Agencies are required to maintain the following records for each vehicle in their fleet for the length of time that the vehicle is owned by the state. There are additional vehicle record requirements listed in the Georgia Retention Schedule GASC-07-016 Property Disposition Requests for the disposition of a vehicle. Access the Georgia Archives Record Retention Schedules for applicable record retention guidelines. 

• Agency Purchase Order*
• Manufacturer’s Certificate of Ownership
• Dealer Invoice*
• Original Title
• Registration
• Copy of DOAS Surplus signed Bill of Sale when either selling a state-owned vehicle or receiving a vehicle into the fleet via transfer
• Surplus transaction record when turning in a vehicle to Surplus Property Division is kept within the DOAS Asset Management System
• MV-1 (if required) is maintained in Fleet Management System*
• Commuting Use
• Maintenance/Repair records*
• Emission Control Inspection (where applicable)
• Physical location of where the vehicle is based
• Other legal documentation *Fleet and Surplus Management systems maintain most documentation electronically.

All motor vehicle assignments for state employees must be documented in the OFM Fleet Management Database. Additionally, the justification for each motor vehicle assignment must be documented and approved by OFM using the online MV-1 form in the Fleet Management Database. Each MV-1 form must be electronically signed by the agency head. Justification for a state employee to drive a motor vehicle home on a routine basis must also be documented on this form.

It is the responsibility of each agency to keep these records current and updated each time an individual is assigned to a new motor vehicle (within 30 days of a change). Any change in status requires the closing of the current MV-1 and the creation of a new MV-1 form. Agency Fleet Managers must also maintain accurate asset records of motor vehicles by maintaining current driver assignments on the “asset creation” form on the OFM database.

Agencies are responsible for all state and federal reporting related to the accounting of commuting use and updating their vehicle records. Information on commuting mile compliance and recordkeeping can be found under the State Accounting Office’s Statewide Travel Policy

All commuting miles driven by state employees in state motor vehicles shall be documented by the Agency Fleet Manager in the OFM database.