Presentation on theme: "Fleet Re-engineering Update"— Presentation transcript:
1Fleet Re-engineering Update Virginia Department of General Services Office of Fleet Management ServicesFleet Re-engineeringUpdate
2Virginia Department of General Services Office of Fleet Management Services Program TopicsVMCC first year report cardFuel Card ProgramTravel Planning ChangesRental Car ContractRental Fuel Cards
3Virginia Department of General Services Office of Fleet Management Services VMCC First Year StatsOver 14,400 work orders in FY 200682% of maintenance completed in 1 day3% completed in 1 – 2 days15% took more than 2 days (accidents)Previously downtime was measured in weeks
4Virginia Department of General Services Office of Fleet Management Services The new fleet management system gives DGS detailed data regarding vendor costsThere are over 400 vendors in our network
5Virginia Department of General Services Office of Fleet Management Services VMCC handled 88,700 phone callsIndustry standard is 30 second wait timeVMCC was under the industry standard by the end of the first year
6Virginia Department of General Services Office of Fleet Management Services DGS Fuel Card Program76 State agencies and localities using the new programFirst six months of use resulted in cost avoidance averaging per gallonFirst year review of program will be performed in January
7Virginia Department of General Services Office of Fleet Management Services Travel PlanningChanges to CAPP Topic 20335Personal ReimbursementCost Comparison Table on WebsiteRisk Management memoRental Fuel Cards/Tax exemptions
8CAPP TOPIC 20335 Effective October 1, 2006 Virginia Department of General Services Office of Fleet Management ServicesCAPP TOPIC Effective October 1, 2006The Department of General Services, Office of Fleet Management Services (OFMS), maintains a contract with Enterprise Leasing to provide vehicles for short term travel by state employeesAt least 24 hours prior to the date of travel, the traveler must visit the OFMS website and use the trip calculator to calculate the vehicle cost for their proposed trip. If the trip calculator shows that it is more cost beneficial for the employee to use a personal vehicle for the trip, the employee should print a copy of the screen showing the calculation authorizing the use of a personal vehicle. This documentation must be attached to the Travel Expense Reimbursement Voucher (TERV) in order to be reimbursed at the current IRS rate per mile. If the trip pool print out is not attached to the TERV then mileage reimbursement will be at the rate of .246 per mile. If the calculator shows that use of a rental vehicle is more cost effective, the traveler should click on the link (located on the calculator page) for Enterprise Leasing and reserve a rental car for the trip. All vehicle reservations must be made at least 24 hours in advance of the anticipated pickup of the vehicle.In the event of emergency travel (less than 24 hours notice), the traveler is still required to go through the process above and attempt to acquire a vehicle through Enterprise Leasing. If Enterprise Leasing cannot fulfill the request the traveler must print the screen from Enterprise Leasing that documents a vehicle was not available.
9Personally - Owned Automobile Virginia Department of General Services Office of Fleet Management ServicesPersonally - Owned AutomobileEmployees are permitted to use their personally owned automobile when a State-owned vehicle or Office of Fleet Management Services (OFMS) rental vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the agency. Employees electing to use their personal vehicle as a matter of convenience will be reimbursed for mileage at the lowest combined capital and operational trippool rate charged by OFMS. The Personal Vehicle Use Statement at the top of the Travel Expense Reimbursement Voucher should be checked with the appropriate choice.
10Virginia Department of General Services Office of Fleet Management Services Current Mileage RatesReimbursement rates are set in the current Appropriation Act (Section f).Currently, the rates for the first 15,000 miles of use each fiscal year are:• Current IRS rate - when a personally owned vehicle is cost justified or a State-owned vehicle/OFMS rental is not available.• $.246 mile - when use of a personally owned vehicle is elected for theconvenience of the employee.Reimbursement rates are reduced to $.13/ mile for travel in excess of 15,000 miles inone fiscal year, unless a State-owned vehicle is not available; then, the rate shall bethe current IRS rate.The current IRS rates can be found at the following site:If the higher mileage rate is used for reimbursement, the agency fiscal officer isresponsible for ensuring the appropriate justification has been documented andapproved by the agency head or designee (as required by the Appropriation Act,Section f2). This documentation and approval must be attached to the TravelExpense Reimbursement Voucher.
11Web Cost Comparison Tool Virginia Department of General Services Office of Fleet Management ServicesWeb Cost Comparison ToolMust be used in the travel planning processMust be attached to travel documents for reimbursementDesigned for worse case scenarioFuel is already added in the calculation
12Memo from Risk Management Virginia Department of General Services Office of Fleet Management ServicesMemo from Risk ManagementCommonwealth Risk Management Plan will cover leased Enterprise rental vehicles while on state business.Will not cover scratches, dings, windshield cracks and what is known as comprehensive and collision covering physical damage to the vehicle, also known as “Incidental Damage”.Current “Car Care” program is not available for these rental vehicles.Risk Management is working on a new program that will cover the rental vehicles.ALL vehicle accidents should continue to be reported to Crawford Claims atAny questions please contact Don LeMond or Joyce Palmer at Risk Management.
13Virginia Department of General Services Office of Fleet Management Services Rental Fuel CardsAgencies that do not have accounts with Mansfield/Voyager.Agencies that have agency owned vehicles.Fuel card program policies and proceduresContact Sandra Johnston at Mansfield Oil to set up an account or to order rental cards on an existing account at:Sandra Johnston, Virginia Account CoordinatorMansfield Oil Company, Ext 2071
14For more information visit OFMS website: http//:fleet.dgs.virginia.gov For additional Information please contact: Don Unmussig Jr. Virginia Department of General Services Office of Fleet Management Services (804)For more information visit OFMS website: http//:fleet.dgs.virginia.govCall:(804)