Fleet Processes
Fleet Processes
This section provides additional details about each of the responsibilities of a Fleet Coordinator, the How-tos, so to speak. Links to training materials and other useful resources have been provided.
Vehicle Acquisition
There are many more steps to purchasing a vehicle for a fleet than there are for an individual. Each step entails its own process; therefore, Fleet Coordinators should become familiar with each step within the replacement cycle.
Annual Replacement Cycle
State fleet vehicles are evaluated and the majority of vehicles meeting replacement requirements are identified for replacement during the Annual Replacement Cycle. This process is developed approximately two fiscal years in advance of the need. So, the projections are often made with data available at the time of origination. This can result in marginal variances in the final request 18-24 months later. Each spring, SFM generates a Suspect Replacement list for agencies to review. The entire fleet is reviewed using criteria based on Mileage, Years in Service, and Cost Per Mile (CPM) in comparison to the vehicle classification, residual, and reassignment value at the end of life. These inputs are used to maintain a low Total Cost of Ownership (TCO). Once produced, agencies are required to provide input on vehicle conditions to the selected vehicles with appropriate justification. Also at this time, attachments and change of lease terms for the new vehicle can be requested. Lease terms are based on the annual miles traveled divided by the projected replacement mileage of the vehicle. The list is then updated and submitted to the Office of State Planning and Budgeting (OSPB) by SFM each July. OSPB reviews the list and sends the list and their recommendations to the JBC.
JBC Replacement List
The JBC then reviews the Suspect List and OSPB recommendations. JBC either denies the replacement or recommends the replacement in the Long Bill. Once the Long Bill is finalized the replacements are approved for the next fiscal year.
Fleet Coordinators must be ready for the review of their respective fleet. There are multiple times each year that a fleet coordinator can use to gather the required information.
- Fleet Underutilization Reporting- These vehicles could be reassigned or not demonstrate the expected use removing them from the Suspect Replacement list.
- Annual Fleet Inventory- This is the time when you are directly interacting with the Vehicle Coordinator or end user on the final location of the vehicle and the status of the registration.
- Routine monthly or quarterly internal meetings with Vehicle Coordinators or leadership staff.
Conversations with operational management and drivers are often extremely valuable. and are the opportunity to compile the base information you will need during your review of the suspect list.
Ordering New Vehicles
In the fall, SFM will send a copy of the previous year's “JBC Approved List” to each agency with a set of directions on ordering. This will include an estimate of rates, a confirmation list, and an order form for each vehicle approved for replacement. The agency requesting the vehicle must fill out a Vehicle Order form. This form should specify vehicle type, color, special equipment, and the license number of the vehicle that is being turned in. All requested vehicles must be reconciled to the approved list. If special equipment is required that is not listed on the awards, the agency must submit bid specifications with the order form. Please take note that the EV mandate, Executive Order D 2022 016 for the State of Colorado, and market conditions can affect the ordering process. The EV Selection & Purchasing Waiver must be submitted and processed before placing your vehicle order.
Final Order Sheets
After the Purchase Orders are sent out, SFM will send out a Final Order Sheet for each vehicle ordered. This form shows the type of vehicle ordered, any options ordered, and the interior and exterior colors. The agency reviews and notifies SFM of any errors. No adjustments or changes will be made after the vehicles are ordered. Finalized order forms will be due in the fall. SFM will provide specific instructions each year.
New Vehicle Registration Report
SFM will send out the New Vehicle Registration Report to the agencies with directions for completion. This is where the agency provides the physical address of the vehicle, the utilization code, and the CORE coding. The data that the agencies provide will transfer over to the assignment of the new vehicle.
Receiving Vehicles
When the new vehicle is received at SFM all title and plating will be completed by SFM. Once the new vehicle has arrived and the telematics device has been installed, SFM will notify the agency fleet coordinator via email that the vehicle is ready for pickup. Due to limited space, the fleet coordinator has 3 business days to pick up the vehicle from the date of notification. Vehicles not picked up within the 3 business days will be escalated to your area leadership.
Vehicle Packet
The vehicle packet is to be kept with the vehicle and contains the following items:
- Fuel Credit Card(s)*
- Vehicle Registration
- Vehicle Operator’s Manual
- Proof of Insurance
- Keys
*EV and PHEV vehicles will also be equipped with a ChargePoint fuel card specifically for electric charging. Please do not place either of the fuel cards in the sun as excessive heat damages the card.
Additional, Seasonal or Replacement Vehicles
Changes in an agency’s operational duties or to the status of existing fleet vehicles may mean that the agency’s vehicle needs change throughout the fiscal year. This section offers a couple of solutions to meet these needs.
Purchasing an Additional/Expansion Vehicle
Additional vehicles are requested through the Legislative, Budgetary decision item or adjustment, or Out of Cycle purchase process, and approved by the OSPB and JBC before being authorized. Additional vehicles must have prior approval by the agency Budget Director and the agency OSPB analyst should be informed of these funding needs. In the scenarios where a vehicle is being funded with Grant funding the Budget Director still must be informed so that the ties to Fleet spending authority can be reconciled as required. The Additional Vehicle Request² (AVR) spreadsheet will provide a summary of the associated fixed and operating costs that can be used for projecting these needed expenses prior to any fiscal impact statements provided for the budgetary process. The Fleet Coordinator and agency Fleet Teams must always guide the process toward more efficient greening initiatives to support any current executive orders.
²The AVR spreadsheet will automatically download and must be used in Excel to properly function.
Vehicle Replacements for Accidents and Denied Repairs
When a vehicle is denied repair or is involved in an accident to the condition where it will not be repaired, you may need a replacement vehicle. SFM will contact the department’s Fleet Coordinator to discuss the need and type of replacement, as well as, availability and funding source. Every effort will be made to resolve the agency’s replacement vehicle needs appropriately and in a timely manner.
Seasonal Vehicle Request
Seasonal requests need to be submitted to Fleet Management by December 31st or as soon as possible. These are handled on a first come first serve basis. Please include as much documentation as possible to justify your request. This can be emailed to the SFM Used Vehicle Coordinator at dpa_usedvehicles@state.co.us. Vehicle availability may be limited. Agency seasonal vehicle needs are not guaranteed to be met by SFM.
Fleet will be glad to work with you regarding other vehicle options such as vehicle rentals. Vehicles available for use are used vehicles with high mileage that are temporarily being reassigned. They should not be used for high volume and long distance travel. SFM will not pay for major repairs or per diem expenses. Vehicle assignments will be limited to 6 months to comply with JBC and depreciation standards.
Vehicle Management
The processes defined in this section assist the Fleet Coordinator with vehicle management throughout the vehicle’s life. This requires an understanding of your agency’s operations and the capability of disseminating information internally.
Administrative
This section includes tasks to assist the Fleet Coordinator with vehicle oversight. The Fleet Coordinator will likely delegate some of these tasks to Vehicle Coordinators or Drivers.
Monthly Mileage/Odometer Readings
An accurate odometer reading is to be provided monthly for every fleet vehicle, following the SFM Deadline Schedule. Vehicles without monthly updated mileage will be charged to the agency a default bill of 1000 miles each month mileage is not reported.
The majority of fleet vehicles now have a telematics device installed. The FAST team uploads most of the odometer values for these vehicles into CARS, usually only requiring the Fleet Coordinator to review the values and provide an accurate reading for any not reporting correctly. Our article, the New Odometer Upload, Review, and Offset Process walks the end user through the process in greater detail.
For vehicles without a telematics device installed, the agency will manually enter the odometer into CARS monthly; refer to the CARS Odometer Entry article for specific instructions.
Internal Vehicle Transfers & Coding Changes
An agency can request to have their vehicles moved internally between sections, aka as an Internal Transfer. Requests can also be made to update billing coding for one or more assets. Since these two functions often occur at the same time, SFM has created a single form, the Internal Transfers and Coding Changes Form; simply submit your completed form to the billing team at dpa_sfmbilling@state.co.us, in accordance with the SFM Deadline Schedule. Note, that the listed Internal Transfers deadline is a hard deadline and anything submitted after this deadline will be processed in the following billing cycle. CORE coding must accompany the transfer request.
The Internal Transfers and CORE Coding Changes (aka CARS Coding) article provides additional information about Core Coding as well as Internal Transfers. For a deeper understanding of coding in each system, refer to the CORE vs CARS Coding article. A list of current coding for your agency’s vehicles can be obtained by running a CORE Billing Coding Report from CARS.
License Plate and Registration Changes
To update the address listed on a vehicle’s registration, send an email to dor_statefleetrequests@state.co.us and include the following information: The vehicle’s VIN Number, the vehicle’s License Plate Number, the updated physical address (if Out of Area for Emissions), and the updated mailing address (if needed). Alternatively, you can submit a completed Registration Address Change Form to the Department of Revenue.
For assistance deciphering the Registration Receipt document, please refer to our registration decoder guide.
If a license plate is lost, damaged, or is replaced by the Department of Revenue the following process should be completed:
- Complete the Affidavit for Lost or Stolen License Plates/Permits to request a new plate by emailing dor_statefleetrequests@state.co.us.
- Email a copy of the new registration to dpa_usedvehicles@state.co.us to inform SFM of the new plates.
- Email a copy to dpa_sfminvoices@state.co.us to order a new fuel card with SFM.
- Any questions, call SFM for proper instructions.
- The Department of Revenue does not notify SFM of these changes. Please follow up with the SFM office.
Government Registration Renewal and Emissions Testing
SFM recommends that Fleet Coordinators become familiar with both the Vehicle Emissions Inspection Process and the Registration Renewal Process, as an emissions test is often required before a registration renewal can be performed. A high-level review of the process also follows:
Your agency will receive a Government Renewal Declaration (Form MVRR0020-01 DP) for each vehicle from the Department of Revenue Motor Vehicle Division – Registration Section. This document is your reminder that it is time to renew your Vehicle Registration. It is not necessary to send this to State Fleet Management.
Upon receipt of this notice, it is the Fleet Coordinator’s/driver’s responsibility to do the following:
- Have the emissions test performed when due if the vehicle is located in an emissions area.
- Attach the “Certificate of Emissions Control” tear-off portion of the Vehicle Inspection Report (located at the bottom) to the Renewal Declaration form.
- Indicate any agency name and/or address corrections as needed.
- Return this form as directed to the Department of Revenue.
- You will receive your new registration receipt from the Department of Revenue. The Registration should be kept in the vehicle packet.
If you do not receive a Government Renewal Declaration when your registration is due to be renewed, please contact the Registration Section at the Department of Revenue for instructions.
If you receive a Government Renewal Declaration form in error, you may forward it to State Fleet Management so that the Department of Revenue can be notified of any corrections or changes.
Envirotest Emissions Testing
Envirotest System Corporation operates the Air Care Colorado emission testing centers under contract with the State of Colorado.
New vehicles are exempt from emission testing for the first 7 years. After that, an emission test is required to renew the vehicle registration. Refer to the SFM Vehicle Emissions Inspection Process article to help identify if your vehicle(s) requires an emissions test.
SFM Vehicles are eligible for Clean Screen monitoring. Clean Screen is the roadside monitoring system that can suffice the emissions requirement. If a vehicle qualifies, the $25 fee will show on the registration receipt. This fee is paid by SFM’s prepaid account at DOR.
The vehicle can be tested at any of the stations. A list of locations can be found on the Air Care Colorado website. The driver does not have to pay the $25.00 emission testing fee since Envirotest invoices State Fleet Management once a month for all of the state vehicle tests. To make this easier it is recommended that the driver take in the Envirotest log page to fill out for them to invoice Fleet correctly.
Another way to determine if an emissions test is required is to look at the Government Renewal Declaration form from the Department of Revenue that you will receive to renew your registration. There is an “EMS” category on the form that will have a Y below it or it will be blank. If there is a “Y” then an emission test is required to renew the registration.
Diesel engines also require emission tests; however, Air Care Colorado does not provide diesel testing. Fleet Management has several approved vendors that provide this service. A list of the approved state vendors is available in CARS and a link or you can use the link to the SFM Service Providers map.
Hybrid vehicles with a gasoline engine, including PHEVs, require testing. Full Electric and full CNG vehicles do not require testing.
Physical Inventory
It is an Auditor requirement that State Fleet Management inventory all the vehicles in the fleet once a year. The Auditors require that each vehicle be physically checked and accounted for. Physical Inventory is typically performed toward the beginning of each Fiscal Year. As of FY 2025, a review of the Geotab Physical Inventory Dwell Report is required for vehicles with a telematics device installed. We recommend that Fleet Coordinators familiarize themselves with the Physical Inventory Process to identify any internal practices that will streamline the process.
Vehicle Utilization Coding & Reports
A Vehicle Utilization Code³ is assigned to each vehicle at the time it is first assigned to the agency. The utilization code allows for proper tracking of the usage of your vehicle. Fleet Coordinators must review and revise utilization codes for vehicles in their areas to ensure they are current and accurate for annual reporting purposes.
Reports obtained from CARS (Master Vehicle List, CARS Vehicle Utilization, Greening Government, etc.) will assist with the monthly review of vehicle utilization. The Geotab Asset Utilization report is another option to review vehicle utilization for vehicles with an installed telematics device. These reports help to identify, track, and adjust the vehicle assignment to optimize vehicle use and lower the number of underutilized vehicles.
³Vehicle Utilization codes will also be verified when changing the assignment of the vehicle, aka Internal Transfer.
Agency Coordinator Updates
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 this information is being updated by a Vehicle Coordinator.
Please Submit a Ticket to the SFM Help Desk to notify SFM of a change in the Fleet Coordinator. New Fleet Coordinators will receive a list of resources and an invitation to attend a New Fleet Coordinator Onboarding Session.
Telematics
The Fleet Coordinator must become familiar with the telematics system (MyGeotab) functionality, including the creation and use of Zones and Rules as well as Exception and other reporting capabilities. The information collected by the telematics device can be useful to improve efficiency. A comprehensive understanding of the information will assist the Fleet Coordinator in identifying opportunities for improvement within their fleet. Due to the extensive amount and technicality of the information collected by the device, please refer to the Geotab Training & Support Opportunities article for support options, some of which may assist with data interpretation.
It is important to note that the data collected by the telematics device 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.
User Administration and Compliance Oversight
Fleet Coordinators’ responsibilities concerning telematics include, but are not limited to the following:
- 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.
To assist with the responsibility of informing employees that a telematics device collects data on vehicle operations, a sticker is placed on every state fleet vehicle with a telematics device installed. The sticker is placed on the driver’s side front window and informs drivers that a telematics device is installed in the vehicle. To further support Fleet Coordinators, the Telematics Universal Policy was drafted with an Acknowledgement section in which employees can sign off acknowledging that they have been informed that telematics is installed in State fleet vehicles.
The Fleet Coordinator has an understanding of the agency’s operational needs and can work with management to determine users that need access to the telematics system as well as the appropriate level of access to provide. Therefore, the Fleet Coordinator has the responsibility to administer and maintain the agency’s MyGeotab user accounts and related user agreements. Our article, How to Create a New User in Geotab, is a great place to start. This responsibility includes the creation, collection, and retention of annual Telematics User Agreements for users created in the Geotab system. SFM strongly recommends that every Fleet Coordinator delegate a backup to support this process.
As previously mentioned, a comprehensive understanding of the information collected by the telematics device is required to ensure that you can review your agency’s data with respect to agency policy, and communicate with your leadership the lack of compliance with the State Telematics Universal Policy and agency-specific policy around authorized use of State Fleet vehicles.
Fuel Oversight
As the primary source of support for employee fuel card issues and questions related to fuel reimbursement, the Fleet Coordinator should become familiar with the appropriate use of state fuel cards. Fleet Coordinators should also promote the use and prioritization of alternative fueled vehicles.
Use of State Fuel Cards
Every State Fleet vehicle will be issued a WEX fuel credit card. Electric Vehicles (EVs) and Plug-In Electric Vehicles (PHEVs) will also be issued a ChargePoint card. Both cards are assigned to the vehicle rather than the driver and are to be used only for the specific assigned vehicle.
WEX Fuel Card
A WEX credit card is assigned to every State fleet vehicle and may be used to purchase petroleum or other fuels obtained at the pump. The WEX card may also be used to purchase Diesel Exhaust Fluid (DEF), single quarts of oil, washer fluid, and car washes that are sold at the fuel pump island. The WEX card may not be used for services such as oil changes, food, or any other service or maintenance.
Prior to obtaining fuel, acceptance of the fuel card should be verified. This can be done by checking the WEXconnect application or the WEX Accepting Locations website. For charging stations, the WEXConnect app is to be used. Any major issues should be directed to State Fleet Management, dpa_sfminvoices@state.co.us, to be resolved with the fuel card company.
Do not leave cards in an unlocked vehicle at any time. In the summer, heat will warp the cards; so please keep them in the vehicle packet locked in the glove box out of direct sunlight. Do not write PIN numbers on the fuel card or packets, keep in a safe place like a billfold, purse, or cell phone.
It is the responsibility of the driver to verify the accuracy and completeness of the transaction.
It is also critical that the driver enter the correct mileage when fueling. Report lost, stolen, or damaged cards to SFM, dpa_sfminvoices@state.co.us, for immediate replacement. Once the replacement fuel card has been ordered, the current card will no longer be active. Because of this, it is recommended to fuel the vehicle before submitting the request, if possible.
As the Fleet Coordinator, you may receive an email/communication from SFM requesting information on Suspicious Fuel Transactions. You must find out the circumstances of the transaction and send a response back to SFM as soon as possible; the transaction may need to be disputed if it was a fraudulent purchase or SFM may need to take other actions to get it remedied.
Additional information about the WEX fuel card can be found on the SFM Fuel Cards for State Fleet Vehicles website.
Chargepoint Card
The ChargePoint card is not a credit card and can only be used to charge an Electric Vehicle or Plug-In Electric Vehicle at ChargePoint and roaming partner stations; EVgo, FLO, Ionity, Allego, Innogy, EVBox are all within the ChargePoint roaming network. Since the transaction requires a credit card, the vehicle’s assigned WEX card is associated with the ChargePoint card. The ChargePoint app can be used to locate ChargePoint charging stations.
Fuel Reimbursement
There are currently four different types of fuel reimbursement available to agencies; individual reimbursement, fuel tank reimbursement, agency electric charging station reimbursement, and electric vehicle home reimbursement.
Individual Reimbursement
If a card is declined at a location on the approved fueling list and it is during normal business hours, the driver needs to call the fuel card company on the spot to acquire authorization or clearance for the clerk. If, in an exceptional situation, there are no fuel card stations and the driver needs to fuel or has already pumped at a non-fuel card station, or the fuel card will not work and it cannot be resolved with the fuel card company, the driver needs to provide some form of payment at the time of purchase1. The Fleet Coordinator will submit the receipt and license number to State Fleet Management for agency reimbursement, and the agency will reimburse the employee. Detailed instructions for this process can be found in the Individual Fuel Reimbursement article.
1State employees can also request reimbursement for other approved items purchased using personal funds using the same process.
Agency Fuel Tank Reimbursement
Agencies with fuel tanks will follow the instructions in the Agency Fuel Tank Reimbursement article to request reimbursement monthly.
Agency Electric Charging Station Reimbursement
Agencies can request reimbursement for electric vehicle charging transactions at agency electric charging stations. Once the process has been implemented, SFM will automatically reimburse the agencies monthly. The Fleet Coordinator will receive a copy of all reimbursed charging events. Interested agencies should contact the FAST team at dpa_sfmtraining_support@state.co.us for additional information.
Electric Vehicle Home Charging Reimbursement
SFM reimburses participants enrolled in the EV Home Charging program for the energy used to charge a state owned vehicle every month. If a Fleet Coordinator is interested in getting an employee set up under this program, a great place to begin is to review the SFM article, Everything You Need to Know About EV Home Charging. The article includes information about the policy and guidelines, as well as how to set up reimbursement, and more. Once enrolled, SFM will reimburse the agency monthly, and the agency will reimburse each participant. The Fleet Coordinator will receive a copy of all reimbursed charging events.
Maintenance and Repair
A vehicle requires different types of maintenance and repairs throughout its lifecycle. It is important that the Fleet Coordinator be familiar with State authorization and payment processes for each of the different types of maintenance: preventive maintenance, vehicle repair, tire replacement, warranty repairs, recalls, and car washes.
Payment For Services
All payments for repairs and maintenance will be made through SFM. It is critical that the driver inform the repair facility that the vehicle is part of the Colorado State Fleet and the vendor must call SFM for authorization prior to the repairs being done. To ensure successful payment, be sure to follow the process outlined in the Payment for Repair & Preventive Maintenance Services article.
The fuel card is not to be used for any maintenance or repairs. Unauthorized services or repairs may be billed back to the agency.
Preventive Maintenance
There are seven items of preventive maintenance (pm) tracked by SFM through CARS. The specific services are:
- Oil change interval
- Brake inspections with tire rotation/ Check tire pressure
- Fuel Filter replacement
- Engine coolant flush
- Automatic transmission service
- CNG Manual Shut-off Valve
- CNG Tank Inspection
Once a month the SFM Authorization Call Center will run the overdue PM report and will forward it to each of the Fleet Coordinators for investigations. This report will only show what is overdue on the day the report is run. Please complete the items within 2 weeks to prevent being sent the next month’s pm notice also.
The preventive maintenance intervals vary by vehicle manufacturer and vehicle use. Severe duty is typified as police pursuit, campus maintenance, or local delivery vehicles. These vehicles may consistently tow trailers, be used for short-duration trips, and have prolonged idling time.
It is mandatory to follow the preventive maintenance schedule for your vehicles. Drivers are responsible for ensuring the maintenance of their vehicle is complete. SFM is responsible for authorizations and payment or repairs. The driver must go to a State Fleet approved vendor for maintenance and repairs.
NOTE: It is critical that the driver inform the repair facility that the vehicle is part of the Colorado State Fleet and the vendor must call SFM for authorization prior to starting any repairs, maintenance, or diagnostics. Please refer to the authorization process as needed.
Repairs required due to lack of preventive maintenance may be billed to the operating Agency and could substantially increase your agency’s operating expenses.
Refer to the Preventive Maintenance Module article for instructions on how to access the Preventive Maintenance module in CARS.
If you need clarification on Preventive Maintenance call the SFM Call Center at
303-866-5566 or 1-800-356-3846 or email dpa_callcenter@state.co.us
Vehicle Repair and Maintenance Approved Vendors
Drivers are responsible for ensuring the maintenance of their vehicle is completed. The driver must use a State Fleet-approved vendor. Use the Active SFM Service Provider tool to locate an approved vendor in your area. Refer to the How to Find a State Fleet Approved Vendor in CARS article for instructions to find a vendor or download a list of all State Fleet-approved vendors from CARS.
NOTE: It is critical that the driver inform the repair facility that the vehicle is part of the Colorado State Fleet and the vendor must call SFM for authorization prior to starting any repairs, maintenance, or diagnostics.
After Hours Assistance 5:00 pm to 7:00 am and weekends, call the National Automobile Club (NAC) at 1-800-328-7272 Account #8503759-000. This information can also be found in the vehicle operator’s manual (a hard copy can be found in the vehicle’s glove box).
Tires
All-season tires are specified for all vehicles. Large element mud & snow tires are only authorized on a case-by-case basis, specifically on vehicles used in extreme off-road scenarios; prior approval is required with justification. The composition of these off-road tires typically does not produce an extended tread life or improved fuel economy over an All-season or All-terrain specified tire. Tire studs or snow chains are not authorized by SFM and are required in limited situations by CDOT.
Car Washes
Agencies are permitted car washes that do not exceed $30 per month per vehicle. State Fleet does not pay for detailing or interior cleaning. Drivers can use the fuel card for car washes located at fueling stations that also offer car washes; otherwise, the drivers will have to use a State Fleet approved car wash vendor. Monthly subscriptions are allowed in specific circumstances, contact Fleet for more info, dpa_sfminvoices@state.co.us.
Warranty Repairs
All new vehicles have a manufacturer’s warranty of at least 3 years and /or 36,000 miles. Vehicles must be taken to the appropriate dealer for repair to take full advantage of the warranty while covered. If towing is required, vehicles under warranty should be towed to a dealership by the dealer’s tow company. The following phone numbers are for the respective manufacturers; Ford 1-800-241-3673, Chevy /GMC 1-800-243-8872, Chrysler/Dodge(Stellantis) 1-800-521-2779, and Toyota 1-800-331-4331. Please have the VIN number and odometer reading available before calling. Ensure SFM Call Center is aware of all warranty repairs for repair tracking and safety concerns.
Recalls
SFM will notify each Vehicle Coordinator of any maintenance recalls monthly. It is the Vehicle Coordinator’s responsibility to ensure that all recalls are complied with and to notify SFM of compliance at dpa_statefleetrecalls@state.co.us. Coordinators should additionally use the Recalls Not Completed report in CARS > Customer Reports to review which vehicles have outstanding recalls.
Vehicle Damage Procedures
The SFM Call Center will review details of damaged fleet vehicles, including but not limited to, the vehicle’s age, mileage, remaining balance, and the NADA value, to determine if it is cost effective to repair the vehicle, or if it is better to dispose of the vehicle.
Vehicle has Collision, Determined to be Repaired
- Fleet repairs from Vehicle Damage Repair Fund.
- State driver and other party’s record reviewed.
- Third party or insurance company pursued for damage expenses if at fault.
- Monies collected reimburse vehicle repair fund.
Vehicle has Collision, Determined Not to be Repaired
- SFM pays loan balance (if exists).
- SFM disposes of the vehicle. Fleet reviews end of life vehicle pool to provide a replacement vehicle of like value to agency.
- Payment received from another party or insurance for repairs goes to the vehicle repair fund.
- Fleet Management will not reimburse for any hotel, rental car, airfare, loss of productivity, or personal expenses.
Vehicle has Hail Damage
Please see our SFM Hail Damage Guidance.