MANATEE COUNTY VEHICLE ASSIGNMENT ADMINISTRATIVE PROCEDURES

Transcription

1 MANATEE COUNTY VEHICLE ASSIGNMENT ADMINISTRATIVE PROCEDURES Last Revised: February 1, 2008 PURPOSE The purpose of the Manatee County Vehicle Assignment Procedures is to establish procedures for Manatee County management to follow when assigning or authorizing employees or other County agents to operate County owned vehicles or personal vehicles for County business. IMPLEMENTATION RESPONSIBILITIES Department Directors have primary responsibility to ensure the Board s Personnel Policies and these administrative procedures concerning vehicle assignment and use are complied with. To the extent a department s unique operations require, the director shall establish department-specific supplemental procedures to implement such policies or procedures. General Vehicle Assignment Criteria County vehicles are only to be assigned to employees required to perform duties which in turn require the assignment of a County vehicle. Per the Board s Personnel Policy, all vehicle use shall be limited to that which is required to conduct County business, except for brief comfort stops (for meals, breaks, and restroom use). Any out-of-county travel must be approved by the Department Director or other authorized management. CATEGORIES OF VEHICLE ASSIGNMENT Vehicles used for conducting County business fall into one of several categories: daily assigned vehicle, take home vehicle, pool vehicle, or personal vehicle. These procedures establish the criteria under which each category of vehicle use will be assigned by the Department Director. The Fleet Services Division shall monitor mileage and other use data on assigned vehicles and report data annually to relevant Department Directors so they may review and revise assignments based on most efficient use of financial resources and changing operational needs. Daily Assigned Vehicles A daily assigned vehicle is assigned to an employee whose position requires use of a County vehicle for conducting County business during normal work hours. This vehicle will be parked at a designated County owned or controlled location overnight and during the workday while not in use. Directors may authorize Division Managers to designate non-standard overnight parking locations on a limited time basis where a unique project or circumstance so requires

2 A daily assigned vehicle may be assigned to an employee if the employee s duties cannot be efficiently and effectively performed without the daily availability of the assigned vehicle (taking into account any unique functionality or equipment on the vehicle), and: 1. Duties cannot equally be performed by use of a similarly equipped pool vehicle, or 2. The monthly mileage claim costs of a personal vehicle are documented to exceed the operational costs of a daily assigned vehicle on a regular basis into the future; or 3. Normal assigned duties require operation of a vehicle, including requirements to travel to and among out of office locations, for at least half of the employee s average work day. Take Home Vehicles A take home vehicle is a County owned or controlled vehicle, assigned to an employee for County business use, and which the employee is also permitted to use to commute to and from work. Assignment of a take home vehicle must be requested by executing a Twenty-Four Hour Vehicle Assignment form (Exhibit 1), the original of which shall be retained in the Fleet Services Division s master vehicle records. A request for a take home vehicle may only be approved by a Director where the employee resides within Manatee County, and one or more of the following factors is present: 1. The employee s job duties routinely require immediate standby or call back response to emergencies during off-duty hours directly from the employee s residence, and the duties to be performed in responding to the emergencies cannot safely or effectively be performed without the capabilities or on-board equipment of the County vehicle. 2. The employee's job duties require or permit daily travel directly to and from his or her residence to an assigned work site rather than report to an official business center first, and where it can be clearly demonstrated that the costs to the County, including compensated time, fuel, vehicle wear and operational efficiency, are less than the costs to the County associated with requiring the employee to report to a business center first to pick up a County vehicle. The County Administrator may authorize a take home vehicle assignment outside Manatee County which does not fall within the foregoing restrictions where, in his or her judgment, the assignment is in the best interests of Manatee County Government, based upon the written justification of the Director requesting the assignment. Fleet Services will annually initiate a new take home vehicle authorization form for existing authorized take home vehicle and forward it to the Department Director to review and re-authorize, or revise its assignment status. As reflected in the Personnel Policies concerning County vehicles, employees who are assigned take home vehicles are personally responsible for the personal tax liability which may be attributed to this benefit. Approved take-home vehicle requests are to be reported by the approving official to the Clerk of the Circuit Courts, Finance Department to ensure compliance with IRS regulations relating to taxable benefits

3 When the need for availability of a take home vehicle is temporarily lost, the Director shall require the assignee to return the vehicle to the Fleet Services Division so it may be used as a pool vehicle until the temporary loss of justification is over. Such loss of justification for take home vehicle access include circumstances where: a) Assignee is on vacation, sick leave or otherwise off duty for more than three working days. b) Required conditions that justified overnight retention are interrupted for more than three working days. Short-Term Emergency Authorization for Take Home Vehicle In emergency circumstances, Department Directors may authorize employees to use County vehicles in a take home capacity. All such short term authorizations will be monitored and terminated by the Director as soon as possible following the event(s) that create the emergency. All authorizations will be documented by the department and kept on file for possible FEMA reimbursements. Emergency work, in this case, is defined as necessary work requiring immediate attention for the protection of persons or property that specifically requires the presence of the assignee in a supervisory and/or technical capacity to reduce the emergency. Pool Vehicles Employees who regularly are required to engage in travel during the assigned work day but who do not qualify for a daily assigned or take home vehicle may use departmental pooled vehicles, if available. Departmental pooled vehicle quantities are established by Fleet Services based upon the historical and current demonstrated needs of the department. The need is measured, in part, by the amount of time a vehicle is in service and/or mileage vehicles acquire. Personal Vehicles County employees required to travel during the assigned work day may be directed to use their personal vehicles to conduct County business if a County pool vehicle is not available. Employees using personal vehicles may request mileage reimbursement from the County at the current established mileage rate as permitted by the County's Travel Regulations. Current reimbursement rate schedules are available from the Clerk of Courts Finance Department. Employees who are granted car allowances shall not also seek mileage reimbursement. VEHICLE ASSIGNMENT AND AUTHORIZATION PROCEDURES Vehicles are authorized based upon the requirements of a specific position, not on the incumbent filling the position. When an employee having an assigned vehicle leaves a position, the vehicle assignment remains with the position unless the position is eliminated or changed circumstances call for a change in the assignment status of the vehicle. If the position is eliminated, the vehicle will be turned in to Fleet Services for reassignment

4 Initial Request for Authorization/Assignment When a Department Director desires a vehicle to be authorized, pool or to a specific position, he or she will complete the Fleet Services Questionnaire included in the FMD budget preparation manual (J FORM). Specific attention should be given to the justification section of this form. In justifying the request, the Director should include such items as the amount of time the position spends in field work, the job characteristics of the position that requires the permanent use of a vehicle, the need for overnight parking at a location other than official business center, and the economic benefits, if any, of a permanent assignment versus other methods of transportation; i.e., pool vehicle, mileage reimbursement, mileage allowance, etc. As previously mentioned, vehicles are assigned to a specific position, not the employee. Therefore please reference the position number on the form. If the vehicle will be added to the departmental pool, please state as such. Fleet Services will evaluate the use of the current fleet to make a recommendation. When completed, the Department Director must submit the form to the Fleet Manager. The Fleet Manager reviews the request to determine if it meets the vehicle assignment criteria and if the fleet has a vehicle available to be assigned. Upon completing the analysis, the Fleet Manager will forward a recommendation back to the Department Director for approval or disapproval. The Fleet Manager will retain a copy of the form on file, and take action so that the authorization can be incorporated into the appropriate budget. Fleet Services Follow-up Annually, Fleet Services will provide each Director data such as the percentage of use of take-home vehicles used for business purposes and utilization of all equipment with recommendations of reassignments or pooling. This information will assist the Director in determining the most economical means of supporting the mission using vehicular equipment. Change in Authorized Driver As previously mentioned, vehicles are assigned to a specific position, not an employee. Prior to a change in assignment authorization, the Department Director must verify that the authorized driver is aware, has received a copy, and adheres to, Manatee County Policy XXVI Use of County Vehicles and any other applicable forms. Legal Acknowledgement Forms In addition to any administrative forms and records the County administration may require to be completed in order to authorize an employee to operate a County vehicle or personal vehicle for County business, Department Directors shall also ensure that any forms drafted by the County Attorney s Office concerning the acknowledgement of liability limits and other similar legal matters related to vehicle use are executed by all relevant vehicle users. To the extent the CAO does in the future issue such standard official forms, they will be appended to these procedures as an appendix

5 VEHICLE ID POLICY All Manatee County owned vehicles and equipment will be marked with proper identification. This includes an authorized seal and a County property identification number displayed in accordance with this policy. Any exception to marking a vehicle must be approved by the County Administrator or his/her designee. All seals will be centered on the front doors of vehicles and equipment and the property identification number displayed with 2 inch black letters, front and rear, of the vehicle. Seals and property identification numbers will be displayed on the sides of the engine covers of all equipment without doors. Fleet Management will coordinate with respective Departments for authorized markings, purchasing and installing the seals and property numbers. ADDITIONAL MOUNTED EQUIPMENT REQUEST Vehicles and equipment are purchased with the optional equipment required at the time of original purchase. At times vehicles become inefficient or not sufficient for the function the vehicle supports due to technological or operational changes that require additional equipment for continued operation. Additional equipment will be installed upon submission and approval of an additional equipment request form (Exhibit 2) from the Department Director or Division Manager to the Fleet Manager. The cost of the additional equipment will be billed to the requesting department. Issued by: date: Ed Hunzeker County Administrator - 5 -

6 Exhibit 1 MANATEE COUNTY TWENTY-FOUR HOUR VEHICLE ASSIGNMENT REQUEST TO: Public Works / Fleet Services FROM: Department Division EMPLOYEE S NAME & JOBTITLE: STANDBY ( ) ROTATION ( ) OPERATIONAL ( ) JUSTIFICATION/USE: EMERGENCY RESPONSE REQUIREMENTS: VEHICLE #: DRIVER S LICENSE NO.& CLASS: EXP. DATE: ROUNDTRIP Home to Work (Monthly Mileage): EMPLOYEE S HOME ADDRESS: EMPLOYEE S HOME PHONE NO: ESTIMATED AVERAGE MONTHLY BUSINESS MILES: IMPACT, if denied: REQUESTED BY: or Department Director / Date Division Supervisor / Date DRIVING LICENSE/RECORD: (Contact Human Resources) ACCEPTABLE ( ) UNACCEPTABLE ( ) Date. Fleet Services Review & Recommendation: ( ) Approve ( ) Disapprove Fleet Manager Date =============================================================== = Cost Analysis: Vehicle Cost = $. Vehicle Allowance = $. APPROVED ( ) Vehicle, ( ) Allowance DISAPPROVED ( ) County Administrator or Designee Date =============================================================== = FOR FLEET SERVICES USE ONLY: Date Filed MMS Annotated - 6 -

7 Exhibit 2 MANATEE COUNTY ADDITIONAL MOUNTED EQUIPMENT REQUEST TO: Public Works / Fleet Services FROM: Department Division Unit Asset Number: REASON REQUIRED: SAFETY ( ) OPERATIONAL EFFICIENCY ( ) DESCRIPTION / JUSTIFICATION / USE: IMPACT/ALTERNATIVE, if denied: REQUESTED BY: or Department Director / Date Division Manager / Date Fleet Staff Review: ACCEPTABLE ( ) UNACCEPTABLE ( ) Estimated cost if approved: $. =============================================================== = APPROVED ( ) DISAPPROVED ( ) Fleet Manager or Designee Date cc: Asset File - 7 -