COMMENT DUE DATE:
February 24, 2016
DATE:
February 12, 2016
Shawn Thompson, Asset Management Unit, (405) 521-4286
Dena Thayer, OIRP Programs Administrator (405) 521-4326
Nancy Kelly, OIRP Policy Specialist (405) 522-6703
RE:
Non-APA WF 15-F
The proposed policy is Non-APA . This proposal is not subject to Administrative Procedures Act
SUBJECT:OKDHS DHS SUBCHAPTER 21. DEPARTMENTAL SERVICES UNIT
Part 7. Other Services Provided to the Oklahoma Department of Human Services [REVOKED]
DHS:2-21-100. [REVOKED]
Part 10. Related Provisions [Issued]
DHS:2-21-200. through 2-21-212. [Issued]
(Reference WF 15-F)
SUMMARY:
DHS:2-21-100 is revoked because it lacks specificity.
DHS:2-21-201 is issued to: (1) address vehicle placement, usage, and the review process; (2) assign fleet oversight responsibility at the local level; (3) hold supervisors accountable for employees' travel costs; and (4) deliver expectations that local offices share fleet resources.
DHS:2-21-202 is issued to define words, titles, and phrases to limit misinterpretation throughout regulations.
DHS:2-21-203 is issued to:(1) instruct local offices on motor pool protocol and employee access to vehicles; (2) provide the local administrator with override authority in emergency situations; and (3) hold the local administrator responsible for tracking vehicle information.
DHS:2-21-204 is issued to determine the use of correct forms and deadlines.
DHS:2-21-205 is issued to: (1) list fleet manager responsibilities regarding fuel accounts, cards, and personal identification numbers (PIN); (2) provide guidance to the local fleet coordinator on processing fuel and maintenance invoices and PIN requests; and (3) define PIN usage and confidentiality.
DHS:2-21-206 is issued to:(1) outline the vehicle acquisitions and replacement process; (2) outline the fleet manager's process when repositioning vehicles and its importance; and (3) lists the minimum requirements for vehicle disposal.
DHS:2-21-207 is issued to:(1) require employees who drive state vehicles to provide a copy of a driving record and a valid copy of a driver license; (2) require supervisors to check applicant's past driving performance prior to selection for hire; (3) require supervisors to request a yearly copy of the employee's driver record, driver license, and verification of mandatory online driving compliance; (4) require the local fleet coordinator to review travel logs and vehicle conditions for compliance and report any issues for possible disciplinary action; (5) states requirements for employees that would require a commercial driver license; and (6) state that employees who are considered high risk drivers are subject to disciplinary actions.
DHS:2-21-208 is issued to:(1) hold a driver responsible for selecting the appropriate vehicle for the task and using the Trip Optimizer, when appropriate; (2) address appropriate employee use of state vehicles and fuel cards; (3) require all drivers to obey all traffic laws and avoid the appearance of impropriety when in a state vehicle; and (4) determine authorized passengers and appropriate parking procedures when in a state vehicle while on assignment.
DHS:2-21-209 is issued to:(1) require the employee to do a vehicle check to ensure the vehicle is safe prior to use; (2) require the driver clear the cabin of all personal belongings, trash, and debris before returning the vehicle; and (3) require the driver to properly complete travel log, and report issues to the local fleet coordinator, and fuel the vehicle.
DHS:2-21-210 is issued to:(1) provide a vehicle maintenance schedule for local offices; (2) outline vehicle maintenance records; (3) address normal and emergency tire replacement; (4) request fleet manager authorization for necessary and emergency repairs; and (5) emergency procedures for vehicle breakdowns when on the road.
DHS:2-21-211 is issued to list instructions for steps to take after an accident.
DHS:2-21-212 is issued to provide the:(1) necessary forms to be filled out when an accident happens; and (2) vehicle accident resolution process.
CHAPTER 2. ADMINISTRATIVE COMPONENTS
SUBCHAPTER 21. DEPARTMENTAL SERVICES UNIT (DSU)
PART 7. OTHER SERVICES PROVIDED TO THE OKLAHOMA DEPARTMENT OF HUMAN SERVICES [REVOKED]
DHS:2-21-100. Fleet management [REVOKED]
Revised 5-1-14
(a) Responsibility.The Oklahoma Department of Human Services (DHS) Support Services Departmental Service Unit (DSU) fleet manager maintains an inventory of all DHS vehicles and coordinates fleet transactions.The DSU fleet manager obtains titles, tags, Oklahoma Turnpike Authority (OTA) PikePass stickers, and bar code labels for all vehicles.
(b) Fleet inventory control.Information recorded for each vehicle maintained by DHS includes the:
(1) DHS vehicle number, also known as the asset bar code number;
(2) year, make, and model;
(3) purchase date;
(4) original purchase price;
(5) purchase authorization number;
(6) vehicle identification number (VIN);
(7) license tag number; and
(8) vehicle location, also known as the asset inventory location code.
(c) Use of state-owned vehicles.
(1) Every driver of a state-owned vehicle must comply with the following conditions:
(A) a state-owned vehicle must not be used for personal transportation to stores, shopping centers, lakes, parks, golf courses, athletic events, or other personal activities;
(B) a state-owned vehicle must not be used for hauling a trailer other than a trailer that is state-owned or that is rented or leased for official business;
(C) all state traffic rules and regulations must be observed;
(D) all city ordinances related to traffic and parking must be observed; and
(E) safe and courteous driving habits must be used at all times.
(2) Persons other than state employees are not permitted to drive or ride in state-owned vehicles, unless authorized by the using agency and then only on official business.
(3) All traffic violation fines are the driver's sole responsibility.
(d) Fleet inventory changes.Any acquisition, disposal, transfer, or replacement of vehicles is coordinated by or reported to the DSU fleet manager. Vehicles are not purchased or disposed of without prior DSU approval.
(1) Acquisitions.DHS offices request new vehicles by contacting the DSU fleet manager and providing the following:
(A) justification and a detailed description of the purpose for the vehicle purchase;
(B) estimated annual mileage;
(C) justification for expanding the fleet or replacing the vehicle;
(D) justification for each option that exceeds the base price;
(E) justification for replacing one kind of vehicle for another;
(F) the bar code and odometer reading of the vehicle being replaced; and
(G) justification for not purchasing a compressed natural gas (CNG) vehicle, when requesting a non-CNG vehicle.
(2) Disposals.The DSU fleet manager with the DSU Surplus Property and Disposal Section coordinates the disposal of vehicles through the Office of Management and Enterprise Services (OMES) Division of Capital Assets Management (DCAM) State Surplus Property.
(3) Transfers.The losing DHS office is responsible for preparing Form 23AM002E, Asset Inventory Transaction Request, obtaining a signature from the receiving or gaining location, and submitting the signed form to DSU Fleet Management.The DSU fleet manager:
(A) processes the transfer of the fuel card;
(B) updates fleet tracking and initials Form 23AM002E; and
(C) submits the finalized form to the Asset Management and Accounting Section to update the DHS Fixed Assets Management System (FAMS).
(4) Replacements.The DHS standard for vehicle replacement is 100,000 miles or every five years, whichever is first.Construction vehicle replacement is 100,000 miles or every 10 years, whichever is first.Vehicles may be replaced sooner based upon the vehicle's use, age, and repair history.
(e) Vehicle tags and titles.Vehicle tags are issued by the fleet manager when the vehicle is purchased.Lost or damaged tags are replaced upon request.Vehicle titles are applied for and stored at the DSU.
(f) OTA PikePass stickers.The PikePass sticker is an electronic sticker that attaches to the windshield of a state vehicle.It is automatically scanned on entry and exit from any OTA turnpike gate and allows the vehicle to pass through the turnpike gate without stopping.The sticker allows trips to be logged and provides billing information.
(1) The DSU fleet manager issues PikePass stickers to designated vehicles.
(2) The OTA bills DHS monthly for state turnpike charges.
(3) Employees using private vehicles while on authorized state business pay the turnpike toll and submit the receipt for reimbursement when filing Form 10AD006E, Travel Claim.
(g) Fuel accounts, cards, and Personal Identification Numbers (PINs).The DSU Fleet Management Section establishes fuel accounts for all DHS offices with vehicles.
(1) The DSU fleet manager:
(A) establishes new, or makes changes to fuel accounts;
(B) issues new or replacement fuel cards;
(C) processes transfers of fuel cards;
(D) issues individual PINs for agency staff; and
(E) corresponds with the DHS location's designated fuel account contact person.
(2) The designated fuel account contact person:
(A) requests employee PINs and maintains a current list for office staff;
(B) accesses the contracted fuel provider's website for information pertaining to invoices and fuel reports used to complete the monthly fleet report;
(C) processes related invoices for payment; and
(D) prepares Form 23AM008E, Monthly Fleet Report, and submits it to the DSU fleet manager by the tenth day of the current month for the previous month's data.
(3) The employee:
(A) keeps his or her PIN as long as he or she is a state employee, regardless of agency transfers;
(B) keeps his or her PIN strictly confidential and does not share it with others; and
(C) uses his or her PIN only with the designated card for each designated vehicle.
(h) Vehicle fuel, tires, maintenance, on the road breakdowns, repairs, and towing
It is the responsibility of each DHS office location's management to ensure DHS vehicles charged to their care are properly maintained and that the tracking and reporting of fuel, maintenance, and repairs occur as required.Questions may be directed to the DSU fleet manager.
(1) Fuel.
(A) Do not fuel a vehicle at the DCAM Fleet Management Motor Pool.
(B) Use the DHS Service Center, located at NE 8th and Lottie, Oklahoma City, Oklahoma, between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday when obtaining fuel within the Oklahoma City metro area.
(i) The DHS Service Center is a self-serve facility.
(ii) The cost of the fuel per gallon is posted on the pump.
(iii) Inside the 'hut' is a pad with Form 23AM045E, Fuel Ticket.Fill in the date, DHS location and number, vehicle number, tag number, odometer reading, number of gallons of fuel, price per gallon, and driver's signature.
(iv) Place the original fuel ticket in the box located in the 'hut' and turn in the fuel ticket copy with the vehicle keys when returning the vehicle.
(C) When obtaining fuel outside of the Oklahoma City metro area, use an authorized fueling location and the state issued fuel card furnished with each vehicle.
(i) Do not purchase super unleaded or premium fuel.
(ii) Make a note of the current odometer reading before exiting the vehicle.
(iii) Swipe the card at the pump before filling the tank.The pump should prompt for a PIN and the odometer reading.
(iv) When not prompted for the PIN and odometer reading, do not fuel at the station.
(v) Never fuel first, and then go inside the station to pay.
(2) Tires.
(A) Tires are purchased through the statewide contract for normal replacement.
(B) Emergency tire purchases are made with the state-issued vehicle fuel card when approved by one's office location.
(3) Maintenance and repairs.
(A) Maintenance is performed at the DHS Service Center, NE 8th and Lottie, Oklahoma City, Oklahoma, when the vehicle is stationed in or near the Oklahoma City metro area.
(B) Maintenance is obtained from a local vendor who accepts the vehicle's state issued fuel card when the vehicle is stationed outside of the Oklahoma City metro area.
(4) On the road breakdown, repair, and towing.
(A) Contact the local office immediately to inform them of the situation and to receive instructions on how to proceed.
(B) When unable to contact the local office, proceed as follows:
(i) contact the DHS Service Center (405-218-2323) if the breakdown occurs before 4:30 p.m., Monday through Friday, and in or near the Oklahoma City metro area;
(ii) have the state-issued fuel card available and contact the Fleet Rescue Road Service ((800) 226-3860) if the breakdown occurs after 4:30 p.m. Monday through Friday, in or near the Oklahoma City metro area; and
(iii) have the state-issued fuel card available and call the Fleet Rescue Road Service ((800) 226-3860) when the breakdown occurs outside of the Oklahoma City metro area.
(i) Fleet reporting requirements.Fleet reports are retained by the local DHS office for one year.
(1) Vehicle log.OMES mandates the use of the State of Oklahoma Vehicle Log, Form 020, DCAM/Fleet Mgmt.
(A) Form 020 is used to document the person driving the vehicle, trips made, expenses incurred, and repairs made.
(B) Form 020 is kept in each vehicle and is filled out each time the vehicle is used.Fuel and service tickets are attached to the form and turned in to the DHS office location's fleet contact person.
(C) Information from Form 020 is used to complete the monthly fleet report.
(2) Monthly fleet report.Each DHS location having an assigned vehicle submits Form 23AM008E, Monthly Fleet Report, to the DSU fleet manager on or before the tenth day of the current month for activity incurred during the previous month.
(3) Fleet manager's role.The DSU fleet manager maintains a summation of the agency's monthly fleet reports and provides statistical data to OMES DCAM Fleet Management Division.The DSU fleet manager contacts DHS office locations that have apparent discrepancies on monthly reports to alleviate OMES questions or concerns.
(j) Accidents in a state vehicle.Authorized drivers must read and understand DHS policy, DHS:2-21-100(c), Use of state-owned vehicles.
(1) A red folder in each vehicle has OMES DCAM Fleet Management necessary insurance and accident forms, including:
(A) certificate of self-insurance;
(B) accident information form;
(C) scope of employment; and
(D) standard liability incident report.
(2) When a DHS employee and vehicle are involved in an accident, the police are always called by dialing 911.Request an ambulance, when necessary, during the same call.
(3) Insurance information is exchanged with the other party.The DHS employee:
(A) verifies the other party has a state driver's license;
(B) verifies the other party has insurance coverage;
(C) verifies the other party is the owner of the vehicle;
(D) obtains the other party's work location, name, address, and business telephone number;
(E) obtains the other party's home address, home telephone number, and cell phone number; and
(F) obtains the other party's business card, when available.
(4) Call the local DHS office to report the accident to the person in charge.
(5) Do not give copies of DHS forms to the other party.
(6) Do not leave the vehicle until the police arrive to investigate.
(7) When the police complete the investigation:
(A) obtain a copy of the investigation report that shows if a citation was issued and police verified the insurance coverage;
(B) ask when a police report will be available and how to obtain a copy;
(C) take the vehicle to your local DHS office location when the vehicle is safe to drive, and the employee is able to drive; and
(D) request wrecker service that will take the state-issued fuel card when a wrecker must be called.Remove all personal and work items from the vehicle, including the vehicle log and state-issued fuel card, before the vehicle is towed.
(8) Complete all insurance forms and send copies of them to the DHS Human Resources Management, Risk Management Unit.
(k) State Motor Pool leased vehicles.When an agency owned vehicle is not available, a DHS employee may lease a motor pool vehicle to perform his or her duties, provided they have approval from the office administrator.Reservations for a leased vehicle may only be made through DSU and not directly from the Motor Pool.Contact the DSU fleet manager to obtain daily or monthly Motor Pool leases.
(l) Additional information.Additional information relating to fleet management may be obtained by contacting the DSU fleet manager.
PART 10. TRANSPORTATION
DHS:2-21-200. Purpose
Issued 3-1-16
Support Services, Departmental Services Unit, Fleet Management is responsible for the acquisition, inventory, and management of the Oklahoma Department of Human Services fleet.
DHS:2-21-201. Structure and services
Issued 3-1-16
(a) Vehicles are assigned to and managed by local offices or individual employees.Vehicles assignments are subject to ongoing review and location change.
(b) The local administrator designates a person within the office where the vehicle is assigned for fleet oversight responsibility.
(c) Oklahoma Department of Human Services (DHS) supervisors are accountable for travel costs.DHS supervisors and employees are expected to reduce travel to the greatest extent possible without compromising the DHS core mission.
(d) Vehicles, purchased by DHS, leased from Office of Management and Enterprise Services, or rented from private vendors are assigned to ensure the maximum use of the vehicles.
(e) Local offices are expected to efficiently manage fleet resources assigned them per DHS regulations.Local offices are expected to work cooperatively to meet these principles.Failure to comply may result in corrective action.
(f) DHS accounts for its fleet in a way that maximizes federal funds and follows federal and state regulations.
DHS:2-21-202. Definitions
Issued 3-1-16
The following words and terms, when used in this Chapter, shall have the following meanings, unless the context clearly indicates otherwise:
"Assigned driver" is an employee or contract employee authorized to operate a state vehicle.This includes an employee that has a specific Oklahoma Department of Human Services (DHS) vehicle allocated for his or her use.
"Blind tag" is a civilian type of license plate used on a state vehicle to conceal the vehicle's true nature.
"Fleet manager" is an employee designated to manage the overall operations and ongoing tracking of DHS-owned and leased vehicles per DHS policy and Office of Management Enterprise Services (OMES) – Division of Capital Asset Management (DCAM), Fleet Management rules and regulations.
"High-need area" is a location recognized as having high mileage reimbursement or high rental costs.
"High risk driver" is an individual prohibited from driving a state vehicle because of past accidents or incidents that, in the determination of DHS, rendered the individual an unsafe driver and an unacceptable liability.
"Local administrator" is an employee responsible, in consultation with the fleet manager, for ensuring the vehicles are properly and safely maintained and that there is an equal opportunity for all staff to use the designated vehicles.
"Local fleet coordinator" is an employee designated by the local administrator and, by proxy of the local administrator, oversees the daily operations of the vehicles maintained by the office.
"Location" means the office that correlates to the vehicle's location code, also known as the asset inventory location code.
"Safety coordinator" is an employee designated in the local office as the point of contact for Human Resources Management – Risk & Safety Management.The safety coordinator assists the office as necessary to ensure Risk & Safety Management procedures are followed.
"Services area director" is an executive level administrative officer responsible for one or more DHS programs or administrative services.
DHS:2-21-203. Inventory
Issued 3-1-16
The Oklahoma Department of Human Services (DHS) Support Services, Departmental Service Unit (DSU) fleet manager purchases and maintains an inventory of all DHS vehicles and coordinates fleet transactions.The fleet manager obtains titles, tags, Oklahoma Turnpike Authority (OTA) PikePass stickers, and bar code labels for all vehicles.
(1) Each local administrator has administrative oversight for all vehicles at his or her physical location.The local fleet coordinator is responsible for ensuring vehicles are equitably shared among employees without preference or prejudice.
(A) The local administrator is responsible for developing a vehicle reservation system designed for the local office.
(i) Emergency situations may supersede vehicle reservations only with prior local administrator approval.
(ii) The local administrator authorizing the emergency change notifies the affected parties.
(B) The local administrator, or local fleet coordinator, consults with the fleet manager before incorporating assigned vehicles into the office motor pool.The fleet manager with each local administrator reviews at least annually, the need to maintain these vehicles with the assigned drivers.
(2) The local administrator maintains a complete inventory list of all state vehicles, DHS-owned and leased that, at a minimum for each vehicle, includes the:
(A) vehicle bar code number;
(B) make, model, class, and year;
(C) vehicle identification number;
(D) license tag:
(i) blind tag; and
(ii) state assigned tag; and
(E) type of fuel used in the vehicle:
(i) converted fuel type, when applicable; and
(ii) original factory fuel type.
DHS:2-21-204. Logs and reports
Issued 3-1-16
Reporting is required by state statute.Failure to provide the required information may result in a year-end report to the legislature stating the Oklahoma Department of Human Services (DHS) failed to comply with statute.
(1) Logs and reports.
(A) Oklahoma Management and Enterprise Services (OMES), Division of Capitol Assets Management (DCAM) Form 20, The State of Oklahoma Vehicle Log, must be kept in each vehicle and completed each time the vehicle is driven.The vehicle log provides the information needed for Form 23AM008E, Monthly Fleet Report.
(B) Form 23AM008E, is emailed to *OSSD.FleetManagement by the 10th day of each month.Each report includes the:
(i) ending odometer reading;
(ii) total cost of any maintenance or repairs;
(iii) total cost of fuel purchased;
(iv) total gallons of fuel purchased; and
(v) vehicle bar code.
(C) Forms 20 and 23AM008E are retained at the location for one year after creation.
(D) The fleet manager contacts any location that has discrepancies on a submitted report.
DHS:2-21-205. Fuel accounts, fuel cards, and personal identification numbers (PIN)
Issued 3-1-16
The fleet manager establishes fuel accounts for all Oklahoma Department of Human Services (DHS) locations with vehicles.Support Services is responsible for funding fuel and maintenance costs as well as requisitions and change orders for vehicle fuel accounts on behalf of DHS.
(1) The fleet manager is responsible for:
(A) corresponding with the local fleet coordinator regarding the location's fuel and maintenance account;
(B) establishing new, or making changes to, existing fuel accounts;
(C) issuing new or replacement fuel cards;
(D) issuing PINs for DHS staff; and
(E) processing transfers of fuel cards.
(2) The local fleet coordinator is responsible for:
(A) accessing the contracted fuel provider's website for information pertaining to invoices and fuel reports used to complete Form 23AM008E, Monthly Fleet Report;
(B) preparing Form 23AM008E and submitting it to the fleet manager by the 10th day of the current month for the previous month's data;
(C) processing related invoices for payment;
(D) requesting employee personal identification numbers (PINs); and
(E) maintaining a current list of PINs for office staff.
(3) DHS employees are responsible for:
(A) keeping his or her PIN strictly confidential and not sharing it with others;
(B) retaining his or her PIN as long as he or she is a state employee, regardless of agency transfers; and
(C) using his or her PIN only with the designated card assigned to the vehicle.
DHS:2-21-206. Vehicle acquisitions, replacements, repositioning, and disposal
Issued 3-1-16
Oklahoma Department of Human Services (DHS) vehicles are purchased based on a vehicle replacement schedule and high need areas.Passenger vehicles, such as a car, van, or sport utility vehicle in the DHS-owned fleet are replaced based on mileage, repairs, and maintenance costs.Vehicles are purchased with the understanding that any vehicle may be repurposed to another area in the future depending upon funding restrictions.
(1) Acquisition.In collaboration with Financial Services, the fleet manager continuously evaluates vehicle locations and determines where new vehicle acquisitions are placed.
(A) The fleet manager provides notice to the Support Services director and local administrator of the intent to acquire new vehicles or replace existing vehicles.
(B) Based upon an identified need, the services area director submits a written request for an acquisition of a vehicle within his or her area.The request for approval includes an explanation and justification for:
(i) a blind tag, if needed;
(ii) anticipated annual mileage;
(iii) any options selected over the standard vehicle model;
(iv) the intended use and need for the vehicle;
(v) the purpose of the vehicle, when the purpose changed since the last replacement;
(vi) if the vehicle is a replacement or addition;
(vii) why a compressed natural gas (CNG) vehicle will not meet the location's needs; and
(viii) why a compact car will not meet the location's needs.
(C) Upon receipt of the vehicle acquisition request, the fleet manager reviews the information provided and notifies the services area director by issuing a:
(i) notice of an alternative acquisition recommendation;
(ii) notice of approval indicating the proposed acquisition is appropriate;
(iii) notice of denial of the proposed acquisition; or
(iv) request for additional information.
(2) Repositioning.In collaboration with Financial Services, the fleet manager, reevaluates vehicle location and determines where to reposition current vehicles to provide maximize utilization.
(A) The fleet manager reviews the vehicle's total mileage annually to determine how much the vehicle is used.
(B) The local administrator or services area director provides justification for keeping a vehicle with low mileage usage.
(C) When the fleet manager determines a vehicle needs to be repositioned, a notice of vehicle repositioning is issued to the services area director and local administrator.
(3) Disposal.DHS-owned vehicles are disposed of in the manner authorized by the Office of Management and Enterprise Services (OMES), Division of Capital and Assets Management (DCAM) rule, per Oklahoma Administrative Code 260:105,the Surplus Property Act, and upon approval of the DHS fleet manager.Vehicles may be disposed of if:
(A) at least 24-months have elapsed since the day the claim was approved for payment;
(B) OMES-DCAM Fleet Management provides written authorization to dispose of the vehicle;
(C) the vehicle has been in use for 60,000 miles; or
(D) the vehicle has damage of $2,500 or more.
DHS:2-21-207. Driver selection, training, and evaluation
Issued 3-1-16
(a) Employees are evaluated and approved as assigned drivers based on driving ability and driving record obtained through the Oklahoma Department of Public Safety (DPS).
(1) Oklahoma Department of Human Services (DHS) employees are required to complete yearly, mandatory, online driving training before being permitted to drive state vehicles. New employees have 30-calendar days from the enter-on-duty date to complete the training.If not completed, driving privileges with DHS are revoked.
(2) Assigned drivers are required to complete Oklahoma Department of Public Safety Form 303RM0097, Records Request and Consent to Release form.
(A) DHS employees do not pay the required fee stated on Form 303RM0097.
(B) Contract employees driving for DHS must pay the required fee stated on Form 303RM0097.
(3) Before becoming an assigned driver, employees and contract employees must provide a copy of a current and valid driver license and a signed Form 11RS100E, Driver License and Liability Insurance Attestation, to their supervisor.
(4) Supervisors of assigned drivers are required to:
(A) ensure the assigned driver has a valid driver license;
(B) ensure the assigned driver is qualified to operate the type of vehicle assigned;
(C) review an applicant's past driving performance and work experience, through previous employers' reference checks, prior to hiring;
(D) review current employees' motor vehicle records annually, and more frequently w warranted; and
(E) request during the assigned driver's employee opening evaluation a:
(i) driver license;
(ii) Form 11RS100E;
(iii) Form 303RM0097; and
(iv) DHS Human Resources Management verification of completion of mandatory online driving training.
(b) The local fleet coordinator reviews the vehicle records, the vehicle condition, and the assigned driver's compliance with policy.The local fleet coordinator reports concerns to the local administrator, who reports known violations to the assigned driver's supervisor to initiate corrective action.
(c) State-regulated driver qualification parameters must be met.Regulatory information is obtained from applicable state departments of transportation and motor vehicle services.
(1) Assigned drivers must comply with Oklahoma Department of Transportation (ODOT) Commercial Driver License (CDL) regulations.
(2) Assigned drivers involved in interstate or foreign commerce are subject to the requirements of ODOT Federal Highway Administration's Federal Motor Carrier Safety Regulations when the:
(A) Gross Motor Vehicle Weight Rating (GMVR) is 10,001 pounds or more;
(B) vehicle is designed to transport 16 or more passengers, including the driver; or
(C) vehicle is used in the transportation of hazardous materials in a quantity requiring placarding per ODOT Hazardous Materials Regulations.
(3) Assigned drivers involved in intra or interstate operations with GMVR of 26,001 pounds or more must:
(A) have a CDL license; and
(B) be enrolled in an ODOT Drug and Alcohol Testing Program.
(d) An employee is considered a high risk driver when the employee's accident or violation history, in the past three years, includes one or more moving violation convictions, including speeding violations.
(1) The following criteria identify high risk drivers:
(A) driving under the influence of alcohol or drugs;
(B) failure to report an accident;
(C) hit and run;
(D) negligent homicide arising out of the use of a motor vehicle;
(E) operating a motor vehicle during a period of license suspension or revocation;
(F) operating a motor vehicle without the owner's authority;
(G) permitting an unlicensed person to drive;
(H) reckless driving;
(I) three or more speeding violations in a three-year period;
(J) two preventable accidents in a 12-month period; and
(K) using a motor vehicle for the commission of a felony.
(2) Employees who are identified as high risk drivers may be subjected to several disciplinary actions including, but not limited to:
(A) being required to attend a defensive or safety driving course; and
(B) standard progressive disciplinary measures, per DHS personnel policies.
(e) When assigned drivers fail to comply with this Section, applicable regulations, policy, program, facility or office safety procedures and standard progressive disciplinary measures per DHS personnel policy or labor contract result.
(f) DHS employees are given instruction and an opportunity to correct unsafe behavior.Repeated failure to comply or willful and intentional noncompliance may result in disciplinary measures up to, and including, termination.
DHS:2-21-208. Vehicle selection and operator responsibilities
Issued 3-1-16
(a) Vehicle selection.It is the responsibility of each driver to select the appropriate vehicle to be used in performing his or her assigned tasks and using Trip Optimizer when appropriate.
(b) Operator responsibilities.Vehicles are for DHS business use only. The assigned driver must be aware of the appearance of impropriety when in possession of a state vehicle.
(1) Only DHS employees, and approved contract employees, are authorized to drive state vehicles.
(2) Assigned drivers are responsible for paying all traffic tickets, except when the ticket involves vehicular defects.
(3) Assigned drivers must have a Personal Identification Number (PIN) and a state-issued vehicle fuel card before driving a DHS vehicle.
(A) Assigned drivers who have a state-issued vehicle fuel card stolen from a vehicle may be held responsible for any costs DHS accrues due to negligence.
(B) State-issued vehicle fuel cards are obtained from the local fleet coordinator.
(C) State-issued vehicle fuel cards and keys are returned to the local fleet coordinator when the vehicle is returned.
(4) Assigned drivers must obtain approval for out-of-state transportation from the local administrator, services area director, and chief administrative officer, per DHS:2-21-109.
(A) Form 10AD002E, Out-of-State Travel Authorization, is required for all out-of-state travel exceeding 50 miles.
(B) Completed forms are routed to the DHS travel coordinator's office.
(5) Assigned drivers must inform the local administrator in advance, when they need to use the state vehicle for personal reasons or meal breaks.
(6) Assigned drivers must assure that no smoking, drinking alcoholic beverages, or any illegal activity occurs in DHS vehicles.
(7) Assigned drivers may only transport authorized passengers for authorized business purposes.
(A) Assigned drivers must check with the local administrator to ensure an event is an authorized business need.
(B) No one other than an authorized passenger is covered for liability purposes.
(C) Other state agency employees are authorized passengers when attending an authorized DHS event.
(D) Passengers, such as friends or family are not authorized to travel in the DHS vehicle, unless there is a legitimate need related to DHS business.
(E) Transportation of clients and community resource providers is an authorized use of the vehicle.
(8) Assigned drivers must obey all state traffic laws, including reporting any vehicular accidents.
(A) Assigned drivers must park the vehicle at a DHS office or other state property when not in use.
(B) Parking a state vehicle at a private residence is permitted only when necessary to carry out the assigned driver's job duties.
(C) When an overnight stay is required for out of town travel, a state vehicle may be parked at a residence during the time the assigned driver is in travel status.
DHS:2-21-209. Driver responsibilities and accountabilities before, during, and after vehicle use
Issued 3-1-16
(a) Vehicle access.The assigned driver is responsible for completing local check out procedures, obtaining the vehicle key from the local fleet coordinator, and returning the key after every use.
(b)Vehicle general safety check, before driving.The assigned driver is responsible for conducting a brief, thorough safety check prior to starting and moving the vehicle.Vehicles determined unsafe are reported to the local fleet coordinator and are not driven.
(1) Before driving the vehicle, the assigned driver must:
(A) walk around the outside of the vehicle to check for:
(i) any visual obstructions on windshields, windows, or side view mirrors;
(ii) deflated tires or problems with the tires;
(iii) any damage to the windshield, wipers, or wiper blades; and
(iv) other vehicle damage or obstructions;
(B) inspect the inside of the vehicle to check for:
(i) any potentially hazardous objects inside the vehicle, left by the previous driver;
(ii) any visual obstructions on the inside of the windshield, windows, or rearview mirrors;
(iii) available visibility tools, such as deicer, an ice scraper, and windshield cleaning tools;
(iv) functioning seatbelts and seat adjustments; and
(v) when applicable, a child safety seat that is in good working condition and is properly mounted in the vehicle; and
(C) turn on the vehicle ignition and check that:
(i) the fuel level is half-full, unless the local administrator establishes a greater minimum, the;
(ii) brakes are functioning;
(iii) door locks and windows are functioning;
(iv) headlights, tail lights, and reverse lights are functioning;
(v) steering wheel is functioning; and
(vi) windshield wipers are functioning.
(2) While driving, assigned drivers are responsible for:
(A) ensuring everyone in the vehicle is secured and properly buckled in his or her seat;
(B) following state and traffic laws;
(C) locking the doors; and
(D) not texting or talking on a mobile device while the vehicle is in motion.
(c) Returning the vehicle after each use. Each assigned driver is responsible for returning the state vehicle in good condition.When returning the vehicle the assigned driver:
(1) clears the vehicle cabin of all personal belongings, trash, and debris;
(2) fuels the vehicle using the state-issued vehicle fuel card;
(3) updates Office of Management Enterprise Services (OMES) – Division of Capital Asset Management (DCAM) Form 20, Vehicle Log, before departing the vehicle; and
(4) reports to the local fleet coordinator, when returning the vehicle keys:
(A) that the vehicle was left less than half-full by a previous driver; and
(B) all noted safety or maintenance issues.
Issued 3-1-16
Assigned drivers are responsible for ensuring the vehicle is well maintained and in safe and efficient operating condition at all times.Those drivers operating specifically-assigned vehicles have fleet oversight responsibility for that vehicle's maintenance.
(1) Scheduling required routine maintenance.Oklahoma Department of Human Services (DHS) and Office of Management and Enterprise Services, Division of Capital Assets Management preventive maintenance guidelines are followed in addition to required vehicle manufacturer guidelines for warranty compliance.Compressed natural gas (CNG) maintenance schedules may vary.
(A) At 5,000 mile intervals, maintenance "A" is performed."A" maintenance includes:
(i) turning on all lights and reflectors;
(ii) testing the battery;
(iii) changing the oil and oil filter;
(iv) lubricating the chassis;
(v) checking all fluid levels;
(vi) checking for fluid leaks;
(vii) checking the spare tire;
(viii) checking tire conditions and pressures;
(ix) checking for proper operation, the:
(I) emergency brake;
(II) heater and air conditioner;
(III) horn;
(IV) master cylinder;
(V) power steering; and
(VI) radiator coolant;
(x) rotating and balancing tires, as necessary;
(xi) refilling transmission fluid, as necessary;
(xii) refilling windshield washer fluid, as necessary; and
(xiii) replacing windshield wipers and washer fluid, as necessary.
(B) At 20,000 mile intervals, "B" maintenance as well as "A" maintenance are performed."B" maintenance includes:
(i) checking and, when necessary, replacing air and fuel filters;
(ii) checking brakes;
(iii) checking drive axle boots on front drive vehicles;
(iv) checking shocks;
(v) cleaning and protecting battery terminal ends;
(vi) replacing front wheel bearing on rear drive vehicles; and
(vii) replacingthe P.C.V. valve, as necessary.
(C) At 60,000 mile intervals, "C" maintenance as well as "A" and "B" maintenance are performed."C" maintenance includes:
(i) completing detail cleaning of the vehicle, except the engine, unless "C" maintenance was performed at 50,000 miles;
(ii) replacing all belts and hoses, as necessary, unless the vehicle has extended life coolant; and
(iii) servicing the transmission, unless "C" maintenance was performed at 50,000 miles.
(2) Maintenance records.It is the responsibility of each location's management to ensure DHS vehicles are properly maintained and that tracking and reporting of maintenance occurs as required.
(A) All vehicle maintenance records are retained in the local office for one year after the vehicle is sold or removed from inventory.
(B) Retaining vehicle information maintained at the location for 30-calendar days or more, includes:
(i) identifying vehicle information;
(ii) records of maintenance performed; and
(iii) records of tests conducted on buses with push-out windows, emergency doors, and marking lights.
(3) Tire replacements.When, upon inspection, a tire's condition appears worn or unsafe, the local fleet coordinator is notified.It is the local fleet coordinator's responsibility to ascertain whether one or more of the vehicle's tires require repair or replacement and, when determined necessary, undertake all steps to ensure repair or replacement occurs.
(A) Tires are purchased through the statewide contract for normal replacement.
(B) Emergency tire purchases are made with the state-issued vehicle fuel card when approved by the local administrator.
(4) Maintenance authorization.Maintenance and emergency repairs, other than tire replacement exceeding $400 dollars require Fleet Management approval.Maintenance and emergency repairs under $400 dollars may be authorized by the local administrator.
(5) Emergency repairs.Emergency repairs are defined as those repairs that cannot be anticipated and require immediate attention during holidays, weekends, or after normal duty hours when service facility maintenance is not available.In the event emergency repair is required:
(A) the assigned driver notifies his or her supervisor;
(B) the assigned driver and supervisor collaborate to locate a vendor that accepts the state-issued vehicle fuel card; and
(C) when a vehicle is taken to the DHS Service Center for repairs, the state-issued vehicle fuel card must be left with the Service Center team to avoid delay on repairs.
(6) Breakdown, repair, or towing.In the event of a breakdown, the local office is contacted immediately.When it is impossible to contact the local office:
(A) after 4:30 p.m., Monday through Friday, or when it is outside of the Oklahoma City metro area, a local towing company who accepts a state-issued vehicle fuel card is called; or
(B) and when the vehicle is in or near the Oklahoma City metro area and it is between 7:30 a.m. and 4:30 p.m., Monday through Friday, the DHS Service Center is contacted at 405-218-2323.
DHS:2-21-211. Accidents or incidents involving state vehicles
Issued 3-1-16
Assigned drivers are responsible for reporting any accidents or incidents involving an Oklahoma Department of Human Services (DHS) vehicle.When able, the assigned driver is expected to:
(1) assist the injured.
(A) Do not move injured individuals unless absolutely necessary.
(B) Assess the injured and provide reasonable assistance when it is apparent that such treatment is necessary.
(C) Obtain permission from the injured individual prior to assisting with his or her injuries.
(2) report the accident.
(A) Do not comment or admit any fault.
(B) Do not sign any statement except from an authorized representative of Risk and Safety Management or DHS Legal Services.
(C) Do not tell any party the state will accept responsibility for medical expenses.
(D) Only give information required by authorities.
(3) call the police or 911.
(A) Give the exact location and advise when medical help is needed.
(B) Request a copy of the police report.
(C) Write down the name(s) and badge number(s) of the police officer(s) who assist you.
(4) call a supervisor and/or safety coordinator immediately.After the incident report the incident to DHS Human Resources Management (HRM) Risk and Safety Management.
(A) Complete all required HRM Risk and Safety Management forms.
(B) Complete all worker's compensation forms, even when reporting is for information only.
(5) document the incident.
(A) Record the facts of the incident including, but not limited to, the:
(i) date of the incident;
(ii) description of the incident;
(iii) location of incident;
(iv) time of the incident;
(B) Record facts about you and your vehicle, including:
(i) your name;
(ii) a description of what part of the vehicle is damaged;
(iii) the vehicle's make, model, class, year, and tag number;
(iv) reason the vehicle was being used; and
(v) the assigned driver's local office, department, and phone number;
(C) Obtain facts about the other driver, any passengers, and vehicle(s), including:
(i) a description of what part(s) of the other vehicle(s) is damaged;
(ii) driver license number(s);
(iii) driver's and any passenger's name(s), address(es) and phone number(s);
(iv) insurance company(ies);
(v) insurance policy number(s); and
(vi) the vehicle's make, year, and tag number;
(D) obtain information about any injured person(s), including:
(i) names, ages, addresses, and phone numbers;
(ii) location of injured party at the time of the incident, such as:
(I) a pedestrian;
(II) a driver or passenger in a commercial vehicle;
(III) a driver or passenger in a personal vehicle;
(IV) a driver or passenger in a state vehicle
(V) a driver or passenger on motorcycle; or
(VI) a rider or passenger on a bicycle.
(E) record information about witnesses when available, including names, phone numbers, and addresses; and
(F) record facts about other non-vehicular property damage, including:
(i) a brief description of the nature of damage;
(ii) the owner's name, address and phone number; and
(iii) property damaged.
DHS:2-21-212. Accident investigation and resolution
Issued 3-1-16
Management in the local office is responsible for investigating, reporting, and educating staff in order to prevent further accidents from reoccurring.Management creates accountability and implements corrective actions as necessary.
(1) Assigned drivers operating Oklahoma Department of Human Services (DHS) or personal vehicles conducting work-related activities maintain a DHS vehicle accident reporting kit in the vehicle glove compartment to document and report accidents regardless of severity.The vehicle incident kit consists of:
(A) Office of Management Enterprise Services (OMES) – Division of Capital Asset Management (DCAM) Risk Management Form 001a, Standard Liability;
(B) OMES DCAM Risk Management Form 009, Accident Information Form, completed by the employee involved;
(C) OMES DCAM Risk Management Form 010, Reporting Procedures for 3rd Party Incident/Accident;
(D) DHS Risk and Safety Management Certificate of Self Insurance Liability; and
(E) DHS Risk and Safety Management contact card.
(2) Assigned drivers operating DHS or personal vehicles during DHS work-related activities use the DHS incident reporting kit to document and immediately report accidents, regardless of damage.Such reporting occurs no later than twenty-four hours after the incident.Reports are made to:
(A) local law enforcement;
(B) DHS Risk and Safety Management;
(C) an immediate supervisor or designee; and
(D) the safety coordinator, when applicable.
(3) After an incident, the supervisor completes OMES DCAM Form 002, Scope of Employment, and submits it to DHS Human Resource Management Risk and Safety Management.
(4) When a third party is at fault for the accident, the local administrator designates a person within the office to make a claim against the third party's insurance.
(A) When the third party is at fault and does not have insurance or insurance is refuses to pay for damages, the claim is submitted to DHS Legal Services.
(B) The insurance company makes any vehicle repair payments directly to the vehicle repair company.
(5) DHS does not repair an employee's personal vehicles, even when the employee is operating his or her personal vehicle within the scope of employment.It is important for employees to check with the private insurance carrier to ensure coverage while driving on duty.
