41 C.F.R. PART 102–34—MOTOR VEHICLE MANAGEMENT


Title 41 - Public Contracts and Property Management


Title 41: Public Contracts and Property Management

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PART 102–34—MOTOR VEHICLE MANAGEMENT

Section Contents
§ 102-34.5   Preamble.
§ 102-34.10   What definitions apply to motor vehicle management?
§ 102-34.15   What motor vehicles are not covered by this part?
§ 102-34.20   What types of motor vehicle fleets are there?
§ 102-34.25   What sources of supply are available for obtaining motor vehicles?

Subpart A—Obtaining Fuel Efficient Motor Vehicles

§ 102-34.30   Who must comply with motor vehicle fuel efficiency requirements?
§ 102-34.35   What are the procedures for purchasing and leasing motor vehicles?
§ 102-34.40   How are passenger automobiles classified?
§ 102-34.45   What size motor vehicles may we purchase and lease?
§ 102-34.50   What are fleet average fuel economy standards?
§ 102-34.55   What are the minimum fleet average fuel economy standards?
§ 102-34.60   How do we calculate the average fuel economy for our fleet?
§ 102-34.65   How may we request an exemption from the fuel economy standards?
§ 102-34.70   How does GSA monitor the fuel economy of purchased and leased motor vehicles?
§ 102-34.75   How must we report fuel economy data for passenger automobiles and light trucks we purchase or commercially lease?
§ 102-34.80   Do we report fuel economy data for passenger automobiles and light trucks purchased for our agency by the GSA Automotive Division?
§ 102-34.85   Do we have to submit a negative report if we don't purchase or lease any motor vehicles in a fiscal year?
§ 102-34.90   Are any motor vehicles exempted from these reporting requirements?
§ 102-34.95   Does fleet average fuel economy reporting affect our acquisition plan?
§ 102-34.100   Where may we obtain help with our motor vehicle acquisition plans?

Subpart B—Identifying and Registering Motor Vehicles


Motor Vehicle Identification

§ 102-34.105   What motor vehicles require motor vehicle identification?
§ 102-34.110   What motor vehicle identification must we put on motor vehicles we purchase or lease?
§ 102-34.115   What motor vehicle identification must the Department of Defense (DOD) put on motor vehicles it purchases or leases?
§ 102-34.120   Where is motor vehicle identification placed on purchased and leased motor vehicles?
§ 102-34.125   Before we sell a motor vehicle, what motor vehicle identification or markings must we remove?

License Plates

§ 102-34.130   Must our motor vehicles use Government license plates?
§ 102-34.131   Can official U.S. Government license plates be used on motor vehicles not owned or leased by the Government?
§ 102-34.135   Do we need to register motor vehicles owned or leased by the Government?
§ 102-34.140   Where may we obtain U.S. Government license plates?
§ 102-34.145   How do we display license plates on motor vehicles?
§ 102-34.150   What do we do about a lost or stolen license plate?
§ 102-34.155   What records do we need to keep on U.S. Government license plates?
§ 102-34.160   How are U.S. Government license plates coded and numbered?
§ 102-34.165   How can we get a new license plate code designation?
§ 102-34.170   [Reserved]

Identification Exemptions

§ 102-34.175   What types of exemptions are there?
§ 102-34.180   May we have a limited exemption from displaying U.S. Government license plates and other motor vehicle identification?
§ 102-34.185   What information must the certification contain?
§ 102-34.190   For how long is a limited exemption valid?
§ 102-34.195   What agencies have an unlimited exemption from displaying U.S. Government license plates and motor vehicle identification?
§ 102-34.200   What agencies have a special exemption from displaying U.S. Government license plates and motor vehicle identification on some of their vehicles?
§ 102-34.205   What license plates and motor vehicle identification do we use on motor vehicles that are exempt from motor vehicle identification and U.S. Government license plates?
§ 102-34.210   What special requirements apply to exempted motor vehicles using District of Columbia or State license plates?
§ 102-34.215   Can GSA ask for a listing of exempted motor vehicles?

Subpart C—Official Use of Government Motor Vehicles

§ 102-34.220   What is official use of a motor vehicle owned or leased by the Government?
§ 102-34.225   May I use a motor vehicle owned or leased by the Government for transportation between my residence and place of employment?
§ 102-34.230   May Government contractors use motor vehicles owned or leased by the Government?
§ 102-34.235   What does GSA do if it learns of unofficial use of a motor vehicle owned or leased by the Government?
§ 102-34.240   How are Federal employees disciplined for misuse of motor vehicles owned or leased by the Government?
§ 102-34.245   How am I responsible for protecting motor vehicles?
§ 102-34.250   Am I bound by State and local traffic laws?
§ 102-34.255   Who pays for parking fees?
§ 102-34.256   Who pays for parking fines?
§ 102-34.260   Do Federal employees in motor vehicles owned or leased by the Government have to use all safety devices and follow all safety guidelines?

Subpart D—Replacement of Motor Vehicles

§ 102-34.265   What are motor vehicle replacement standards?
§ 102-34.270   May we replace a Government-owned motor vehicle sooner?
§ 102-34.275   May we keep a Government-owned motor vehicle even though the standard permits replacement?
§ 102-34.280   How long must we keep a Government-owned motor vehicle?

Subpart E—Scheduled Maintenance of Motor Vehicles

§ 102-34.285   What kind of maintenance programs must we have?
§ 102-34.290   Must our motor vehicles pass State inspections?
§ 102-34.295   Where can we obtain help in setting up a maintenance program?

Subpart F—Motor Vehicle Accident Reporting

§ 102-34.300   What forms do I use to report a crash involving a motor vehicle owned or leased by the Government?
§ 102-34.305   To whom do we send crash reports?

Subpart G—Disposal of Motor Vehicles

§ 102-34.310   How do we dispose of a motor vehicle in any State, Commonwealth, territory or possession of the United States, or the District of Columbia?
§ 102-34.315   What forms do we use to transfer ownership when selling a motor vehicle?
§ 102-34.320   How do we distribute the completed Standard Form 97?

Subpart H—Motor Vehicle Fueling

§ 102-34.325   How do we obtain fuel for motor vehicles?
§ 102-34.330   What Government-issued charge cards may I use to purchase fuel and motor vehicle related services?
§ 102-34.335   What type of fuel do I use in motor vehicles?
§ 102-34.340   Do I have to use self-service fuel pumps?

Subpart I—Federal Motor Vehicle Fleet Report

§ 102-34.345   What is the Federal Fleet Report?
§ 102-34.346   How do I submit information to the General Services Administration (GSA) for the Federal Fleet Report (FFR)?
§ 102-34.347   Do we need a fleet management information system?
§ 102-34.350   What records do we need to keep?
§ 102-34.355   When and how do we report motor vehicle data?

Subpart J—Forms

§ 102-34.360   How do we obtain the forms prescribed in this part?


Authority:  40 U.S.C. 121(c); 40 U.S.C. 17503.

Source:  64 FR 59593, Nov. 2, 1999, unless otherwise noted.

§ 102-34.5   Preamble.
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(a) This part governs the economical and efficient management and control of motor vehicles that the Government owns or leases. Agencies will incorporate appropriate provisions of this part into contracts offering Government-furnished equipment in order to ensure adequate control over the use of motor vehicles.

(b) The questions and associated answers in this part are regulatory in effect. Thus compliance with the written text of this part is required by all executive agencies.

(c) The terms “we,” “I,” “our,” “you,” and “your,” when used in this part, mean you as an executive agency, as your agency's fleet manager, or as a motor vehicle user or operator, as appropriate.

§ 102-34.10   What definitions apply to motor vehicle management?
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The following definitions apply to motor vehicle management:

Commercial design motor vehicle means a motor vehicle procurable from regular production lines and designed for use by the general public.

Domestic fleet (see §102–34.20(a)).

Foreign fleet (see §102–34.20(b)).

GSA Fleet lease (see §102–34.25(d)).

Large fleet (see §102–34.20(d)).

Law enforcement motor vehicle means a passenger automobile or light truck that is specifically approved in an agency's appropriation act for use in apprehension, surveillance, police or other law enforcement work or specifically designed for use in law enforcement. If not identified in an agency's appropriation language, a motor vehicle qualifies as a law enforcement motor vehicle only in the following cases:

(1) A passenger automobile having heavy duty components for electrical, cooling and suspension systems and at least the next higher cubic inch displacement or more powerful engine than is standard for the automobile concerned.

(2) A light truck having emergency warning lights and identified with markings such as “police.”

(3) An unmarked motor vehicle certified by the agency head as essential for the safe and efficient performance of intelligence, counterintelligence, protective, or other law enforcement duties.

(4) A motor vehicle seized by a Federal agency that is subsequently used for the purpose of performing law enforcement activities.

Light duty motor vehicle means any motor vehicle with a gross motor vehicle weight rating (GVWR) of 8,500 pounds or less.

Light truck means a motor vehicle on a truck chassis with a gross motor vehicle weight rating (GVWR) of 8,500 pounds or less.

Military design motor vehicle means a motor vehicle (excluding general-purpose motor vehicles) designed according to military specifications to support directly combat or tactical operations or training for such operations.

Motor vehicle means any vehicle, self-propelled or drawn by mechanical power, designed and operated principally for highway transportation of property or passengers, but does not include a military design motor vehicle or vehicles not covered by this part (see §102–34.15).

Motor vehicle identification (also referred to as “motor vehicle markings”) means the legends “For Official Use Only” and “U.S. Government” placed on a motor vehicle plus other legends showing the full name of the department, agency, establishment, corporation, or service by which the motor vehicle is used. This identification is usually a decal placed in the rear window or on the side of the motor vehicle.

Motor vehicle lease (see §102–34.25(b)).

Motor vehicle markings (see “Motor vehicle identification” in this section).

Motor vehicle purchase (see §102–34.25(a)).

Motor vehicle rental (see §102–34.25(c)).

Motor vehicles transferred from excess (see §102–34.25(e)).

Owning agency means the executive agency that holds the vehicle title, manufacturer's Certificate of Origin, or is the lessee of a motor vehicle lease. This term does not apply to agencies that lease motor vehicles from the GSA Fleet.

Passenger automobile means a sedan or station wagon designed primarily to transport people.

Reportable motor vehicles are vehicles which are reported to GSA as outlined in Subpart I of this part:

(1) Included are sedans, station wagons, buses, ambulances, vans, utility motor vehicles, trucks and truck tractors, regardless of fuel type.

(2) Excluded are fire trucks, motorcycles, military-design motor vehicles, semi-trailers, trailers and other trailing equipment such as pole trailers, dollies, cable reels, trailer coaches and bogies, and trucks with permanently mounted equipment such as generators and air compressors.

Small fleet (see §102–34.20(c)).

Using agency means a Federal agency that obtains motor vehicles from the GSA Fleet, commercial firms or another Federal agency and does not hold the vehicle title or manufacturer's Certificate of Origin. However, this does not include a Federal agency that obtains a motor vehicle by motor vehicle rental.

§ 102-34.15   What motor vehicles are not covered by this part?
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Motor vehicles not covered are:

(a) Designed or used for military field training, combat, or tactical purposes;

(b) Used principally within the confines of a regularly established military post, camp, or depot; or

(c) Used by an agency in the performance of investigative, law enforcement, or intelligence duties if the head of such agency determines that exclusive control of such vehicle is essential to the effective performance of such duties, although such vehicles are subject to subpart C and subpart I of this part.

§ 102-34.20   What types of motor vehicle fleets are there?
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The types of motor vehicle fleets are:

(a) Domestic fleet means all reportable agency-owned motor vehicles operated in any State, Commonwealth, territory or possession of the United States, and the District of Columbia.

(b) Foreign fleet means all reportable agency-owned motor vehicles operated in areas outside any State, Commonwealth, territory or possession of the United States, and the District of Columbia.

(c) Small fleet means a fleet of fewer than 2,000 reportable agency-owned motor vehicles, worldwide.

(d) Large fleet means a fleet of 2,000 or more reportable agency-owned motor vehicles, worldwide.

§ 102-34.25   What sources of supply are available for obtaining motor vehicles?
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The following sources of supply are available:

(a) Motor vehicle purchase means buying a motor vehicle from a commercial source, usually a motor vehicle manufacturer or a motor vehicle manufacturer's dealership.

(b) Motor vehicle lease means obtaining a motor vehicle by contract or other arrangement from a commercial source for 60 continuous days or more.

(c) Motor vehicle rental means obtaining a motor vehicle by contract or other arrangement from a commercial source for less than 60 continuous days.

(d) GSA Fleet lease means obtaining a motor vehicle from the General Services Administration (GSA Fleet). Where “lease” is used alone within this part, it refers to “motor vehicle lease” in paragraph (b) of this section and not GSA Fleet lease.

(e) Motor vehicles transferred from excess means obtaining a motor vehicle reported as excess and transferred with or without cost.

Subpart A—Obtaining Fuel Efficient Motor Vehicles
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§ 102-34.30   Who must comply with motor vehicle fuel efficiency requirements?
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Executive agencies located in any State, Commonwealth, territory or possession of the United States, and the District of Columbia which operate motor vehicles owned or leased by the Government in the conduct of official business. This subpart does not apply to motor vehicles exempted by law or other regulations, such as law enforcement and motor vehicles in foreign areas. Other Federal agencies are encouraged to comply so that maximum energy conservation benefits may be realized in obtaining, operating, and managing motor vehicles owned or leased by the Government.

§ 102-34.35   What are the procedures for purchasing and leasing motor vehicles?
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Procedures for purchasing and leasing motor vehicles can be found in subpart 101–26.5 of this title.

§ 102-34.40   How are passenger automobiles classified?
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Passenger automobiles are classified in the following table:

 ------------------------------------------------------------------------                                     Station wagon            Sedan class                  class        Descriptive name------------------------------------------------------------------------I.................................  I               Subcompact.II................................  II              Compact.III...............................  III             MidsizeIV................................  IV              Large.V.................................  ..............  Limousine.------------------------------------------------------------------------
§ 102-34.45   What size motor vehicles may we purchase and lease?
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(a) You must select motor vehicles to achieve maximum fuel efficiency.

(b) Limit motor vehicle body size, engine size and optional equipment to what is essential to meet your agency's mission.

(c) With the exception of motor vehicles used by the President and Vice President and motor vehicles for security and highly essential needs, you must purchase and lease midsize (class III) or smaller sedans.

(d) Purchase and lease large (class IV) sedans only when such motor vehicles are essential to your agency's mission.

§ 102-34.50   What are fleet average fuel economy standards?
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(a) The minimum miles per gallon that a fleet of motor vehicles purchased or leased by an executive agency must obtain. The need to meet these standards is set forth in 49 U.S.C. 32917, Standards for Executive Agency Automobiles, and Executive Order 12375, Motor Vehicles. These standards have two categories:

(1) Average fuel economy standard for all passenger automobiles.

(2) Average fuel economy standard for light trucks.

(b) These standards do not apply to passenger automobiles and light trucks designed to perform combat-related missions for the U.S. Armed Forces or motor vehicles designed for use in law enforcement or emergency rescue work.

§ 102-34.55   What are the minimum fleet average fuel economy standards?
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The minimum fleet average fuel economy standards appear in the following table:

                Fleet Average Fuel Economy Standards \1\------------------------------------------------------------------------                           Passenger automobile      Fiscal year                  \2\               Light truck \3,4\------------------------------------------------------------------------2005...................  27.5                     21.02006...................  27.5                     21.62007...................  27.5                     22.2------------------------------------------------------------------------\1\ These figures represent miles/gallon.\2\ Established by section 49 U.S.C. 32902 and the Secretary of  Transportation.\3\ Fleet average fuel economy standard set by the Secretary of  Transportation and mandated by Executive Order 12375 beginning in  fiscal year 1982.\4\ Fleet average fuel economy for light trucks is the combined fleet  average fuel economy for all 4 x 2 and 4 x 4 light trucks.

[71 FR 27638, May 12, 2006]

§ 102-34.60   How do we calculate the average fuel economy for our fleet?
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(a) Due to the variety of motor vehicle configurations, you must take an average of all motor vehicles, by category (passenger automobiles or light truck) purchased and leased by your agency during the fiscal year. This calculation is the sum of passenger automobiles or light trucks that your executive agency purchases or leases from commercial sources divided by the sum of the fractions representing the number of motor vehicles of each category by model divided by the unadjusted city/highway mile-per-gallon ratings for that model, developed by the Environmental Protection Agency (EPA) for each fiscal year. The EPA mile-per-gallon rating for each motor vehicle make, model, and model year may be obtained from the: General Services Administration, Attn: FFA, Washington, DC 20406.

(b) An example follows:

Light trucks: i. 600 light trucks acquired in a specific year. These are broken down into:

A. 200 Six cylinder automatic transmission pick-up trucks, EPA rating: 24.3 mpg, plus

B. 150 Six cylinder automatic transmission mini-vans, EPA rating 24.8 mpg, plus

C. 150 Eight cylinder automatic transmission pick-up trucks, EPA rating: 20.4 mpg, plus

D. 100 Eight cylinder automatic transmission cargo vans, EPA rating: 22.2 mpg.

View or download PDF

ii. Fleet average fuel economy for light trucks in this case is 23.0 mpg.

§ 102-34.65   How may we request an exemption from the fuel economy standards?
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(a) You must submit your reasons for the exemption in a written request to the: Administrator of General Services, ATTN: MTV, Washington, DC 20405.

(b) GSA will review the request and advise you of the determination within 30 days of receipt. Passenger automobiles and light trucks exempted under the provisions of this section must not be included in calculating your fleet average fuel economy.

§ 102-34.70   How does GSA monitor the fuel economy of purchased and leased motor vehicles?
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(a) Executive agencies report to GSA their leases and purchases of passenger automobiles and light trucks. GSA keeps a master record of the miles per gallon for passenger automobiles and light trucks acquired by each agency during the fiscal year. GSA verifies that each agency's passenger automobile and light truck leases and purchases achieve the fleet average fuel economy for the applicable fiscal year, as required by Executive Order 12375.

(b) The GSA Federal Vehicle Policy Division (MTV) issues information about the EPA miles-per-gallon ratings to executive agencies at the beginning of each fiscal year to help agencies with their acquisition plans.

§ 102-34.75   How must we report fuel economy data for passenger automobiles and light trucks we purchase or commercially lease?
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(a) You must send copies or synopses of motor vehicle leases and purchases to GSA. Use the unadjusted combined city/highway mile-per-gallon ratings for passenger automobiles and light trucks developed each fiscal year by the Environmental Protection Agency (EPA). All submissions for a fiscal year must reach GSA by December 1 of the next fiscal year. Submit the information as soon as possible after the purchase or effective date of each lease to the: General Services Administration, ATTN: MTV, Washington, DC 20405. Email: [email protected].

(b) Include in your submission to GSA motor vehicles purchased or leased by your agency for use in any State, Commonwealth, territory or possession of the United States, and the District of Columbia.

(c) Your submission to GSA must include:

(1) Number of passenger automobiles and light trucks, by category.

(2) Year.

(3) Make.

(4) Model.

(5) Transmission type (if manual, number of forward speeds).

(6) Cubic inch displacement of engine.

(7) Fuel type (i.e., gasoline, diesel, or type of alternative fuel).

(8) Monthly lease cost, if applicable.

Note to §102–34.75: Do not include passenger automobile and light truck lease renewal options as new acquisition motor vehicle leases. Do not report passenger automobiles and light trucks exempted from fleet average fuel economy standards (see §102–34.50(b) and §102–34.65).

§ 102-34.80   Do we report fuel economy data for passenger automobiles and light trucks purchased for our agency by the GSA Automotive Division?
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No. The GSA Automotive Division provides information for passenger automobiles and light trucks it purchases for agencies.

§ 102-34.85   Do we have to submit a negative report if we don't purchase or lease any motor vehicles in a fiscal year?
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Yes, you must submit a negative report if you don't purchase or lease any motor vehicles in a fiscal year.

§ 102-34.90   Are any motor vehicles exempted from these reporting requirements?
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Yes. You do not need to report passenger automobiles and light trucks that are:

(a) Purchased or leased for use outside any State, Commonwealth, territory or possession of the United States, or the District of Columbia.

(b) Designed to perform combat-related missions for the U.S. Armed Forces.

(c) Designed for use in law enforcement or emergency rescue work.

§ 102-34.95   Does fleet average fuel economy reporting affect our acquisition plan?
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It may. If previous motor vehicle purchases and leases have caused your fleet to fail to meet the required fuel economy by the end of the fiscal year, GSA may encourage you to adjust future requests to meet fuel economy requirements.

§ 102-34.100   Where may we obtain help with our motor vehicle acquisition plans?
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For help with your motor vehicle acquisition plan, contact the: General Services Administration, Attn: MTV, Washington, DC 20405. Email: [email protected].

Subpart B—Identifying and Registering Motor Vehicles
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Motor Vehicle Identification
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§ 102-34.105   What motor vehicles require motor vehicle identification?
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All motor vehicles owned or leased by the Government must display motor vehicle identification unless exempted under §102–34.180, §102–34.195, or §102–34.200.

§ 102-34.110   What motor vehicle identification must we put on motor vehicles we purchase or lease?
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Unless exempted under sections §102–34.180, §102–34.195 or §102–34.200, motor vehicles must display the following identification:

(a) “For Official Use Only”,

(b) “U.S. Government”, and

(c) Identification that readily identifies the agency owning the vehicle.

[71 FR 27638, May 12, 2006]

§ 102-34.115   What motor vehicle identification must the Department of Defense (DOD) put on motor vehicles it purchases or leases?
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The following must appear on DOD purchased or leased motor vehicles:

(a) “For Official Use Only;”

(b) An appropriate title for the DOD component; and

(c) The DOD code and registration number assigned by the DOD component accountable for the motor vehicle.

§ 102-34.120   Where is motor vehicle identification placed on purchased and leased motor vehicles?
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(a) For most motor vehicles, the location in preferred order is as follows:

(1) On the official U.S. Government license plate.

(2) On a decal in the rear window, or centered on both front doors if the vehicle is without a rear window or where identification on the rear window would not be easily seen.

(b) On trailers. Centered on both sides of the front quarter of the trailer in a conspicuous location.

Note to §102–34.120: Each agency or activity that uses decals to identify its motor vehicles is responsible for acquiring its own decals and for replacing them when necessary due to damage or wear.

[64 FR 59593, Nov. 2, 1999, as amended at 71 FR 27638, May 12, 2006]

§ 102-34.125   Before we sell a motor vehicle, what motor vehicle identification or markings must we remove?
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You must remove all motor vehicle identification before you transfer the title or deliver the motor vehicle.

License Plates
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§ 102-34.130   Must our motor vehicles use Government license plates?
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Yes you must use Government license plates, with the exception of motor vehicles exempted under §102–34.180, §102–34.195, and §102–34.200.

§ 102-34.131   Can official U.S. Government license plates be used on motor vehicles not owned or leased by the Government?
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No, official U.S. Government license plates may only be used on motor vehicles that are owned or leased by the Government.

[71 FR 27638, May 12, 2006]

§ 102-34.135   Do we need to register motor vehicles owned or leased by the Government?
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If the vehicles display U.S. Government license plates and motor vehicle identification, you do not need to register motor vehicles owned or leased by the Government in the jurisdiction where the vehicle is operated. However, motor vehicles exempted under §102–34.180, §102–34.195, or §102–34.200 of this part must be registered and inspected in accordance with the laws of the jurisdiction where the motor vehicle is regularly operated.

[71 FR 27638, May 12, 2006]

§ 102-34.140   Where may we obtain U.S. Government license plates?
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You may obtain U.S. Government license plates—

(a) For motor vehicles operated in any State, Commonwealth, territory or possession of the United States, and the District of Columbia by contacting: U.S. Department of Justice, UNICOR, Federal Prison Industries, Inc., 400 First Street, NW., Room 6010, Washington, DC 20534.

(b) For all other motor vehicles by contacting the following office for assistance: General Services Administration, ATTN: MT, Washington, DC 20405, Email: [email protected].

Note to §102–34.140: The General Services Administration (GSA) has established a Memorandum of Understanding (MOU) on behalf of all Federal agencies with Federal Prison Industries (UNICOR) for the procurement of official U.S. Government license plates. Each agency must execute an addendum to this MOU providing plate design and specific ordering and payment information before ordering license plates. Agency field activities should contact their national level Agency Fleet Manager for assistance.

[71 FR 27638, May 12, 2006]

§ 102-34.145   How do we display license plates on motor vehicles?
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(a) Display official U.S. Government license plates on the front and rear of all motor vehicles owned or leased by the Government. The exception is two-wheeled motor vehicles, which require rear license plates only.

(b) You must display U.S. Government license plates on the motor vehicle to which the license plates were assigned.

(c) Display the U.S. Government license plates until the motor vehicle is removed from Government service or is transferred, or until the plates are damaged and require replacement.

(d) For motor vehicles owned or leased by DOD, follow DOD regulations.

§ 102-34.150   What do we do about a lost or stolen license plate?
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You should report the loss or theft of license plates as follows:

(a) U.S. Government license plates. Tell your local security office (or equivalent) and local police.

(b) District of Columbia or State license plates. Tell your local security office (or equivalent) and either the District of Columbia, Department of Transportation, or the State agency, as appropriate.

§ 102-34.155   What records do we need to keep on U.S. Government license plates?
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You must keep a central record of all U.S. Government license plates for your agency's motor vehicle purchases and motor vehicle leases. The GSA Fleet must keep such a record for GSA Fleet vehicles. The record must identify:

(a) The motor vehicle to which each set of plates is assigned.

(b) The complete history of any reassigned plates.

(c) A list of destroyed or voided license plate numbers.

§ 102-34.160   How are U.S. Government license plates coded and numbered?
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U.S. Government license plates will be numbered serially for each executive agency, beginning with “101”, and preceded by a letter code that designates the owning agency for the motor vehicle. The agency letter codes are listed in GSA Bulletin FMR B–8 (FMR bulletins are located at www.gsa.gov/bulletin).

[71 FR 27638, May 12, 2006]

§ 102-34.165   How can we get a new license plate code designation?
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To get a new license plate code designation, write to the: General Services Administration, Attn: MTV, Washington, DC 20405. Email: [email protected]

§ 102-34.170   [Reserved]
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Identification Exemptions
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§ 102-34.175   What types of exemptions are there?
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(a) Limited exemption.

(b) Unlimited exemption.

(c) Special exemption.

§ 102-34.180   May we have a limited exemption from displaying U.S. Government license plates and other motor vehicle identification?
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Yes. The head of your agency or designee may authorize a limited exemption to the display of U.S. Government license plates and motor vehicle identification upon written certification. (See §102–34.185.) For motor vehicles leased from the GSA Fleet, send an information copy of this certification to the: General Services Administration, Attn: FFF, Washington, DC 20406.

[64 FR 59593, Nov. 2, 1999, as amended at 71 FR 27638, May 12, 2006]

§ 102-34.185   What information must the certification contain?
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The certification must state either:

(a) That the motor vehicle is used primarily for investigative, law enforcement or intelligence duties involving security activities and that identifying the motor vehicle would interfere with those duties; or

(b) That identifying the motor vehicle would endanger the security of the vehicle occupants.

§ 102-34.190   For how long is a limited exemption valid?
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An exemption granted in accordance with §102–34.180 and §102–34.185 may last from one day up to one year. If the requirement for exemption still exists at the end of the year, your agency must re-certify the continued exemption. For a motor vehicle leased from the GSA Fleet, send a copy of the re-certification to the: General Services Administration, ATTN: FFF, Washington, DC 20406.

§ 102-34.195   What agencies have an unlimited exemption from displaying U.S. Government license plates and motor vehicle identification?
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The Federal agencies, or activities within agencies, listed in FMR Bulletin B–12 (located at www.gsa.gov/bulletin) are granted an unlimited exemption for vehicles that meet the requirements in the bulletin.

[71 FR 27638, May 12, 2006]

§ 102-34.200   What agencies have a special exemption from displaying U.S. Government license plates and motor vehicle identification on some of their vehicles?
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Motor vehicles assigned for the use of the President and the heads of executive departments specified in 5 U.S.C. 101 are exempt from the requirement to display motor vehicle identification. All motor vehicles, other than those assigned for the personal use of the President, will display official U.S. Government license plates.

Note to §102–34.200: The Executive departments are: The Department of State, the Department of the Treasury, the Department of Defense, the Department of Justice, the Department of the Interior, the Department of Agriculture, the Department of Commerce, the Department of Labor, the Department of Health and Human Services, the Department of Homeland Security, the Department of Housing and Urban Development, the Department of Transportation, the Department of Energy, the Department of Education, and the Department of Veterans Affairs.

[64 FR 59593, Nov. 2, 1999, as amended at 71 FR 27638, May 12, 2006]

§ 102-34.205   What license plates and motor vehicle identification do we use on motor vehicles that are exempt from motor vehicle identification and U.S. Government license plates?
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Display the regular license plates of the State, Commonwealth, territory or possession of the United States, or the District of Columbia, where the motor vehicle is principally operated.

§ 102-34.210   What special requirements apply to exempted motor vehicles using District of Columbia or State license plates?
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If your agency wants to use regular District of Columbia (DC) license plates or State license plates for motor vehicles exempt from displaying U.S. Government license plates and motor vehicle identification, your agency head must designate an official to authorize such use. Provide the name and facsimile signature of that official to the DC Department of Transportation annually, or to the equivalent State vehicle motor vehicle department, as required. Agencies must pay the DC and the States for these license plates in accordance with DC or state policy. Also, for motor vehicles leased from the GSA Fleet, send a list of the new plates to: General Services Administration, ATTN: FFF, Washington, DC 20406.

[71 FR 27638, May 12, 2006]

§ 102-34.215   Can GSA ask for a listing of exempted motor vehicles?
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Yes. If asked, the head of each executive agency must submit a report concerning motor vehicles exempted under this subpart. This report, which has been assigned interagency report control number 1537–GSA-AR, should be submitted to the: General Services Administration, ATTN: MTV, Washington, DC 20405. Email: [email protected]

Subpart C—Official Use of Government Motor Vehicles
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§ 102-34.220   What is official use of a motor vehicle owned or leased by the Government?
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Official use of a motor vehicle is using a motor vehicle to perform your agency's mission(s), as authorized by your agency.

§ 102-34.225   May I use a motor vehicle owned or leased by the Government for transportation between my residence and place of employment?
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No, you may not use a Government motor vehicle for transportation between your residence and place of employment unless your agency authorizes such use after making the necessary determination under 31 U.S.C. 1344 and subpart 101–6.4 of this title. Your agency must keep a copy of the written authorization within the agency and monitor the use of these motor vehicles.

§ 102-34.230   May Government contractors use motor vehicles owned or leased by the Government?
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Yes, Government contractors may use Government motor vehicles when authorized under applicable procedures and the following conditions:

(a) Motor vehicles are used for official purposes only and solely in the performance of the contract.

(b) Motor vehicles cannot be used for transportation between residence and place of employment, unless authorized in accordance with 31 U.S.C. 1344 and subpart 101–6.4 of this title.

(c) Contractors must:

(1) Establish and enforce suitable penalties against employees who use, or authorize the use of, such motor vehicles for unofficial purposes or for other than in the performance of the contract; and

(2) Pay any expenses or cost, without Government reimbursement, for using such motor vehicles other than in the performance of the contract.

§ 102-34.235   What does GSA do if it learns of unofficial use of a motor vehicle owned or leased by the Government?
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GSA reports the matter to the head of the agency employing the motor vehicle operator. The employing agency investigates and may, if appropriate, take disciplinary action under 31 U.S.C. 1349 or may report the violation to the Attorney General for prosecution under 18 U.S.C. 641.

§ 102-34.240   How are Federal employees disciplined for misuse of motor vehicles owned or leased by the Government?
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If an employee willfully uses, or authorizes the use of, a motor vehicle for other than official purposes, the employee is subject to suspension of at least one month or, up to and including, removal by the head of the agency (31 U.S.C. 1349).

§ 102-34.245   How am I responsible for protecting motor vehicles?
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When a Government-owned or -leased motor vehicle is under your control, you must:

(a) Park or store the vehicle in a manner that reasonably protects it from theft or damage.

(b) Lock the unattended motor vehicle. (The only exception to this requirement is when fire regulations or other directives prohibit locking motor vehicles in closed buildings or enclosures.)

§ 102-34.250   Am I bound by State and local traffic laws?
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Yes. You must obey all motor vehicle traffic laws of the State and local jurisdiction, except when the duties of your position require otherwise. You are personally responsible if you violate State or local traffic laws. If you are fined or otherwise penalized for an offense you commit while performing your official duties, but which was not required as part of your official duties, payment is your personal responsibility.

§ 102-34.255   Who pays for parking fees?
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You must pay parking fees while operating a motor vehicle owned or leased by the Government. However, you can expect to be reimbursed for parking fees incurred while performing official duties.

[71 FR 27639, May 12, 2006]

§ 102-34.256   Who pays for parking fines?
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If you are fined for a parking violation while operating a motor vehicle owned or leased by the Government, you are responsible for paying the fine and will not be reimbursed.

[71 FR 27639, May 12, 2006]

§ 102-34.260   Do Federal employees in motor vehicles owned or leased by the Government have to use all safety devices and follow all safety guidelines?
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Yes, Federal employees in motor vehicles owned or leased by the Government have to use all safety devices including safety belts and follow all appropriate motor vehicle manufacturer safety guidelines.

[71 FR 27639, May 12, 2006]

Subpart D—Replacement of Motor Vehicles
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§ 102-34.265   What are motor vehicle replacement standards?
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Motor vehicle replacement standards specify the minimum number of years in use or miles traveled at which an executive agency may replace a Government-owned motor vehicle (see §102–34.280) .

§ 102-34.270   May we replace a Government-owned motor vehicle sooner?
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Yes. You may replace a Government-owned motor vehicle if it needs body or mechanical repairs that exceed the fair market value of the motor vehicle. Determine the fair market value by adding the current market value of the motor vehicle plus any capitalized motor vehicle additions (such as a utility body or liftgate) or repairs. Your agency head or designee must review the replacement in advance.

§ 102-34.275   May we keep a Government-owned motor vehicle even though the standard permits replacement?
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Yes. The replacement standard is a minimum only, and therefore, you may keep a Government-owned motor vehicle longer than shown in §102–34.280 if the motor vehicle can be operated without excessive maintenance costs or substantial reduction in resale value.

§ 102-34.280   How long must we keep a Government-owned motor vehicle?
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You must keep a motor vehicle owned or leased by the Government for at least the years or miles shown in the following table:

                 Table of Minimum Replacement Standards------------------------------------------------------------------------                                                                or Miles                Motor vehicle type                  Years \a\     \a\------------------------------------------------------------------------Sedans/Station Wagons.............................          3     60,000Ambulances........................................          7     60,000Buses:  Intercity.......................................        n/a    280,000  City............................................        n/a    150,000  School..........................................        n/a     80,000Trucks:  Less than 12,500 pounds GVWR....................          6     50,000  12,500-23,999 pounds GVWR.......................          7     60,000  24,000 pounds GVWR and over.....................          9     80,000  4- or 6-wheel drive motor vehicles..............          6     40,000------------------------------------------------------------------------\a\ Minimum standards are stated in both years and miles; use whichever  occurs first.
Subpart E—Scheduled Maintenance of Motor Vehicles
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§ 102-34.285   What kind of maintenance programs must we have?
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You must have a scheduled maintenance program for each motor vehicle you own or lease. This requirement applies to motor vehicles operated in any State, Commonwealth, territory or possession of the United States, and the District of Columbia. The GSA Fleet will develop maintenance programs for GSA Fleet vehicles. The scheduled maintenance program must:

(a) Meet Federal, State, and local emission standards;

(b) Meet manufacturer warranty requirements;

(c) Ensure the safe and economical operating condition of the motor vehicle throughout its life; and

(d) Ensure that inspections and servicing occur as recommended by the manufacturer or more often if local operating conditions require.

§ 102-34.290   Must our motor vehicles pass State inspections?
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Yes your motor vehicles must pass State inspections, where mandated.

(a) Each motor vehicle owned or leased by the Government must pass Federally-mandated emission inspections in the jurisdictions in which they operate when required by State motor vehicle administrations or State environmental departments. You must reimburse State activities for the cost of these inspections if the fee is not waived. GSA will pay the cost of these inspections for motor vehicles leased from the GSA Fleet.

(b) Motor vehicles owned or leased by the Government that are exempted from the display of U.S. Government license plates and motor vehicle identification must comply with emission and mechanical inspection programs of the State, Commonwealth, territory or possession of the United States or the District of Columbia in which they are regularly operated. Your agency must pay for these inspections, unless the fee is waived. Payment for these inspections for motor vehicles leased from the GSA Fleet are the responsibility of the using agency.

§ 102-34.295   Where can we obtain help in setting up a maintenance program?
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For help in setting up a maintenance programs, contact the: General Services Administration, Attn: MTV, Washington, DC 20405. Email: [email protected]

Subpart F—Motor Vehicle Accident Reporting
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§ 102-34.300   What forms do I use to report a crash involving a motor vehicle owned or leased by the Government?
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The General Services Administration (GSA) requires that you use the following forms to report a crash in any State, Commonwealth, territory or possession of the United States and the District of Columbia. The forms should be carried in any motor vehicle owned or leased by the Government.

(a) Standard Form 91, Motor Vehicle Accident Report. The motor vehicle operator should complete this form at the time and scene of the crash if possible, even if damage to the motor vehicle is not noticeable.

(b) Standard Form 94, Statement of Witness. This form should be completed by any witness to the crash.

[71 FR 27639, May 12, 2006]

§ 102-34.305   To whom do we send crash reports?
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Send crash reports as follows:

(a) If the motor vehicle is owned or leased by your agency, follow your internal agency directives.

(b) If the motor vehicle is managed by the GSA Fleet, report the crash to GSA in accordance with subpart 101–39.4 of this title.

[71 FR 27639, May 12, 2006]

Subpart G—Disposal of Motor Vehicles
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§ 102-34.310   How do we dispose of a motor vehicle in any State, Commonwealth, territory or possession of the United States, or the District of Columbia?
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After meeting the replacement standards under subpart D of this part, you may dispose of a Government-owned motor vehicle by transferring the motor vehicle title, or manufacturer's Certificate of Origin, to the new owner. Detailed instructions on the disposal process are in parts 102–38 and 101–39 of this subchapter B.

[64 FR 59593, Nov. 2, 1999, as amended at 71 FR 27639, May 12, 2006]

§ 102-34.315   What forms do we use to transfer ownership when selling a motor vehicle?
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Use the following forms to transfer ownership:

(a) Standard Form 97, The United States Government Certificate to Obtain Title to a Motor Vehicle, if both of the following apply:

(1) The motor vehicle will be retitled by a State, Commonwealth, territory or possession of the United States or the District of Columbia; and

(2) The purchaser intends to operate the motor vehicle on highways.

Note to §102–34.315(a)(2): Do not use Standard Form (SF) 97 if the Government-owned motor vehicle is either not designed or not legal for operation on highways. Examples are construction equipment, farm machinery, and certain military-design motor vehicles and motor vehicles that are damaged beyond repair in crashes and intended to be sold as salvage only. Instead, use an appropriate bill of sale or award document. Examples are Optional Form 16, Sales Slip-Sale of Government Personal Property, and Standard Form 114, Sale of Government Property—Bid and Award.

(b) Standard Form 97 is optional in foreign countries because foreign governments may require the use of other forms.

Note to §102–34.315: The original Standard Form 97 is printed on secure paper to identify readily any attempt to alter the form. The form is also pre-numbered to prevent duplicates. State motor vehicle agencies may reject certificates showing erasures or strikeovers.

[64 FR 59593, Nov. 2, 1999, as amended at 71 FR 27639, May 12, 2006]

§ 102-34.320   How do we distribute the completed Standard Form 97?
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Standard Form 97 is a 4-part set printed on continuous-feed paper. Distribute the form as follows:

(a) Original SF 97 to the purchaser or donee.

(b) One copy to the owning agency.

(c) One copy to the contracting officer making the sale or transfer of the motor vehicle.

(d) One copy under owning-agency directives.

Subpart H—Motor Vehicle Fueling
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§ 102-34.325   How do we obtain fuel for motor vehicles?
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You may obtain fuel for any motor vehicle owned or leased by the Government by using:

(a) A Government-issued charge card;

(b) A Government agency fueling facility; or

(c) Personal funds and obtaining reimbursement from your agency.

§ 102-34.330   What Government-issued charge cards may I use to purchase fuel and motor vehicle related services?
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(a) You may use a fleet charge card specifically issued for this purpose. These cards are designed to collect motor vehicle data at the time of purchase. Where appropriate, State sales and motor fuel taxes are deducted from fuel purchases by the fleet charge card services contractor before your agency is billed. The GSA contractor issued fleet charge card is the only Government-issued charge card that may be used for GSA Fleet motor vehicles. For further information on acquiring these fleet charge cards and their use, contact the: General Services Administration, Attn: FCX, Washington, DC 20406.

(b) You may use a Government purchase card if you do not have a fleet charge card or if the use of such a government purchase card is required by your agency mission. However, the Government purchase card does not collect motor vehicle data nor does it deduct State sales and motor fuel taxes.

Note to §102–34.330: OMB Circular A–123, Appendix B, contains additional specific guidance on the management, issuance, and usage of Government charge cards. The Appendix B guidance consolidates and updates current Governmentwide charge card program requirements and guidance issued by the Office of Management and Budget, General Services Administration, Department of the Treasury, and other Federal agencies. Appendix B provides a single document to incorporate changes, new guidance, or amendments to existing guidance, and establishes minimum requirements and suggested best practices for Government charge card programs that may be supplemented by individual agency policy procedures.

[64 FR 59593, Nov. 2, 1999, as amended at 71 FR 27639, May 12, 2006]

§ 102-34.335   What type of fuel do I use in motor vehicles?
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(a) Use the grade (octane rating) of fuel recommended by the motor vehicle manufacturer when fueling motor vehicles owned or leased by the Government.

(b) Do not use premium grade gasoline in any motor vehicle owned or leased by the Government unless the motor vehicle specifically requires premium grade gasoline.

(c) Use unleaded gasoline in all Government owned or leased motor vehicles designed to operate on gasoline and used overseas unless:

(1) Such use would be in conflict with country-to-country or multi-national logistics agreements; or

(2) Such gasoline is not available locally.

§ 102-34.340   Do I have to use self-service fuel pumps?
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Yes. You must use self-service fuel pumps to the fullest extent possible.

Subpart I—Federal Motor Vehicle Fleet Report
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§ 102-34.345   What is the Federal Fleet Report?
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The Federal Fleet Report (FFR) is an annual summary of Federal fleet statistics based upon fleet composition at the end of each fiscal year and vehicle use and cost during the fiscal year. The FFR is compiled by the General Services Administration (GSA) from information submitted by Federal agencies. The FFR is designed to provide essential statistical data for worldwide Federal motor vehicle fleet operations. Review of the report assists Government agencies, including GSA, in evaluating the effectiveness of the operation and management of individual fleets to determine whether vehicles are being utilized properly and to identify high cost areas where fleet expenses can be reduced. The FFR is posted on the GSA, Federal Vehicle Policy Division Internet website (http://www.gsa.gov/vehiclepolicy).

[71 FR 27639, May 12, 2006]

§ 102-34.346   How do I submit information to the General Services Administration (GSA) for the Federal Fleet Report (FFR)?
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(a) Annually, agencies must submit to the General Services Administration (GSA) the information needed to produce the Federal Fleet Report (FFR) through the electronic Standard Form (SF) 82, Agency Report of Motor Vehicle Data. Agencies must use the Federal Automotive Statistical Tool (FAST), an Internet-based reporting tool, to report required information to GSA. To find out how to submit motor vehicle data to GSA through FAST, go to http://fastweb.inel.gov/.

(b) Specific reporting categories, by agency, included in the FFR are—

(1) Inventory;

(2) Acquisitions;

(3) Operating costs;

(4) Miles traveled; and

(5) Fuel used.

Note to §102–34.346: The FAST system is also used by agency Fleet Managers to provide the Department of Energy with information required by the Energy Policy Act and Executive Order 13149. In addition, the Office of Management and Budget (OMB) requires agency Fleet Managers and budget officers to submit annual agency motor vehicle budgeting information to OMB through FAST. (See OMB Circular A–11, Preparation, Submission, and Execution of the Budget.)

[71 FR 27639, May 12, 2006]

§ 102-34.347   Do we need a fleet management information system?
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Yes, you must have a fleet management information system that—

(a) Identifies and collects accurate inventory, cost, and use data;

(b) Provides the information necessary to satisfy both internal and external reporting requirements;

(c) Collects all costs incurred in the operation, maintenance, acquisition, and disposition of motor vehicles used for official purposes; and

(d) Is capable of providing the data required for external reporting, such as FAST (see §102–34.346).

[71 FR 27639, May 12, 2006]

§ 102-34.350   What records do we need to keep?
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For owned motor vehicles, you are responsible for developing adequate accounting and reporting procedures to ensure accurate reporting of inventory, cost, and operational data needed to manage and control motor vehicles.

§ 102-34.355   When and how do we report motor vehicle data?
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(a) Within 75 calendar days after the end of the fiscal year, use Standard Form 82, Agency Report of Motor Vehicle Data, to report motor vehicle inventory, cost, and operating information. Send the Standard Form 82 to the: General Services Administration, Attn: MTV, Washington, DC 20405. Email: [email protected]

(b) Use separate forms to report data for domestic and foreign fleets.

(1) For motor vehicles lent to another agency during the reporting period, the owning agency reports all data.

(2) For motor vehicles transferred from one owning agency to another, each agency reports data for the time it retained accountability.

(c) Detailed instructions are included as part of the form. You can also complete the Standard Form 82 electronically using a computerized input medium. For further information, contact the: General Services Administration, Attn: MTV, Washington, DC 20405. Email: [email protected]

Subpart J—Forms
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§ 102-34.360   How do we obtain the forms prescribed in this part?
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See §102–2.135 of this chapter for how to obtain forms prescribed in this part.

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