California Department of Transportation
 
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Clark Paulsen, Division Chief

State Vehicle Use

References: California Code of Regulations (CCR), Administration, Title 2, Sections 599.800 through 599.808, SAM 0750-0755, 3687.1, 3590.2, 4100, 4102, 4105, 4109, and 8572.4, and Government Code Section 19993.1 through 19993.6

INTRODUCTION

As of May 2012, The Department of General Services has centralized its fleet management services, closing garages, and offices in Fresno, Los Angeles, Oakland and San Diego and moving operations to the State Garage on 1416 Tenth St. in Sacramento. DGS has also eliminated preventative maintenance in its Sacramento garage.

Recent legislation and Executive Orders (EOs) have moved the Department of General Services (DGS) Office of Fleet and Asset Management (OFAM) into a more comprehensive policy role, expanding OFAM's duties, and reporting responsibilities. While state agencies are responsible for managing their fleets, DGS is assigned the lead role in administering statewide policy governing the purchase, operation, maintenance, and disposition of mobile equipment for state agencies and departments under the Governor's direct executive authority.

GUIDELINES FOR OBTAINING AND OPERATING A STATE VEHCILE

The Department of General Services (DGS) has published the OFA State Fleet Handbook, the Glove Box Directory of Approved Auto Repair Facilities, and Using Your State of California Voyager Card to inform users of the policies and procedures to follow when using state owned or leased vehicles. It is the employee's responsibility to familiarize him or herself with these documents prior to using a state owned or leased vehicle.

When travel requires the assignment of a DGS state-owned vehicle, employees may arrange with the DGS State Garage. DGS� Office of Fleet and Asset Management has also begun operating a new toll-free call center, which will address customer vehicle needs statewide.

Employees can contact the DGS Fleet Call Center at 1-855-611-OFAM (6326). Call center agents will help state drivers find authorized repair and maintenance facilities, arrange for state loaner vehicles, and check out daily rental vehicles. The call center will also notify drivers of required routine maintenance and smog inspection due dates, as well as advise state drivers about various fleet policies, other available services and green driving tips. The DGS Fleet Web page has more information on the changes in service and the new call center. Specially equipped vehicles for persons with disabilities are available at the Sacramento State Garage.

In an effort to address issues previously handled by our ancillary garages located in Los Angeles, Fresno, Oakland, and San Diego, the OFAM has established a new Call Center to provide statewide customer service and instruction to our leased vehicle customers. Find more information and answers from DGS� Frequently Asked Questions.

The DGS Office of Fleet Administration on-line reservation system allows sedans to be reserved. For other vehicle types, contact the DGS Call Center.

LONG TERM COMMERCIAL CAR RENTAL

The Long-Term Commercial Car Rental Contract is an efficient, cost-effective solution for long-term (30 days or more) car and truck rental needs when the Office of Fleet and Asset Management (OFAM) state fleet vehicle does not meet your department needs or a vehicle is unavailable. For information on long-term commercially leased rental vehicle use, go to Chapter 11, Automobile-Commercial Rental Car.

STATE GARAGES

Note: Update from DGS on the elimination of four State garages.

City Address Phone Number Hours M-F
Sacramento 1416 10th Street (916) 653-8068 7 a.m. - 5 p.m.

RESERVE A STATE VEHICLE FROM THE STATE GARAGE

Bring your driver's license, your department billing code (check with your Fleet Card Administrator for details), and State of California ID to have charges billed to your department. For detailed leasing information, see SAM Section 4100. For more information on state-owned vehicle leasing, go to OFAM.

  • You must be an active state employee, have a valid California driver's license, and a valid Agency Billing Code to reserve an OFAM vehicle.
  • Vehicles may be reserved on a daily basis for up to two weeks at a time.
  • When you pick up the vehicle you must present a valid driver's license and a valid Agency Billing Code for your office to ensure we bill the correct office.
  • Due to a shortage of vehicles, it is recommended you make your reservation online, or by phone, at least 24 hours in advance. Same day reservations are not recommended and do not guarantee vehicle availability.

VOYAGER CARD

The Voyager Fleet Payment System is a fuel card used at over 10,000 locations throughout California to purchase fuel, alternative fuels, fluids, and lubricants. The Voyager card is also accepted by all major repair and maintenance providers throughout California. Voyager maintains data security savings and controls. The Voyager program exempts all Federal and State taxes, which results in cost savings for the State.

HOME STORAGE PERMITS FOR STATE VEHICLES

A home storage permit is required when a state vehicle is stored overnight at an employee's home or in the immediate vicinity for more than 72 nights in a 12-month period or more than 36 nights over any three-month period. The responsibility for managing home storage permits has been delegated to the Equipment Service Center. See Caltrans Vehicle Home Storage Permit Guidelines for more information on this program.

A home storage permit does not exempt the employee from reporting the personal use of a state vehicle.

REPORTING PERSONAL USE OF A STATE VEHICLE

When a state vehicle is driven directly to and/or from an employee's personal residence, Internal Revenue Service (IRS) regulations define this as a personal commute. The IRS further defines the personal commute as a benefit to the employee that is subject to taxation.

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