14 FAM 430
Managing official vehicles at posts abroad
(Office of Origin: A/LM)
14 FAM 431 SCOPE, AUTHORITIES, AND RESPONSIBILITIES
14 FAM 431.1 Scope
a. This policy explains requirements for managing the mission fleet program and life cycle for official armored and unarmored vehicles at Foreign Service posts.
b. U.S. Department of State motor vehicles provided to contractors (i.e., government-furnished property (GFP)), provided to grantees and contractor-acquired property (CAP), are not covered under this FAM section (see 41 CFR 102-36).
c. Requests for interpretation of or exceptions to these regulations may be directed in writing to the parent agency office below:
(1) State: Director, Overseas Fleet Division (A/LM/PMP/OF);
(2) USAID/Washington: Bureau for Management, Management Services Office, Overseas Management Division (USAID/W - M/MS/OMD);
(3) Commerce: International Trade Administration, U.S. and Foreign Commercial Services, Office of International Operations, Overseas Property Manager;
(4) Agriculture: Foreign Agricultural Service; Office of Foreign Service Operations; International Services Division; and
(5) USAGM: For overseas transmitting stations and technical monitoring offices - Office of Technology, Services and Innovation, Operations and Stations Division (T/EOS); for VOA Correspondents – Central News (VOA/N).
14 FAM 431.2 Authorities
The authorities for this subchapter include:
(1) 40 U.S.C., "Public Buildings, Property and Works;" Chapter 175 - "Federal Motor Vehicle Expenditure Control" (includes 40 U.S.C. 17501 through 40 U.S.C. 17510), requires oversight, cost analysis of motor vehicle operations, and related reporting requirements;
(2) 22 U.S.C. 2700, "Use of Vehicles," provides authority to the principal officer of a Foreign Service post to provide for the use of U.S. Government-owned or leased vehicles located at the post for transportation of U.S. Government employees and their families when public transportation is unsafe or not available or when such use is advantageous to the U.S. Government;
(3) 22 U.S.C. 1474(a)(4) Provides authority for the Department to pay for insurance on official motor vehicles in foreign locations;
(4) 22 U.S.C. 2396(a)(5) and 22 U.S.C. 2396(a)(9) provide for the purchase of an equal number of replacement passenger motor vehicles for administrative purposes outside the United States and obtaining insurance for official motor vehicles acquired for use in foreign countries;
(5) 31 U.S.C. 1344, "Passenger Carrier Use," prohibits the use of a U.S. Government-owned or leased vehicle for other than official use and limits transportation between residences and places of employment; and
(6) 31 U.S.C. 3512,"Executive Agency Accounting and Other Financial Management Reports and Plans," requires 5-year plans and internal controls providing for effective control and accountability for assets.
14 FAM 431.3 Other Guidance
a. U.S. and Foreign Commercial Service (US&FCS) Operations Manual Section 521, Official Vehicles for Use Abroad, provides specialized guidance on the request, use, purchase, disposal, and inventory of vehicles.
b. Foreign Agriculture Service Overseas Administrative Handbook, Section 9, Official Vehicles, provides specialized guidance on the request, use, purchase, disposal, and inventory of vehicles.
c. USAID ADS 536, Use and Control of Official Vehicles, provides guidance to post personnel.
14 FAM 431.4 Definitions
Certified safe driving instructor: An employee or contractor certified by the Safety, Health, and Environmental Program Office in the Bureau of Overseas Building Operations (OBO/OPS/SHEM) to train operators in safe driving techniques and behaviors.
Chauffeur: An employee hired as a full-time driver by the Department or tenant agency who is under chief-of-mission (COM) authority. Chauffeurs include motor pool drivers, dedicated drivers for designated mission personnel, and truck and bus drivers if hired mainly for the purpose of driving an official vehicle.
Elevated risk country: A country identified by the World Health Organization as having a per capita death rate from motor vehicle crashes higher than the rate for the United States. SHEM’s SharePoint site lists these countries and their respective fatality rates.
Federal Automotive Statistical Tool – Vehicle Level Data (FAST-VLD): Required reporting mechanism used by federal agencies to provide specific individual vehicle level data (VLD) every fiscal year under Executive Order 13693.
Fleet Management Council (FMC) (State): A Department of State-led advisory council comprised of representatives from regional and functional bureaus with vehicle fleet equities that advises domestic and overseas fleet management staff. The Bureau of Administration chairs the FMC.
Fleet Management Information System (FMIS): The Department's enterprise system for the management of all fleet operations, a module within the Integrated Logistics Management System (ILMS), which captures key operational data on vehicle dispatch, maintenance, and fuel.
Hands-free technology: Auxiliary cellular telephone hardware that allows a user to initiate or receive phone calls without looking at or picking up the phone. Such technology includes an interface that allows for:
(1) Automatic connection to the cell phone;
(2) Voice-activated dialing; and
(3) Single-touch call initiation and answering.
Home: The primary place where an employee resides and from which the employee commutes to place of work.
Home-to-work (HTW) transportation: Use of an official vehicle to transport employee from home to place of work. 31 U.S.C. 1344 and 41 CFR 102.5 address the limited situations in which the Secretary may authorize HTW transportation. At overseas posts, 22 U.S.C. 2700 allows the chief of mission to authorize such transportation in certain circumstances where such transportation may be required.
Incidental operator: Employees other than chauffeurs who have been assigned or operate or who operate an official vehicle incidental to their primary job duties. Incidental operators may include U.S. citizen and locally employed staff (LE staff) and contractors.
Light truck: A truck with a Gross Vehicle Weight Rating (GVWR) of 3,856 kg (8,500 lbs) or less.
Mission vehicle accountable officer (MVAO): A U.S. direct-hire employee who is designated in writing by the chief of mission as being responsible for oversight of all motor vehicle operations at a mission to include constituent posts.
Motor vehicle: Any vehicle, self-propelled or drawn by mechanical power, designed and operated principally for highway transportation of property or passengers (41 CFR 102-34.35).
Motor Vehicle Safety Management Program (MVSMP): Overseen by the Safety, Health, and Environmental Management Program Office in the Bureau of Overseas Building Operations, the MVSMP sets forth safety regulations and guidelines for fleet operations.
Official vehicle: Any motor vehicle owned or leased by the State Department or other U.S. Government Agency under chief-of-mission authority.
Operator: Any driver of an official vehicle. Includes both chauffeurs and incidental operators.
Other authorized use (OAU): Use of official vehicles overseas for transportation of U.S. Government employees and their dependents, including those under personal services agreements and their dependents, for other than business purposes when authorized by the chief of mission because public transportation is unsafe or not available or because such use is advantageous to the U.S. Government.
Preventable mishap: A mishap, as defined in MVSMP regulations, involving an official vehicle where the vehicle operator, regardless of fault, failed to exercise every reasonable precaution to prevent a collision, loss of vehicle control, or property damage. The "Guide to Determine Motor Vehicle Collision Preventability," published by the National Safety Council and available on the OBO/OPS/SHEM website, is used in all determinations of preventability.
Reportable mishap: A mishap, as defined in MVSMP regulations, meeting the definitions in 15 FAM 964 that must be reported to OBO/OPS/SHEM.
Safe Driving Award: See 3 FAM 4845.1, Chauffeur Safe Driving Award.
Telematics: Technology that combines telecommunications and information processing to send, receive, and store information related to remote objects, such as vehicles.
Transportation network company (TNC): Any business entity that uses a digital network to connect riders to drivers affiliated with the entity in order for the driver to transport the rider using a vehicle owned, leased, or otherwise authorized for use by the driver to a point chosen by the rider; and does not include a shared-expense carpool or vanpool arrangement that is not intended to generate profit for the driver.
Vehicle accountable officer (VAO): Where a mission has constituent posts or agency/program dedicated vehicles, an employee other than the MVAO responsible for oversight for a subset of official vehicles.
Vehicle allocation methodology (VAM): A federally mandated process to determine appropriate size and composition of U.S. Government fleets based on utilization.
14 FAM 431.5 Responsibilities – General
14 FAM 431.5-1 State Department Offices
a. A/LM/PMP/OF: The Overseas Fleet Division within the Bureau of Administration is responsible for the development, implementation, and oversight of policy and regulations governing the Department’s overseas motor vehicle fleet.
b. DS/PSP/DEAV: The Defensive Equipment and Armored Vehicle Division within the Bureau of Diplomatic Security is responsible for ensuring requirements for defensive and special protective equipment and armored vehicles are met.
c. OBO/OPS/SHEM: The Office of Safety, Health, and Environmental Management within the Bureau of Overseas Buildings Operations is responsible for oversight of the Department’s overall safety, health, environmental, and environmental health programs, to include overseas motor vehicle operations.
14 FAM 431.5-2 USAID Washington Headquarters Office
a. USAID Bureau for Management (M/MS/OMD) is responsible for providing oversight of the management of worldwide USAID-owned vehicles.
b. M/MS/OMD determines agency-wide policy and criteria for USAID-owned and leased motor vehicles; makes the decisions on missions’ requests to standardize vehicle makes; and compiles and submits USAID’s annual vehicle reports to other agencies (see USAID ADS Chapter 536).
c. For USAID-owned vehicles that are managed by ICASS, the service provider will submit to USAID - M/MS/OMD specific data on USAID-owned vehicles so that USAID can compile and submit its annual reports submission to FAST, etc.
d. Posts and the ICASS service provider must ensure that proceeds of sales of vehicles owned by USAID are properly recorded to ensure credit to the appropriate USAID account.
14 FAM 431.5-3 Other Agencies
Other agencies may have dedicated vehicles overseas that are subject to their specific internal processes governing management, use, and accounting of such vehicles. In-country operations of those vehicles must also comply with the chief of mission’s motor vehicle policy except where another agency's headquarters authorizes specific deviances from the policy. Such authorization must be signed by the agency's headquarters, filed with the Department of State's MVAO at post (see 14 FAM 431.6-2), who shall notify the COM. Agencies with oversight over their own dedicated vehicles must also designate a vehicle accountable official responsible for those vehicles (see 14 FAM 431.6-3).
14 FAM 431.6 Responsibilities – Overseas Posts
14 FAM 431.6-1 Chief of Mission
a. As provided 22 U.S.C. 3927 and the President's Letter of Instruction to Chiefs of Mission (see 2 FAH-2 H-110), unless otherwise provided in law or presidential directive, the chief of mission has authority over all U.S. Government executive branch employees, activities, and operations (with certain exceptions) in their country/area of responsibilities. COMs establish a mission-wide written policy for the safe and equitable use of official vehicles for business purposes and other authorized uses in accordance with the provisions of this subchapter.
b. The COM at each post designates a direct-hire American employee (usually the management officer (MO) or general services officer (GSO) to serve as the mission vehicle accountable officer (MVAO) to manage both State program and ICASS vehicles. In locations where USAID manages its own motor vehicle fleets, or is the ICASS service provider for motor pool services at post, the COM may designate the USAID executive officer (EXO) as MVAO.
14 FAM 431.6-2 Mission Vehicle Accountable Officer (MVAO)
a. The mission vehicle accountable officer (MVAO) is designated in writing by the (COM) and is responsible for managing the mission-wide fleet program at a post, to include the oversight for the programs at any constituent posts.
b. Responsibilities of the MVAO include:
(1) Management and operation of the motor pool (where applicable) and compliance with the Department’s Motor Vehicle Safety Management Program (MVSMP) (see 14 FAM 433);
(2) Preparation and submission of required reports including motor vehicle mishap reporting, in coordination with the post occupational safety and health officer (POSHO) as required in 15 FAM 964;
(3) Formulation of policy and operational guidelines for approval by the COM and ICASS council (as applicable) for efficient fleet operations as well as communication of such policy/guidelines, and monitoring for compliance;
(4) Control of vehicle use, excepting those dedicated program vehicles under the direct purview of a VAO (see 14 FAM 431.6-3);
(5) Oversight of overall fleet composition and size to include conducting the Vehicle Allocation Methodology (VAM) study, and making recommendations on vehicle replacement and fleet adjustments;
(6) Conducting annual inventories of all armored and unarmored vehicles using the Integrated Logistics Management System Asset Management (ILMS-AM);
(7) Ensuring use of the Fleet Management Information System (FMIS) to track daily trip reports, record maintenance and fuel costs, and review vehicle and driver utilization, and periodically verifying data integrity of data in the FMIS;
(8) Coordination and oversight of vehicle disposals;
(9) Establishment of a schedule of inspections to meet safety, security, and warranty requirements.
14 FAM 431.6-3 Vehicle Accountable Officer (VAO)
a. At missions with consulates, and/or where agencies or individual Department of State sections (i.e. RSO, OBO, INL) either own, or are assigned, dedicated program or ICASS vehicles falling outside of the MVAO’s ability to provide daily oversight, the head of each agency or section chief must assign a vehicle accountable officer (VAO).
b. The VAOs are responsible for compliance with the mission’s motor vehicle policies, or where an agency requirement differs, providing the MVAO with written approval from the agency headquarters for an exception or variance to the policy.
c. Responsibilities of the VAO include the following:
(1) Management and operation of vehicles in compliance with the Department’s Motor Vehicle Safety Management Program (MVSMP) as required in 14 FAM 433;
(2) Preparation and submission of required reports including motor vehicle mishap reporting, in coordination with the post occupational safety and health officer (POSHO) as required in 15 FAM 964;
(3) Control of vehicle use (including host government-owned vehicles under USAID custody);
(4) Providing the MVAO with vehicle and driver information to respond to mandatory reports, conduct utilization analyses, and monitor compliance with post policies;
(5) Recommendation of vehicle replacement and fleet adjustments;
(6) Coordination and oversight of vehicle disposal;
(7) Preparation and/or review of the trip report, which consists of the driver trip ticket report and the driver's daily and weekly preventative maintenance checklist to monitor vehicle use. This is especially critical for armored vehicles per 12 FAM 380;
(8) Review of monthly fuel consumption reports, and
(9) Establishment of a schedule of inspections to meet safety, security, and warranty requirements. This is especially critical for armored vehicles per 12 FAM 380.
14 FAM 431.6-4 Motor Pool Supervisor
a. The motor pool supervisor is an employee with first-line supervisory responsibilities over the motor pool staff and generally reports directly to the MVAO or VAO. In addition to supervisory duties, the motor pool supervisor responsibilities include:
(1) Managing requests for motor pool services in FMIS, assigning drivers and vehicle to trip tickets and reviewing daily trip records. Managing preparation and/or review of required operational forms, to include the Daily Vehicle Use Record (see 14 FAM 437.2);
(2) Monitoring the accuracy and timeliness of data that is put into FMIS and preparing fleet reports such as the annual Motor Vehicle Survey (MVS) and Vehicle Allocation Methodology (VAM);
(3) Implementing and monitoring compliance with safety program requirements;
(4) Overseeing preventative maintenance and repair program for vehicles under his/her jurisdiction;
(5) Ensuring vehicles that do not pass all inspection items in the daily and weekly preventative maintenance checklists are removed from service until all items are corrected.
b. If no motor pool supervisor position is established, the duties under paragraph a of this section must be assigned to another employee or assumed by the MVAO or VAO.
14 FAM 432 USE AND CONTROL OF OFFICIAL VEHICLES
14 FAM 432.1 Overview
a. All posts or agencies having two or more vehicles available for general use should operate such vehicles as a motor pool; that is, make them available for the use of all officers or employees who need a vehicle for official purposes. Motor vehicles from more than one agency may be pooled with the agreement of the COM or principal officer and the ranking officer of another agency at the post.
b. Official vehicles are authorized to be used for all business purposes described in 14 FAM 432.2. Official vehicles may be used for purposes of “other authorized use” in the categories outlined 14 FAM 432.3, provided that such use is explicitly authorized by COM in the mission’s motor vehicle policy and consistent with 22 U.S.C. 2700. As described in 14 FAM 431.5-3, other agencies' headquarters may specify additional "other authorized uses" that apply only to their dedicated vehicles.
14 FAM 432.2 Business Purposes
a. Official vehicles are authorized for use in transport of personnel and property in the conduct of U.S. Government business which is defined as:
(1) Any transportation for the chief of mission (COM), 24 hours a day, 7 days a week within country of assignment, and any transportation of the principal officer within his/her assigned consular district, 24 hours a day, 7 days a week. NOTE: In instances where the COM or PO utilizes a dedicated vehicle, family members may ride in the vehicle only when accompanying the COM or PO, unless the purpose of that trip is authorized under another provision of 14 FAM 432.2 or 14 FAM 432.3;
(2) Transportation of U.S. Government employees, including individuals hired by the U.S. Government under personal services agreements/personal services contracts, and U.S. Government property which is directly related to the conduct of U.S. Government business; this provision extends to the transportation of employees in-country to monitor foreign assistance development projects;
(3) Transportation of U.S. Government contract workers when considered necessary to further the purposes of the contract unless the terms of the contract require the contractor to provide such transportation;
(4) Transportation of dependents in furtherance of an official U.S. Government activity where the presence of a family member will further U.S. Government interests, such as official government functions by or for representatives of foreign nations;
(5) Local transportation of Marine security guards for official purposes, including group recreational trips, as authorized in the Vehicle Assignment, Support, and Control Annex of the Memorandum of Agreement between State and the U.S. Marine Corps (see 12 FAM Exhibit 431(B));
(6) Transportation of on-call duty personnel outside normal duty hours to perform official business, including vehicles designated for rapid response. The mission motor vehicle policy may include a listing of those positions requiring such use (e.g., embassy duty officer and regional security officer for after-hours response; regional medical officer for medical emergencies). For other agencies, consistent with 14 FAM 431.5-3, heads of agencies should provide written approval for home-to-work transportation to the MVAO for positions falling under this provision;
(7) Transportation of public diplomacy artists, speakers, grantees, journalists, etc., in support of the Public Diplomacy program; and
(8) USAGM only: Transportation of correspondents of the Voice of America and transportation of International Broadcasting Bureau (IBB) transmitting station managers. When a transmitting station is outside of the vicinity of a post, transportation of IBB transmitting station personnel is authorized while in a formal duty or on-call status, as confirmed by their listing as such on the written, periodic transportation plan and shift schedule prepared by the International Broadcasting Bureau transmitting stations. Approval of such transportation by the COM must be documented in the mission motor vehicle policy.
b. Taxicabs, transportation network companies (TNC), and other means of public transportation may be authorized for business purposes when official vehicles are not available, unless the regional security officer (RSO) and/or emergency action committee (EAC) determines that the use of taxicabs, TNCS, and/or public transportation is not allowable. The employee may be reimbursed for the taxi fare by following procedures established by post. Alternatively, post may make arrangements to pay the transportation company directly.
14 FAM 432.3 Other Authorized Use (OAU)
a. Transportation for other than the business purposes is normally an employee responsibility. Privately owned vehicles are shipped to most posts at U.S. Government expense in consideration of such responsibility. However, the COM may approve other authorized uses (OAUs) of official vehicles that are consistent with the requirements of 22 U.S.C. 2700, as enumerated below. An OAU will only be available where the COM authorizes it in the mission motor vehicle policy or consistent with 14 FAM 431.5-3.
b. The use of official vehicles for purposes listed in this section is not a mandate or entitlement. OAUs are subject to the availability and prioritization of post’s resources. OAUs are also subject to the charges set forth in 14 FAM 432.8
c. Under 22 U.S.C. 2700, the COM may approve OAUs where such use are advantageous to the U.S. Government or where public transportation is unsafe or unavailable. The following is an exhaustive list of OAU purposes that the COM may authorize in a mission motor vehicle policy:
(1) Transportation of dependent K-12 school children to and from a U.S.-sponsored school when transportation provided by the school, or other commercially-provided transportation is unavailable, unsafe, or inappropriate, provided that the COM deems use of official vehicles for this transportation to be advantageous to the U.S. Government. NOTE: The ICASS council must approve this additional GSO function and associated allocation of resources incurred to provide such support;
(2) Transportation for employees at post on temporary duty status to and from their temporary quarters;
(3) Home-to-work (HTW) transportation, depending on available post resources, for U.S. direct-hire (USDH) employees when arriving on assignment or upon departure of assignment for a maximum of 30 days, when:
Such use will be provided equitably to employees whether they have shipped a personally owned vehicle (POV) or not, given that a lack of transportation options would affect all personnel at post. In lieu of providing officials vehicles for this transportation, posts may also determine incoming and departing employees have the ability to use approved taxi services, public transportation, and/or rental cars to meet their personal transportation requirements. For posts with a need for U.S. Government-provided transportation extending beyond the 30-day time requirement, see 14 FAM 432.4;
(4) Home-to-work (HTW) transportation for the DCM where the COM determines that such use is required by diplomatic necessity, security, or safety. Such usage will incur a charge absent a waiver under the exception noted in 14 FAM 432.8. Other agency headquarters may authorize their heads of agency in country HTW transportation. Such authorization must be provided in writing to the MVAO consistent with 14 FAM 431.5-3;
(5) Transportation of U.S. citizen employees and/or their family members where such transportation is needed due to driver restrictions arising under local law or custom or where an individual is not permitted to import a POV and alternate transportation options do not exist;
(6) Transportation of locally employed (LE) staff who are dependent on public transportation for officially ordered work outside regular working hours, and who must travel between an authorized work site and their home during hours of infrequently scheduled public transportation or darkness. Such transportation must support a specific operational objective and be authorized in advance by the COM, MVAO, or U.S. supervisor on a trip-by-trip basis;
(7) Post community activities sponsored by the community liaison office (CLO) and approved by the MVAO;
(8) One-time school orientation visit for which the eligible family member (EFM) student’s tuition is paid for by the U.S. Government. The student will only be transported for this orientation if the legal guardian is present in the vehicle;
(9) Employee relocation to U.S. Government-provided quarters for interagency housing board-directed moves that are not for the employee's convenience;
(10) Emergency medical requirements when validated by the regional medical officer;
(11) Transportation of official residence employee staff in direct support of official events; and/or
(12) When public transportation is formally documented by the COM as unsafe, unavailable, or inherently dangerous (see 14 FAM 432.4).
14 FAM 432.4 Public or Alternate Transportation Unsafe or Unavailable
a. When the use of official vehicles is justified for nonbusiness purposes on the basis of public transportation being unsafe or unavailable, the following additional certifications are required prior to inclusion in the mission motor vehicle policy:
(1) Public and/or alternate transportation (including taxicabs, TNC, and rental cars) deemed unsafe: Post’s RSO must submit a recommendation to post’s emergency action committee (EAC), citing the reasons why official vehicles must be utilized in lieu of all forms of public transportation and/or POVs. Such recommendation should include whether armored or unarmored vehicles must be used and locations/circumstances for such use (which may include home-to-work transportation), and projected length of time for such use. With EAC concurrence, the RSO must issue a security directive cleared through the MVAO and approved by COM outlining the exception to authorized usage. The security directive will be considered an addendum to the mission’s motor vehicle policy and remain in force until such time that conditions no longer require exception to policy; and
(2) Public and/or alternate transportation (including taxicabs, TNC, and rental cars) is unavailable: Post’s MVAO must submit a written recommendation to post's ICASS council with market survey information showing public or reasonable alternate commercial transportation options either do not exist or cannot serve areas where U.S. direct-hire employees live and work; the parameters of the services that will be provided through motor pool; and the cost to agencies at post in providing such services. If the recommendation is supported by the ICASS council, the COM must approve the policy and the parameters for usage to be included in mission’s motor vehicle policy. This provision must be reviewed annually by the MVAO for continued need.
14 FAM 432.5 Shuttle Services
a. Consolidating vehicle passenger services provides economies of scale and should be used to the maximum extent possible to meet recurring needs for multiple passengers. Transportation for CLO-sponsored events, personnel newly arrived or scheduled to depart post, and temporary duty (TDY) personnel, should be supported in this manner.
b. Outsourcing shuttle services to commercial entities should be considered first, where the local market can meet the mission’s transportation needs. Posts are not prohibited to acquire these services through post’s employee association, where applicable.
c. When alternate forms of commercial transportation are unavailable or unreliable, post may establish a GSO motor pool shuttle service operation. To the maximum extent possible, posts should use shuttle bus services in lieu of individual dispatch of motor pool vehicles.
d. If shuttle services are provided by post, such usage must be outlined in the mission motor vehicle policy.
e. Charge: Costs charged to users of post shuttle services must be in accordance with 14 FAM 432.8, Charges for Use of Official Vehicles.
14 FAM 432.6 Home to Work Transportation (HTW)
a. Home-to-work (HTW) transportation is for official use only and therefore is not permitted for personal use, or for the convenience of the employee. Transportation of employees to and from their residences may only be authorized by the COM if meeting one of the provisions listed under sections 14 FAM 432.2, 14 FAM432.3, and/or 14 FAM 432.4, and documented in the mission motor vehicle policy.
b. In instances where another U.S. Government agency permits home-to-work transportation for its personnel using its own dedicated vehicles on grounds outside of the 14 FAM provisions, that agency’s headquarters must provide the MVAO that authorization in writing consistent with 14 FAM 431.5-3. The authorization must include, at a minimum: the legal authority for HTW transportation; the category of employees to which the authorization extends; and any specific parameters or restrictions on the usage of official vehicles for home-to-work transportation.
c. All employees authorized HTW transportation through dedicated official vehicles are responsible for meeting all requirements in documenting daily vehicle and fuel usage. If permitted by post policy to self-drive, employees must meet all U.S. and host-country legal and safety requirements for operating a vehicle in that country.
14 FAM 432.7 Dedicated Vehicle Assignments
a. The following vehicles may be assigned for exclusive use:
(1) The chief of mission/principal officer’s vehicle;
(2) The ranking subordinate officer at a diplomatic mission (e.g., deputy chief of mission), if need is designated in writing by COM (14 FAM 432.3, subparagraph (4));
(3) The Marine security guard (MSG) detachment vehicles for response and recreational purposes as authorized in the Vehicle Assignment, Support, and Control Annex of the Memorandum of Agreement between the Department of State and the U.S. Marine Corps (see 12 FAM Exhibit 431(B));
(4) Vehicles purchased by other U.S. Government agencies and assigned to agencies' representative(s) at post;
(5) Vehicles funded and controlled by Diplomatic Security for security purposes including:
(a) Local guard program vehicles;
(b) Surveillance detection vehicles;
(c) Bodyguard program Vehicles;
(d) Worldwide Protective Services program vehicles;
(e) Residential Security program vehicles;
(f) Transit security vehicles;
(g) Engineering Services Center Office (ESC/ESO) vehicles; and
(h) Vehicles driven by security personnel on personal protection assignments;
(6) Vehicles funded and controlled by the Bureau of Overseas Building Operations (OBO) for the use by OBO project directors;
(7) Special purpose vehicles (e.g., tow truck, ambulance, etc.); and
(8) The Bureau of International Narcotics and Law Enforcement Affairs (INL)-funded vehicles.
b. In circumstances where vehicles are dedicated, the decision to designate chauffeurs to drive such vehicles should be independently assessed to maximize utilization of staff resources. When not being used for purposes of driving a dedicated vehicle, chauffeurs should be used to the maximum extent possible in shared motor pool duties or to meet other official driving requirements.
14 FAM 432.8 Charges for Use of Official Vehicles
a. Uses of official vehicles for which charges are not collected:
(1) Any transportation for business purposes as listed under 14 FAM 432.2;
(2) Transportation in armored vehicles for U.S. direct-hire employees, TDY employees, and eligible family members (EFMs) working in the mission when use of armored vehicles is mandated by post security policy, including home-to-work transportation;
(3) Transportation of locally employed staff as described in 14 FAM 432.3;
(4) Emergency medical requirements when validated by the regional medical officer;
(5) Transportation of on-call duty personnel for official purposes, outside of normal duty hours;
(6) One-time community liaison office (CLO) orientation for newly arrived employees and family members; and
(7) Employee relocation to U.S. Government-provided quarters directed or mandated by the interagency housing board (IAHB).
b. Authorized use of official vehicles for which charges may be collected: Transportation of temporary duty assignment (TDY) employees to and from temporary residences. Fees may be either collected or waived at post discretion based on local conditions to include availability of public transportation or taxis. (NOTE: If charged, transportation may be funded through the agency or travelers’ orders per post’s TDY/ICASS policy).
c. Authorized use of official vehicles for which charges must be collected:
(1) Nonbusiness purpose in-country transportation of the DCM when authorized (i.e., HTW) such use by COM (while a DCM is chargé d'affaires, charges are not collected). Other agencies must authorize HTW transportation for their personnel, in writing to the MVAO consistent with 14 FAM 431.5-3, and any fees for such use determined by the policies of that agency;
(2) Any HTW transportation for U.S. direct-hire employees (not contractors) and EFMs working in the mission when such transportation is not mandated by post security policy, to include in the 30 days after arrival to assignment and prior to departure; and
(3) Official CLO-sponsored activities.
d. Agency payment in the event of waived charges by COM due to security reasons: If the charges for OAU are waived, the miles driven for such use will be paid for by the incurring agencies via the ICASS invoice.
14 FAM 432.9 Establishing Charges
a. Establishing charges:
(1) Charges for all OAU must be based on the current IRS mileage rate for reimbursement, and be charged on actual mileage driven. There is no ceiling on cost for such charges except as noted below in subparagraph a(2);
(2) When U.S. Government vehicles, to include a shuttle service, are authorized for HTW use, a single, standard rate will be established, not to exceed $3.70 one-way. This includes the transportation of employees within 30 days of arriving or departing assignments; and
(3) If charges are applied to employees, these charges must also apply equally to contractors, if not inconsistent with the terms of the contract.
b. Collecting charges:
(1) The collection of transportation charges must be fair, equitable, and clearly stated in the mission motor vehicle policy;
(2) If tickets are used for HTW transportation, the policy should name the accountable person and/or entity authorized to approve ticket purchases and sell tickets;
(3) Payments may be made either via the post's cashier services, ticket sales to an authorized entity, or an approved web-based payment system established by the financial management office;
(4) Fees may be collected in local currency to simplify deposits. Collections must be deposited by post to the General Fund Receipt Account and reported through the accounting system of the responsible agency:
(a) The account number for State activities is 19-3220;
(b) USAID controllers must deposit proceeds to the Miscellaneous Recoveries not Classified Elsewhere Account 72-3220. Funds collected are not to be applied to expenses of the servicing post or agency; and
(c) FAS will deposit the reimbursement monies in the FAS Miscellaneous Receipt Account 12-3220.
14 FAM 433 Motor Vehicle Operator and Safety Requirements
14 FAM 433.1 Motor Vehicle Safety Management Program
a. The SHEM Motor Vehicle Safety Management Program (MVSMP) provisions in this section shall be implemented to ensure all official vehicles under COM authority are operated safely. These requirements also apply to personally owned vehicles (POVs) overseas when used for purposes of official business.
b. Posts shall incorporate MVSMP requirements into the mission motor vehicle policy.
14 FAM 433.2 Failure to Comply with Safety Standards
a. Operation of a government vehicle is a privilege, not a right. Misuse and unsafe operation of official vehicles may result in disciplinary actions.
b. Infractions of safe driving standards that may serve as cause for suspension or revocation of driving privileges, or other adverse actions against chauffeurs and incidental operators, include:
(1) Operating a motor vehicle under the influence of alcohol or narcotics;
(2) Failure to report a collision involving an official vehicle;
(3) Operating an official vehicle in an improper, illegal, or dangerous manner;
(4) Utilizing an official vehicle in an unofficial or unauthorized manner;
(5) Involvement in a preventable collision resulting in injury or death of involved parties or significant damage to U.S. Government property;
(6) Citations for moving violations;
(7) Failure to comply with Department and post policies for driving official vehicles;
(8) Causing damage to official vehicles through abuse or neglect of the vehicle;
(9) Suspension or revocation of driver’s license; and
(10) Failure to notify supervisors of any of the infractions listed herein within three business days.
14 FAM 433.3 Operator Qualifications, Initial Evaluation, and Orientation
a. Minimum age: Chauffeurs and incidental operators of official vehicles shall be 25 years of age or older. Exceptions may be granted if the MVAO or VAO has made written finding that includes compelling need for a driver under 25, and evaluation of the operator’s driving history (crashes and traffic violations).
b. Experience: Chauffeurs shall have a minimum of two years’ professional driving experience. Incidental operators shall have had a driver’s license for a minimum of five years.
c. License: All operators must have a valid, current license for the class of vehicle(s) they are assigned or authorized to drive.
d. Evaluation/road test: All prospective operators of official vehicles must demonstrate knowledge of local traffic regulations and pass an on-the-road, in-country practical driving evaluation test. An in-country driving orientation may be conducted in lieu of an evaluation test for self-drivers with verified, valid U.S. driver’s licenses for posts not in elevated-risk countries.
14 FAM 433.4 Medical Certification
a. The MVAO ensures that all chauffeurs and incidental operators are medically certified for driving official vehicles. The post health unit shall make the determination of medical fitness in accordance with criteria established by the Office of Medical Services (M/MED/EX).
b. Chauffeurs: As a condition for employment, chauffeurs must successfully complete post's medical exam and certification before being hired for or assigned to a job driving an official vehicle. Based on the examination results, certification will be granted for up to two years, and must be revalidated at its expiration to maintain employment as an operator.
c. Incidental operators: All incidental operators must successfully complete a medical certification before being granted permission to drive an official vehicle. Existing medical exams may be used as the basis for certification as long as the post health practitioner has sufficient information to determine eligibility for certification. In the absence of existing exam information, a new medical exam must be completed. Based on the examination results, certification may be granted for up to four years. To maintain official vehicle driving privileges, the certification must be revalidated at its expiration. Exception: Any incidental operator driving one of the following vehicle types must have a medical exam and certification renewed not later than every two years:
(1) Gross Vehicle Weight Rating (GVWR) or 11,341 kg (25,000 lbs.) or more;
(2) Vehicles that can transport more than 15 passengers (including the driver); and
(3) Vehicles transporting hazardous materials of the quantity that requires visible identification on the vehicle of such materials.
d. The health unit is authorized to suspend or revoke a chauffeur’s or incidental operator’s medical certification at any time consistent with 6 FAM 1944.2, subparagraph a(3).
e. The MVAO or VAO shall maintain records of certification dates and status, and ensure all operators are operating with current medical certification.
14 FAM 433.5 Safe Driving Training
a. All posts will provide a driver training program for their chauffeurs utilizing certified safe driving instructors trained in a designated safe driving course approved by OBO/OPS/SHEM. The MVAO must ensure that safe driving training is completed for all official vehicle operators upon initial assignment and at least every two years thereafter. The VAOs of agencies or individual State sections must ensure compliance with the same safe driving training requirements for their vehicle operators.
b. Incidental drivers in "elevated risk" countries must receive the same training as that of chauffeurs. For incidental operators in countries that are not “elevated risk,” the biennial refresher training may be taken on-line provided the operator has not had a preventable collision since operator's initial training, and operator's supervisor approves. OBO/OPS/SHEM provides access to the online course.
c. Any operator involved in a motor vehicle-related “preventable mishap” must receive refresher safe-driver training within 90 days of the mishap.
e. Records of training (student’s agency/section, name, dates, and instructor) will be maintained by MVAO or VAO. VAOs must provide the MVAO annually a list of all full-time and incidental drivers with certification-of-training dates.
f. Operators of armored vehicles (AV) must complete both the SHEM certified safe-driver training and DS-approved armored vehicle training. Students and instructors only trained in United States or overseas-based motorcade, security or counter-terrorism driving techniques (e.g., FACT, Armored Vehicle Training or BSAC) are not considered trained with regard to the safe-driver training requirements.
14 FAM 433.6 Operational Safety
a. Speed limits and other local traffic laws: All operators must drive within posted or legal speed limits. Operators must adhere to all other traffic control laws and devices. Speed limits must not be used as justification for operating at that speed when adverse weather and traffic conditions (e.g., pedestrian traffic) call for lower speeds. Operators of armored vehicles must adhere to maximum speed guidelines issued by the Defensive Equipment and Armored Vehicle Division (DS/PSP/DEAV).
b. Alcoholic beverages: No person will operate an official vehicle while under the influence of alcohol. At a minimum, at least eight hours must have elapsed since the operator consumed the last alcoholic beverage.
c. Narcotics and controlled substances: No person shall operate an official vehicle or POV on official duty while under the influence of narcotic drugs (whether prescription or over the counter), or controlled substances, at any time.
d. Medications: Operators must advise the health unit if they are on medication that may adversely affect their performance as a driver. The health unit must inform the MVAO or VAO of any individual taking medication known to have an adverse effect on driving ability and inform them whether the individual’s medical certification has been suspended.
e. Smoking policy in official motor vehicles: Smoking is prohibited in any official vehicle.
14 FAM 433.7 Crash Protection
a. All vehicle occupants must wear safety belts while operating or riding in any official vehicle and while operating or riding in any POV being used for official business. Buses designed for passenger use without seatbelts are exempt.
b. The vehicle operator is responsible for informing passengers of the safety belt requirement. The vehicle must not be put into motion until all vehicle occupants have fastened their seat belts.
c. Occupant restraints must be maintained in a serviceable condition and be readily available for driver and passenger use. Vehicles that have been procured without seat belts in all seats must be equipped with belts before those seats can be used.
d. Number of passengers: Passengers must be transported only in the passenger compartment of vehicles. Drivers and passengers may not occupy seats with malfunctioning or missing safety belts.
e. Infant and child seats: When children aged 12 and under are transported in official vehicles, parents are responsible for safety seat use and installation in accordance with the current recommendations of the National Highway Transportation Safety Administration (NHTSA).
f. Motorcycles, mopeds, and 3-wheeler operators are required to wear long-sleeved shirts, trousers, gloves, hard-soled shoes and a helmet.
14 FAM 433.8 Duty Limits to Control Fatigue
a. To reduce the potential for motor-vehicle mishaps caused by operator sleep deprivation and fatigue, operators of official vehicles and POVs used for official business shall not normally be required to perform more than 10 hours on duty, and only after a minimum eight-hour sleep period. Duty time means total shift duration, not total driving time.
b. Only in exceptional circumstances, such as unanticipated security requirements (e.g., there is no safe place to stop), the duty limit may be exceeded with approval of the MVAO/VAO.
c. Supervisors shall plan and staff trips so as to not exceed the 10-hour limit. When day-to-day requirements lead to shifts exceeding 10 hours on duty, supervisors must make arrangements for another operator to cover any time that exceeds 10 hours. This requirement also applies to dedicated chauffeurs.
d. When an operator is required to be on duty for more than 10 hours, they should not return to driving duties until after at least 14 hours off duty.
e. Local guard mobile patrol drivers and MSG chauffeurs operating GOVs may operate on a 12-hour shift in compliance with MVSMP guidelines as follows:
(1) An alternate workday schedule is in place (one day on duty followed by one day off duty);
(2) Within each 12-hour shift, the operator does not drive for more than 10 hours; and
(3) An operator may not be called in for duty during a scheduled off-duty day unless at least 14 hours has passed since the prior shift ended nor return for regular duty until at least 14 hours off duty.
14 FAM 433.9 Distraction Controls
a. Operators must not eat or engage in other activities that take an operator’s attention from the road or the vehicles' mirrors.
b. Operators must not wear portable headphones, earphones, or other listening devices while driving.
c. Operators must not use any hand-held radio or cell phone while driving, which includes situations where the vehicle is temporarily stationary because of traffic, a traffic light, stop sign, or otherwise when the engine is running. Passengers may volunteer to operate these devices for the vehicle operator. Otherwise, the operator must stop the vehicle before taking or returning a call.
d. For emergency communications, hands-free radios and hands-free cell phone devices (Bluetooth) must be used by the operator to determine if the call involves an emergency and then a hand-held cell phone or radio may be used to communicate with the caller.
e. Texting and text messaging, including SMS texting, emailing, instant messaging, obtaining navigational information, or engaging in any other form of electronic data retrieval or electronic data communication on any device while driving on official business, is not permitted per Executive Order 13513.
14 FAM 433.10 Mishap Investigations and Reporting
All collisions/mishaps that involve official vehicles and POVs being used for official business shall be investigated and reported according to the requirements of 15 FAM 964.
14 FAM 433.11 Motor Vehicle Safety Standards
a. All official vehicles must, at a minimum, meet safety standards as prescribed by federal law for the year of manufacture.
b. All official vehicles purchased after 1 October 2009 or leased (for a period of 30 days or more) must meet requirements specified in the Federal Motor Vehicle Safety Standards webpage, including driver and front passenger air bags, integral lap and shoulder belts at every forward-facing, outboard (against the door) seating position, and lap belts or integral lap and shoulder belts for all other seats. In addition, vehicles must be equipped with electronic stability control (ESC) or its equivalent for all models where ESC is standard or optional equipment. This applies to the purchase of both U.S. and foreign-manufactured vehicles.
14 FAM 433.12 Vehicle Emergency Equipment
a. Post management must evaluate its need for emergency equipment and what equipment is to be carried in official vehicles. At a minimum, this must include a first-aid kit and a warning device for a stopped vehicle (road flares, bidirectional emergency reflective triangles, or other disabled vehicle marker).
b. Each commercial vehicle must contain a UL-rated 5 B:C (or more) fire extinguisher and any vehicle transporting fuel shall contain a UL-rated 10 B:C (or more) fire extinguisher. A commercial vehicle means a vehicle:
(1) With a gross vehicle weight rating (GVWR) over 10,000 lbs. (4,536 kg); or
(2) Used to transport more than 15 passengers (driver included); or
(3) Placarded for hazardous materials transport.
14 FAM 434 Liability, Insurance, Loss, and Damage
14 FAM 434.1 Operator Liability and Insurance
a. Claims: 2 FAM 281 (for the State Department) and ADS Chapter 152 (for USAID) outline the administrative authority for the Secretary of State to settle and pay tort claims to third parties for property damage, bodily injury, and death resulting from the operation of official vehicles by their employees acting within the scope of employment. Post has authority to settle claims for amounts less than $2,500 as specified in 2 FAM 281.5. Claims in excess of this amount must be reported immediately in accordance with paragraph c of this section.
b. Liability through court action: The U.S. Government and the individual may be sued in a U.S. or foreign court for damages and injury or death stemming from an individual’s use of an official vehicle. It is critical that individual’s use U.S. Government vehicles strictly in accordance with FAM requirements and the mission motor vehicle policy, and that all required authorizations for such use be properly documented. Operation of U.S. Government vehicles outside of these policies could result in the employee incurring personal liability for money damages.
c. Reporting: Reporting of claims and court action will be as follows:
(1) Any claim in excess of $2,500 received by post must be immediately reported to the Office of the Legal Adviser for International Claims and Investment Disputes (L/CID) pursuant to 2 FAM 281.5. L/CID will provide consultation and guidance to post regarding investigation and is the primary office responsible for adjudication of such claims; and
(2) Any action in foreign courts or tribunals concerning an overseas vehicle accident involving a U.S. official vehicle must be immediately reported to the Office of Diplomatic Law and Litigation (L/DL) and to L/CID. See 2 FAM 226 and 2 FAM 284 for more information.
d. Insurance: It is general U.S. Government policy that the United States self-insures for property damage, bodily injury, and death resulting from the operation of official vehicles by their employees acting “within the scope of employment.” However, under 22 U.S.C. 2670(a), the Department may obtain insurance on official motor vehicles operated by the Department in foreign countries and pay the expenses incident thereto. Adequate third-party liability insurance must be purchased by post where required by local law. In addition, where the mission motor vehicle policy permits the self-drive of official vehicles for specific approved OAU purposes by other than a designated post chauffeur or incidental driver, post is allowed to purchase such insurance. The mission vehicle accountable officer (MVAO) or designee will be responsible for determining the amount of liability insurance required and which vehicles to insure, if any. The MVAO should consult with A/LM/PMP/OF as needed for guidance prior to purchase or renewal of such insurance. The MVAO is also responsible for advising individuals authorized to drive vehicles for OAU purposes to consider obtaining their own individual insurance to protect themselves against such liability amounts as required by local law or as deemed advisable by the MVAO, other officials, or their own assessment.
14 FAM 434.2 Loss or Extensive Damage to Official Vehicles
a. The repair of all official vehicles is a post responsibility and does not require prior approval from A/LM/PMP/OF.
b. The MVAO must report motor vehicle-related and shop-related mishaps to the POSHO in accordance with 15 FAM 964. USAID: the USAID EXO must submit to the POSHO and the USAID/W safety and health officer a copy of all accident reports involving USAID-related mishaps that involve injury, illness, death or property damage exceeding $1,000.
c. For State: If a vehicle is lost, stolen, or damaged beyond repair, the MVAO must complete Form DS-132 and follow the disposal process outlined in 14 FAM 436.7 (The MVAO sends the Form DS-132 to the Chief, Overseas Fleet (A/LM/PMP/OF)). For USAID: Form AID-534-1, Personal Property Disposal Authorization and Report, must be sent to the appropriate agency headquarters office in Washington, DC, which owns the vehicle after survey action has been completed. For USAID ICASS vehicles: Submit Form AID-534-1 to M/MS/OMD.
14 FAM 435 FLEET OPERATIONS
14 FAM 435.1 Mission-Wide Motor Vehicle Policy
a. The COM in consultation with the heads of agencies at post, will prescribe the mission motor vehicle policy for use of official vehicles in a written memorandum. The policy must provide for uniform, fair, and equitable treatment and applies to all personnel under COM authority. The memorandum must be reviewed at least annually and revised, as needed, to incorporate any updates to the FAM or post policy.
b. The policy must incorporate at a minimum the following elements, as applicable:
(1) Identification of the MVAO and VAO for each established motor pool. Note: Identification by position only;
(2) The categories of employees authorized to drive official vehicles as defined by the Office of Personnel Management (OPM) as either a chauffeur or incidental operator; training, safety and medical requirements for such personnel to be authorized to drive official vehicles (14 FAM 433);
(3) The business purposes and other authorized uses for which the mission’s official vehicles may be used. Any and all offices/positions/categories of personnel permitted home-to-work transportation (14 FAM 432.6);
(4) Designated/dedicated vehicle authorizations;
(5) Determination that public or commercial transportation is unavailable, or unsafe if OAU is authorized by COM under the provision of 14 FAM 432.3, subparagraph (11);
(6) Availability and use of shuttle services;
(7) Charges for specific purposes under OAU;
(8) Parameters of self-drive program at post to include operator training and qualifications (14 FAM 433);
(9) Incorporation of Motor Safety Vehicle Program requirements for both drivers and passengers to ensure safe vehicle operations, to include mandatory seat-belt usage; and
(10) Post insurance coverage for official vehicles.
14 FAM 435.2 Vehicle Inspections
a. Preventative vehicle inspection and maintenance must be conducted to ensure operative reliability, to maximize vehicle asset life cycle, and to reduce factors that can contribute to vehicle collisions and mishaps.
b. Operators of official vehicles must perform vehicle inspections as required in the Driver’s Daily and Weekly Preventative Maintenance Checklist in Form OF-108, Prompt Daily Vehicle Usage Report (or agency equivalent form that captures the same information). The inspection must be completed on a daily basis by the employee operating or servicing the vehicle. The MVAO must periodically review driver checklists on each vehicle, checking for the accuracy of odometer readings and for any unreported vehicle damage.
c. All official vehicles must be inspected twice a year by a qualified mechanic for safety and environmental defects. If an annual official inspection (i.e., federally mandated) is required for a vehicle that meets or exceeds these requirements, those inspections will be considered in compliance with this standard.
d. Deficiencies identified in daily, weekly, or annual inspections must be corrected before the vehicle can be placed in service for the day. Safety-related problems, such as nonfunctioning lights, horns, windshield wipers, brakes, inadequately inflated tires and tires in visibly poor condition, which the driver cannot correct, need to be marked for action by the post mechanic or service garage. The vehicle must not be placed in service until the items are corrected. NOTE: Armored vehicle tire condition and pressure must be checked and corrected each day before the vehicle is placed in service. Only tires having the appropriate weight rating may be installed on armored vehicles. This information is described in detail within the latest DEAV Annual Maintenance ALDAC and includes other tire-specific requirements such as maximum age of tires and the need to keep a manual gauge available to operators (see DS Maintenance ALDAC 110872).
14 FAM 435.3 Parking of Official Vehicles
Official vehicles must be parked overnight at a central U.S. Government-controlled location for security concerns, accountability, and safekeeping purposes unless an alternate arrangement is approved by the MVAO.
14 FAM 435.4 Diplomatic License Plates at Foreign Service Posts
a. The MVAO is responsible for the control and issuance of diplomatic license plates, which must be recorded in FMIS for accountability.
b. Posts should only obtain host-government-issued diplomatic license plates (including consular and administrative/technical license plates at missions where the host government makes such distinction) for the following vehicles:
(1) U.S. Government-owned vehicles;
(2) U.S. Government-leased vehicles that are solely and directly operated by the leasing U.S. Government agency; and
(3) Personally owned vehicles of diplomatically accredited employees subject to COM authority.
b. USAID in Washington will coordinate its requests with the Department. In advance of posing any such waiver request, USAID EXOs will consult with M/MS/OMD.
14 FAM 435.5 Vehicle Telematics Program
a. Posts are prohibited from acquiring and installing commercial off-the-shelf telematics equipment and software for any of their vehicles, outside of Department-approved telematics devices. Posts with questions about telematics should contact A/LM/PMP/OF for more information.
b. The Event Data Recorder (EDR) Program is implemented at posts determined by OBO/OPS/SHEM to have an increased risk of serious motor vehicle collisions based on collision history, host-country risk factors and fleet size. At posts with an OBO-approved EDR program, all official vehicles under COM authority will be included in the program, with the exception of those owned by the Department of Justice or the Department of Homeland Security, and operated primarily by American law enforcement personnel working for those agencies. Other outside agencies may apply to the COM for waivers that allow temporary or permanent removal when enhanced operational security is required and U.S. direct-hire employees are driving.
c. All diplomatic-plated official vehicles operated by Department of State personnel will be included in the program, and are not subject to blanket exemption by the COM. However, AVs in selected countries equipped with mandatory, active DS electronic countermeasure (ECM) devices must not have an event data recorder installed. The COM may grant written permission for the RSO to temporarily remove the event data recorder for operations where an enhanced level of security is required. The event data recorder must be reinstalled immediately after the operation is complete.
14 FAM 436 Motor Vehicle Acquisitions, Disposals and Transfers
14 FAM 436.1 Authority to Acquire Official Vehicles
a. The General Services Administration (GSA) is the mandatory procurement source for all Federal Agencies in the acquisition of U.S.-manufactured vehicles purchased in the United States, and must be considered as the first source for acquiring vehicles.
b. Vehicle replacement and fleet size and composition are determined by the appropriate headquarters office in Washington, DC.
c. State/ICASS: Posts must obtain prior approval from A/LM/PMP/OF before acquiring any official vehicle:
(1) Vehicle replacement, approved through post's Vehicle Allocation Methodology (VAM), and within the target size will generally be approved without further justification. Requests for new vehicle acquisitions above the target fleet size require post justification. A/LM/PMP/OF will coordinate review with post’s regional bureau executive office, or the funding bureau as applicable (e.g., OBO, INL); and
(2) Vehicles acquired for post’s local guard (LG), surveillance detection (SD), and bodyguard (BG) programs are not part of the post motor pool. They are assigned for exclusive security purposes as directed by the RSO and the Office of Overseas Protective Operations (DS/IP/OPO). The LG, SD, and BG vehicle fleet size and composition is determined by the RSO and DS/IP/OPO. Vehicles approved for a post residential security (RES) program are assigned exclusively for security purposes as directed by the RSO and the Office of Physical Security Programs (DS/C/PSP). The purchase of these vehicles still require pre-approval by A/LM/PMP/OF, which will be coordinated through the DS Washington offices.
d. USAID: M/MS/OMD - see ADS Chapter 536 for policy on acquisition of vehicles.
e. Other federal agencies at post:
(1) Acquisition of U.S.-manufactured vehicles: GSA does not allow the Department of State to order vehicles on behalf of other agencies. Any agency intending to purchase official vehicles from the U.S. through GSA must place an order directly. Non-State agencies at post requiring purchase of U.S. manufactured vehicles must contact their agency headquarters for assistance; such purchases may not be handled through local ICASS procurement services.
(2) Acquisition of non-U.S. manufactured vehicles: Non-State agencies requesting post to purchase vehicles of any type on their behalf overseas must have approval from their parent agency’s headquarters procurement and motor vehicle program authorities. All federal agencies are responsible for annual reports to Congress concerning vehicle acquisitions within their agency which include those used overseas; individual federal agencies may also have different policies from State governing the acquisition and use of their vehicles. The MVAO and ICASS procurement office may not acquire such vehicles without approval from the funding agency headquarters for these purchases on its behalf.
14 FAM 436.2 Fleet Size, Composition and Life Cycle
a. The Department uses a standard Vehicle Allocation Methodology (VAM) survey to set target fleet size based on industry fleet standards. A/LM/PMP/OF works with posts’ MVAOs and the regional bureau executive offices to validate the VAM against post necessity, with special consideration given to armored vehicles and posts with hardship and danger pay allowances. The Department uses the target fleet size report to direct rightsizing and right-typing of the composition of the overseas fleets.
b. All requested increases to ICASS fleet size and composition beyond the VAM must be approved by the post’s ICASS council (see 14 FAM 436.3) and justified in the ICASS budget. A/LM/PMP/OF and the relevant regional bureau executive office will review and provide final approval for any requests that increase or change the fleet composition prior to acquisition of a vehicle.
c. The fleet size and composition for non-ICASS vehicles is determined by the appropriate funding program office. The MVAO must be apprised of any proposed changes by the funding office to fleet size and composition to ensure local circumstances (e.g., host-government limitations, availability of parking on official facilities if required) will support the proposed changes to the overall mission fleet size:
(1) State-owned/managed armored vehicles: Requirements for the armored vehicle program must be reviewed by post's emergency action committee (EAC) and submitted for ICASS council consideration annually, per 12 FAM 383. Please consult DS/PSP/DEAV; and
(2) USAID only: Any USAID armored vehicle program at post is done in coordination with the post's EAC and RSO. Refer to ADS Chapter 563 for more information.
d. Posts should develop local vehicle life-cycle schedules that maximize value for the U.S. Government, when considering factors such as resale value, maintenance costs, and new replacement vehicle acquisition costs. The government’s general replacement cycle for passenger sedans and SUVs is five years or when the mileage exceeds 100,000 miles for standard vehicles and seven years for hybrid electric vehicles. Posts may choose to diverge from this baseline in view of local conditions, resale values, and maintenance costs. Utility vehicles and trucks with higher acquisition costs generally have a longer life cycle that should be determined based on a local cost-benefit analysis. Posts should replace passenger sedans and SUVs over 10 years in age to ensure that the local fleet continues to offer updated standards in safety technology and fuel conservation.
14 FAM 436.3 Review of Assigned Vehicles and Usage
The ICASS council, in consultation with post's MVAO, must review the target fleet size report to analyze fleet use and composition annually to ensure the right mix of passenger and cargo-carrying vehicles are assigned and used properly. NOTE: The emergency action committee (EAC), per 12 FAM 383, must also review the armored vehicle program annually and submit requirements to the ICASS council, or the appropriate program office in Washington, for consideration. If any vehicles are found to be in excess of agency fleet requirements, the MVAO or designee must notify the owning agency, providing description of the vehicle, inventory number, condition, age, and mileage so that the appropriate disposition can be made.
14 FAM 436.3-1 Vehicle Purchase Methodology
a. State/ICASS only:
(1) GSA must be considered as a first source for all vehicle acquisitions at post. All vehicle purchase requests will be submitted to A/LM/PMP/OF, who will procure U.S.-manufactured vehicles through GSA on behalf of post; and
(2) If a U.S. manufactured vehicle available through GSA will not meet local conditions, or mission requirements, post may locally purchase official vehicles with A/LM/PMP/OF approval, per the priorities below:
(a) U.S. company-made vehicles: Post must first consider purchase of vehicles manufactured by U.S. companies, subsidiaries, or affiliated manufacturers; and
(b) Foreign-made vehicles: These vehicles may be purchased abroad by post. Requests to purchase non-U.S. manufactured vehicles must include justification under one of the following conditions:
(i) Special requirements exist which cannot be met with a U.S.-manufactured vehicle, (such as right-hand drive, or host-country/mission-specific conditions that U.S. domestically manufactured vehicles cannot meet); or
(ii) Non-U.S. manufactured vs. U.S.-manufactured vehicles: A cost-benefit analysis must be submitted to A/LM/PMP/OF for review, to determine whether acquisition of a non-U.S. manufactured vehicle is justified. The total cost of acquisition, life cycle expenses, availability of parts and services, plus suitability to local conditions should be included in the analysis.
b. USAID only: Refer to ADS Chapter 536 for guidance on criteria for purchasing vehicles.
14 FAM 436.3-2 Vehicle Lease
a. State only: Posts may lease or rent a vehicle to meet temporary requirements not to exceed 120 days. Leases in excess of 120 days must be approved in advance by the appropriate funding agency, when a vehicle is leased to supplement its respective fleet or by the ICASS council when the vehicle is being leased to support the ICASS fleet, based on the following considerations:
(1) For reasons of economy, long-term vehicle requirements are normally met by purchase rather than lease. However, if the MVAO believes that unusual circumstances favor leasing motor pool vehicles, a proposal must be submitted to A/LM/PMP/OF with a cost analysis. The analysis should be made for similar makes and models of vehicles. The provision of 14 FAM 436.3-1, concerning vehicles of foreign manufacture apply to lease as well as purchase; and
(2) All long-term leased or rental vehicles (more than 120 days) will be recorded in ILMS-AM inventory database, and appropriately coded as a leased vehicle;
(3) Armored vehicles may not be rented or leased.
b. USAID only: Refer to ADS Chapter 536 for guidance on criteria for leasing vehicles.
14 FAM 436.3-3 Vehicle Transfer Into or Out of State/ICASS Inventory
a. State only: The transfer of an official vehicle (armored or unarmored) from or to another federal agency may be appropriate under certain circumstances and conditions. Note that the transfer of ICASS-funded vehicles must have the approval of the ICASS council as ICASS assets are paid for by ICASS customer agencies through ICASS invoices.
b. A/LM/PMP/OF approval for all vehicle transfers into or from the State and ICASS fleets is required. A request for approval must provide a complete description of the vehicle, including standard and optional equipment, accumulated mileage, and condition. The request must state which vehicle the transferred vehicle is intended to replace within post’s inventory. If the vehicle is a net fleet increase, justification and a fleet survey report must be submitted, as part of the transfer request to A/LM/PMP/OF.
c. In instances where a non-U.S. Government entity offers to replace a vehicle that has been damaged due to local circumstances such as natural disaster or civil strife, the vehicle must be inspected by the:
(1) RSO, security engineering officer (SEO), or the security technical specialist (STS) for security requirements;
(2) MVAO or appropriate employee for suitability and safety requirements; and
(3) Then approved by A/LM/PMP/OF. Complete details relating to the circumstances behind the replacement should be provided, including a full description of the vehicle proposed as a replacement, and a copy of Form DS-132, Property Disposal Authorization and Survey Report.
d. For other agencies: Department approval is not required when vehicles, owned by another agency, are temporarily transferred for the purpose of being held for disposal purposes.
14 FAM 436.4 Vehicle Standardization Policy
a. Department policy requires full and open competition in all vehicle procurements (GSA-approved sources excluded). Therefore, vehicles are provided to posts based on vehicle type rather than specific make and model. Posts that have an approved standardization for a specific make and model (see Department of State Acquisition Regulation - DOSAR 606.370) may limit their acquisitions to that make and model; however, competition must still be sought among various sources that provide that make and model. A standardization agreement does not exempt post from applicable statutory price limitations, pertaining to passenger vehicles (e.g., sedans and station wagons). NOTE: Posts may not standardize foreign vehicles.
b. USAID: See ADS Chapter 536 and 534 which provides specific guidance for posts wishing to standardize a particular make of vehicle.
14 FAM 436.5 Recording Official Vehicles as Capitalized Assets in ILMS-AM/MV
a. All State Department on-road motor vehicles are capitalized assets, whether purchased through GSA or locally, and must be tracked as accountable property using ILMS. Motor vehicle assets must be recorded in ILMS-Asset Management module (ILMS/AM) within 5 business days after State takes ownership, to include those received, but not yet in service.
b. For post-procured vehicles: When creating the asset record in ILMS for vehicles purchased abroad, the MVAO or designee is responsible for entering the request through ILMS Motor Vehicle Worksheet and must validate the data to be recorded; i.e., acquisition cost, make, model, etc. Posts are also responsible for maintaining purchase documentation for all offshore vehicle purchases including:
(1) Form DS-2076, Purchase Order; or Form OF-347, Order for Supplies or Services;
(2) Form DS-0127, Receiving and Inspection Report, or completion of the receiving portion of Form DS-2076;
(3) Vendor invoice;
(4) Vehicle title; and
(5) Waiver justification.
c. For A/LM/PMP/OF purchased vehicles: The Overseas Fleet Division staff will create the inventory records for all vehicles purchased through GSA Autochoice and received in Washington, DC for shipment to posts. Once the asset record is created, posts will have direct access to that record through the MV worksheet in ILMS, and will be able to modify and dispose of vehicles by using this worksheet.
c. USAID only: The Agency must adhere to the reporting requirements established in ADS Chapters 534 and 629.
14 FAM 436.6 Funding for Vehicles
a. State only: Funding for ICASS vehicles is provided through the ICASS budget process. Armored vehicles are generally funded through DS, although other funding streams may be used to procure these vehicles with DS approval (e.g., armored ICASS vehicles). Program vehicles are funded by the offices requiring their dedicated use (e.g., INL, DS, OBO, regional bureaus).
b. USAID: Refer to ADS Chapter 536 for guidance on criteria covering USAID motor pool fleets.
14 FAM 436.7 Disposal of Official Vehicles and Miscellaneous
14 FAM 436.7-1 Methods of Disposal
a. State only: Posts must notify and obtain pre-approval from A/LM/PMP/OF and the respective program office (such as Diplomatic Security or Overseas Buildings Operations) to dispose of all program armored and nonarmored vehicles.
b. Normally, vehicles are to be sold on a competitive basis as replacement property. An exception involves all armored vehicles.
c. Disposal of vehicles should be accomplished within six weeks after receipt of disposal authorization from A/LM/PMP/OF. If disposal action cannot be completed within two months, the owning agency should be advised stating the reason for delay and what action is being taken.
d. USAID only: USAID mission directors under the authority contained in ADS Chapter 536 may dispose of and replace vehicles without specific authority from M/MS/OMD. See ADS Chapter 534 for the policies and procedures for disposing of USAID OE and program-funded vehicles.
14 FAM 436.7-2 Proceeds of Sale
a. Funds for purchase of vehicles are obtained through Congressional appropriations or indirectly through Working Capital Fund operations. Sale proceeds must be deposited back into those accounts, in accordance with instructions provided by the owning agency, or the ICASS Working Capital Fund as applicable.
b. For all State nonarmored vehicles: Form OF-158, General Receipt, documenting the proceeds of the vehicle sale must be attached along with a completed Form DS-132 to the Form DS-1559 and uploaded into ILMS-AM as documentation. The ILMS-AM asset record should show the vehicle as disposed within five business days after sale and/or delivery of title to the new owner.
14 FAM 437 Records and reports
14 FAM 437.1 Accountability, Use, and Maintenance Records
a. Accountability, use, and maintenance records, including records of fuels and lubricants used, must be established and kept on file in ILMS for all official vehicles. Post can set up preventive maintenance schedule in FMIS for all armored and nonarmored vehicles. This data must be monitored for effective fleet management and management controls. All maintenance work orders must be entered within 72 hours of work being completed. All fueling transactions must be logged within 30 business days. All maintenance tickets should be logged within 72 hours of the service.
b. USAID only: The overseas vehicle inventory is maintained via ILMS. USAID’s annual inventory report is certified by the EXO and/or their designate. USAID’s CFO requirement for the quarterly capitalized asset depreciation report and M/MS/OMD’s annual vehicle inventory reporting requirements are managed within ILMS. The vehicle record (formerly Form AID 5-197, Motor Vehicle Record) for USAID-funded vehicles are electronically maintained in ILMS. All vehicle acquisitions and disposals must be recorded in ILMS within five days of receipt or disposal of a vehicle. Vehicle disposal documentation (Form AID 534-1) must be properly completed and provided to M/MS/OMD for all vehicle disposals.
14 FAM 437.2 Daily Vehicle Use Record
All posts must complete the Trip Report, which consists of the Driver Trip Ticket Report and the Driver's Daily and Weekly Preventative Maintenance Checklist forms using the FMIS application:
(1) Post dispatchers must complete the required Trip Record information for all armored and unarmored vehicles using the FMIS application. In cases where a vehicle is used outside of normal business hours and a dispatcher is not available, a hard copy of Part 1 can be used to track trip information and entered into FMIS the next business day;
(2) Vehicle operators must complete and sign Part 2, Driver’s Daily and Weekly Preventative Maintenance Checklist, for all armored and unarmored vehicles. The forms must be reviewed and signed by the MVAO;
(3) Armored vehicles: In addition to completing the daily checklist in Part 2, drivers must inspect the wheels and tires, to include a pressure check with gauge for each tire, before operation; and
(4) Agriculture only: The detailed information required above may be maintained in a hardbound book with nonremovable pages.
14 FAM 437.3 Annual Motor Vehicle Inventories and Motor Vehicle Survey
This policy provides the mandatory requirements for completing an annual physical inventory of motor vehicles worldwide:
(1) The physical inventory process of all State program and ICASS motor vehicles worldwide must start no earlier than October 1, and the inventory of the on-hand motor vehicle report must be submitted to the Property Management Division (A/LM/PMP/PM) by March 15 through the Certification Submission Center (CSC) of the same fiscal year to ensure financial integrity;
(2) The inventory of the on-hand vehicle report reflects all State program and ICASS vehicles authorized at post and on hand that must be generated through the Integrated Logistics Management System (ILMS);
(3) Post personnel taking the annual inventory must account for all vehicles and where there are discrepancies they must adjust the MV records through the ILMS-AM/MV module;
(4) The A/LM/PMP/OF regional desk officers review and conduct quality assurance and quality control of the on-hand motor vehicle inventory report through the CSC module; and
(5) USAID Only: The Overseas Vehicle Inventory is reported on-line via the Financial Data Collection Tool – Quarterly Vehicle Inventory Report. The report is certified by the EXO and/or their designee. This report fulfills the CFO requirement for the Quarterly Capitalized Asset report for vehicles only and the M/MS/OMD annual requirement for an Overseas Vehicle Inventory Report.
14 FAM 437.4 Motor Vehicle Survey Form
The MVAO must ensure that the motor vehicle survey for all Department of State vehicles is completed annually in ILMS by both the supervisory and constituent posts each year. The ILMS motor vehicle survey is an online survey form in ILMS that captures the required motor pool data. The MVAO or designee must complete the motor vehicle survey form for every vehicle that was in service at any time during the fiscal year reporting period (October 1 through September 30). A/LM/PMP/OF uses survey data for the Motor Vehicle FAST reporting requirements.
14 FAM 438 and 439 unassigned