| (a) The Vehicle Fleet Management System is the responsibility
of the Office of Vehicle Fleet Management. The comptroller maintains
the main repository and database for all vehicle information submitted
by each state agency in accordance with this subsection. The comptroller
is responsible for developing the form, format, and composition of
all data submitted electronically or otherwise to the vehicle fleet
management system to assure system continuity.
(b) Each state agency fleet officer is responsible
for establishing, maintaining, and submitting to the comptroller on
a monthly basis accurate vehicle information in the form and format
established by the comptroller.
(1) Information to be recorded in each agency's fleet
management system for submission to the comptroller's repository and
database includes, but is not limited to:
(A) acquisition date, vehicle make, model, type, class,
year, gross vehicle weight rating, exempt license plate number, manufacturer,
vehicle identification number, whether a special purpose vehicle,
and whether a pool or assigned vehicle;
(B) acquisition cost, capitalized value, repair and
maintenance expenses, direct and indirect labor expense, replacement
policy, current mileage, vehicle disposal date, and disposal price
or salvage value;
(C) type, and quantity of all fuels and lubricants
used, including their cost and type, vehicle lifetime odometer reading,
and miles traveled per month;
(D) insurance and accident related expense;
(E) downtime, transfer date, disposal date, and any
other information necessary to compute the average cost of operation,
per month, of the various classes and types of vehicles; and
(F) vehicle location by city and county.
(2) The Vehicle Fleet Management System maintained
by the comptroller constitutes the primary instrument used to provide
fleet management assistance. Fleet management reports detailing operating
trends, cost analysis, and special exception reports listing agencies
with unusually high operating expenses will be generated and made
available to agency fleet officers.
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