Virginia Department of General Services Office of Fleet Management Services Fleet Re-engineering Update

Virginia Department of General ServicesOffice of Fleet Management Services

Fleet Re-engineering

Update


Program Topics

• VMCC first year report card

• Fuel Card Program

• Travel Planning Changes

• Rental Car Contract

• Rental Fuel Cards


VMCC First Year Stats

• Over 14,400 work orders in FY 2006

• 82% of maintenance completed in 1 day

• 3% completed in 1 – 2 days

• 15% took more than 2 days (accidents)

• Previously downtime was measured in weeks


• The new fleet management system gives DGS detailed data regarding vendor costs

• There are over 400 vendors in our network

$163.00

$133.72

$61.68 $56.50

$0.00

$50.00

$100.00

$150.00

$200.00

Average Retail VMCCIndependent

Shop

VDOT DGS OFMS

Average Brake Pad Replacement Cost by Shop (9/1/2006 - 6/30/2006)

$40.00

$27.65

$41.37

$21.09

$0.00$5.00

$10.00$15.00$20.00$25.00$30.00$35.00$40.00$45.00

Average Retail VMCCIndependent

Shop

VDOT DGS OFMS

Average Preventative Maintenace Cost by Shop (9/1/2006 - 6/30/2006)


• VMCC handled 88,700 phone calls • Industry standard is 30 second wait time • VMCC was under the industry standard by

the end of the first year

Total Calls Completed (9/1/2005 - 6/30/2006)

0

2000

4000

6000

8000

10000

12000

Sep-05

Oct-05 Nov-05 Dec-05

Jan-06 Feb-06

Mar-06

Apr-06 May-06

Jun-06

Inbound Outbound

Average Answer Time (9/1/2006 - 6/30/2006)

0:00:22

0:00:24

0:00:26

0:00:28

0:00:29

0:00:31

0:00:33

Sep-05 Oct-05 Nov-05 Dec-05 Jan-06 Feb-06 Mar-06 Apr-06 May-06 Jun-06


• DGS Fuel Card Program

• 76 State agencies and localities using the new program

• First six months of use resulted in cost avoidance averaging 0.073 per gallon

• First year review of program will be performed in January


Travel Planning

• Changes to CAPP Topic 20335

• Personal Reimbursement

• Cost Comparison Table on Website

• Risk Management memo

• Rental Fuel Cards/Tax exemptions


CAPP TOPIC 20335 Effective October 1, 2006

The Department of General Services, Office of Fleet Management Services (OFMS), maintains a contract with Enterprise Leasing to provide vehicles for short term travel by state employees

At least 24 hours prior to the date of travel, the traveler must visit the OFMS website www.dgs.virginia.gov/fleet.aspx and use the trip calculator to calculate the vehicle cost for their proposed trip. If the trip calculator shows that it is more cost beneficial for the employee to use a personal vehicle for the trip, the employee should print a copy of the screen showing the calculation authorizing the use of a personal vehicle. This documentation must be attached to the Travel Expense Reimbursement Voucher (TERV) in order to be reimbursed at the current IRS rate per mile. If the trip pool print out is not attached to the TERV then mileage reimbursement will be at the rate of .246 per mile. If the calculator shows that use of a rental vehicle is more cost effective, the traveler should click on the link (located on the calculator page) for Enterprise Leasing and reserve a rental car for the trip. All vehicle reservations must be made at least 24 hours in advance of the anticipated pickup of the vehicle.

In the event of emergency travel (less than 24 hours notice), the traveler is still required to go through the process above and attempt to acquire a vehicle through Enterprise Leasing. If Enterprise Leasing cannot fulfill the request the traveler must print the screen from Enterprise Leasing that documents a vehicle was not available.


Personally - Owned Automobile

Employees are permitted to use their personally owned automobile when a State-owned vehicle or Office of Fleet Management Services (OFMS) rental vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the agency. Employees electing to use their personal vehicle as a matter of convenience will be reimbursed for mileage at the lowest combined capital and operational trip pool rate charged by OFMS. The Personal Vehicle Use Statement at the top of the Travel Expense Reimbursement Voucher should be checked with the appropriate choice.


Current Mileage Rates

Reimbursement rates are set in the current Appropriation Act (Section 4 - 5.04f). Currently, the rates for the first 15,000 miles of use each fiscal year are:

• Current IRS rate - when a personally owned vehicle is cost justified or a State-owned vehicle/OFMS rental is not available. • $.246 mile - when use of a personally owned vehicle is elected for the convenience of the employee.

Reimbursement rates are reduced to $.13/ mile for travel in excess of 15,000 miles in one fiscal year, unless a State-owned vehicle is not available; then, the rate shall be the current IRS rate.

The current IRS rates can be found at the following site: http://www.irs.gov/taxpros/article/0,,id=156624,00.html

• If the higher mileage rate is used for reimbursement, the agency fiscal officer is • responsible for ensuring the appropriate justification has been documented and • approved by the agency head or designee (as required by the Appropriation Act, • Section 4-5.04f2). This documentation and approval must be attached to the Travel • Expense Reimbursement Voucher.


Web Cost Comparison Tool

• Must be used in the travel planning process

• Must be attached to travel documents for reimbursement

• Designed for worse case scenario

• Fuel is already added in the calculation

Office of Fleet Management ServicesCost Comparison Between

Enterprise Provided Vehicle and Mileage Reimbursement

Enter Traveler's NameEnter AgencyEnter Destination

Enter the Number of Days for the Trip

Enterprise PersonalVehicle Vehicle

Lowest Cost Transportation: $0.00 $0.00

Enter Number of Miles for the Trip

Effective October 1, 2006

DAILY VEHICLE NEEDS

Go To Enterprise


Memo from Risk Management• Commonwealth Risk Management Plan will cover leased Enterprise

rental vehicles while on state business.

• Will not cover scratches, dings, windshield cracks and what is known as comprehensive and collision covering physical damage to the vehicle, also known as “Incidental Damage”.

• Current “Car Care” program is not available for these rental vehicles.

• Risk Management is working on a new program that will cover the rental vehicles.

• ALL vehicle accidents should continue to be reported to Crawford Claims at 1-800-219-6120.

• Any questions please contact Don LeMond or Joyce Palmer at Risk Management.


Rental Fuel Cards• Agencies that do not have accounts with Mansfield/Voyager.• Agencies that have agency owned vehicles.• Fuel card program policies and procedures• Contact Sandra Johnston at Mansfield Oil to set up an account or to

order rental cards on an existing account at:

Sandra Johnston, Virginia Account Coordinator

Mansfield Oil Company

800-255-6699, Ext 2071

[email protected]

For additional Information please contact:

Don Unmussig Jr.Virginia Department of General Services

Office of Fleet Management Services(804) [email protected]

For more information visit OFMS website: http//:fleet.dgs.virginia.gov

Call:(804) 367-6549

Email:[email protected]

Documents

Virginia Department of General Services Office of Fleet Management Services Fleet Re-engineering Update