Fleet Getting Started

As a first step, State Fleet recommends that each Fleet Coordinator obtain and maintain an account with the Colorado Automotive Reporting System (CARS).

Second, Fleet Coordinators should review the Fleet Coordinators Handbook, which provides an overview of the State Fleet Management Program as well as the role each Fleet Coordinator plays within their department.

Third, State vehicles should be treated with appropriate care and operated safely at all times. Drivers must not be under any type of influence while operating a State vehicle — smoke, alcohol, drugs, etc. Refer to the new SFM Vehicle Operator's Manual (updated 11/2021) for additional guidelines.
 

There are FOUR primary ways that agencies can help SFM provide a seamless process:

1. Accurate reporting of odometers/mileage every month via CARS — This ensures that accurate billing and rate setting occurs for individual agencies and thereby maintains necessary operating appropriations. More importantly, accurate mileage readings enable SFM staff to be sure that all manufacturer's required maintenance is completed on time. This optimizes vehicle reliability, maintains warranties, and extends the life of the vehicle.

2. Understand the vehicle maintenance schedule — The MyFleet interface will give up-to-date preventive maintenance (PM) schedules, based on reported mileage. It displays when the vehicle is due for an oil change, brake service, coolant flush, etc. Always be aware of fluid levels, leaks, tire pressure, noises, and warning lights. With safety in mind, refer to the new SFM Vehicle Operator's Manual in the vehicle glove compartment or throughout this web site for more details. Contact the automotive repair experts in the SFM Call Center at 800-356-3846 if you have any questions.

3. The vehicle driven should be appropriate for the agency's program needs. Each driver represents the State of Colorado and should be safety conscious (seat belts). If involved in an accident, follow the procedures outlined in the new SFM Vehicle Operator's Manual and contact SFM immediately at 800-356-3846 and report the incident. If a vehicle is fixable, SFM will make repair arrangements and pay for the repairs; if vehicle is totaled, SFM will arrange to have the wreck brought to SFM or other location for disposal. SFM may also be able to provide a short-term vehicle until a permanent replacement is located. There is no collision insurance on State vehicles. Collision costs are covered through a per mile accident charge each month. The State Office of Risk Management handles issues of liability.

4. All maintenance and repairs must be authorized by the SFM Call Center at 800-356-3846. Use the National Auto Club only for after-hours emergencies; drivers should use the Fuel Card for this service.

The Fuel Card must NOT be used for anything other than fuel, wiper blades, National Auto Club, a quart of oil, or other fluid replacement (windshield washer, coolant, etc.). SFM does not get a record from the fuel card regarding the service done and this typically leads to duplicating services or voiding warranties. Unauthorized use may cause expenses to be billed directly to your agency.