Administrative Vehicles

Vehicles that are titled to or leased by the Department but are not used primarily for consumer transportation are considered DHS administrative vehicles. The inspection and record keeping requirements for DHS administrative vehicles differ from those for vehicles used for consumer transportation.

Training

TSS provides initial training with the Division/Office managers and supervisors responsible for managing the vehicles assigned to them. Those managers and supervisors will continue to train drivers as they are identified and registered to utilize the vehicles. Training includes:

  • WEX fuel card program,

  • ARI Maintenance Program overview,

  • Report My Driving Program

  • Authorized and unauthorized use of state vehicles,

  • Logbook usage and documentation (for administrative vehicles only, Appendix 10 – DHS Administrative Vehicle Log)

  • Understanding how traffic violations impact a driver’s ability to operate a state vehicle, and Insurance and accident reporting.

Driver Requirements

It is the responsibility of the Division/Office to whom vehicles are assigned to monitor drivers for compliance with requirements and to maintain documentation of the requirements for review and monitoring by Regional Transportation Office (RTO). Records are to be maintained in a collated format per employee (i.e.: employee’s signed acknowledgement form, copy of employee’s driver’s license, and employee’s MVR – pulled annually). Should a driver fail to meet the requirements, driving privileges may be suspended until they are compliant.

Driver requirements include:

  • Valid Georgia driver’s license. For out-of-state licenses from bordering states, authorization to drive an administrative vehicle will be determined on a case-by-case basis.

  • Drivers may have no more than 6 points against their driver’s license (verified by pulling annual MVRs).

  • The DBHDD and the DHS Office of Human Resources are responsible for pulling MVRs on state employees.

  • MVRs must be pulled by Division/Office managers and supervisors and reviewed with employees annually.

  • Drivers must report any tickets or traffic violations received while operating the vehicle. It is the responsibility of the employee to pay any fines or fees related to any violations received while operating the vehicle.

  • Driver must not have any pending charges or a conviction within the past 6 months, for any of the following offenses, and agrees to immediately notify the manager or supervisor using Appendix 17 – DOAS RMS101-2 Motor Vehicle Use Program Driver Notification to immediately report any license suspension, revocation, or expiration.

  • All drivers are required to read Appendix 15 – DOAS Form RMS101-4 Driver Safety Tips (which may also be found on the DOAS website at www.doas.ga.gov and searching for the terms Driver Safety Tips) prior to being allowed to operate an administrative vehicle.

  • All drivers must adhere to the Hands-Free Georgia Act.

Administrative Vehicle Requirements

Administrative vehicles have different requirements than vehicles used primarily to provide consumer transportation. The vehicles must meet the following requirements:

  • Passenger occupancy will not exceed vehicle manufacturer’s approved seating capacity.

  • Each vehicle must have a valid tag.

  • Each vehicle operated in Cherokee, Clayton, Cobb, Coweta, DeKalb, Douglas, Fayette, Forsyth, Fulton, Gwinnett, Henry, Paulding and Rockdale counties must have emissions testing or emissions exemption verification.

  • Each vehicle must have an operational speedometer, odometer, horn, windshield wipers, windows, headlights, front and back turn signals, parking lights, brake lights, reverse lights, and emergency flashers.

  • Each vehicle window must be free from cracks and/or damage.

  • Each vehicle must have at least two exterior mirrors (one on each side of the vehicle) and a rearview mirror free from cracks and/or damage for monitoring the passenger compartment.

  • Each vehicle must be free of excessive body damage or body damage that interferes with the operation of doors and/or windows. The vehicles exterior should be clean and free of excessive grime, rust, chipped paint or major dents, which detracts from the overall appearance of the vehicle.

  • Each vehicle must have adequate tires for the vehicle based on manufactures specifications. The tires should have proper tread depth and be free from excessive wear, exposed wire, and/or damage.

  • Each vehicle must have a spare tire and jack for emergency situations. If the vehicle is not manufactured with a spare tire and jack, the driver must explain the process for obtaining assistance in the event of a tire emergency.

  • Each vehicle must have functioning, clean, and accessible seat belts for each passenger seat position and each shall be stored off the floor when not in use.

  • Each vehicle must have a standard first aid kit including, but not limited to:

    • Box of adhesive bandages

    • Antiseptic cleansing wipes

    • Dressing Pads

    • Oval eye pad

    • Conforming gauze bandage

    • Triangular bandage

    • Triple antibiotic ointment

    • Sanitizing hand wipes

    • Cold Pack

    • Cotton-tip applicator

    • Latex gloves

    • Scissors and tweezers

    • Sterile eyewash

    • Insect sting relief pads

    • Aspirin

    For a complete list of a well-stocked first aid kit, refer to the Red Cross website at www.redcross.org and search for “Make a first aid kit”.

  • Each vehicle’s interior must be clean and free from torn upholstery or floor covering, damaged or broken seats, protruding sharp edges, free of dirt, oil, grease, or litter. The vehicle must have adequate sidewall padding and ceiling covering.

  • Each vehicle door must be functioning and free from obstructions.

  • Each vehicle must have a functioning interior light within the passenger compartment.

  • Each vehicle must be equipped with adequate heating and air conditioning for driver and passengers.

  • Each vehicles floor must be covered with commercial anti-skid, ribbed rubber flooring, or carpeting. Ribbing in vehicles equipped to transport wheelchair passengers shall not interfere with wheelchair movement between the lift and the wheelchair positions.

  • Each vehicle must be clearly identified on the exterior in accordance with the Vehicle Markings Identification (refer to the Exhibit 22 – Vehicle Identification/Markings section in this chapter for additional information).

  • All vehicles must include an information packet, in the form of a DHS Logbook. At a minimum, this packet will include:

Site Visits and Vehicle Inspections

All Divisions/Offices assigned DHS administrative vehicles are subject to site visits and vehicle inspections by RTO staff. It is the responsibility of the Division/Office staff to ensure all file and vehicles are in compliance with the DHS Administrative Vehicle requirements. A standard checklist, Appendix 23 – DHS Vehicle Requirements and Monitoring Form – Administrative Vehicles, is used to record the vehicle inspection. Site visits are performed in order to provide assistance in vehicle management, monitoring compliance and use, monitoring driver requirements and verify records and vehicles are being properly maintained.