1171 3802-MTDC Driver Orientation Self-Study Guide

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Driver Orientation Self-Study Guide

Chapter 4—Fleet Credit Card

Each vehicle is assigned a fleet credit card. The fleet credit card must be used to pay for all fuel, services, and repairs of motor vehicles.

In addition, your fleet credit card should be used to pay for tow services, car washes, and expendable items, such as wiper blades, motor oil, light bulbs, and similar items.

Contact your fleet or maintenance manager for authorization before taking a vehicle to a commercial vendor for maintenance and repair work. Repairs or necessary vehicle purchases up to $1,000 can be made by the operator using the fleet card after the operator has contacted the unit fleet manager. Purchases/repairs between $1,000 and $3,000 must be authorized by the forest or station fleet manager (some units may have established a lower card limit, such as $500). Purchases larger than $3,000 require advance approval from a warranted procurement person and the region/ station/area fleet manager.

For additional fleet credit card training or help with problems associated with your card, contact your fleet manager.

Tips To Reduce Vehicle Operating Costs

All transactions are monitored and subject to audit.
Purchase of premium fuel is prohibited.
All receipts for fleet credit card purchases must be retained and turned in with your monthly USE record.
All receipts must be retained for auditing purposes.
Unauthorized purchases are prohibited.
The fleet credit card must be secured at all times. Do not leave it in an unattended vehicle where it might be stolen.
Ensure (in advance) that the vendor accepts the fleet credit card.
Know the credit card's limits.

A 2007 Office of Inspector General (OIG) audit found that some Forest Service employees were not aware of the basic requirements for using a fleet credit card. All employees should know the five basic requirements:

The fleet credit card is for official Government business only. Under no circumstances is the card to be used for personal purchases or as identification for personal purchases (USDA Departmental Regulation No. 5400-006).
Only one fleet credit card can be issued to each motor vehicle, aircraft, boat, and piece of equipment that requires fuel. Anyone using a fleet credit card assigned to a vehicle or piece of equipment shall use the card only for the vehicle or piece of equipment to which the card is assigned (OIG Audit 08601- 03-TE, March 30, 2007; USDA Departmental Regulation No. 5400-006).
Anyone using a fleet credit card assigned to a vehicle with an odometer must, whenever prompted by the card machine, enter a valid odometer reading when purchasing fuel (OIG Audit 08601-03-TE, March 30, 2007; USDA Departmental Regulation No. 5400- 006).
Anyone using a fleet credit card must collect and maintain a receipt for that transaction. Once a month the receipts will be given to the Local Fleet Program Coordinator (OIG Audit 08601-03- TE, March 30, 2007).
Use the grade (octane rating) of fuel recommended by the motor vehicle manufacturer when fueling motor vehicles owned or leased by the Government. Do not use premium grade gasoline in any motor vehicles unless the vehicle owner/operator manual specifies premium grade gasoline (USDA Agriculture Property Management Regulations (AGPMR) chapter 110-34; Federal Management Regulation (FMR), part 102-34).

Image of fleet credit card and the "Card User Guide" to be kept in WCF vehicles. The image includes text that reads, the license number of the assigned vehicle is embossed on the front of the fleet credit card and do not sign the fleet credit card.

Chapter 5—Accident Reporting

 An accident is an impact with any object that causes damage, however slight, to Forest Service owned or -leased equipment (FSH 7109.19, sec. 42.3). 

It is the responsibility of the driver to report any and all accident damage to their supervisor, no matter how slight (FSH 7109.19, sec. 42.3) and to complete the required paperwork immediately (FSH 6709.12, sec. 32.1).

If you are involved in an accident, your authorization to operate Forest Service vehicles or equipment may be suspended pending the outcome of the final accident investigation.

The Government may defend any claim or suit against the operator of a Government-owned or -leased motor vehicle resulting from an accident, if the employee was acting within the scope of employment. If the employee was not acting within the scope of employment, the Government will not pay the claim and will not defend the suit. The Office of the General Counsel decides whether the employee acted within the scope of employment.

Each vehicle log book or glove box should contain an AD-651 Motor Vehicle Accident Report Kit or similar packet. This kit should include:

Region, station, or unit instructions for reporting and investigating motor vehicle accidents
SF-91 Motor Vehicle Accident Report
SF-94 Statement of Witness
CA-1 Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation
AD-112 Report of Unserviceable, Lost, Stolen, Damaged, or Destroyed Property
CA-16 Authorization for Examination and/or Treatment (optional)
Pencil and note paper

Accident Envelope AD-651
Image of motor vehicle accident report kit envelope.
Image of SF-91 report to be completed for a motor vehicle accident.

Image of AD-112 report to be completed for unservicable, lost, stolen, damaged or destroyed property.

Vehicle Safety Items

In addition, each new vehicle will contain most or all of the following safety items:

First aid kit
Two body fluid barrier kits
Fire extinguisher
Highway warning devices (road triangles)
Safety vest(s)
Tire chains (if approved by vehicle manufacturer)
Wheel chock block
Flashlight
Window scraper

Check monthly to ensure that dated supplies are replaced. Projects are responsible for replacing any dated or missing items.

Image of saftey equipment required to be in all vehicles.

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T&D > T&D Pubs > Driver Orientation Self-Study Guide Table of Contents Back \| Next \| Cover Page Driver Orientation Self-Study Guide Chapter 4—Fleet Credit Card Each vehicle is assigned a fleet credit card. The fleet credit card must be used to pay for all fuel, services, and repairs of motor vehicles. In addition, your fleet credit card should be used to pay for tow services, car washes, and expendable items, such as wiper blades, motor oil, light bulbs, and similar items. Contact your fleet or maintenance manager for authorization before taking a vehicle to a commercial vendor for maintenance and repair work. Repairs or necessary vehicle purchases up to $1,000 can be made by the operator using the fleet card after the operator has contacted the unit fleet manager. Purchases/repairs between $1,000 and $3,000 must be authorized by the forest or station fleet manager (some units may have established a lower card limit, such as $500). Purchases larger than $3,000 require advance approval from a warranted procurement person and the region/ station/area fleet manager. For additional fleet credit card training or help with problems associated with your card, contact your fleet manager. Tips To Reduce Vehicle Operating Costs All transactions are monitored and subject to audit. Purchase of premium fuel is prohibited. All receipts for fleet credit card purchases must be retained and turned in with your monthly USE record. All receipts must be retained for auditing purposes. Unauthorized purchases are prohibited. The fleet credit card must be secured at all times. Do not leave it in an unattended vehicle where it might be stolen. Ensure (in advance) that the vendor accepts the fleet credit card. Know the credit card's limits. A 2007 Office of Inspector General (OIG) audit found that some Forest Service employees were not aware of the basic requirements for using a fleet credit card. All employees should know the five basic requirements: The fleet credit card is for official Government business only. Under no circumstances is the card to be used for personal purchases or as identification for personal purchases (USDA Departmental Regulation No. 5400-006). Only one fleet credit card can be issued to each motor vehicle, aircraft, boat, and piece of equipment that requires fuel. Anyone using a fleet credit card assigned to a vehicle or piece of equipment shall use the card only for the vehicle or piece of equipment to which the card is assigned (OIG Audit 08601- 03-TE, March 30, 2007; USDA Departmental Regulation No. 5400-006). Anyone using a fleet credit card assigned to a vehicle with an odometer must, whenever prompted by the card machine, enter a valid odometer reading when purchasing fuel (OIG Audit 08601-03-TE, March 30, 2007; USDA Departmental Regulation No. 5400- 006). Anyone using a fleet credit card must collect and maintain a receipt for that transaction. Once a month the receipts will be given to the Local Fleet Program Coordinator (OIG Audit 08601-03- TE, March 30, 2007). Use the grade (octane rating) of fuel recommended by the motor vehicle manufacturer when fueling motor vehicles owned or leased by the Government. Do not use premium grade gasoline in any motor vehicles unless the vehicle owner/operator manual specifies premium grade gasoline (USDA Agriculture Property Management Regulations (AGPMR) chapter 110-34; Federal Management Regulation (FMR), part 102-34). Chapter 5—Accident Reporting An accident is an impact with any object that causes damage, however slight, to Forest Service owned or -leased equipment (FSH 7109.19, sec. 42.3). It is the responsibility of the driver to report any and all accident damage to their supervisor, no matter how slight (FSH 7109.19, sec. 42.3) and to complete the required paperwork immediately (FSH 6709.12, sec. 32.1). If you are involved in an accident, your authorization to operate Forest Service vehicles or equipment may be suspended pending the outcome of the final accident investigation. The Government may defend any claim or suit against the operator of a Government-owned or -leased motor vehicle resulting from an accident, if the employee was acting within the scope of employment. If the employee was not acting within the scope of employment, the Government will not pay the claim and will not defend the suit. The Office of the General Counsel decides whether the employee acted within the scope of employment. Each vehicle log book or glove box should contain an AD-651 Motor Vehicle Accident Report Kit or similar packet. This kit should include: Region, station, or unit instructions for reporting and investigating motor vehicle accidents SF-91 Motor Vehicle Accident Report SF-94 Statement of Witness CA-1 Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation AD-112 Report of Unserviceable, Lost, Stolen, Damaged, or Destroyed Property CA-16 Authorization for Examination and/or Treatment (optional) Pencil and note paper Accident Envelope AD-651 Vehicle Safety Items In addition, each new vehicle will contain most or all of the following safety items: First aid kit Two body fluid barrier kits Fire extinguisher Highway warning devices (road triangles) Safety vest(s) Tire chains (if approved by vehicle manufacturer) Wheel chock block Flashlight Window scraper Check monthly to ensure that dated supplies are replaced. Projects are responsible for replacing any dated or missing items. Top Back \| Next \| Cover Page
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