- 5122. In the event you cannot reach either of these parties, you must call (collect and indicate you are an employee of the State of Iowa) North Central Adjustment, the State's independent claims adjusting service: 515/278-2875 or
Important
DO NOT ADMIT LIABILITY
DO NOT ATTEMPT TO SETTLE YOUR OWN CLAIM; YOU ARE NOT
AUTHORIZED TO DO SO
ADDRESS ALL CORRESPONDENCE TO:
Additional questions should be referred to:
Risk Management at 515-281-5122
License Plates for Totaled or Salvaged Vehicles:
It is the responsibility of the department to remove the license plate from departmentally assigned vehicles that are totaled or sold for salvage.
The license plates should be mailed to:
Fleet and Mail Services
301 E 7th St
Des Moines, IA
50319-0250
Updated 03/2007