SOP_NUMBER: 504.01
TITLE: GDC Fleet Operations Motor Vehicle Manual
DIVISION: Administration and Finance Division
TOPIC_AREA: Fleet Operations
EFFECTIVE_DATE: 2017-10-24
WORD_COUNT: 564
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/187226
URL: https://gps.press/sop-data/504.01/

SUMMARY:
This policy establishes guidelines for the use, assignment, and management of all state-owned or leased vehicles operated by the Georgia Department of Corrections. It applies to all GDC employees and covers vehicle procurement, registration, assignment, accident reporting, and driver responsibilities to ensure vehicles are operated efficiently, responsibly, and in accordance with state regulations.

KEY_TOPICS: fleet operations, motor vehicle management, vehicle assignment, vehicle use authorization, state vehicles, driver responsibilities, vehicle maintenance, vehicle inspection, vehicle procurement, fuel management, accident reporting, vehicle coordinator, motor vehicle log

ATTACHMENTS:
  1. GDC Fleet Operations Motor Vehicle Manual
     URL: https://gps.press/sop-data/504.01-att-1/

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**GDC Fleet Operations Motor Vehicle Manual|**Policy Name:**GDC Fleet Operations Motor Vehicle Manual|**Policy Name:**GDC Fleet Operations Motor Vehicle Manual|
|**Policy Number:** 504.01|**Effective Date:** 10/24/2017|**Page Number:** 1 of 2|
|**Authority:** <br>Commissioner <br>|**Originating Division:** <br>Administration and Finance <br>Division (Admin. Support-Fleet<br>Operations)|**Access Listing:** <br>Level I: All Access|



**I.** **Introduction and Summary:**
This policy provides guidance and direction to be followed by the Georgia
Department of Corrections [GDC] regarding the use, assignment, and
management of State owned or leased vehicles. This policy also provides
guidance and direction regarding how motor vehicles shall be used for official
business interests of the State.

**II.** **Authority:**
A. O.C.G.A. §45-12-73 and 50-19-1, _et seq._ ;


B. Office of Planning and Budget (OPB) Policy 10;


C. Georgia Fleet Manual, Office of Fleet Management, Department of

Administrative Services;


D. GDC Standard Operating Procedure (SOP): 404.02 Comprehensive Loss Control

Program; and

F. ACA Standards: 4-4197 and 4-4198.

**III.** **Definitions:**
A. **Motor Vehicle**    - Any vehicle that is, or is capable of, being tagged and titled in

the state of Georgia and driven on highways or streets, including motorcycles.

B. **Vehicle Coordinator -** The assigned principal point of contact for vehicles within

a GDC Division, Facility or entity **.**

C. **Motor Vehicle Assignment and Use Authorization Form (MV-1) -** A form

used to assign a vehicle to an individual employee under certain qualifying
conditions.


D. **Automotive Resources International (ARI) -** A vehicle management system

used to manage fleet inventory, including fuel and maintenance costs.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**GDC Fleet Operations Motor Vehicle Manual|**Policy Name:**GDC Fleet Operations Motor Vehicle Manual|**Policy Name:**GDC Fleet Operations Motor Vehicle Manual|
|**Policy Number:** 504.01|**Effective Date:** 10/24/2017|**Page Number:** 2 of 2|
|**Authority:** <br>Commissioner <br>|**Originating Division:** <br>Administration and Finance <br>Division (Admin. Support-Fleet<br>Operations)|**Access Listing:** <br>Level I: All Access|



E. **Motor Vehicle Log -** A document used to record vehicle use, mileage and driver

information.

F. **Inspection Guide and Trouble Report**    - A document used to inspect a vehicle

prior to and after use and to report issues with the vehicle.

**IV.** **Statement of Policy and Applicable Procedures:**
A. It is the responsibility of each appointing authority to ensure that the provisions of

this policy are strictly enforced in a manner to ensure that state vehicles are
operated and managed in an effective, efficient, and responsible manner. Further,
it is the responsibility of every GDC employee to be sensitive to their
responsibility to avoid even the slightest misuse of Motor Vehicles, thereby
upholding public trust in the fact that good stewardship and cost saving measures
are the rule, rather than the exception.

B. The attached GDC Fleet Operations Motor Vehicle Manual provides detailed

guidelines for the sound and efficient management of GDC’s motor vehicles and
establishes procedures for vehicle procurement, surplus, registration, marking,
assignment, accident reporting, management, and driver responsibilities.

C. This policy and the GDC Fleet Operations Motor Vehicle Manual is applicable to

all GDC employees and all Motor Vehicles owned, rented, borrowed, leased,
donated, or otherwise under the possession and control of the Georgia Department
of Corrections.


**V.** **Attachments:** GDC Fleet Operations Motor Vehicle Manual

**VI.** **Record Retention of Forms Relevant to this Policy:** All documents referenced in
this SOP shall be maintained for five (5) years within the facility/section where the
vehicle is assigned.