Appendices
Appendices
A. Glossary of Terms
| Agency | Any executive branch agency, authority, board, bureau, commission, council, department, office, unit, entity, or instrumentality of the state, and others as may be designated by the Governor, or to the extent that such designation does not conflict with state law |
| Agency Fleet Manager | Agency individual responsible for coordination of all vehicle activities outlined in this manual and other policy memorandum |
| AOB | Annual Operating Budget |
| Assigned Vehicle | A vehicle under the exclusive control of an employee during the workday or the vehicle is routinely driven by an employee. |
| Commute Mileage | The miles traveled on a regular (usually daily) basis from a state employee’s alternate workplace to the state employee’s conventional worksite. This should be a standard distance that does not change from one trip to the next. |
| DOAS | Department of Administrative Services |
| Donated Vehicle | Vehicles that are donated by individuals, foundations, counties and municipalities. Donated vehicles are accounted for and managed as state vehicles. |
| Emergency Vehicle | Any vehicle that is legally authorized by a government authority to exceed the speed limit to transport people and equipment to and from situations in which speed is required to save lives or property, such as a rescue vehicle, fire truck, or ambulance. |
| EPAct | Energy Policy Act |
| Fiscal Year | The period from July 1, 20XX through June 30, 20XX. |
| GVWR | Gross vehicle weight rating |
| Law Enforcement Vehicle | Any vehicle which is used for law enforcement activities including, but not limited to chase, apprehension and surveillance of people engaged in or potentially engaged in unlawful activities. |
| Light Duty Vehicles (LDV) | Cars and light trucks whose gross vehicle weight rating is 8500 lbs. or less |
| O.C.G.A. | Official Code of Georgia Annotated |
| OFM | Office of Fleet Management |
| OPB | Office of Planning and Budget |
| Official State Business | Any activity directed and controlled by a state agency that advances the lawful policies and purposes of the agency. |
| On-Call Status | A state employee responsible for being on duty after normal business hours |
| Regular License Plate | Plates issued by Department of Revenue for covert or secret investigatory police functions (sometimes referred to as confidential tags). |
| State Business Miles | Total miles driven minus commute miles driven. |
| State Employee | Any person employed by an agency as defined above including elected and appointed officials, law enforcement officers and volunteers participating in a structured volunteer program organized, controlled and directed by a state entity. Contractors are not authorized to drive state vehicles except when specifically authorized by state law. |
| State License Plate | Standard license plate required by O.C.G.A § 40-2-37 to be affixed to all state vehicles showing the state as the owner of the vehicle. |
| State Vehicle | A vehicle owned, rented, borrowed, leased, donated or otherwise under the possession and control of the state licensed for highway use. A rental vehicle is a state vehicle if it is rented by a duly authorized employee at the cost of the state solely for official state business. |
| Tag County | County where the vehicle is registered, not necessarily the county where the vehicle is domiciled. |
| Vehicle | Any vehicle in the control/possession of state agencies AND is capable of being tagged and titled in the State of Georgia and driven on highways or streets, including motorcycles. |
| Vehicle County | County where the vehicle is domiciled, not necessarily the county where the vehicle is registered. |
| VIN | A seventeen-character (alphanumeric) vehicle identification number provided by the manufacturer. Normally found on Georgia title, registration or Certificate of Origin. Pre-1982 vehicles carry a VIN number of less than 17 characters. |
B. Vehicle Markings
Affix to the front door on each side a clearly visible decal or seal containing the name of the government entity owning or leasing vehicle. Agencies are authorized to have their vehicles marked with their own specially designed seals, so long as each such specially designed seal shall clearly identify the agency as being a part of state government. Otherwise, generic state seals and departmental strips shall be used to mark the vehicles.
C. Forms
- C-1. Pool Vehicle Utilization Log
- C-2. Monthly Assigned Vehicle Utilization Report
- C-3. Vehicle Acquisition Matrix
- C-4. How to Acquire a Vehicle (Process Flow)
- C-5. Capitol Hill Map
- C-6. Fleet Safety Guidelines for Passenger Carrying Vehicles
C-1, Sample Pool Vehicle
Utilization Log POOL VEHICLE UTILIZATION LOG
C-2, Sample Monthly Assigned Vehicle Utilization Report
MONTHLY ASSIGNED VEHICLE UTILIZATION REPORT
C-3, Vehicle Acquisition Matrix
The State of Georgia’s fleet includes several aged and/or high mileage vehicles. Reducing the average age and mileage of the fleet is a goal of the Office of Fleet Management (OFM). To allow these vehicles to be transferred from one agency to another defeats those efforts. To reduce the number of these types of vehicles that can re-enter the vehicle inventory after replacement or disposal, we have established guidelines on state agency acquisition of vehicles. These guidelines will apply to vehicles proposed for acquisition from any source including donated and used vehicle purchases. Effective January 1, 2019, the guidelines will apply to any state agency falling under the policies and procedures of Policy 10: Rules, Regulations and Procedures Governing the Purchase, Operation and Disposal of Motor Vehicles and Associated Record-keeping. These may be rescinded or altered as determined by OFM and OPB.
| Type of Vehicle | Not Available for Transfer or Purchase | Only Available to Police / Public Safety | Only available <175,000 Miles | Only Available < 275,000 Miles (GAS) / < 500,000 Miles (DIESEL) | Only Available < 800,000 Miles |
| Pre-2005 15 Passenger Vans | X | ||||
| Ford Crown Victoria | X | X | |||
| Sedans, Small Vans and Pick Up Trucks no greater than 10,000 Pounds GVW | X | ||||
| Cutaways and all vehicles from 10,000 to 26,000 Pounds Gross Vehicle Weight Rating (GVWR) | X | ||||
| Vehicles with a GVWR greater than 26,000 Pounds | X |
- No Vehicle Greater Than 15 Years Old (Difference Between Vehicle Model Year and Current Calendar Year) is Available for Purchase or Transfer
- No Vehicle with Broken or Rolled Over Odometers Unless Mileage can be Established by OFM Records is Available for Purchase or Transfer
- Exceptions:
- Technical Schools and Public Safety Training Center for Non-Road Worthy Vehicles Only
- Historical Vehicles Used for Display or Public Relations
C-4, How to Acquire a Vehicle (Process Flow)
C-5, Capitol Hill Map
For the purpose of vehicle pools, the Capitol Hill Area is defined by those areas outlined by the heavy black lines and includes state agencies, activities, and offices located within those boundaries.
Included is the geographic area generally bounded by Interstate 20 on the South, Washington Street and/or Central Avenue on the West, the CSX railroad tracks and/or Decatur Street on the North, and Interstate 75/85 (Downtown Connector) and/or Martin Street and Terry Street on the East. Also included is the office building at Two Peachtree Street.
The specific buildings identified on the map are for reference and orientation. They are not intended to imply that the guidelines on vehicle pools might not apply to agencies located in buildings not specifically identified on the map.
C-6, Fleet Safety Guidelines for Passenger Carrying Vehicles
The document below is intended to serve as a guide for sustaining Safety, Operations and Modifications to the State of Georgia passenger carrying vehicles during COVID-19 or other virus-related occurrences. This guide was been developed in accordance with the Department of Administrative Services Guidance for Continuing State Operations in Response to COVID-19.
Please click on the embedded document below for details on this important safety guidelines to ensure safety for operations and modifications to State of Georgia passenger carrying vehicles.
Fleet Guidelines for Passenger Carrying Vehicles PDF (to be hyperlinked)
Georgia Fleet Management Manual Appendices
Georgia Fleet Management Manual Appendices
Georgia Fleet Management Manual Appendices
Georgia Fleet Management Manual Appendices
Appendix B: Vehicle Markings
Affix to the front door on each side a clearly visible decal or seal containing the name of the government entity owning or leasing the vehicle. Agencies are authorized to have their vehicles marked with their own specially designed seals, so long as each such specially designed seal shall clearly identify the agency as being a part of state government. Otherwise, generic state seals and departmental strips shall be used to mark the vehicles.
The Vehicle Number should be displayed in 2 inch, 4-digit decals on the right front and right rear of the vehicle. Normally black letters are used; however, white letters may be used on dark-colored vehicles.