Additional Fleet Related Information
This section includes pertinent fleet information and links to additional resources that can be found on the SFM Website or the SFM Help Desk & Knowledge Base.
Fleet Calendar
Refer to the Fleet Calendar for the timing of key processes (the timing of key processes is subject to change as they are often dependent on supply chain circumstances and vendor requirements).
Direct Billing
Most billing transactions are directly billed from Fleet Management to the agency. Billing can be found on infoAdvantage. The Fleet Coordinator should work in conjunction with the SFM Vehicle Billing contact to review and reconcile any discrepancies, concerns or questions. Email – DPA_SFMbilling@state.co.us
Expense Recovery
The Fleet program recovers its expenses through two major categories that we identify as fixed and variable.
Fixed
Fixed charges are billed to each agency monthly by vehicle. The charge is designed to capture recovery of the capitalized vehicle expense for principal and interest. Since Fleet has gone to the private sector for funding starting in FY 1994-95, the charge for each vehicle is established along the lines of an amortization schedule. Thus, the vehicle’s invoice amount is repaid over a set term (up to 120 months) at an awarded interest rate. For example, a vehicle costing $21,000 at 2.03% interest over 72 months will have a monthly fixed rate of $310.04. At the end of the term, the vehicle has been paid off to the lender and sold. Typically, this vehicle slot is then refunded by the JBC as part of the replacement process.
Two additional fees are associated with the fixed vehicle rate. The first fee is a monthly management fee to recover the program overhead expenses. These expenses are for indirect charges such as payroll, building rent, computer support, and statewide indirect and division overhead. The sum of this is divided by the vehicle fleet count. Additionally, Fleet uses auction vehicle sales proceeds to reduce this expense and offset a sizable portion of the management expense. This approach rewards and incentivizes agencies to care for their assets while in use and improves resale values directly lowering this fee. The second fee, a monthly telematics service fee, is applied to vehicles with a telematics device installed. Data collected by the telematics device is used to generate data associated with fleet utilization, such as to support fleet electrification and improve fleet efficiencies.
Fleet identifies each agency’s budget needs on the Annual Fleet Decision Item also known as the Fleet Replacement Suspect list that is prepared for OSPB and JBC during the Long Bill figure setting funding process. Approved replacement vehicles have their incremental amount added to each agency’s base. It is very important that as a Fleet Coordinator, you work closely with your budget teams to identify vehicles and funding levels required for replacement and additional vehicles required for each fiscal year. This is especially true when ordering vehicles as the cost will directly affect your agency’s Vehicle Lease line budget.
Variable
Variable charges are designed to capture expenses for three primary items including repairs and maintenance, fuel, and the vehicle damage repair fund (aka Insurance). The charge is a fixed “per mile” rate but is variable based on the number of monthly miles traveled. Within the department, each vehicle is identified as a particular body type. For example, small sedans, large sedans, passenger vans, ½ ton pickups 4x2, ½ ton pickups 4x4, etc. For each body code within a department, Fleet looks at the last 12 months of actual expenses and sets the next year’s expense per mile based on this number. With fluctuations in fuel prices, SFM may adjust this rate in anticipation of unexpected impacts. Fleet will announce any increases or decreases to the rates when abnormalities occur such as large fuel price changes. Variable rates are set for each agency or department in approximately May. However, Fleet Coordinators do not have to wait until May to estimate what might be happening to their agency rates. They can use CARS reporting and run the “Cabinet/Dept/Unit Costs by Body Code” report. This will provide the coordinator with information that will highlight a project increase or decrease in the coming year’s rate. This can be run at any time.
The remaining variable rate is for the Vehicle Damage Repair Fund. This too is a per mile charge, but in this occurrence, the rate is the same for all vehicles in all agencies. The rate represents a “pooled risk” rate covering comprehensive and collision damages to vehicles. The net expense is divided by miles traveled to arrive at this rate. Liability coverage is handled through the State Office of Risk Management. The accident pool program through Fleet is designed to cover repair expenses and/or expenses to pay off the remaining principal owed on a vehicle. Additional expenses for a new vehicle are not covered by Fleet. In many situations, the agency may have base dollars built into its budget so that a new or used replacement will still be feasible.
Current Rates can be found on the SFM Fleet Rates & Reports webpage.
Titles
All motor vehicle titles are retained by State Fleet Management. Any motor vehicle in ownership of the state shall be signed over to SFM and managed accordingly.
All inquiries regarding any vehicle title will be directed to the SFM Used Vehicle Coordinator at dpa_usedvehicles@state.co.us.
No title will be released without the approval of the Fleet Manager.
Keys
SFM does not keep spare vehicle keys. It is the agency’s responsibility to call and pay for a locksmith if the keys are lost or locked in a vehicle. It is the agency’s responsibility to pay for the replacement of keys. In some cases, SFM may be able to provide the vehicle’s key code.
Training
Please visit the SFM Help Desk and Knowledge Base to find a variety of training materials as well as other fleet related resources. Feel free to submit a ticket to offer training or resource suggestions. New Fleet Coordinator Onboarding Sessions are offered to new and interim fleet coordinators; be sure to submit a ticket to notify SFM of a change in your agency’s fleet coordinator.
Donated, Confiscated and Oversized Vehicle Enrollment
Donated, confiscated, or oversized vehicles (in accordance with SB06-015) all vehicles must be enrolled in the Fleet Management Program. We have some differing criteria for each. Since Fleet did not purchase the vehicle or have access to maintenance history, our concern in enrolling these vehicles is related to potential costs and recovery. Prior to enrollment, Fleet will ask for specific items to include a full vehicle inspection and statement of mechanical condition along with a photo of the vehicle submitted. If the vehicle is found to be roadworthy with minimal repairs needed, the Fleet Manager will approve enrollment in the program. Fleet will also need additional coding information on the vehicle plus the vehicle title and copy of registration.
The distinction for these vehicles is as follows. With donated and confiscated vehicles, Fleet may only authorize routine maintenance and minor repairs. Any major repairs or a condition where the vehicle exceeds its fair market value will deem the vehicle ready for disposal. These vehicles may not be part of a typical process for replacement and the associated funding. It will be the agency's burden to acquire replacement funding.
Prior to 2006-07 oversized vehicles were purchased by the agency outside of the program. Fleet will jointly decide with the agency on what course of maintenance and repair to follow for these vehicles. In addition, the Fleet program often provides a better means of identifying replacement needs to the Legislature, as well as handling all of the vehicle needs for an agency.
Each month this vehicle will be listed on your Driver's Log report for a current odometer reading. This will generate a monthly variable billing, as well as a management fee for services provided.
Greening Government
The daily activities of State government have a significant impact on the quality of Colorado’s public health, environment, and economy. Through a series of executive orders, the State of Colorado has led by example in reducing energy consumption, increasing the use of renewable energy, decreasing the environmental impact of state vehicles, and reducing greenhouse gas emissions. The Greening Government Leadership Council (GGLC) has been at the forefront of these efforts, serving as a resource to state agencies and departments. In 2015 Governor John Hickenlooper signed Executive Order D 2015-013 establishing one and five year goals in the areas of energy and water efficiency, petroleum reduction, and greenhouse gas emissions reduction. The Executive Order outlines high level directives in each area to ensure that the state successfully meets the Greening Initiative goals, which apply to all executive agencies and departments. In July 2017 the Governor signed Executive Order D 2017-015. The key point in the order relating to state vehicles says: The Colorado Energy Office, the Regional Air Quality Council, and the Colorado Department of Public Health and the Environment, are directed to develop a statewide Electric Vehicle plan by January 1, 2018, to build out the key charging corridors that will facilitate economic development while reducing harmful air pollution. In January 2021, Colorado released the Greenhouse Gas Pollution Reduction Roadmap. The roadmap, updated in February 2024, reflects the State goal of a 50% emissions reduction in 2030 from 2005 levels. To ensure this goal is met, the latest, amended Executive Order D 2022-016, signed by Governor Polis and executed in April 2022, builds on the State’s prior greening government efforts by establishing new goals and directives that go above and beyond the Greenhouse Gas Pollution Reduction Roadmap’s objectives. By continuing to deploy greening government measures, the State will lead by example, save taxpayer money, and reduce the impact of State operations on our environment and public health.
Refer to the SFM Alt Fuel Vehicles & Greening webpage, where you will find a variety of resources to support the State’s efforts.
Fleet Sustainability Dashboard
Refer to the article, Fleet Sustainability Dashboard, for instructions.
Safety Training
Refer to the Office of The State Controller’s Safety Training webpage for a list of available safety training opportunities.
Policies
The State Fleet Management Policies webpage is now live and includes a link to the Driving Standards Universal Policy which became effective on March 31, 2025.
Frequently Asked Questions
Many common questions can be answered by reviewing the FAQ webpage of the SFM Website.
Glossary
Please refer to the SFM Glossary for common definitions and acronyms related to State Fleet processes.