The State of Georgia Fuel Card is a charge card designed to enable authorized State of Georgia employees to make fuel purchases for vehicles and equipment used for official state business. The fuel card program is offered by the Department of Administrative Services (DOAS) and managed by the DOAS Office of Fleet Management (OFM). Guidelines for state employees of any state entity who purchases fuel and related products for State-owned/leased vehicles and equipment can be found in the Statewide Fuel Card Standards and Guidelines. 

All state vehicles (owned or leased) must be fueled using the state fuel card or at a state-owned bulk fuel site. For vehicles not using the fuel card, all transactions must be filed with DOAS OFM by the 10th of every month for the previous calendar month listing the vehicle by state ID, VIN, # of transactions, the total gallons, and the actual cost per gallon. This information must be provided on every vehicle in the agency’s fleet regardless of activity or lack thereof. Vehicles without reporting activity for more than 90 days will be subject to a review for reassignment or surplus. The operating agency will be barred from obtaining additional or replacement vehicles until all fuel issues are resolved. DOAS will provide a template for reporting all fuel transactions. 

Specific information regarding the statewide fuel card standards and guidelines is provided on the OFM website. 

Maintenance is an investment that will pay dividends in the form of improved reliability, durability and resale value. Agencies will ensure all vehicles have, at least, the normal preventive (scheduled) maintenance performed as required by the vehicle manufacturer and that materials used meet specifications so as not to void warranty coverage. Vehicles requiring special maintenance will be identified and special requirements met. Examples include:

• Towing or carrying heavy loads.
• Extensive idling and/or driving at low speeds for long distances.
• Driving in dusty conditions.
• Off-road operation.
• Use of E85 fuel 50% of the time or greater.
• Natural Gas or Propane Vehicles.
• Police use.

A Maintenance Management Program (fee based) contract is in place which offers agencies a full range of fleet related services. Services include repair authorization, vehicle maintenance, emergency roadside service, and agency billing. Use of this contract allows for maintenance data to be gathered and imported into the Fleet Management System and the agencies using this contract are not required to input maintenance data that is a part of this program. Services can be purchased for specific vehicles or for their entire agency fleet. This service includes:

• 24-hours per day, 7 days per week, 365 days per year vehicle maintenance approval services.
• A nationwide vendor network for repairs, preventive maintenance, and emergency vehicle towing.
• An operator’s manual that provides instructions on how to handle maintenance needs. This will include preventive maintenance coupon sheets to be used at the specified intervals. An ID service card is also included to purchase maintenance and repairs not covered under the preventive maintenance coupon sheets.
• The ability to capture post warranty repair dollars.
• On-line access to agency vehicle repair information.
• Agency defined repair limit parameters.
• Various management reports allowing the agency to focus on issues associated with improved management.
• Reduced administrative man-hours, freeing up employees to handle other duties.