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 Division
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State Fleet Management
Frequently Asked Questions (FAQs) 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. 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. 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. 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. 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. A. The driver is
responsible for changing flat tires. 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. A. Fleet recommends the
following in the event of an accident: 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. 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. 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.” A. Please contact your vehicle coordinator or supervisor to process your reimbursement request. Fleet Management will provide reimbursement to your agency where applicable. Go to top 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. 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. A. Yes provided they meet
the criteria for vehicle use as established
Risk Management policy. 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. 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. 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. 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. 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. 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. 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 Q. When are odometer readings due? A. See schedule under "Billing"
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. 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.
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