Fleet FAQ

 
Q. What should I do if I cannot get a log in screen?
A. In most cases, be sure you are in Internet Explorer, and the app is saved as a trusted site and compatibility setting for this site is turned on. For these instructions go to trusted compatibility.
 
Q. What should I do if I have lost my vehicle keys or locked them in the vehicle?
A. SFM does not keep extra vehicle keys, all vehicle keys are provided to the agency at the time of assignment. Fleet recommends that drivers contact their agency’s vehicle or fleet coordinator to see if they have an extra set, or call a locksmith for assistance. Replacement keys and 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, our call center technicians can provide you with 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 beginning on page 1.
 
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. If emergency repairs MUST be done after normal business hours or on a weekend, instruct the repair vendor to call the Fleet Authorization Call Center at 303-866-5566 or 1-800-356-3846.  These calls are answered by the State Help Desk on weekends and after hours, be sure to leave the vendor’s name, phone number, and reason for repair. A Fleet service specialist will return the call the following workday. The Fleet Authorization Call Center Technicians are available Monday through Friday from 7:00 a.m. to 5:00 p.m.  
 
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 very 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 state price agreements, Fleet can offer recommendations to any of its 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.
 
 
Accident Procedures
Q. I am driving my personal vehicle on state business and have an accident. Does the State pay my collision damages?
A. Personal vehicles used for state business are not provided liability or physical damage protection under the state’s self- insured liability program. 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 and must be submitted to your personal automobile insurance. 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. If the vehicles create a definite hazard, please mark the location of each vehicle involved, take pictures if possible, and then move the vehicle. 
2. While you are waiting for law enforcement, you may wish to jot down notes of your observations and contact your supervisor. Do not admit fault, avoid making statements concerning the accident or liability, except to law enforcement or your supervisor. The State of Colorado Insurance card is located on the last page of the Vehicle Operator’s Manual.
3. While you are waiting for law enforcement to complete their investigation, ask potential witnesses for their names and contact information. If you have a camera available, take pictures of the damage, and the license number of the other party.
4. Complete a Vehicle Accident Report and send a signed copy to Fleet Management’s David Russell within 24 hours of the accident; he can be reached at 303-866-5565 or via email dpa_collisions@state.co.us You will also need to obtain a copy of the Police accident report from the law enforcement department that investigated the accident. Dave will work with you to coordinate vehicle repairs and insurance claims.
 
 
Fuel Card Questions
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?
A. The Personal Identification Number (PIN) is used for security purposes when making a fuel purchase. If you do not know the PIN, 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 does not reimburse drivers directly but will provide reimbursement to your agency where applicable. A copy of the receipt, vehicle license number and an explanation of what happened will be need as backup to the reimbursement request.
 
 
Proper Use of State Vehicles
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 law enforcement on scene, and request medical assistance if necessary. Also contact 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. The State Vehicle Use Guide states that only State employees are covered under liability insurance and 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 or pets unrelated to the conduct of state business. 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 in the State Vehicle Use Guide.
 
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 the State Vehicle Use Guide.
 
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 the State Vehicle Use Guide.
 
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 are a "state temp" and they meet the criteria for vehicle use as established by the State Vehicle Use Guide.
 
 
Emissions
Q. When does my vehicle need an emission test?
A. When your vehicle is purchased new from a dealer, it has a seven-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 before turning in a vehicle to State Fleet Management if it is more than nine months old. For more guidance you can refer to the Registration Receipt Guide or the Department of Revenue emissions FAQs.
 
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.
 
 
Insurance
Q. I am driving my personal vehicle on state business and have an accident. Does the State pay my collision damages?
A. Personal vehicles used for state business are not provided liability or physical damage protection under the state’s self- insured liability program. 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 and must be submitted to your personal automobile insurance.  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 pulled over?
A. The State self-insures state vehicles for liability under the terms of the Government Immunity Act (GIA). Self-insurance certificates are located in the Vehicle Operator’s Manual inside the vehicle packet on the last page.
 
 
Vehicle Registration
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.
 
 
Vehicle Turn In Requirements
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.
 
 
Vehicle Replacement
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.
 
 
Commuting
Q. Where can I find information on the Commuting program?
IRS Guidelines - (current version - January 2014)
 
 
Billing
Q. When are odometer readings due?
A. See schedule underBilling.
 
Q. How can I get vehicle billing codes changed?
A. Send an email request to renee.covard@state.co.us, please provide license number, whether the change applies to fixed or variable charges or both and the effective date.
 
 
General
Q. Do I have to turn in my vehicle if I drive less than the set utilization code?
A. Minimum mileage requirements are determined by the utilization code assigned to the vehicle. These are for very specific job functions, so be sure the vehicle has the appropriate code. Underutilized vehicles are reviewed each year. If a vehicle appears on the underutilized list two consecutive years, the agency will need to justify why. If the agency cannot justify why a vehicle did not meet the minimum, the vehicle could be reduced or mandated to be turned in.
 
Q. How can I change a utilization code?
A. Send an email request to renee.covard@state.co.us 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  renee.covard@state.co.us  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. Also indicate the county the vehicle is being moved to so we can update our database.