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Home > Central Fleet Management > Permanent/Seasonal Lease Permanent/Seasonal Lease
LEASED VEHICLE GUIDE Revised 2/2008 INTRODUCTION The Central Fleet Management (CFM) Leased Vehicle Guide describes the CFM policies and procedures which should be followed by all agencies as they operate leased vehicles under Central Fleet. In addition to CFM policies and procedures, all drivers must follow State laws, Federal laws and State procedures including their own agencies policies and procedures. This manual is provided to lease customers so they will have a better understanding of the CFM leased vehicle program and can make the best and most economical use of its services. Our pledge is to serve your needs! Please let us know how we can be of service. Failure to follow Central Fleet Management policies may result in the driver/agency being billed for any expense resulting from noncompliance. In addition, violations of State or Federal law, negligent use of a CFM vehicle, unreported damage and damage caused by driving on unpaved roads will be reviewed and billed back to the using agency on the monthly lease bill. When a lease is issued, certain obligations and responsibilities are delegated to the operator(s). These are:
In addition, it is the responsibility of the operator to drive in a safe and prudent manner. Your safety is our primary concern. For other information pertaining to fleet vehicles call the appropriate number listed.
MAINTENANCE Augusta Area Vehicles: • Call CFM garage (287-3327) for an appointment. • If the CFM garage can not repair the vehicle within a reasonable time frame, call CFM at 287-5521 or 1-800-300-7013 for guidance. • Loaners are available to customers using the CFM Garage. There are a limited number of loaners and there is a minimal charge for loaner use. Customers should seek alternate transportation within their own agency before requesting a loaner vehicle. If a loaner is required, please contact the CFM Rental Office at 287-7113. Non-Augusta area vehicles: • Call CFM for guidance and information concerning maintenance, and contracts for services and supplies. • If the repair or item required for the vehicle is less than $75.00, prior approval or guidance from CFM is not required. ( See payment for services listed below ) • For maintenance that exceeds $75.00 call CFM at 287-5521 or 1-800-300-7013 for approval and an authorization number, before the repair is done. • Vehicles scheduled to have service, (cost to exceed $75.00) during non-business hours must have approval from CFM prior to having work completed. • Loaner/Rental vehicles may be available from some retail service facilities. The using agency is responsible for all costs associated with the use of another vehicle while their CFM leased vehicle is being repaired. The using agency should also check with Risk Management regarding insurance coverage for such use. • Payment for Services: CFM personnel are authorized to pay for services with a procurement card (credit card). The vendor must contact CFM to process any invoice for payment using the procurement card even if the repair is less than $75.00 . This is CFM's preferred method of payment. CFM will pay for repairs on an open charge account for invoices that can not be processed using the procurement card. • All invoices must have complete description of work completed, plate number, date of repair, mileage, authorization number (when required) and signature of driver. State sales tax is not to be included. • Invoices should be mailed to CFM immediately after the work has been completed either by the driver or the vendor. Confirm with vendor(s) as to who will send the invoice to CFM for payment. Invoices paid by the procurement card must have credit card receipt attached. • All invoices are to be billed to, and mailed to: State of Maine The driver/agency is responsible for:
EMERGENCY/NON BUSINESS HOURS REPAIRS CFM asks all drivers to use their best judgment in these situations. If the vehicle needs to be repaired during non business hours, an emergency repair may be completed to make the vehicle operable, safe, and to avoid further damage to the vehicle, in order that necessary travel may continue without unreasonable delay. The driver must notify CFM the next business day to report the emergency repair. PREVENTATIVE MAINTENANCE At each refuel: Check engine oil Monthly:
L.O.F. (lube, oil and filter change): The oil change interval is determined by CFM with input from the using agencies. Schedules vary between 3,000 and 6,000 miles depending on use and location of vehicle. Oil changes should be done once yearly if not driven the required number of miles. Rotate tires at each oil change. For vehicles with synthetic oil, consult with CFM for proper change interval and procedure. Transmission Service: Vehicles used in severe service such as; plowing, H/D towing or extensive off road 4X4 use should have a transmission service completed annually regardless of miles driven. At 40,000 Miles and at 80,000 Miles: Call CFM two weeks prior to 40,000 and 80,000 miles to get a check list for the Major Preventative Maintenance (MPM). CFM will review your maintenance history with you and send you or the maintenance facility a check list of the maintenance items that need to be checked or repaired on your vehicle. This service is very important to you and your vehicle. The service usually takes about one full day, so plan your vehicle use accordingly. The service can be done at CFM's shop or a vendor in your area. DO NOT PERFORM THIS SERVICE WITHOUT AUTHORIZATION. FUEL CARD USE The fuel card supplied by CFM is assigned to a specific vehicle and should only be used for that vehicle. The State vehicle plate number is located in the lower left corner of the fuel card. Agencies are responsible to have other credit cards available for all other purchases. Misuse of the fuel card, or failure to use the card as instructed, may result in your agency being charged an administrative fee to correct the improper use. The fuel card issued by CFM is for the purchase of fuel and other minor items required such as: quarts of oil, washer fluid, other vehicle fluids, vehicle washes, etc.. The card should not be used for repairs or other significant purchases unless it is an emergency. The driver must notify CFM the next business day to report the use of the credit card for emergency purchases. Refueling: Please confirm that the state fuel card is accepted before pumping fuel. CFM vehicles, equipped with gasoline engines, are designed to run on regular fuel (87 octane). Premium fuel is not required or cost effective. The fuel card is a Mastercard and is accepted in all 50 states, Canada and Mexico. Irving gas stations should be used wherever possible due to the discount given to the State of Maine. Fuel can also be purchased from any supplier that accepts Mastercard. The fuel card is not accepted at Maine DOT stations. Information required on the fuel receipt: All information on the slip, including driver's signature must be legible. The following items must be itemized on the fuel card slip: Fuel:
Miscellaneous items:
All quantities and prices must be itemized and totaled. State sales tax is not to be included. It is the driver's responsibility to insure that vendor includes the required information. Lost or damaged fuel cards: If a fuel card becomes lost or damaged it should be reported to CFM immediately. For replacement cards call CFM at 287-7013 or 1-800-300-7013, option 6. PERSONAL USE AND COMMUTING The use of State-owned vehicles for commuting, non-official travel or for personal purposes is prohibited, except as otherwise provided by law. Please refer to State laws, Federal laws, your bargaining contract and/or consult your agencies personnel office for the most current policies and procedures regarding personal use and commuting using State owned vehicles. The IRS requires that any such use be recorded at the time of use and reported yearly. Please contact the State Controller's Office for details regarding IRS reporting.
Employees using vehicles on official State business must obey all traffic laws and local parking ordinances. Any fines or penalties, including charges for towing, will be the responsibility of the driver/agency, and not CFM. Any accident/incident involving alcohol or illegal drugs may result in suspension from use of CFM vehicles. Any such accident/incident will be reported in writing to the employee's hiring authority.
All drivers and passengers of CFM leased vehicles should be aware of and follow the State of Maine Vehicle Smoking Policy . A copy is available from CFM if requested.
Due to possible health risks to the driver and passengers it is CFM policy that animals are not permitted in vehicles, unless;
Damage and/or cleaning required due to animals in the vehicle will be a 100% bill back to the agency. A copy of the complete policy regarding transportation of animals is available from CFM if requested. INSURANCE CARDS Each vehicle issued from CFM is issued with an insurance card. The insurance card is valid in the United States and Canada . REPORTING ACCIDENTS/INCIDENTS ALL DAMAGE MUST BE REPORTED. Each CFM vehicle should contain a yellow Accident/Incident Report. Follow the instructions provided on this form in the event of an accident or incident. If you need assistance or do not have a yellow report form, contact Risk Management Division at 207-287-3351 or 1-800-525-1252. Unreported damage may be billed back to the agency. TOWING Central Fleet Management will be responsible to pay for towing due to mechanical failure or accident. Use roadside assistance when applicable. Any towing charges incurred due to a vehicle getting stuck will be the responsibility of the agency. Towing charges due to parking violations will be the responsibility of the driver/agency. MONTHLY LEASE REPORTS Monthly lease reporting procedures will be set based on CFM and agency requirements. Agencies using the Central Fleet Management Monthly Mileage Report and Log Sheet should complete the report as detailed on the log sheet insert. Mileage reports are due by the 10th of each month for the previous months use. The standard procedure is to charge a $ 25.00 fee for late mileage reports. Reports must be submitted even if the vehicle is not used or being repaired at the time reports are due.
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