STATE OF NEBRASKA
TRANSPORTATION SERVICES BUREAU
POLICIES AND PROCEDURES
Revised July 2011
|VEHICLE COORDINATOR RESPONSIBILITIES|
|SEAT BELTS, HEAD PHONES, CELLULAR PHONES|
|RENTAL PROCEDURES AND MOTOR POOLS|
|TSB MOTOR POOLS, LOCATIONS|
|OFFICIAL TRAVEL LOGS|
|STATE FUEL FACILITIES, LOCATIONS|
|VOYAGER FUEL CARDS|
|TSB REIMBURSEMENT PROCEDURE|
|SERVICE AND REPAIRS|
|PREVENTIVE MAINTENANCE PROGRAM|
|CAR WASH POLICY|
|PRIVATELY OWNED VEHICLES|
|OUT OF STATE TRAVEL|
|WEATHER / ROAD CONDITIONS|
|ACCOMMODATING DRIVER’S SPECIAL NEEDS|
|§81-1020/Permanent Assignment of Vehicle|
|Executive Orders of the Governor:|
|90.02, Radar Detectors/Radio Headphones|
|99-01, Vehicle Take Home Policy|
|05-03, Use of Ethanol in State Vehicles and Use of Biodiesel in Diesel Powered Vehicles|
Agency - Agency, board, commission, bureau or unit of state government
Agency Director - The director or chief executive of any department, agency, board, bureau, commission or other administrative office or unit of state government.
of Transportation Services Bureau (TSB) – The
Administrator of TSB.
Leasing/Rental Agency - Agency, board, commission, bureau or unit of state government that lease or rent TSB vehicles.
Personal Vehicle - Vehicles, other than state vehicles, which are privately-owned or leased and used for official state business.
State-owned Vehicles - For purposes of these policies and procedures, state-owned vehicles are those vehicles owned and operated by the State of Nebraska acquired for the purpose of transporting state employees in their official duties from one job location to another, but does not include special-use vehicles, military trucks and cars; vehicles which are considered a duty station, such as vehicles used by the Nebraska State Patrol, Nebraska Oil and Gas Conservation Commission, or Game and Parks Commission law enforcement officers; or those vehicles which, by nature of their usage, require the installation or carrying of special equipment which precludes the use of such vehicles for multiple agency transportation usage.
Vehicle Coordinator - Agency appointed representative, who is responsible for coordinating the use of assigned vehicles with TSB.
1. AGENCY RESPONSIBILITY - All agency directors and vehicle coordinators are responsible for the utilization, administration, operation and maintenance of state-owned vehicles assigned to their agency, in accordance with policies and procedures of TSB.
2. VEHICLE COORDINATOR - Agency directors shall appoint a representative as their agency’s vehicle coordinator, who will coordinate with TSB all matters involving the administration, utilization, operation and maintenance of daily rental and permanently assigned vehicles. (Responsibilities of the vehicle coordinator are detailed in Section 3).
3. DRIVER REQUIREMENTS - Agency directors, or their agents, shall ensure each resident employee and representative authorized to drive a state-owned vehicle has a valid State of Nebraska driver’s license, a TSB Driver Identification Card, and have satisfactorily completed a defensive driving course approved by TSB. Non-resident employees must have a valid driver’s license from their domicile state, a TSB Driver Identification Card and have successfully completed a defensive driving course approved by TSB.
4. AGENCY OWNED EQUIPMENT – All special equipment, paint, markings, accessories, driver accommodation and passenger comfort items will require written approval from the TSB Operations Manager prior to installation. Any Leasing agencies shall furnish, and finance the procurement, installation and removal of all special equipment, paint, markings, accessories, driver accommodation and passenger comfort items they may require for permanently assigned vehicles. Leasing agencies are responsible for the restoration of the vehicle to its original condition before the vehicle is returned to TSB.
5. TAKING A
STATE VEHICLE HOME – After receiving the required approvals (noted below) agency
directors may, when it is in the state’s best interest, authorize certain
employees to retain possession of state-owned vehicles during nonworking hours
and weekends (e.g., an employee whose house is designated as his office and official
point of contact or an employee who would not normally report to his worksite
before responding to an official call during nonworking hours). The Director of
Administrative Services prior written approval is required for those circumstances applicable to Executive Order
99-01, Item #3, Sub-items A and E. The TSB Administrator’s prior written approval is required for all circumstances detailed
in §81-1020 and Executive Order 99-01, Item #3, Sub-items A through E. Circumstances
other than those previously stated will require the employee’s name, title, and
home address, and the license number of the vehicle furnished to and approved
by the Director of Administrative Services before the employee can retain control of a vehicle during nonworking hours. The
agency shall submit a list of all employees assigned TSB fleet vehicles that
fit these requirements and turn it in as requested by TSB. (Appendix D, §81-1020;
Appendix E, Executive Order 99-01)
6. COMMUTING - The commuting use of a state vehicle as a taxable fringe benefit reportable on the employee’s W-2 must be done in compliance with the Internal Revenue Code. The IRS defines commuting as the use of a government vehicle for travel in either of the following situations: from the employee’s regular place of employment to the employee’s residence or from the employee’s residence to regular place of employment. The regulations provide that a value of $1.50 for one-way commute ($3.00 for round trip commute) be added to the employee’s income. Please refer to the State Accounting manual – Commuting for additional information.
7. NON-STATE EMPLOYEES - Agency directors may authorize persons performing services for the State of Nebraska to drive state-owned vehicles in accordance with the provisions of the governing contract or agreement. Please refer to DRIVER REQUIREMENTS, Item #3, in this section for additional requirements prior to driving state-owned vehicles.
8. PERSONAL USE OF STATE VEHICLE - Personal use of state-owned vehicles is prohibited and can result in dismissal. (Appendix A, §81-1024).
9. IDENTIFICATION REQUIREMENTS - All state-owned vehicles, unless exempted by statute, shall be identified by the prescribed indicia and description set forth in (Appendix B, §81-1021).
- Leasing/renting agencies are responsible for all expenses resulting from
abuse, negligence, or damage not addressable as an accident or “act of God”.
11. EXPECTATIONS OF DRIVERS - Drivers of state-owned vehicles must observe all traffic rules and regulations and are expected to employ defensive driving techniques and to represent the state in a positive and professional manner.
12. TRAFFIC VIOLATIONS - It is the responsibility of drivers of state-owned vehicles to promptly pay all traffic violations unless the violation is being contested. Moving violations are to be reported by the driver operating a state-owned vehicle, to his or her agency head, in writing, within three (3) working days of receiving a citation. If a violation is contested, the employee is required to inform the TSB Administrator.
13. REPEATED OFFENSES - Repeated offenses of traffic laws and these policies and procedures while operating a TSB vehicle may result in employee counseling, repeating completion of the defensive driving course, suspension of driving privileges and possible dismissal from employment. Procedures for employee disciplinary matters will be completed in accordance with the Rules and Regulations of the Administrative Services, State Personnel Division.
14. COMPLAINTS RECEIVED BY AGENCY - Any report of complaint received by any state employee, agency, board, bureau, commission or other subdivision of state government will be investigated by the agency having assignment or use of the state -owned vehicle. A copy of any report or complaint along with findings of the investigation and subsequent action is to be furnished to TSB.
15. COMPLAINT RESPONSE - A response will be made to the complaining party by TSB, whenever so requested, concerning the alleged misuse of the state-owned vehicle, by the agency, board, bureau or commission, or other subdivision of state government having assignment or use of the vehicle.
16. MISUSE OF STATE VEHICLE - If investigation results determine that misuse of a state-owned vehicle has taken place, disciplinary proceedings against the employee, as provided in this section of these policies and procedures and in accordance with the Rules and Regulations of the Administrative Services, State Personnel Division, may commence. The State of Nebraska Identification Card, authorized by TSB, may be revoked for violations by state employees or others authorized to drive TSB vehicles.
17. LOCKING VEHICLE - Drivers are responsible for the vehicle dispatched (rental, loaner or permanent assignment) to them. Vehicles should be locked when left unattended. Valuable items should be secured in the trunk whenever possible.
18. TRAVEL LOGS - Official Travel Logs for permanently assigned vehicles, pool rentals, and loaner vehicles shall be completed in accordance with instructions contained in Section 7. Any vehicle deficiencies or malfunctions noted during use are to be reported to the TSB Service Center immediately or as soon as possible.
19. REPORTING INJURY ACCIDENTS - Accidents involving personal injury and/or property damage shall be reported to TSB, within one (1) business day.
20. PREVENTIVE MAINTENANCE - Preventive maintenance shall be accomplished in accordance with the instructions contained in Section 12, recorded on the back of the Official Travel Log, and the service invoices (with license number noted on the invoice) attached. If after repeated notifications to the leasing agency appropriate scheduled preventive maintenance has not been performed, TSB will take steps to secure the vehicle from the leasing agency and complete the required maintenance. Should this action be required, no adjustments will be made in lease charges while the vehicle is unavailable for use. Loaner vehicles may or may not be available or provided at the discretion of TSB.
21. UNDERCOVER PLATES - Vehicles licensed with undercover
plates shall be reported by the leasing agency to TSB. Listings of these
vehicles including the government license numbers and undercover plate numbers
assigned to a TSB fleet vehicle are to be communicated immediately to TSB.
22. SMOKING – Smoking, or the use of any tobacco product, is prohibited in all TSB vehicles.
23. PASSENGERS – The decision to transport passengers other than state employees is an agency-level decision. Non-state employee passengers should be informed of limited insurance coverage should there be an accident. It is advisable to secure a signed release from these non-state employee passengers, indicating they have been informed of these conditions prior to riding in the state-owned vehicle.
24. LOAD CARRYING CAPACITIES – It is the assigned agency’s responsibility not to exceed the load carrying capacity of any TSB fleet vehicle.
25. TSB FLEET EQUIPMENT – TSB fleet vehicles may be equipped with location monitoring devices.
Each agency director shall appoint a representative to coordinate all matters involving the administration, utilization, operation and maintenance of daily rental and permanently assigned vehicles with TSB.
Vehicle Coordinator responsibilities include but are not limited to:
5. Ensure all repairs and maintenance work totaling $100 and over, are approved by the TSB Service Center prior to repair work being initiated.
7. Request to terminate a permanent lease assignment by notifying TSB in writing (please refer to Section 6, Ending Lease Agreements).
8. Review annual vehicle usage reports and rotate internal vehicle assignments as required to maximize fleet efficiency.
9. Inform TSB of agency initiated changes in vehicle assignments.
10. Ensure all accident reports, repair estimates and deductible checks are submitted to TSB Service Center as prescribed in Section 15.
AND CELL PHONES
1. All agencies, boards, commissions and bureaus are required to have adopted a policy requiring use of seat belts and other safety restraint devices available in the vehicle when the vehicles are used for official state business. Use of seat belts and safety restraint devices is required by both the operators and passengers in the state-owned or personal vehicle.
2. The operator or driver is responsible for requesting that seat belts or other available safety restraint devices be used by the passengers.
3. Failure to use seat belts and safety restraint devices is considered to be a misuse of the vehicle and will result in disciplinary action as provided in Section 2, Item 16, of these Policies and Procedures and in accordance with the Rules and Regulations of the Administrative Services, State Personnel Division.
4. Every agency of state government has been directed to develop and implement a policy, which ensure that state employees within their jurisdiction shall not use portable radar detectors while operating state-owned motor vehicles. (Appendix D, Executive Order 90-02).
5. Every agency of state government has been directed to develop and implement a policy, which ensures that state employees within their jurisdiction shall not wear portable radio headphones while operating state-owned motor vehicles. (Appendix D, Executive Order 90-02).
6. Every agency of state government has been directed to develop and implement a policy, which ensures that state employees within their jurisdiction shall follow the limited vehicle take home policy for state-owned vehicles.
7. Cellular Telephone Use – TSB strongly recommends operators of state vehicles avoid the use of cellular phones while driving. Drivers of state vehicles should not be involved in any activity that may divert their attention away from the safe operation of the vehicle, (i.e. texting, reading, laptop use, etc.).
1. TSB Motor Pool Rental vehicles are available for short-term and periodic extended travel for up to 10 days, in or out of state. For vehicle availability information, call the TSB Motor Pools. (TSB Motor Pool contact information is listed at the end of this section).
meeting the requirements listed in Section 2, Item #3 of these Policies and
Procedures and when authorized by their agencies to do so may rent vehicles
from TSB Motor Pools. An agency approved Travel Request Form or a completed Universal
Travel Request Form will be required.
3. TSB Motor Pool Rental forms and official travel logs shall be completed in accordance with instructions contained in Sections 5 and 7.
4. Rental vehicles must be picked up at the TSB Motor Pool the day travel begins and returned the day travel ends. Vehicle logbooks and keys can be picked up after 4:00 p.m. the day preceding departure (or Friday preceding a Monday departure) if travel is to begin on a non-work day or prior to the beginning of business (7:30 a.m.). In Lincoln, vehicles returned after 5:00 p.m. or on a non-work day are to be parked in the TSB Motor Pool (Nebraska State Office Building’s East Parking Garage, Level 2, south side) and locked. Completed logbooks and keys are to be deposited in the drop box (located on the east side of the TSB Rental Center building).
5. Any vehicle deficiencies or malfunctions noted during the trip are to be reported on the back of the vehicle log sheets provided and reported to the TSB Motor Pool staff.
6. All litter and personal property shall be removed from vehicles before they are turned in at any TSB Motor Pool. Vehicles turned in with excessive litter or personal property will result in a call to the designated vehicle coordinator or driver to return to the TSB Rental Center building to clean out the vehicle. If the agency does not return to clean out the vehicle, the cleaning charges will be billed back to the agency.
State-wide TSB Motor Pool Contact:
2802 30th Avenue
Kearney, NE 68847
Paul Palazzola (308) 338-2009/Office
East Parking Garage
1501 “M” Street
Lincoln, NE 68509-5025
Mark Nagengast (402) 471-2381/Office
Norfolk Regional Center
NRC, Administration, 1st Floor
Norfolk, NE 68701
Patricia Brand (402) 370-3216/Office
Craft State Office Building
200 South Silber
North Platte, NE 69101-4298
Ken Baxter (308) 535-8119/Office
Kris Trofholz (308) 535-8118/Office
TSB Motor Pool vehicles are available for rental with pick-up and drop-off service at the North Platte Airport. Currently there is no additional fee for this service. Please give two days advance notice. The vehicle’s keys will be left in the airport’s office and the logbook will be in the vehicle.
Nebraska State Office Building
Omaha, NE 68132
Steve Wanek (402) 595-2116/Office
Scottsbluff Motor Pool
Scottsbluff, NE 69361
Angela Hammond 1-866-872-6510/8 AM - 5 PM CT
TSB vehicles may be permanently assigned to agencies as lease vehicles. The rates charged for lease vehicles include the monthly charge for the vehicle plus a per mile fee for operating costs, such as fuel and maintenance.
STANDARD FOR LEASE VEHICLE USE - Leasing Agencies are expected to use each lease vehicle more than 1000 miles per month when averaged over the life of the lease.
STANDARD FOR HIGH USE LEASE VEHICLE USE - Lease Vehicle Use is considered to be High Use when Leasing Agencies accumulate more than 2000 miles per month over a TSB-specified period of time.
STANDARD FOR MINIMUM LEASE USE - When a Leasing Agency is notified by TSB of vehicle use significantly below the Standard for Lease Vehicle Use, the Leasing Agency is to review their history of use for the vehicle in question and take steps to increase the use of the vehicle in a manner which will ensure efficient and effective use of the vehicle, such as rotating vehicle assignments. Failure to meet Standard for Minimum Lease Use will result in the recall or reassignment of the vehicle. The Transportation Services Bureau may, at its own discretion, choose not to replace a lease vehicle at the end of the lease period if the use of that vehicle has repeatedly been classified as Minimum Lease Use.
MODIFIED STANDARD - Transportation Services Bureau may approve a Modified Standard for Vehicle Use for a specific lease assignment when it is in the best interests of the State of Nebraska.
ADDITIONAL REQUESTS - Agencies wishing to request additional lease vehicles will be required to complete and submit the appropriate form(s), which will include the requesting agency Director’s authorizing signature. Contact TSB for additional information. The ability to satisfy requests for vehicles will take into consideration availability of existing fleet vehicles, as well as budget and policy limitations.
for additional vehicles should be submitted at least six months prior to first
date of anticipated use.
for additional vehicles should be submitted at least six months prior to first
date of anticipated use.
Please note requesting agencies may be required to provide state funding to cover cost of an additional vehicle’s acquisition. This is important to keep in mind when your agency is considering or has knowledge of future legislation or agency initiatives which may increase travel demands. Contact TSB for assistance with planning.
EXISTING LEASES - All permanent assignments shall remain valid until terminated by the leasing Agency Director or Vehicle Coordinator or TSB.
ENDING LEASE AGREEMENTS – An agency may not, in any circumstances, return a vehicle prematurely to TSB without the authorization of TSB. TSB may reassign a returned motor vehicle, however there is no guarantee that such reassignment will occur. TSB will have sole and exclusive authority to determine whether a motor vehicle should be recalled or replaced, as well as how a motor vehicle should be assigned or reassigned in order to insure efficient utilization of the state fleet.
An agency director or vehicle coordinator may terminate a lease vehicle’s permanent assignment by notifying TSB in writing. TSB may require payment of the lease balance at this time. Any remaining payoff balance may be at the leasing agency’s expense. The notification shall include:
a. The proposed release date
b. License number of vehicle
c. Brief comments regarding vehicle’s condition
d. Assurance the vehicle is, in fact, excess to all immediate and foreseeable needs
Please note - TSB reserves the right to review the status of all vehicles assigned to the agency and to recall any vehicle which will be most advantageous to the state.
State statutes mandate all travel in state-owned vehicles to be recorded and reported in detail (§81-1025). An entry is defined as a record of the following information required each time the vehicle is stopped and started: date, beginning and ending mileage, number of miles traveled, start time, finish time, from and to destinations, purpose of trip, and the driver’s signature. The parking stall number is required whenever using a TSB Lincoln Motor Pool vehicle.
The TSB Official Travel Log is designed to provide a monthly record of travel data as well as essential operating and maintenance information.
Drivers of pool rental, permanently assigned vehicles, and loaner vehicles from TSB must fill out the travel log accurately, completely and in detail providing data required on both the front and back of the form.
Vehicle coordinators and pool dispatchers shall ensure that an Official Travel Log is available in each state-owned vehicle and is completed and submitted in accordance with these procedures.
A TSB Official Travel Log shall be placed in vehicles on the day they are permanently assigned and replaced with a new form not later than the first working day of each month until the permanent assignment is terminated.
The seven blocks in the top margin, i.e., License No., Year of Manufacture, Make, Equipment No., County, Month, and Agency, are to be filled in at the time the form is placed in the vehicle.
ALL travel shall be recorded in the respective columns on
the face of the form. Each official stopping and starting point included in the
travel is to be recorded as an individual line entry. Please note: an
individual line entry is defined as a record of information required each time
the vehicle is stopped and started.
Map mileage shall be
indicated as miles traveled should the odometer be or become non-operative.
Immediately report such odometer issues to the TSB Service Center.
Driver’s signature in
the right hand column certifies the accuracy of those entries reflecting their
official travel and repairs, maintenance, and warranty work accomplished during
All expenditures for
lubricants as well as repairs, maintenance and warranty work accomplished by
commercial facilities and the dates and mileage at which they occurred shall be
recorded on the reverse side of the form. Sales slips, TSB Service Center work
orders, and any other documentation supporting these expenditures shall:
a. Be submitted with the travel log for permanently assigned vehicles.
b. Be released along with the vehicle when pool rental vehicles or loaner vehicles are returned to TSB.
EXCEPTION: Voyager receipts for fuel and/or car washes shall be retained by the employee (or agency) for a period of time consistent with established document retention schedules. Please refer to the Secretary of State’s Records Retention and Disposition Schedules for additional information.
Official Travel Logs shall be closed out on the last working day of the month. The travel logs with documentation shall be reviewed, approved, and signed by the designated agency representative (agency director or vehicle coordinator) and forwarded to TSB no later than the 7th day of the following month (§81-1025).
FUEL TYPES (E85) – All
State employees utilizing the State’s fleet of vehicles shall use E85 and 2
percent blends of biodiesel (B2) fuel when operating flexible-fuel vehicles and
diesel-powered vehicles, whenever practical, in the course of their state
employment. For the purpose of this executive order, the term “whenever
practical” refers to the reasonableness of obtaining E85 or B2 (Appendix F,
Executive Order 05-03). The E85 identifier will be on the fuel cap or on the
fuel door of the vehicle. If there are any questions on the vehicle’s fuel
type, please contact TSB (402-471-2897). PLEASE
NOTE: If incorrect fuel is pumped into a TSB fleet vehicle, subsequent fuel
removal charges will be billed back to the responsible agency.
STATIONS - Whenever possible, fuel and oil shall be purchased from state-owned
facilities. A list of the facilities can be found at the end of this section.
Courtesy services such as cleaning the windshield and checking tire pressure
will be the responsibility of the driver. Some facilities maintain a record of
all transactions performed in the servicing of State of Nebraska vehicles. It
is the driver’s responsibility to see that forms are completed properly and
signed at the time service is obtained.
FUEL PURCHASES IN LINCOLN – When in Lincoln or the immediate vicinity, all fuel and lubricants shall be purchased from state-owned facilities. Purchases of fuel from commercial vendors in Lincoln are considered to be unauthorized and will be billed back to the leasing/renting agency.
COMMERCIAL GAS STATIONS - When it is necessary to obtain fuel and oil from a commercial facility, drivers must use the self-service island and perform the necessary courtesy services. The State of Nebraska Voyager fuel card assigned to the vehicle will be used when gasohol, oil, and lubricants are purchased. TSB will report any misuse of credit cards to the responsible agency. Use of these cards will be monitored. Unauthorized and inappropriate purchases will be billed back to leasing/renting agencies.
Do not sign charge
slips unless they are on the regular credit form used by the oil company
represented by the vendor. Be sure it includes the following information:
1. Vendor’s name, address and the name of the company represented.
2. Date of purchase, license or unit number of vehicle, amount and cost of each item purchased
3. Signature of driver.
Fuel purchase receipts are to be retained by the leasing agency for a period of time consistent with established document retention schedules. Please refer to the Secretary of State’s Records Retention and Disposition Schedules for additional information.
An on-line listing of state fuel facilities may be found at
(for gasohol, E85 available where noted); and,
An on-line listing of vendors accepting the Voyager card within Nebraska may be found at
8:00 A.M. TO 4:30 P.M.
MONDAY - FRIDAY
(Fuel Available When Roads Yards are Staffed)
(Locations updated quarterly; see TSB for current listing)
Atkinson Dept. – Roads
<Gasohol/Unleaded 306 W 5th Street
unavailable> Phone: (402) 925-2661
(North of Highway 20 on
Beatrice Dept. – Roads, Shop
Phone: (402) 223-6605
(West of Beatrice, west onto US 136, north onto NE-4,
east onto Garden St., north onto
Gretna Dept. – Roads, Melia Hill Yard
<Diesel only> 15525 South 234th Street
Phone: (402) 479-4331
(Off of I-80, NE-31 exit/Exit 432, left on US-6 South, left on South 234h St, yard on your left)
Grand Island Dept.-Roads, Shop & Maintenance
<E85 available> 3305 W Old Potash Hwy
Phone: (308) 385-6263
(Exit 312 North off of I-80, turn
north onto US-281N/Tom Osborne Expy, travel 6.6 miles, turn west onto
Lincoln TSB Rental Center
< E85 available M-F, 1501 “M” Street
8:00 AM - 5:00 PM> Phone: (402) 471-2391
(Entrance located east of the NE State Ofc Bldg,
Off of 15th St., south of NSOB parking garage)
Lincoln UNL Transportation Dept, Motor Pool Facility
Phone: (402) 472-2422
(North of UNL downtown campus, over the viaduct, west of Bob Devaney Sport Ctr, ½ block north of Military Rd.)
Lincoln Dept. – Roads, North Yard
<E85 available> I-180 & Superior Streets
Phone: (402) 479-4331
(North on US-34 W, take Superior St
Exit 1, left onto
Lincoln Dept. – Roads, South Yard
<E85 available> 5001 South 14th Street
Phone: (402) 479-4331
(Where South 9th St becomes NE Hwy/NE-2E, go slightly right onto S 14th St / NE-55W Link S)
McCook Dept. – Roads, Hwy Dept Shop
Phone: (308) 345-8494
(Right on Hwy 6, east side of McCook)
Norfolk Dept. - Roads
Phone: (402) 370-3480
(North on US-81N, turn right onto
North Platte Dept. - Roads
Phone: (308) 535-8010
(Off Hwy 30W, north onto N Hayes Ave,
Omaha Dept. - Roads
Phone: (402) 595-2534
(Off I-80, merge onto
Taylor Dept. - Roads
(Jct. Hwy. 1283 S. & Charles
A Voyager fuel card
is specifically assigned to each TSB vehicle. The vehicle license number will
be written on the reverse side of the card. It is mandatory that each
card is used only for its assigned vehicle.
APPROPRIATE CHARGES - Fuel, car washes (not to exceed $9.50 per month per vehicle) authorized service and repairs, may be charged on the Voyager card. Glass replacement and body shop repair work are not to be charged to Voyager cards.
INAPPROPRIATE CHARGES - Purchases of goods or services not related to the operation or maintenance of the assigned vehicle are prohibited. The leasing/renting agency will be responsible for all inappropriate charges made by their employees, agents or representatives.
UNAUTHORIZED CHARGES – Charges for unauthorized transactions will be billed back to the leasing/renting agency. Examples of unauthorized charges would be fuel purchases from commercial vendors in the Lincoln area, glass repair or replacement, bodywork, or repair or maintenance charges unapproved or in excess of $100 made without prior TSB Service Center approval, or car washes inconsistent with the TSB Car Wash Policy.
LOST OR STOLEN CARDS – Lost or stolen cards are to be reported to TSB immediately by calling 402-471-2897.
REPLACEMENT CARDS – Requests for replacement cards are to be submitted by agency vehicle coordinators via email, fax or in writing to Kim Frey, at Kim.Frey@nebraska.gov, fax 402-471-2999.
EMERGENCY CARDS - Temporary or “Emergency” cards are available for use while waiting to receive replacement cards. Requests for temporary or emergency cards are to be submitted by agency vehicle coordinators via phone, email, fax or in writing to Kim Frey, at Kim.Frey@nebraska.gov, fax 402-471-2999. These cards are authorized for fuel purchases only. Emergency cards are to be returned to TSB as soon as the permanent replacement cards are received by the vehicle coordinator.
SHOULD A VOYAGER CARD NOT WORK WHEN ATTEMPTING TO MAKE A PURCHASE:
1. Ask the vendor to manually enter the Voyager card number.
2. Call Voyager Fleet Assistance – The toll free number is 1-800-987-6591. (This number is also printed on the reverse side of the Voyager Card.)
3. Ask the vendor to direct bill the state and send the invoice to:
State of Nebraska
Transportation Services Bureau
P.O. Box 95025
Lincoln, NE 68509-5025
Be sure to have the vehicle license number noted on the invoice.
4. Pay for fuel and request reimbursement from your agency. Once the agency has processed your reimbursement request, TSB will reimburse the agency. Agencies will need to follow the reimbursement steps outlined in Section 10 of these Policies & Procedures.
Should the vendor have any questions or any of the abovementioned steps do not resolve the situation, please contact Kim Frey, at 402-471-2897, Monday – Friday, 8:00 AM – 5:00 PM, excluding holidays.
In the event an employee has to pay
out-of-pocket expenses for a TSB fleet vehicle, these steps should be followed:
· The employee incurring the expense should request reimbursement on an expense reimbursement document, following their agency guidelines. A copy of the expense reimbursement document may be found on State Accounting’s website: http://www.das.state.ne.us/accounting/forms/forms.htm
· The employee’s agency should create a voucher payable to the employee using an agency five digit business unit (fund number) and object code 132200; the voucher should be approved, pre-audited and posted.
· The same day the payable is posted, the agency should send an email to Kim Frey (Kim.Frey@nebraska.gov) with the words “TSB Expenses” in the subject line. The following three items of information should be scanned and attached to the email:
TSB will review the reimbursement request and, if approved, Administrative Services will process a reimbursement to the agency via a journal entry. Central Services will notify the requesting agency when the journal entry is completed.
When possible, service and repairs shall be done by TSB. During the warranty period, repair work will be completed by the manufacturer’s authorized dealer.
Major engine, transmission and power train services and repairs shall be completed by a manufacturer’s authorized dealer unless an exception is approved in advance by TSB.
All valid expenditures for service and repairs are chargeable to TSB. Invoices must identify the vehicle by license and/or equipment number. If the Voyager card assigned to the vehicle is used for these expenditures, the driver is to sign the invoice and note “Paid with Voyager Card” so it is clearly visible on the copy of the invoice.
REPLACEMENT TIRES shall be the same quality and size as those provided as original equipment.
If the vehicle breaks down and you need assistance, please follow the instructions noted in Section 13.
The State of Nebraska is exempt from all Federal sales and excise taxes. Vendors are to omit these taxes from the billings.
REQUIRED APPROVAL - All expenditures in excess of $100.00 must be approved in advance by the TSB Service Center, (402-471-2381) and assigned an authorization number to be noted on the invoice. Failure to obtain advance authorization may result in the leasing agency being billed for the service or repairs.
GOVERNMENT RATES AND DISCOUNTS - Manufacturer and fleet owner’s discounts, purchase contracts, net state price lists and certain vendors afford the state a price advantage. Vendors should be asked for best possible price for state government when arrangements for repairs are made.
LEASING/RENTING AGENCY RESPONSIBILITY - Storage, parking, service calls to repair or replace flat tires, and service calls for vehicles out of fuel or stuck in mud or snow, and service calls for battery failure due to driver neglect are the responsibility of the leasing/renting agency and will not be paid by TSB. Only those towing charges incurred as a result of mechanical failure or malfunctions are chargeable to TSB. Manufacturer’s authorized dealers assume the cost of tow charges for mechanical failures, which occur during the warranty period. Please refer to Section 13, Roadside Assistance.
State-owned vehicles shall be maintained and serviced in accordance with TSB Maintenance Service Intervals listed below. Monthly reports listing required maintenance work will be sent to vehicle coordinators via an automated email notification. It is the responsibility of the leasing agency to have required work performed upon receipt of this notification. If after repeated notifications to the leasing agency, appropriate scheduled preventive maintenance has not been performed, TSB will take steps to secure the vehicle from the leasing agency and complete the required maintenance. Should this action be required, no adjustments will be made in lease charges while the vehicle is unavailable for use. Loaner vehicles may or may not be provided at the discretion of TSB. If preventive maintenance work is performed in advance of TSB’s standard service intervals without a direct request from TSB Service Center or an explanation from the vendor, the charges may be billed back to the agency.
MAINTENANCE SERVICE INTERVALS:
4,000 miles or 4 months - change oil, filter, and lube chassis;
8,000 miles - rotate tires;
32,000 miles - change transmission fluid; change filter when applicable;
24,000 miles or two years - *replace spark plugs and fuel filter, *repack wheel bearings;
*If applicable, call the TSB Service Center, (402/471-2381). Many spark plugs today are made of platinum and do not require replacement until 100,000 miles. Wheel bearings in most cars are sealed and do not require a wheel bearing repack.
RECORDING MAINTENANCE WORK AND RECEIPTS – All maintenance work performed is to be recorded on the reverse side of the vehicle’s travel log. Receipts for maintenance work should be attached to the travel log. Receipts for fuel purchase are to be retained by the leasing agency and are not to be attached to the travel logs. All invoices for maintenance work should be attached to the vehicle log. Those invoices paid using the vehicle’s Voyager card should be marked “Paid with Voyager.”
TSB SERVICE CENTER - Vehicles assigned within Lancaster County are to have maintenance work performed at the TSB Service Center. Vehicles outside of Lancaster County are to have maintenance work performed at the TSB Service Center as trips to Lincoln permit. Appointments should be scheduled in advance by calling (402) 471-2381.
TSB reserves the right to request vehicles to have service or repair work done at the TSB Service Center.
In the event a driver of a TSB vehicle requires assistance due to a mechanical breakdown or failure, the following options are available:
Voyager Fleet Rescue will dispatch a towing service to the vehicle’s location.
Should a vehicle be inoperable due to accident damage or mechanical failure, have the vehicle towed to the nearest state yard. If none are in the vicinity, have the vehicle towed to the towing service office or to a service garage or repair shop. Notify the TSB Service Center immediately on the next business day with the location of the vehicle.
LEASING/RENTING AGENCY EXPENSES - Please note: charges for service calls for changing flat tires, vehicles out of fuel and vehicles stuck in the mud or snow are the responsibility of the leasing/renting agency. If Voyager Fleet Rescue is used for any of these conditions, the leasing/renting agency will be billed for all related expenses.
PLEASE NOTE: In the event a TSB vehicle is inoperable, the leasing/renting agency must secure alternate transportation for the driver/employee. Any expenses incurred are the responsibility of the agency.
WARRANTY CONSIDERATIONS – TSB purchases factory warranty and roadside assistance. During business hours, call TSB. After-hours, please call the appropriate manufacturer.
Ford Motor Company 1-800-241-3673
Daimler Chrysler 1-800-521-2779
General Motors/Chevrolet 1-800-243-8872
If it is uncertain as to whether or not the vehicle is still under warranty and it is after normal business hours contact Voyager Fleet Rescue.
Failure to follow the steps outlined above may result in the agency being billed back for the charges.
TSB has established the following policy related to car washes and related expenses:
One car wash, not to exceed $9.50 per month per vehicle, will be allowed each month. Any changes to the allowable amount will be posted to the Administrative Services, TSB web page.
Any car wash expenses in excess of the allowable monthly limit will be billed back to the agency.
A car wash shall be defined as “an external washing of the vehicle only”. Vacuum cleaning, detailing, shampooing, car waxes, etc. are not included and expenses for these will be billed back to the agency.
1. Stop the vehicle immediately and assess those involved for possible injuries.
2. Take steps to prevent further injuries or another accident at the scene.
3. Call 911 for any accident involving injuries.
4. Notify law enforcement (State Patrol, County Sheriff or local police.)
5. State your name, address, place of employment, name of your supervisor, and upon request, show your operator’s permit and vehicle registration card.
6. Complete the Standard State of Nebraska Motor Vehicle Accident Report at the scene. If conditions prevent this, make notes of the following:
a. Registration information for other vehicle(s) (owner’s name, tag number, and state, serial number, and expiration date);
b. Information on other driver (name, address, operator’s permit number, and expiration date);
c. Name and address of company insuring other vehicle(s);
and address of each person involved and extent of injury, if any;
e. General information; location, time, measurements, weather, damage, etc.
7. Notify your agency director, vehicle coordinator or appropriate agency representative in writing within 24 hours or by telephone if there is bodily injury.
8. If the vehicle is unsafe to operate, contact TSB (during working hours/days.) After normal work hours/days, please see Section 13, Roadside Assistance.
9. Complete the Risk Management Automobile Accident Report. Obtain two estimates of damage. Contact TSB for vendor locations.
10. Submit copies of all reports and data to TSB, Lincoln, Nebraska. Ask your supervisor to contact the state’s third party claim administrator, Administrative Services, Risk Management (402-471-2551) or, TSB (402-471-2897) by phone as soon as possible if injuries occur.
All forms to be completed are
available from Administrative Services, Risk Management via their website, http://das.nebraska.gov/risk/forms/vehicle_accident_report.pdf
, or via phone at (402) 471-2551.
NOTE: If you are injured, have the police notify your supervisor who will assume your responsibilities for reporting the accident.
It is the responsibility of the driver and leasing/renting agency to report all accidents to the proper authorities. Accident reports are to be submitted to TSB within two (2) business days of the accident. The Agency is to secure estimates for vehicle repairs from at least two (2) vendors and submit these to TSB within 10 days. The Vehicle Coordinator will be notified by the TSB Service Center contact of the appropriate vendor to use for repair work. The Agency is to provide a check for the deductible amount of $500 payable to the vendor performing the repair work, to the TSB Service Center contact. The Agency will then schedule the repair work and have the vehicle repaired within 30 days. Important: If the vehicle cannot be repaired within 30 days, please contact TSB immediately.
After all repair work has been completed, the final invoice is to be sent to the TSB Service Center contact for payment.
All drivers of motor vehicles involved in accidents exceeding $500 must also report the accident in writing to the Department of Roads within 10 days using the Highway Safety Accident Report form.
Bodily injury and property damage liability insurance is carried on all TSB vehicles. The policy provides coverage to protect the state and its authorized drivers. It applies only to third party bodily injury and property damage determined to have been caused by a state vehicle or its authorized driver.
The policy does not provide bodily injury coverage for passengers riding in a state-owned vehicle and property damage suffered by the state vehicle. Worker’s compensation provides bodily injury coverage for state employees classified as authorized drivers and passengers. Personal health insurance or other forms of employer-sponsored coverage apply to other than state employees authorized to drive or ride in state-owned vehicles as passengers when performing in an official capacity.
The personal liability of an authorized driver of a state-owned vehicle to their passengers while traveling in an official capacity will be limited by the “Guest Passenger Statute.” (Appendix C, §39-6, 191).
Liability insurance of the adverse driver in the third party accident in which they were determined to be at fault may apply to bodily injuries sustained by passengers riding in and property damage sustained by a state-owned vehicle.
DEDUCTIBLES - The leasing/renting agency is responsible for the $500.00 deductible required for each incident. If an agency leasing or renting a TSB vehicle is responsible for damage to another TSB vehicle, that agency will be responsible for paying both deductibles.
CLAIMS - Agency directors or their agents, shall administer all driver and
passenger personal injury claims against the state when accidents involve TSB
vehicles leased, rented or loaned to their agency.
GLASS REPLACEMENT – Administrative Services, Division of Risk Management does not provide coverage for glass claims. As a result, the leasing/renting agency is directly responsible for any glass repair or replacement costs for damages occurring while the vehicle is in its care. If glass replacement is necessary due to glass damage occurring in the course of a reportable accident, “act of God”, or vandalism, and the combined damages exceed $500, the leasing agency will be responsible for no more than the $500 deductible and the cost of the glass repair will be calculated into the final cost of the claim.
LOANER VEHICLES - TSB will NOT provide a loaner vehicle while TSB - owned vehicles are being repaired as a result of accidents or insurance claims. Temporary replacement vehicles may be rented from TSB Motor Pools. If the accident is the responsibility of a third party, then that insurance company can and should issue authorization to rent a temporary replacement vehicle. PLEASE NOTE: assigned Voyager cards cannot be used to obtain fuel in a rental vehicle.
Personal vehicles may be used for official state business with the approval of the agency director or authorized representative.
Only the expenses authorized by §81-1176, (Appendix A), will be reimbursable to state employees for use of privately owned vehicles when utilized for official state business. No expenses or allowances will be reimbursed for maintenance, insurance, depreciation, or other costs associated with the use of privately owned vehicles. The only reimbursable costs shall be parking fees and the mileage rates established by statute and TSB.
Actual expenses of vehicles leased or rented by state employees and used only for official state business will be reimbursed in accordance with policies of Administrative Services.
TSB vehicles may be used for out-of-state travel if approved at the agency level. The Voyager fuel card is accepted nationwide at most major service stations. A list of sites may be found at http://www.usbank.com/cgi_w/cfm/commercial_business/products_and_services/voyager_fleet_systems/acceptance_and_locations.cfm
Especially during the winter months, when travel under poor weather conditions can be difficult if not dangerous, it is important to be well informed of current weather and road conditions.
It is also advisable to take a cellular phone when traveling long distances or after hours, keeping in mind there are still areas of greater Nebraska where cellular phone service is limited.
NEBRASKA 511 or 800-525-5555
Colorado 511 303-639-1111
Wyoming 511 888-996-7623
Kansas 511 or 877-550-5368
Iowa 511 or (no listing)
South Dakota 511 or 866-697-3511
Minnesota 511 or 800-542-0220
Additional information for a specific site’s weather forecast along your route may be found at: http://safetravelusa.com
Effective March 01, 2005, agency requests for accommodations resulting from a driver’s documented special needs are to be submitted by the agency Vehicle Coordinator, in writing to the TSB Administrator.
Reasonable attempts will be made to satisfy these requests through assignment of existing fleet vehicles, approval of the installation of specialized equipment or, the review of requests for acquisition of agency-owned vehicles.
Please note, all costs related to the installation and removal of specialized equipment, modifications to TSB vehicles and the acquisition of agency-owned vehicles will be at the requesting agency’s expense. Permanent modification of TSB vehicles requires approval from the TSB Administrator.
Please contact TSB for more detailed information.
39-6, 191. Motor Vehicle owner or operator; liability to guest passenger; limitation. The owner or operator of a motor vehicle shall not be liable for any damages to any passenger or person related to such owner operator as spouse or within the second degree of consanguinity or affinity who is riding in such motor vehicle as a guest or by invitation and not for hire, unless such damage is caused by (1) the driver of such motor vehicle being under the influence of intoxicating liquor, or (2) the gross negligence of the owner or operator in the operation of such motor vehicle. For the purpose of this section, the term guest is hereby defined as being a person who accepts a ride in any motor vehicle without giving compensation therefore, but shall not be construed to apply to or include any such passenger in motor vehicle being demonstrated to such passenger as a prospective purchaser. Relationship by consanguinity or affinity within the second degree shall include parents, grandparents, children, grandchildren, and brothers and sisters. Should the marriage of the driver or owner be terminated by death or dissolution, the affinial relationship with the kindred of his or her spouse shall be deemed to continue.