Fleet Management

The DOR Fleet Vehicle Manual provides information on the official use of the Department’s state fleet vehicles.   Guidelines in this manual are authorized by state law, the Code of Colorado Regulations, DPA’s State Fleet Management (SFM), and the Department’s Official Use of State Fleet Vehicles Policy (AOD-032). The policy and this manual can be referenced on the Department’s intranet “Policies” page. 

SFM Vehicle User/Operator's Manual

SFM Vehicle User/Operator's Manual is intended to give the driver important information on their responsibilities while using a State vehicle. It is intended to be informational and concise, providing guidelines conforming to Capital Assets/Central Services Rules. It is not intended to be an all-inclusive operations manual. Information is subject to change. 

Driver Responsibilities

Drivers are responsible for following all State of Colorado driving and traffic laws and familiarizing themselves with departmental and state vehicle operations policies and procedures along with specified vehicle operation. 

Fuel Card

All State of Colorado departments/agencies vehicles are issued a WEX Fuel Card.  Distribution of fuel cards are handled through each agency's Fleet Coordinator(s) and updated communications sent to coordinators to relay to the appropriate agency staff within all departments/agencies. 

Vehicle Accident & Safety Incident Reports

State Fleet and State Risk Management require accident reports, photos and any available accident information to be submitted within 24 hours into Origami. Please email additional documentation such as police reports, repair quotes, etc. to DOR State Fleet Vehicle Coordinator as soon as it is available, Fleet Coordinator will upload into Origami.

For questions regarding Accident Reports,

please contact us at: dor_fleetmanagement@state.co.us

After Hours Emergency Service & Repair

For emergency service, repair or towing outside business hours (During the following times: 5:00 p.m. − 7:00a.m. Monday ― Friday, all day Saturday/Sunday), drivers can use the SFM Vehicle User/Operator's Manual reference guide, call 1-800-356-3846, call the National Auto Club at 1-866-328-7272 (Account# 503759-000) for assistance (Towing, Dead Battery, Locked Doors, and Flat Tire Repair).  For emergency services, where all other options have been exhausted, a procurement card may be used when necessary and divisions may receive reimbursement from SFM. 

Telematics

All DOR vehicles are equipped with Geotab Telematics Devices to collect data like the GPS positioning speed, trip distance/time, idling, harsh braking, seat belt, fuel consumption, vehicle faults, battery voltage, and other engine data to help evaluate fuel efficiency and driving habits.  All safety related data collected, can be investigated to determine if driving behavior is egregious or habitual and driver is subject to disciplinary action.  Only appointing authorities, senior directors, or their designees are authorized to initiate formal investigations.  Telematics data is subject to the Colorado Open Records Act (CORA) and other applicable laws. 

Preventive Maintenance

Divisional Vehicle Coordinators and/or assigned vehicle drivers are responsible for following the mandatory preventive maintenance schedule for individual vehicles as governed by State Fleet Management, Preventive Maintenance tables are outlined in CARS and MyCARS.  Repairs required due to lack of preventive maintenance may be billed to the Using Agency and could increase your agency's operating expenses.  Vehicle Coordinators can utilize CARS, MyCARS or Google Drive SFM Vendor to locate the state approved vendors to perform required service. 

 Recall Notifications

Divisional Vehicle Coordinators can Utilize CARS and MyCARS to run Recalls Not Completed Report at any time.  Divisional Vehicle Coordinator or assigned staff are responsible for contacting Dealership and scheduling completion of Recall Notifications as soon as possible.  REMINDER:  Drivers must tell Service Technicians to contact State Fleet for authorization to perform required service. 

Vehicle Utilization

All state owned or leased vehicles are required to have a utilization code assigned and it is the statutory responsibility of SFM to report on the utilization of the entire fleet every fiscal year.

If a vehicle is projected to have less than 90% of its required miles, it may turn up in SFMs annual Under-Utilized report.  If under-utilization cannot be satisfactorily explained or justified, assignment of the vehicle may be forfeited. In addition, vehicles that are under-utilized in consecutive years may have their assignments revoked.  It is the responsibility of Division Vehicle Coordinators to log into MyCARS or CARSWeb to run divisional Utilization Reports and reassign vehicles to low or high usage areas to meet Colorado Division of Capital Assets – State Fleet Management VEHICLE UTILIZATION CODES 

This Handbook is designed to bridge the gap between State Fleet Management and agencies responsible for management oversight of state vehicle assets while meeting the goals and objectives of the State Legislature. 

Vehicle Coordinator Responsibilities

The divisional vehicle coordinator is a support agent for the fleet coordinator and acts as the liaison between division staff and the fleet coordinator. The divisional vehicle coordinator manages the day-to-day operations of the state fleet vehicles assigned to their division, office, or section, whether in a pool or assigned status. 

CARS/MyCARS

The Colorado Automotive Reporting System (CARS) is used to manage vehicle information and detailed information from acquisition to disposal.   CARS and My CARS application is restricted to Divisional Vehicle Coordinators use “Only” and are required to download application access icons, CARS download instructions.

To request access to CARS please submit a ticket to the State Fleet Helpdesk.

Electric Vehicle Take Home Program

To promote the State’s goal of increasing adoption of electric vehicles (EVs), improving air quality and in conformity to State Fiscal Rules and the Governor’s Executive Order D 2015-013 on Greening of State Government.  The executive director of a State agency (Agency) or the president or chancellor of an institution or campus of the Department of Higher Education (IHE) may offer home charging for State-issued electric vehicles to employees effective April 1, 2022. 

SFM Fleet Calendar

Brief overview of annual processes coordinated by State Fleet in accordance with meeting all State of Colorado statutes and process guidelines.

Commuting

The use by a State employee of any state-owned vehicle for commuting must be requested and approved in accordance with DCS Administrative Rule - 3.00 Commuting Use of State-Owned Motor Vehicles by the State Officers and Employees must adhere to the Office of the State Controller’s Fiscal Rule and corresponding Technical Guidance regarding taxable commuting.  Personal use beyond De Minimus use is never allowed.  Commuting - Travel between an office's or employee's personal residence to one or more regular places of business. 

Vehicle Replacement

This process is developed approximately two fiscal years in advance of the need. Projections are often made with data available at the time of origination. This can result in marginal variances in the final request 18-24 months later. Each spring, SFM generates a suspect replacement list for agencies to review. Currently the suspect criteria is projecting any vehicle with mileage of 120,000 miles, over 17 years of age, and lease fulfillment has been met. Lease terms are based on the annual miles traveled divided by the projected replacement mileage of the vehicle. The list is then updated and submitted to the OSPB by SFM around July. OSPB reviews the list and sends the list and their recommendations to the JBC. The JBC then reviews the list and the OSPB recommendations and either denies the replacement or submits the replacement to the Long Bill. Once the Long Bill is finalized the replacements are approved for the next fiscal year. The vehicles that are denied by the JBC will be reviewed at a later date in the next fiscal cycle.

Governor's Greening Initiative

All State Agencies have the responsibility to operate "green." The following suggestions are provided to assist state employees in supporting the Governor's "Greening Government" initiatives. 

SFM Training, Knowledge Base & Help Desk

State Fleet Management (SFM) is excited to introduce a Training, Knowledge Base, and Help Desk solution for customers. This portal will provide access to system links such as CARS, MyCars, and Geotab Telematics, fleet coordinator support, training and webinars, MVAC minutes, help desk tickets as well as other fleet-related materials and information. If you have any business with SFM check out the new solution!

State Office of Risk Management

Personal safety of our employees is more than a priority.  That is why the State Office of Risk Management is 100% committed to training state employees in the best work practices that will help them identify, mitigate, and manage the hazards they face, no matter what kind of environment they work in or what kind of authority they have.  Not all injuries are immediately avoidable, but in the long-term most are preventable.  NSC Online Defensive Driving Class Instructions.