Fleet Coordinator's Responsibility Overview
Fleet Coordinator's Responsibility Overview
This section provides a high level overview of the responsibilities of a Fleet Coordinator, the What’s and Why’s, if you will. Specific information about each responsibility, or the How-tos, such as links to training materials or other useful resources follows in the next section, Fleet Processes.
Vehicle Acquisition
The Fleet Coordinator has an obligation to order the proper vehicle to meet the agency’s requirements and will provide guidance to Department and Budget teams about the cost of similar vehicles to ensure division funding levels for vehicle expenses are properly managed.
Vehicle Use and Requirements for Your Department
Coordinate with management and drivers to determine the type of vehicle and equipment required to perform the mission. The Fleet Coordinator has an obligation to order the proper vehicle replacement type for the mission requirements and meet administrative goals. Every effort must be made to ensure a proper type of vehicle is placed according to expected use. However, the intention is to emphasize uniformity of vehicle types and specifications within the department to facilitate efficiency and promote reassignments based upon a vehicle's ongoing use. This will maximize the ability to interchange vehicles if utilization imbalances become apparent. Efforts should be made to acquire cost-effective vehicles, with fleet electrification and alternative fueled vehicles being a priority. Examples: A ¾ ton 4X4 should not be ordered when a ½ ton two-wheel drive truck would suffice, and a ½ ton truck should not be placed where a ¾ ton truck would be required. A 15 passenger van should not be assigned where 2 or 3 passengers are the average transport. This right sizing analysis is critical in the efficient use of the fleet.
When making these decisions Fleet Coordinators are required to work with your Green Teams as explained in Executive Order D 2022 016 and provide leadership the insights often required with new technology. Additional information can be acquired through SFM, our electric vehicle resources, and communications with the MVAC.
There are several steps in the vehicle acquisition process which are further detailed in the Vehicle Acquisition section under Fleet Processes.
Communicate With Fiscal Officers
The Fleet Coordinator helps to ensure division funding levels for vehicle expenses are properly managed by providing guidance, to Divisions and Budget teams, about the cost of similar vehicles through the data accessible to the Fleet Coordinator in CARS. Agencies will be able to evaluate an accurate funding cost for their vehicle operating costs. Using CARS reports, like the Master Vehicle Budget Report, will make it a one stop effort to clearly understand what the expenses are related to the vehicles that are currently performing similar duties. Additional vehicles are requested through the decision item process, and approved by the JBC and OSPB before being funded. Refer to the Purchasing an Additional Vehicle section for more information.
Vehicle Management
The Fleet Coordinator is responsible for overseeing the vehicle’s management until the vehicle is turned in to State Fleet Management. This requires an understanding of your agency’s operations, critical thinking, and the capability of disseminating information internally.
Administrative
Administrative oversight of the vehicle helps to ensure that vehicles are easily located, assigned appropriately, legal to drive on public roads, and accurately billed.
Monthly Mileage/Odometer Readings
The CARS system utilizes odometer readings for accurate billing¹ and to update preventive maintenance schedules. Fleet Coordinators must make every effort to ensure that the correct mileage is recorded. The majority of fleet vehicles have a telematics device installed. The odometer readings for these vehicles are captured by the device and uploaded monthly into the system. However, it is still the responsibility of Fleet Coordinators to verify that these readings are correct. Odometer readings for vehicles without an installed telematics device will be manually entered into CARS. Broken odometers and malfunctioning telematics devices will be reported to SFM upon discovery, and repaired immediately. Vehicles without monthly updated mileage will be charged to the agency at a flat rate of 1000 miles per month. Contact the SFM Accounts Payable/Billing for assistance.
¹The Overview of the SFM Billing Process article provides valuable insight into the billing process.
Internal Vehicle Transfers & Coding Changes
It is important to understand that SFM utilizes CARS as the system of record for fleet assets (vehicles and attachments) and as such, stores agency assignment, billing, and vendor payment records. However, CARS does not perform actual Accounts Payable or Accounts Receivable functions, which are handled via integrations with the State’s enterprise financial system, the Colorado Operations Resource Engine, more commonly known as CORE. To ensure that agencies are billed correctly every month, each asset record in CARS stores the associated CORE accounting codes/fields as assigned by the agency.
The Fleet Coordinator is required to take an active role in vehicle reassignments within their division, and request to have vehicles moved between sections, aka an Internal Transfer2, to optimize vehicle use while lowering the number of underutilized vehicles and assist with matching the vehicle financial terms. Requests can also be made to update billing coding for one or more assets. It is the agency's responsibility to provide billing code changes to SFM, as accurate coding is critical to proper billing and reduces the need to research billing rejects.
2The Internal Transfers and CORE Coding Changes (aka CARS Coding) article provides instructions to submit transfer and coding changes to SFM.
License Plates, Registration, and Emissions Maintenance
The Fleet Coordinator is responsible for maintaining and updating vehicle registrations, including notifying the Department of Revenue of address changes/errors on vehicle registrations. The Fleet Coordinator will receive all plate renewals, and email the Department of Revenue with renewal requests once the local emission requirements have been met. Vehicles reassigned to a section located in the air program will need to be tested prior to registration renewal.
Physical Inventory
It is the responsibility of the Fleet Coordinator to perform an annual Physical Inventory of their fleet vehicles. The annual Physical Inventory serves to fulfill the State Auditor's requirement that every vehicle be physically checked and accounted for. Additionally, this practice provides an opportunity for Fleet Coordinators to verify that all proper documentation is in the vehicle and up to date should an operator need to refer to it.
Monitor Vehicle Utilization to Minimized Over/Under Mileage Vehicles
Operational guidance is one of the primary roles of the Fleet Coordinator position. This is often where an agency can ensure they have the right vehicles for the job and also work towards established mandates and goals. Monthly reports should be generated by the Fleet Coordinator to identify, track, and justify the vehicle assignment as well as to verify vehicle placements, current odometers, and proper utilization codes.
Yearly reports generated by SFM will identify underutilized vehicles. Once identified, coordinators at the Fleet level and the Vehicle level must work together to identify and balance the utilization of vehicles within the Cabinet, Department, and Unit. Underutilized and high-use vehicles should be reassigned to equalize mileage over the life of the vehicle and lease term. Underutilized vehicles will be reassigned or may be forfeited. Chronically underutilized vehicles can be removed from the operating agency and reassigned to meet other fleet needs.
Agency Representative and Liaison
The Fleet Coordinator will represent the agency in all aspects of the fleet. Therefore, the Fleet Coordinator must disseminate fleet information internally to ensure the ability to advocate the appropriate needs of the agency.
Timely, efficient communication between the Fleet Coordinator and State Fleet Management is key to this process. When personnel and locations change, Fleet Management needs to be notified of all changes regarding Fleet Coordinators. In the absence of a central Fleet Coordinator, agencies must ensure, via an interim delegate, that this information is being updated by all residing Vehicle Coordinators. This is in accordance with C.R.S. 24-30-1104(2)m.
Telematics
As of November 2, 2020, Colorado State Fleet assets and any use thereof are subject to the Telematics Universal Policy.
Telematics refers to the collection, review, analysis, and application of data generated by the state's mobile assets. The program intends to improve asset service, reduce operational and administrative costs, increase safety, and empower fleet coordinators to improve fleet function as greater access to information uncovers new opportunities to leverage this data. State Fleet has contracted with Geotab as our telematics provider. Refer to the SFM Telematics webpage for additional information.
The Geotab telematics device (GO9), is a small electronic device that connects to each vehicle’s OBDII port (when available) and includes several onboard sensors (gyroscope, accelerometer, etc.), a GPS tracking module, and a cellular communication module.
Data generated by telematics is considered confidential. SFM takes data custody seriously and will not share agency data without informing Fleet Coordinators. Data custody within an agency (or externally) is at the discretion of Fleet Coordinators. This responsibility applies to integrations with internally developed or third-party applications and user account maintenance, including an annual user agreement for any users with access to data.
User Administration and Compliance Oversight
For most State employees, the only highlighted responsibility related to the telematics device is that State Fleet vehicle operators must not remove or tamper with the device, interfere with the device’s ability to collect or transmit data or attempt to repair the device.
Fleet Coordinators have more responsibilities, which include (but are not limited to):
- Inform employees that data on vehicle operations is collected;
- Administer and maintain the agency’s MyGeotab user accounts and related user agreements;
- Review their agency’s data concerning agency policy;
- Communicate with their agency leadership the lack of compliance with the State Telematics Policy and with agency-specific policy around the authorized use of State Fleet vehicles.
Fuel Oversight
It is the responsibility of the Fleet Coordinator to oversee the fueling of fleet vehicles operated by their agency's employees. This requires familiarity with the types of fuels consumed and the dispensation of these fuels. Knowledge and use of the fuel cards (currently WEX and ChargePoint) as well as the prioritization of alternative fuel; i.e. CNG, Electricity, etc. is key to the effectiveness of the position. Additionally, the Fleet Coordinator is the primary source for employee fuel card issues or questions related to fuel management and reimbursement. Fleet Coordinators are required to investigate any suspected fraud and report to SFM and other appropriate authorities once confirmed. Any uncorrected or unreported could hold personal liability for those involved (1CCR 103-1; 4.70).
Fuel Cards
The Fleet Coordinator is responsible to obtain and maintain an understanding of the proper use of state fuel cards for fleet vehicles (currently WEX and ChargePoint). The Fleet Coordinator also has the responsibility to ensure that all drivers go to valid fuel credit card stations only. The Fleet Coordinator is the first point of contact for drivers needing assistance with fuel card issues, including PINSs/Driver IDs. SFM will not give a PIN to a driver. If the Fleet Coordinator is uncertain of a PIN, he/she must contact SFM to obtain PIN and pass the information onto the driver. Additionally, Fleet Coordinators will report lost, stolen, or damaged cards to SFM and are responsible for following up with SFM when a suspicious fuel transaction has been identified.
Fuel Reimbursement
There are currently four different types of fuel reimbursement available to agencies; individual reimbursement, bulk fuel tank reimbursement, agency electric charging station reimbursement, and electric vehicle home reimbursement. It is the Fleet Coordinator’s responsibility to obtain and maintain an understanding of the requirements of each type of reimbursement. All fuel reimbursements are paid directly to the agency and the agency will reimburse any individuals as appropriate. Depending on the type of reimbursement, the Fleet Coordinator may need to communicate with agency drivers, the agency’s facilities team or the agency’s accounting team to provide the correctly documented information to SFM to ensure that reimbursement is successful.
Maintenance and Repair
Timely maintenance and repair of fleet vehicles is essential to the safety and efficiency of the State of Colorado fleet. A Fleet Coordinator must understand the difference between Preventive Maintenance and Maintenance; please refer to our Preventive Maintenance vs. Maintenance article for more information.
Knowledge of Maintenance and Repairs
The Fleet Coordinator should be familiar with automotive and light truck repair terminology, i.e. brake job, coolant flush, lube and oil filter, etc., as well as the authorization process. If your division has service stations or repair facilities, the Fleet Coordinator should be familiar with vehicle repair and shop operations along with proper billing procedures and required interaction with Fleet Management. All repairs are the responsibility of State Fleet Management and require Call Center pre-approval before any actions are taken by the vendor. The agency is not authorized to pay for SFM vehicle related repairs. Failure to get pre-authorization or awareness of unreported fraudulent repairs could result in personal liability. (1CCR 103-1; 4.61.01,02; 4.62.01,02; 4.63.01; 4.70).
Monitor Preventive Maintenance
The Fleet Coordinator will be familiar with the preventive maintenance schedules established by SFM as explained in the Vehicle Operator’s Manual. They have the responsibility to ensure that all drivers in the Fleet Coordinator’s purview are familiar with the authorization process. The Fleet Coordinator will periodically review the CARS vehicle maintenance report for overdue and coming due vehicles and alert the vehicle operator of the need for scheduled maintenance. This report is available on CARS or from the SFM Call Center at the Motor Vehicle Advisory Council (MVAC). The Fleet Coordinator will ensure the scheduled maintenance has been performed. The use of the fuel card is not allowed to purchase maintenance or repairs. It should be noted that failure to comply with the preventive maintenance procedures may result in financial accountability, revocation of vehicle assignment, corrective, and/or disciplinary action for the State employee found to be in violation of these rules. (1CCR 103-1; 4.61.01,02; 4.62.01,02; 4.63.01; 4.70).
Vehicle Damage Procedures
The Fleet Coordinator is the primary contact for the reporting of incidents resulting in vehicle damage and must be knowledgeable of the SFM accident requirements and procedures. Failure to report vehicle damage can result in personal liability (1CCR 103-1; 4.70).
Definitions
Vehicle Damage Repair Fund: Funds collected through variable rate. The State manages its Collision repair as a self funded program for enrolled State Fleet vehicles. This Fund is managed by State Fleet Management not the State Office of Risk Management.
Note: Vehicle Liability and Property insurance are covered by the State Office of Risk Management. In Denver Metro Area 303-866-4987, osc.colorado.gov/sorm/liability-claims
The Self-Insured Liability Program provides Insurance coverage to State Departments and State Employees under the Risk Management Act (RMA), C.R.S 24-30-1501 et seq. The Liability card can be found in the back of the Vehicle Operators Manual in the vehicle packet along with instructions for contact information and policy numbers.
Coordinate Vehicle Damage Reports and Repairs with Driver
As the primary contact for reporting vehicle damage, it is best practice for the Fleet Coordinator to become familiar with Fleet Management approved repair shops before an incident occurs. Fleet Management will not authorize repairs until the vehicle damage form has been reviewed.
- All damage incidents must be reported using the Origami Risk site within two business days; refer to the Auto Damage Incident Reporting Instructions for Origami for additional information.
- All appropriate Accident Reports must be provided when requested by the State Fleet.
- The vehicle must receive requested damage estimates as appropriate (include one estimate if the damage is less than $2,500.00 or three estimates if the damage is $2,500.00 or more. Call SFM for suggested body shops. Estimates can be sent to dpa_collisions@state.co.us.
- Upon approval or denial, the Fleet Coordinator will work with the State Fleet to track the repairs or turn in the vehicle as appropriate.
Vehicle Disposal
Vehicle disposal is the process SFM manages to maximize the residual value of a State Fleet asset. These efforts are aimed at the lowest Total Cost of Operation(TCO) for the fleet. The agency is required to turn in a vehicle at the time the replacement vehicle is assigned to the agency. Vehicles that do not follow this requirement could carry negative financial impact for the agency. The Fleet Coordinator is required to work with the SFM VAT to minimize any losses in value for end of life assets. For information regarding the auction of State Fleet Management vehicles, please refer to the SFM State Fleet Vehicle Auctions webpage.
Vehicle Turn in Requirements
There are several reasons why an agency may need to turn in a state fleet vehicle to SFM. Be sure to familiarize yourself with and adhere to the Vehicle Turn In Requirements to ensure that your vehicle is processed correctly when the time comes.
Delayed Turn-Ins
State Fleet Management is legislated to dispose of a vehicle for every new vehicle purchased. SFM attempts to meet seasonal needs through the delayed turn in of a replaced vehicle. If you need to keep the turn in vehicle, please provide a detailed email justifying each vehicle’s usage and an expected turn in date to Fleet Management for approval prior to picking up the new vehicle, this is a term of 6 months. Please keep in mind that no major repairs will be made to a vehicle with a delayed turn in status. All appropriate fees and rates will continue to be billed until the vehicle is turned in.
Motor Vehicle Advisory Council
The Motor Vehicle Advisory Council (MVAC) was established through legislation to assist SFM with fleet issues and allow the agencies to provide feedback. Members of the MVAC are the Fleet Coordinators representing the State agencies and institutions. The MVAC meets monthly, on the third Thursday. The information provided at the meeting will notify you of important events and routine data the Fleet coordinators must monitor. As a member of the MVAC, SFM is expecting you to bring fleet-related issues and possible solutions to the council. The guidance provided by the MVAC will influence the development of policy and protocol. Engagement ensures that agencies are informed of the most current changes and allows them to have the most time to digest the impacts of the proposed protocol. The meetings are recorded and can be reviewed from the MVAC Meetings folder on the SFM Help Desk.
Take Home Vehicle Program/Commuting
State vehicles are not allowed for any form of personal use. In specific required scenarios where a vehicle must be taken to an employee’s residence, the agency is required to review each scenario to determine if the IRS tax code for taxable personal use, aka Commuting, applies.
Commuting, for SFM’s purpose, is defined as the travel between an employee's personal residence to the office(s) or one or more regular places of business. Further guidance about commuting can be found on the Office of the State Controller website under Technical Guidance Taxability of State-Owned Vehicles and on the SFM FAQ web page.