FM Library: forms, processes, rules & tools
FM Daily Rental
FM Monthly Lease
FM Vehicle Service
Alternative Fuels Program
Fleet Contracts & Services
Vehicle Owning Agencies
FREQUENTLY ASKED QUESTIONS
Drivers must have a Personal Identification Numbers (PIN) issued to the driver to fuel state vehicles. Any PIN already issued to employees should be assigned to the Fleet Card account along with their associated EMPLID’s (Fleet Card account that an agency establishes with the Fleet Card provider - firstname.lastname@example.org).
Will Fleet Management provide agency drivers with PIN?
Summarizing, Fleet Management assigns PIN to drivers of FMD owned vehicles if the leasing agency does not own vehicles = does not have their own Fleet Card account. Agencies need to establish PIN for their vehicle drivers on their own with the vendor and report that PIN for Fleet Management.
Does the state’s Auto Liability Self-insurance Program administered by the Risk Management Department of the Division of Capital Assets Management protect any person driving a state owned vehicle?
There are several ways to utilize a vehicle for state business. First is a long term commitment either by vehicle purchase or lease through FMD. Second is mileage reimbursement.
Daily car rental is a middle solution that offsets costs and risk associated with the options mentioned above for those who do not need car that often.
Where can I rent the car?
- At the moment a statewide rental car contract is awarded to Enterprise Rent-A-Car®.
- Enterprise Rent-A-Car® has over 44 locations throughout the State of Oklahoma and over 6,000 locations nationwide.
How do I select the most efficient solution?
- FMD provides an online tool “Trip Calculator” (web) that allows agencies to select the most efficient solution based on the travel criteria provided (date, distance, and vehicle class).
How much was spent on mileage reimbursement by the State of Oklahoma agencies cumulatively?
- CY08: $26,532,013
- CY09: $26,435,111
- CY10: $18,624,277
- CY11: $18,899,814
- CY12: $17,914,404
- CY13: $17,925,233
What is the current mileage reimbursement rate?
- The State of Oklahoma uses the Federal reimbursement rate of $0.56 (01/01/2014-07/01/2014), unless Title 74, Section 85.45l (Trip Optimizer System Use Requirements) applies.
What is the Trip Calculator?
- The Trip Calculator determines best value to state agencies for trips that require a rental vehicle. Options include the State of Oklahoma Fleet Management Motor Pool, vendors under Statewide Contract 771 and mileage reimbursement. Variables taken into consideration are the rental rates, number of days and expected miles driven, any free miles provided, the cost of fuel (updated on a daily basis using AAA Fuel Gauge Report), and include average miles per gallon for each class of vehicle.
How to pay for fuel for rental through SW771?
- Fuel is out of pocket expense; drivers need to seek reimbursement from an agency later by submitting a travel claim
- Exception, if a vehicle is returned to the vendor w/o refueling during rental, vendor will apply the difference of used fuel to the rental cost
Where are eligible fuel stations?
- Alternative (i.e. CNG): Alternative Fuels Stations
What is the regulation for use of vans for transporting students?
- Title 47, Section 12-232 (http://www.oscn.net/applications/oscn/DeliverDocument.asp?CiteID=453197)
- Federal statute (49 USC 30117, 30112 & 30165) prohibits school districts from purchasing or leasing new vehicles designed for 10-14 passengers, not including the driver, to transport students unless the vehicles comply with the motor vehicle standards prescribed for school buses. This definition includes the two common types of vehicles usually referred to as 12 or 15-passenger vans and applies to the original seating design of the vehicle. Previous federal law placed restrictions on dealers who sold these new vehicles to school districts. The expansion of the law to cover school district purchasers includes penalties of up to $10,000 per restricted vehicle purchased and $15 million for a pattern of violations.
What is the definition for an alternative fuels vehicle?
What does NOx mean?
What is the federal mandate for replacement with alt fuels capable vehicles?
Has the State met that mandate?
How much does a CNG vehicle cost?
Examples of SW035C (FY14 pricing):
- A dedicated compact sedan, $24,904
- A 1/2t bi-fuel truck (ec, 2WD), $26,271
- A 3/4t bi-fuel truck (cc, 4WD), $29,993
How long does it take to recoup the investment in an alt fuel car?
How to fuel a CNG vehicle?
- See a video - http://www.youtube.com/watch?v=a4QQRUW_1Jg.
- See Fleet Management process: DCAM-PROCESS-FM-F002, CNG Vehicle Self-Service Fueling.
Will I pay state fuel tax at the pump for alternative fuels?
Where do I find a list of certified conversion kits?
Who can work on the fuel portion of an alt fuel vehicle?
How many technicians by type are there in Oklahoma as of 10/22/2013?
How many alt fuel vehicles are in the state fleet? (10/23/13)
What is the emission reduction achieved by those vehicles annually?
- Depending on the vehicle, the emission reduction can be as high as 90%.
What is Fleet doing to support the alt fuels initiative in the legislature?
- We are working with the Office of Governor, OK Secretary of Energy and OK House and Senate on all alt fuels initiatives.
- Additionally, we are stakeholders in the Association of Central Oklahoma Governments’ (ACOG) Central Oklahoma Clean Cities Coalition and the Indian Nations Council of Governments’ (INCOG) Tulsa Area Clean Cities Coalition, both sponsored by the U.S. Dept. of Energy and the Oklahoma Dept. of Commerce State Energy Office.
The following frequently asked questions are intended to be used as guidelines for complying with HB1035.
Who is subject to this legislation?
What does a non appropriated agency mean?
When am I required to utilize the Fleet Management Calculator?
Are there instances where the Fleet Management Calculator may not be required?
Is an employee who may be required to make periodic or unscheduled trips from one location to another, such as from Oklahoma City to Tulsa, required to use the Fleet Management Calculator?
How to navigate through the Fleet Management Calculator?
How do I determine the distance?
If I am not sure whether I am exempt from this legislation, whom do I ask?
When the Fleet Management Calculator indicates a state vehicle is the most cost effective method to travel, but I prefer to use my personal vehicle, what will I be reimbursed?
What if the reimbursement rate does not cover my vehicle actual maintenance cost?
How do I provide OSF with documentation or prove that I used the Fleet Management Calculator to calculate the amounts submitted on my travel claim?
Why the vendor rate is different than listed on SW771?
Fleet Management is offering advanced fleet management software and associated equipment to other state agencies interested in upgrading or updating their current fleet operations management systems. The program’s expansion is expected to create efficiencies in work order management, centralized maintenance and parts operations, and more coherent and cost-effective vehicle replacement policies by state agencies.
What efficiencies have been created in:
-Work Order Management - Work Orders are simplified as vehicle information is retrieved from an existing database which contains owning agency, pertinent vehicle data, and history of last services performed. Future work is managed using Forecaster to determine when scheduled services are due and also to flag units with deferred non-critical repairs or services when a new Work Order is opened.
-Centralized Maintenance - All maintenance records related to a unit are accessible through M5 Fleet Focus. Repeat Work can be easily identified. Forecasted PM services can be performed with minimal downtime.
-Parts Operations - Parts are issued directly to Work Orders and inventory is automatically updated providing an accurate count of parts on hand. Minimum and maximum levels allow inventory to be maintained at efficient levels so that “extra” on hand needs are limited, but sufficient on hand needs are met. (Just-in-time ordering process)
-Vehicle Replacement - The system provides a tool allowing user defined parameters to determine the optimal replacement schedule for units. Parameters can include age, maintenance expenses and current odometer readings.
How will the stated efficiencies save money for the state?