Use and Care of Government Vehicles

United States Department of the Interior
BUREAU OF LAND MANAGEMENT
Wyoming State Office
P.O. Box 1828
Cheyenne, Wyoming 82009-1828
IN REPLY REFER TO:
1525 (951) P
March 11, 2014
EMS TRANSMISSION: 3/11/2014
Instruction Memorandum No. WY-2014-020
Expires: 09/31/2015
To: All Wyoming Employees
From: Associate State Director
Subject: Use and Care of Government Vehicles
Program Area: Fleet Management
Purpose: As Federal employees, we have a responsibility to ensure that the BLM fleet is
operated in a safe and efficient manner and to be cognizant of the public’s perception of how we
are using our fleet. This Instruction Memorandum reiterates, in part, the existing Interior and
BLM policy regarding the use and care of government owned/leased motor vehicles and
equipment.
Policy/Action: Government owned/leased vehicles (GOV) are for official use only.
Official use of a Government vehicle is that form of transportation authorized by your supervisor
and provided for the purposes of performing an assignment of duties only within the scope of
Federal employment.
Unofficial/unauthorized use of GOV’s include, but are not limited to, the following situations:
• Transporting unofficial passengers, including family members or other passengers in
“ride-along” status.
• Transporting animals, other than Law Enforcement K-9 and/or other BLM owned or
sponsored animal programs as approved by the State Director.
• Using a GOV to drive to meal breaks or other trips while off-duty, in non-travel status, or
local travel, all of which have not been previously authorized by the supervisor.
• Operating a GOV without proper training for the class of vehicle provided or without a
valid operator’s license/certification.
• Although not unofficial/unauthorized use of the vehicle; eating and drinking while
driving contributes to distracted driving and is strongly discouraged.

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Standards
Safety: The following vehicle safety guidelines must be followed by every vehicle operator:
? Employees and passengers in government-provided vehicles, rentals or privately owned
vehicles are required by law to use seat belts.
? Employees are not permitted to use a cell phone unless using a hands-free device, while operating
a Government vehicle or a personally-owned vehicle while on official travel.
? Employees are not permitted to read or respond to e-mails or text messages while operating a
Government vehicle or a personally-owned vehicle while on official travel. This policy also applies
to use of PDAs and other similar hand-held electronic devices.
? Employees are prohibited from smoking, consuming alcohol, narcotics or other intoxicants in
government-provided vehicles or heavy equipment.
? Employees will not exceed 8 hours of driving time (behind the wheel) during a 16-hour duty
period. Breaks of 15 minutes are recommended every two (2) hours when driving continuously.
At least eight (8) consecutive hours of rest without duty are required prior to each duty period
requiring driving.
Accidents: Federal employees, volunteers, and contractors operating government-provided
vehicles/equipment must exercise every precaution to prevent accidents. All accidents or
incidents that result in vehicle or equipment damage, employee injury and/or any situation(s) that
involve vehicle damage or injury to members of the public (including private or commercial
organizations, contractors and cooperators) must be reported to your immediate supervisor
within 1 work day. These occurrences also must be recorded by the supervisor in the Safety
Management Information System (SMIS): http://www.smis.doi.gov. The circumstances of the
accident/incident involving property loss or damage will determine the need for referral to the
Wyoming State Office Survey Board for further investigation.
Driver Licenses: Each Federal employee, including temporary staff, volunteers, or contractors
using BLM-provided vehicles, is required to carry a valid operator’s license or heavy equipment
certification for the appropriate class of vehicle or equipment. Current out-of-state licenses will
be recognized and honored for employees on extended detail or who reside in an adjoining state
and work in Wyoming. In addition to a valid operator’s license, each Federal employee
operating a government-provided vehicle/equipment is required to have a valid U.S. Government
or Agency Identification card in their possession.
Training: All employees must participate in a Defensive Driving training course every three (3)
years. OSHA requires that heavy equipment operators undergo certification training every four
(4) years. Managers and Supervisors must ensure that funding is made available to provide for
this training.

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Travel/Property Protection: Employees should exercise sound judgment in the use of the GOV
while in travel status. Equipment should be removed from the vehicle or placed in a covered bin
or area to prevent and/or discourage vandalism or theft. The need for after-hours use of the GOV
also should be carefully considered. If there are questions about what is appropriate, the
situation should be discussed with the supervisor.
Vehicle Cleanliness: Employees are responsible for ensuring that all trash is removed from the
vehicle after being driven. If a vehicle needs cleaning prior to use, ensure that the transportation
specialist in the appropriate office is notified. Employees using a vehicle are responsible for
filling the gasoline tank prior to returning it to the pool.
Vehicle Inspections: Employees should perform a basic pre-trip inspection prior to operating the
vehicle. The inspection should include oil/coolant levels, tire pressure/wear and visual
inspections for vehicle damage. Failure to perform these checks (mirrors, horn, windshield
wipers, seatbelts, and ensure proper working vehicle lights) may lead to serious safety problems,
and/or cause personal or property damage.
Vehicle Reports: Operators are responsible for entering the information associated with their trip
on BLM Form 1520-42, (Vehicle Utilization Record). This form is enclosed in the vehicle book
which is issued with each fleet vehicle at check-out. An entry noting the mileage and number of
gallons of fuel should be entered each time the vehicle is fueled. At the end of the trip circle the
days driven, enter the total number of miles driven, and the charge codes to be used for that trip,
including the Cost Center, Functional Area and WBS where necessary. The cost of any repairs
should also be entered on BLM Form 1520-40, and all receipts should be enclosed in the pouch
provided in the vehicle book.
Remember, for many of us, use of Government vehicles is a necessity in order to accomplish our
work. Government drivers must use and care for Government vehicles in a safe and appropriate
manner to ensure personal safety and allow work to be accomplished successfully.
Timeframe: Immediate.
Budget Impact: Vehicle repairs, caused by accidents, are funded by project funds.
Background: Vehicle operators entrusted with motor vehicles are responsible for the proper
care, operation, maintenance and protection of that vehicle. Vehicle operators are expected to
operate a Government vehicle with at least the same degree of care and diligence that they would
exercise with their personal vehicle.
Manual/Handbook Sections Affected: Manuals are not affected nor changed. The information
in this Instruction Memorandum references the following: DOI Motor Vehicle Management
Handbook, BLM Manual 1525, BLM Handbook G-1525-1.

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Coordination: This IM was coordinated with the Deputy State Director, Support Services, the
State Safety Manager, Asset Manager and the Business Manager.
Contact: Questions regarding this Instruction Memorandum should be directed to Johnny
Chavez, State Asset Manager, or Janet Edmonds, Business Manager.
Signed by:
Mary Jo Rugwell
Associate State Director
Authenticated by:
Sherry Dixon
Administrative Assistant
Distribution
Director (850), Room 1075, LS
CF
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