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TREASURY DIRECTIVE 74-01

DATE:  March 5, 2014
 
SUBJECT:  Motor Vehicle Fleet Management
 
1.  PURPOSE. This Directive establishes policy and sets forth responsibilities and reporting requirements concerning official use of Government passenger carriers, including motor vehicles. This Directive establishes procedures and guidance for the efficient management and control of Treasury Department owned or leased motor vehicles. Treasury Directive 74-01 also authorizes the issuance of Treasury Directive Publication (TD P) 74-01, Motor Vehicle Fleet Management,” which describes in further detail motor vehicle fleet management.
2.   SCOPE.  This Directive applies to all bureaus, offices, and organizations in the Department of the Treasury, including the offices of Inspectors General within the Department.  The provisions of this Directive shall not be construed to interfere with or impede the authorities or independence of the Department’s Inspectors General.
3.  POLICY.  A government passenger carrier (hereafter “passenger carrier”) is a motor vehicle, aircraft, boat, ship, or other similar means of transportation that is   owned or leased (including non-temporary duty rentals) by the government, or has come into the possession of the Government by other means, including forfeiture or direct transfer. The Department acquires its vehicles primarily by lease through GSA.  GSA leasing is normally the least costly method of acquisition. Passenger carriers are to be used for official purposes only.
 
  1. The Department acquires its vehicles primarily by lease through GSA. Only Law Enforcement (LE) surveillance and communication platform vans, a limited number of international vehicles, and a limited amount of protection detail vehicles are purchased through GSA or other applicable contract;
b.      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;
c.       Each bureau or office shall operate and maintain only the minimum number of vehicles of each type necessary to meet that bureau's legitimate transportation requirements;
d.      Each bureau or office that operates motor vehicles and those vehicles do not participate in actual law enforcement, protective detail or emergency response activities 75% or more of the time, may establish a motor pool from authorized vehicles (hereafter “non-law enforcement motor pool);
e.       Establishment and maintenance a non-law enforcement motor pool must:
1)      Be coordinated with the  ODCFO; and
2)  Maintain a 3:1 or higher (3 employees for one vehicle)
 personnel-to-vehicle ratio  to achieve optimum fleet size; or
3)  Maintain a different personnel-to-vehicle ratio in proportionally  to the number of people requiring vehicles for official business, if approved by the ODCFO;
f.       Each bureau or office that operates motor vehicles participating in actual law enforcement, protective detail or emergency response activities 75% or more of the time, may establish a motor pool from authorized vehicles (law enforcement motor pool);
g.      Establishment and maintenance a law enforcement motor pool must:
1)      Be coordinated with the  ODCFO; and
2)      Maintain a 2:1  or higher (2 employees for one vehicle) personnel-to-vehicle ratio to achieve optimum fleet size; or
3)      Maintain a different personnel-to-vehicle ratio in proportionally to the number of people requiring vehicles for official business, if approved by the ODCFO;
h.      Use of motor vehicles is limited to situations where other forms of public transportation are not available;
  1. The passenger-to-vehicle ratios required above (see Section 3 e and g) do not apply to special purpose vehicles (i.e., protection detail, surveillance platform, police type or armored vehicles);
j.        The Department will utilize a fleet management information system (FMIS) in order to obtain and analyze the data and information necessary to achieve the policy objectives of the Department (FMR §102-34.340).  All agency-owned and commercial-leased vehicles must be maintained in a GSA FedFMS FMIS;
k.      By December 31, 2015, all new light duty and medium duty passenger vehicles leased or purchased by agencies must be alternative fueled vehicles (AFV).  Such AFVs must, as soon as practicable, be located in proximity to fueling stations with available alternative fuels, and be operated on the alternative fuel for which the vehicle is designed.  (Presidential Memorandum--Federal Fleet Performance May 24, 2011). The Department’s law enforcement components are not exempt from the requirement to acquire AFVs where the alternative fueling infrastructure is determined to be available (GSA Bulletin FMR B-33). The Department of Energy (DOE) alternative fuel stations in the Station Locator database will be used to determine if alternative fuel in available;
l.        AFVs that have been approved for Home-To-Work (HTW) will be required to use alternative fuel where the alternative fueling infrastructure is determined to be within 8 miles of the garage location or directly in route to residence. Treasury’s LE components will not be exempt from the requirement to acquire AFV and use AF if vehicles are acquired (GSA Bulletin FMR B-33);   
m.    Those employees and supervisors who are entrusted with Treasury-owned or leased motor vehicles are responsible for their proper use and care; and
n.      Law enforcement vehicles shall be used only in support of law enforcement purposes.
 
4.   RESPONSIBILITIES. Detailed responsibilities are delineated in TD P 74-01.
a.       The Assistant Secretary for Management (ASM) has Department-wide responsibility for the oversight and monitoring of the motor vehicle fleet management program.
b.      The Heads of Bureaus, the Director for Departmental Offices Operations, the Inspector General (IG), the Treasury Inspector General for Tax Administration (TIGTA) and the Special Inspector General for the Troubled Asset Relief Program (SIGTARP) have responsibility for oversight and monitoring of the motor vehicle fleet management program.
c.       The Deputy Chief Financial Officer (DCFO) shall monitor Bureau compliance with applicable laws, regulations and this Directive.
d.      The Department Fleet & Property Manager, OAM shall:
1)       monitor Bureau’s compliance with applicable laws, regulations and this Directive; and
2)      Conduct annual on-site reviews of documentation to ensure internal controls are in place, the proper use of vehicles, and that policies and procedures are implemented.
e.       The Bureau Motor Vehicle Program/Fleet Manager:
1)      Serves as the bureau representative for all domestic and foreign vehicular activities;
2)      Maintains systems for the effective control and accountability of all motor vehicle fleet assets;
3)      Develops and distributes guidelines to Vehicle Coordinators to conduct and annual physical inventory of motor vehicles;
4)      Monitors vehicles in the GSA FedFMS for commercial-leased or agency-owned vehicles and GSA Fleet Drive-thru for GSA-leased vehicles
 f.   The Unit Vehicle Coordinator is responsible for the management of vehicles assigned to the organizational unit. The unit vehicle coordinator shall:
1)      Assign vehicles to employees;
2)      Assign credit cards to vehicles and ensure each employees training is current;
3)      Ensure vehicle preventive maintenance is completed;
4)      Work with Bureau Fleet Manager and GSA to recommend vehicles for disposal or replacement; and
5)      Maintain vehicle records in the GSA FedFMS for commercial-leased or agency-owned vehicles and GSA Fleet Drive-thru for GSA-leased vehicles.
 
g.   The Vehicle Operator is responsible for the safe operation of the vehicle and safeguarding the vehicle, fleet credit card and license plate, and must:
 
1)      Obey all federal, state and commonwealth laws; and
2)      Comply with all training requirements required to operate and maintain the vehicles.
 
5. FORFEITED/SEIZED AND DIRECT TRANSFER MOTOR VEHICLES. Specific requirements are delineated in TD P 74-01.
a.   A motor vehicle that is seized during the performance of law enforcement duties, and subsequently forfeited, may not be incorporated into a Bureau or Office general fleet for official use without prior approval from the ASM or DCFO.
b.   If a bureau or office determines that a seized/forfeited and direct transfer motor vehicle is required to support a mission, a request can be submitted to the ASM or DCFO for approval. Such a request must contain the following:
1)      A determination that vehicles are in compliance with 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; and that either: 
2)      Retention of the vehicle will not increase the fleet size; or
3)      The vehicle will be assigned to an overseas post.
 
6. CLEAN AIR ACT. Specific requirements are delineated in TD P 74-01.
When required by a State motor vehicle administration, bureaus and offices will comply with all federally mandated vehicle emission inspection programs 42 U.S.C. § 7541.  
 
7.  ACCIDENT/INCIDENTS. Specific requirements are delineated in TD P 74-01.
a.       All damages must be immediately reported to the Bureau Fleet Management Office. Unit Vehicle Coordinator shall process Accident/Incidents Reports no later than five (5) business days following receipt of the report from driver. Copies of the accident reports shall be file in the vehicle folders and forwarded to the Bureau Fleet Management Office if the forms cannot be accessed through a data base system (i.e. FMIS).
 
8. ACQUISITION OF VEHICLES. Specific requirements are delineated in TD P 74-01.
 
a.       Non-law enforcement vehicles: In the event that a GSA interagency motor pool vehicle is not available for assignment, Bureaus or Offices shall submit requests for a commercial lease to ODCFO OAM. Copies of all lease agreements for vehicles, including renewals, shall be forwarded to ODCFO/OAM within 30 days after completion of the procurement action. GSA short-term rentals shall be considered prior to requesting commercial lease vehicles and documented on the request.
b.   Law enforcement vehicles: A certification is required by law before funds may be obligated for the purchase or lease of vehicles, those purchase requests shall be submitted to ODCFO OAM for certification by the ASM annually as determined by the ODCFO OAM. Only surveillance communication platform vans and a minimal number of SUVs designated as protection vehicles will be purchased.
c.   A vehicle that does not meet the low GHG emission requirements established by GSA and therefore does not comply with EISA § 141, EO 13514 and Presidential Memorandum-Federal Fleet Performance may be purchased or leased only if a “functional waiver”.  All waiver requests (whether for GSA- or commercial-leased, or agency purchased vehicles) must be signed by the affected Treasury Bureau Head or Deputy.
 
d.   All bureaus and offices must submit a certification to the DCFO for approval prior to the purchase of SUV’s that comply with EISA § 141.
      Certification shall include vehicle:
1)      Make
2)      Model
3)      POD
4)      State and Zip Code
5)      Alternative Fuel Stations
6)      Justification for Selected Vehicle
7)      g CO2/mile
8)      Lease Rate
 
9. VEHICLE LICENSE PLATES. Specific requirements are delineated in TD P 74-01.
 
a.       GSA’s Fleet Service Representatives (FSR) will assign GSA license plate to vehicles in the Federal Motor Vehicle Registration System (FMVRS). It is the Bureau Fleet Manager’s responsibility to ensure the information is correct and that all vehicles are in FMVRS.
b.      All Treasury vehicle license plates shall be acquired, assigned, controlled, and disposed of in accordance with Federal regulations and the following provisions:
c.       ODCFO/OAM will order all Treasury license plates. The license plates will contain a “T” prefix followed by five digits;
d.      Bureaus and Offices must maintain a current and complete log of accountability for each official government license plate number assigned to them.
e.       “T” license plates will be used only on Treasury owned and commercially leased vehicles.
f.       All vehicles with “T” license plates must be entered in the FMVRS within 15 days of issuance (see department fleet managers for access the system).
g.      An inventory of all Treasury license plates shall be submitted annually to ODCFO OAM by December 15 of each year. If the license plates are in the FMVRS system, OAM is able to review the license plate information. License plate information must be validated by December 15. (T licenses plates can no longer be transferred from one vehicle to another).
h.      Bureaus and offices must request limited exemptions from displaying U.S. Government license plates to the ASM. The ASM may delegate this authority to the DCFO for all vehicles requiring limited exemption. (OIG, IRS-CI, SIGTARP and TIGTA are authorized unlimited exemption):
            1) Limited exemption
2) Unlimited exemption
 
10. VEHICLE FLEET PURCHASE CARD. Specific requirements are delineated in TD P 74-01.
a.       Each Bureau or office shall be required to follow GSA’s policy requirements as established.
b.      Each Bureau or office shall establish requirements for their vehicle fleet card program, including internal controls.
 
11. VEHICLE MISUSE.
a.       Each bureau or office and its employees shall comply with all laws and regulations and Department policies concerning the use of government motor vehicles, to include government-wide policies on motor vehicle issues (such as seat belt use, smoking, cellular phone usage, and prohibition against texting while driving).
b.      All allegations of vehicle misuse received by ODCFO OAM shall be referred to the appropriate bureau or office, to OIG or TIGTA.  Allegations referred to bureaus or offices shall be investigated promptly and the resulting reports shall be available for audit.
 
12. VEHICLE SAFTEY MANAGEMENT PROGRAM. Specific requirements are delineated in TD P 74-01.
a.       Each bureau will develop and implement a defensive driver-training program.
 
13. REPORTING. Specific requirements are delineated in TD P 74-01.
  1. Department Reports 

1)      Alternative Fuel Vehicle Program (EPAct 1992; ECRA 1998)

2)      Sustainability Plan (EO 13514)
b.      Bureau Reporting
1)      Inventory Reporting (purchased and commercial leased vehicles only)
2)      Lease or Purchase Analysis
3)      LE Procurement Packet Request
4)      Functional Waiver Request
5)      EPAct 2005 Section 701 through the Federal Automotive Statistical Tool (FAST) system
6)      OMB A-11 Annual Motor Vehicle Fleet Report Submission through the FAST System
c.       FAST Data Call
1)      Accident Report
2)      Vehicle Allocation Methodology (VAM)
 
14. FLEET MANAGER AWARD PROGRAM. Specific requirements are delineated in TD P 74-01.
This award is designed to recognize and honor individuals who have demonstrated exceptional skills and abilities in the Federal motor vehicle fleet management profession and to honor individuals who have been instrumental in helping the Department achieve a more efficient and sustainable fleet which supports the Departmental and Federal government’s Fleet Management Program goals (EO 13423, EO 13514).
 
15.  VEHICLE PARKING.
No government vehicles shall be parked overnight at any public transportation parking facility (i.e. airport, subway, train stations etc.), unless the vehicle is occupied or being used as a work area (surveillance). Work office building parking facilities are not considered public transportation parking facilities.
 
16. TRANSPORTATION AND SHUTTLE SERVICES. Specific requirements are delineated in TD P 74-01.
Bureaus that operate Federal employee transportation and shuttle services shall implement guidance regarding the establishment and maintenance of such services. This guidance shall be based on reduce costs and environmental impacts.  The guidance shall include:
a.       Making agency shuttle routes, stops, and schedules available to other Federal agencies where feasible;
b.       Eliminating or reducing underperforming agency shuttle services;
c.       Working to consolidate overlapping and duplicate Federal shuttle services;
d.      Incorporating AFVs within agency shuttle services;
e.       Frequently monitoring agency shuttle utilization, ridership, and cost-per-rider metrics to ensure a cost/benefit of providing and maintaining this transportation service; and
Periodically surveying employee transportation used to commute to work in order to support targeted efforts to enhance the use of public transportation by Federal employees (EO 13514; GSA Bulletin FMR B-28).
 
 17. FLEET VEHICLE UTILIZATION. Specific requirements are delineated in TD P 74-01.
a.       Each bureau or office will:
 
1)      establish a policy with clearly defined utilization criteria related to the mission of a vehicle to ensure that decisions to acquire and retain vehicles are based on a validated need.
2)      conduct a utilization study to ensure that fleets are the right size and composition.
3)     conduct periodic assessments of the number and type of vehicles in their  fleets using these criteria.
4)      maintain data to demonstrate utilization rates based on usage type, or the way vehicles are used. Examples include: 
a)      Daily Motor Pool – Track the percentage of vehicles used each day
b)      Permanent Assignment – Track utilization by miles per month
c)      Courtesy Fleet – Track how often vehicles are used for purposes such as temporarily replacing vehicles that are in for maintenance.
 
18. AUTHORITIES.
   a. 31 U.S.C. 1343, "Buying and leasing passenger motor vehicles and aircraft".
   b. 31 U.S.C.1344, “Passenger Carrier Use”.
   c. Energy Conservation Act of 1998
   d. The Energy Policy Act (EPAct) of 1992, codified in relevant part in 42 U.S.C.   Chapter 134, Subchapter I, "Energy Policy - Alternative Fuels - General".
    e. The Energy Policy Act (EPAct) of 2005, P.L. 109-58
     f. Sections 141 & 142, the Energy Independence and Security Act of 2007, Public Law      110-140
     g. 40 U.S.C. 491 Chapter 5, Subchapter 6 "Motor Vehicle Pools and Transportation Systems".
     h. 40 U.S.C. Chapter 175, "Federal Motor Vehicle Expenditure Control".
      i. 41 CFR Chapter 102, "Federal Management Regulation", including Part 102-34, "Motor Vehicle Management".
      j. Executive Order 13423 "Strengthening Federal Environmental, Energy and Transportation Management".
      k. Executive Order 13514 “Federal Leadership in Environmental, Energy, and Economic Performance”.
       l. Executive Order 13513 “Federal Leadership on Reducing Text Messaging While Driving”.
      m. Presidential Memorandum--Federal Fleet Performance dated May 24, 2011.
 
19. EXCEPTIONS.  This Directive does not apply to the use of a government  passenger carrier used in conformity with the Federal Travel Regulation for official travel to perform temporary duty assignments outside the employee's commuting area and away from a designated or regular place of employment (41 CFR Part 301).  It 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.
 
20. CANCELLATION.   Treasury Directive 74-01, "Motor Vehicle Fleet Management", dated, March 10, 2007 is superseded.
 
21. OFFICE OF PRIMARY INTEREST.  Office of the Assistant Secretary for Management,
Office of the Deputy Chief Financial Officer and Office of Asset Management.
 
 
 
 
                                                                        /S/                                                                               
                                                                        Nani A. Coloretti
                        Assistant Secretary for Management
 
 
 
Last Updated: 3/13/2014 11:53 AM

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