Frequently Asked Questions
State Fleet Management - Frequently Asked Questions (FAQs)
Fuel Card Questions
Proper Use of State Vehicles
Insurance
Vehicle Registration
Repair/Maintenance
Q. What should I do if I've lost my vehicle keys or locked them in the vehicle?
A. Fleet provides agencies with all vehicle keys at the time of assignment and does not keep copies. Fleet recommends that drivers contact their agency's vehicle or fleet coordinator, or a locksmith. Replacement or locksmith costs are the agency's responsibility.
Q. Who do I talk to about tune-ups, oil changes and tows?
A. Fleet Management Authorizations, (303) 866-5566 or (800) 356-3846, can provide any information regarding the maintenance and care of your vehicle. Towing services can be found in the quick reference section of the Vehicle Operator's Manual.
Q. My vehicle is in the shop for repairs, where can I get a loaner?
A. Short-term (daily or weekly) rentals can be scheduled through the Motor Pool located at 1555 Sherman in the alley. For specific information, dates and times logon to https://colorado.agilefleet.com/Login.asp or call (303) 866-3030.
Q. If I need repairs on the weekend, what do I do?
A. Unless the repair is done in a State-owned facility, Fleet Management authorizes most repairs. The Authorization technicians are available from 7:30 a.m. to 5:00 p.m. Monday through Friday. If emergency repairs MUST be done at other times, have the vendor call Fleet Authorization message center, leave the vendor's name, and phone number. Fleet's service specialist will return the call the following workday.
Q. Can I use the private garage for repairs that I have always used?
A. Yes provided the vendor is registered with Fleet. Fleet Authorization staff can work with a prospective vendor to complete registration immediately. Please note that it is important for prospective vendors to contact us prior to starting work, so that we can ensure their acceptance of applicable State price agreements. This step protects the driver and/or agency from liability for the cost of the repairs. If the vendor will not accept the State price agreements, Fleet can offer recommendations to any of it's nearly 3,000 active vendors.
Q. Who will change my flat tire?
A. The driver is responsible for changing flat tires.
Q. Can I get my car detailed with my fuel card?
A. No, the fuel card will only accept authorizations for the purchase of fuel, washer fluid, a quart of oil, windshield wipers, and car washes.
Q. I am driving my personal vehicle on state business and have an accident. Does the state pay my collision damages?
A. The state provides mileage reimbursement for the use of personal vehicles, which is calculated factoring in costs for fuel, maintenance, repairs, and insurance. Damage and expenses related to personal vehicle use is therefore the sole responsibility of the driver. If you are injured while driving your personal vehicle on state business, we ask that you report this to your supervisor for Workers' Compensation purposes.
Q. What do I do when I get into an accident?
A. Fleet recommends the following in the event of an accident:
1. Immediately contact law enforcement, or dial 911. Do not leave the scene or move the vehicle until law enforcement gives you permission.
2. While you are waiting for law enforcement, you may wish to jot down notes of your observations and contact your supervisor. Avoid making statements concerning the accident or liability, except to law enforcement or your supervisor.
3. While you are waiting for law enforcement to complete their investigation, ask potential witnesses for their names and contact information.
4. Complete an accident report form (DRM-01) and send a signed copy to Fleet Management's Bob Giovanni; he can be reached at 303-866-5556 or via email at Bob.Giovanni@state.co.us. Bob will work with you to coordinate vehicle repairs and insurance claims.
Q. How do I get a new fuel card?
A. To request a new card, call Fleet Management at (303) 866-5222 with the vehicle's license plate number and reason for the request. Fleet staff verifies all requests with the agency's vehicle coordinator before ordering fuel cards from the state's vendor. New cards are mailed directly to the appropriate agency, usually within one to three business days.
Q. What is a PIN number?
A. The PIN number is used for security purposes when making a fuel purchase. If you do not know the PIN number, contact your vehicle coordinator OR Fleet Management at (303) 866-5222.
Q. Who do I contact if my fuel card is not working?
A. Fleet recommends checking with the station to ensure they accept the fuel card before pumping fuel. If the fuel card is accepted at the station but the charge is rejected, contact the fuel card vendor at the phone number listed on the back of the card. The fuel card vendor can work with the station and/or Fleet Management staff to immediately resolve the issue. If the problem was due to a card defect or administrative error, please contact Fleet Management at 303-866-5222, following the procedures listed under "How do I get a new fuel card."
Q. How do I get reimbursed when I used my personal credit card or cash because the fuel card provider declined a transaction?
A. Please contact your vehicle coordinator or supervisor to process your reimbursement request. Fleet Management will provide reimbursement to your agency where applicable.
Q. What happens if I am injured while driving a state vehicle?
A. If you are injured while driving a state vehicle, we ask that you report this to your supervisor for Workers' Compensation purposes, and follow the procedures for reporting an accident as described in the "What do I do when I get into an accident?" section of this document.
Q. When can I allow my spouse, kids, or pets to ride in or drive a state vehicle?
A. Risk Management policy suggests that only state employees should occupy state vehicles. The policy states that a vehicle shall be used only for the conduct of official state business and that vehicles cannot be used for transporting family members, any other persons unrelated to the conduct of state business or pets. An authorized volunteer can drive and ride in a state vehicle while conducting official state business.
Q. If a non-state employee is attending the same meeting that I am for state business, can they ride in the vehicle with me?
A. Yes provided they meet the criteria for vehicle use as established Risk Management policy.
Q. I am picking up a state vehicle tonight for a trip tomorrow. Is this okay to do?
A. Yes, it is okay to pick up the vehicle the night before a trip, as long as you only use it for state business per Risk Management policy.
Q. My kids' school is on the way home; can I pick them up in the state vehicle?
A. No. Children are excluded from riding in state vehicles at all times per Risk Management policy.
Q. Can I smoke in a state vehicle?
A. No. Smoking or other tobacco use is not permitted in state vehicles. Please refer to Division of Central Services Rule 4.24.
Q. I received a speeding ticket while driving a state vehicle, am I responsible for paying the ticket?
A. Yes. Any employee in possession of a state vehicle is responsible for any citation given to them. This includes, but is not limited to, citations for parking violations, speeding, expired tags, or not wearing a seat belt.
Q. Can a temporary employee drive a state vehicle?
A. Yes provided they meet the criteria for vehicle use as established by Risk Management policy.
Q. When does my vehicle need an emission test?
A. When your vehicle is purchased new from a dealer, it has a four-year validation for emission. Regular emission tests are required every other year if it is registered in the emissions testing area and must be completed before registration renewal is submitted to the Department of Revenue. You will also need an emissions test when turning in a vehicle to State Fleet Management if it is more than nine months old.
Q. Where do I get my emission test done?
A. There are several Air Care Colorado Envirotest stations located throughout the Front Range. For the location near you call (303) 456-7090. Also, upon request the Fleet Management office can provide a map of those areas.
Q. How is the emissions test paid for?
A. The Envirotest station will ask for the license plate and VIN numbers and registration upon arrival. Envirotest will bill Fleet Management directly for all state vehicles enrolled in Fleet Management's program. Non-Fleet Management vehicles are charged to the individual agency.
Q. I am driving my personal vehicle on state business and have an accident. Does the state pay my collision damages?
A. The state provides mileage reimbursement for the use of personal vehicles, which is calculated factoring in costs for fuel, maintenance, repairs, and insurance. Damage and expenses related to personal vehicle use is therefore the sole responsibility of the driver. If you are injured while driving your personal vehicle on state business, we ask that you report this to your supervisor for Workers' Compensation purposes.
Q. How does the state insure its vehicles? What do I show to the police officer if I am pulled over?
A. The state self-insures state vehicles for liability under the terms of the Government Immunity Act. Self-insurance certificates are located in the Vehicle Operator's Manual inside the vehicle packet on the last page.
Q. Do I need to sign my registration card?
A. Yes. Per Department of Revenue, State of Colorado Statute, all registration cards are required to be signed and dated.
Q. What do I need to do when I turn in my vehicle to Fleet?
A. Please refer to the Vehicle Turn In Requirement procedures.
Q. When my vehicle is denied repair or is totaled in an accident, and I need a replacement vehicle, will you replace it with a like-vehicle?
A. Yes, in most cases. We will review the agency's needs to make sure the most efficient vehicle is utilized.
Q. Where can I find information on the Commuting program?
Authorization form
Central Services Rules
IRS Publication 15B
IRS Guidelines
Q. When are odometer readings due?
A. See schedule under "Billing "
Q. How can I get vehicle billing codes changed?
A. Send a request to SFM via email, provide license number & whether the change applies to fixed or variable charges or both.
Q. Do I have to turn in my vehicle if I drive less that the set utilization code?
A. Utilization criteria have been developed to address this issue. The utilization code criteria will be considered for retention.
Q. How can I change a utilization code?
A. Send an email request to Fleet Management with the vehicle's license plate number and an explanation of justification for the change.
Q. How do I get a vehicle moved within my department but from one division or section to another?
A. Send an email request to Fleet Management including the vehicle's license plate number and mileage, the proposed effective date of the change, and the name and billing code of the new section or division the vehicle is being transferred to.
Note: This web site is provided for procedural guidance only and is not meant to be a comprehensive summary of rules or statutes. Go to the Division of Central Services (DCS) for current rules and statues.