2.4 State Agencies

Agencies determine the need for vehicles in the execution of their statutory duties. Agencies ensure strict compliance with the standards developed by OFM and manage their fleet in a manner that complies with all policies, rules and regulations governing the purchase, operation, use, assignment, maintenance, service, repair, and disposal of automobiles.

It is the responsibility of each agency head to ensure that the provisions of OPB Policy 10 are accurately reflected in agency policies and are strictly enforced in a manner to ensure that state vehicles are operated and managed in an effective, efficient and responsible manner. Agencies shall not adopt policies or procedures that are less restrictive than state fleet policies and procedures but may include additional information associated with the agency’s specific business needs. This manual can serve as a guideline as to what should be included in the departmental policy.

Each agency shall appoint an Agency Fleet Manager (AFM) to serve as the principal point of contact for fleet matters within the agency. Agencies must keep OFM informed of their designated point of contact, including contact information for that individual by sending an email to fms@doas.ga.gov. 

Agency Fleet Manager changes must be coordinated with OFM at the time of any change to ensure agencies receive information published by OFM. In addition, agencies are responsible for the following activities associated with the management of their fleet:

• Agency Heads and Agency Fleet Managers monitor use and compliance with published vehicle statutes, rules, regulations, policies. and procedures.
• Agencies are responsible to ensure that Agency Fleet Managers attend all Fleet Management Workshops or meetings to ensure they receive the latest information regarding news, updates, or changes to fleet management policies and procedures.
• Each agency is responsible for developing its own fleet policy. At a minimum, an agency fleet policy should include: the establishment and authority of the Agency Fleet Manager; vehicle selection and acquisition; vehicle operations and utilization; control of vehicle operating costs; accident reports, and insurance coverage; control of accident costs; control of repairs and maintenance; cost control methods; proper and timely disposal of used vehicles; and continuous review and development of improved methods, policies and procedures.