006.09.3. STATE VEHICLE FLEET MANAGEMENT GUIDE
AR ADC 006.09.3Arkansas Administrative Code
Ark. Admin. Code 006.09.3
006.09.3. STATE VEHICLE FLEET MANAGEMENT GUIDE
INTRODUCTION AND AUTHORITY
The purchase, utilization reporting and inventory management with regard to State owned motor vehicles is governed by ACA§ 22-8-101-210 and ACA§ 19-4-903, 19-4-905-907, and ACA§ 25-1-110. The Director of the Department of Finance and Administration (DFA Director) is the agent authorized to purchase new and used vehicles for all State agencies, boards, commissions, departments, and institutions of higher education, with a business area code of 0100 or greater. Such purchases shall be made from the Motor Vehicle Acquisition Revolving Fund (MMV Fund) which was established for the purpose of acquiring motor vehicles for the State. The amounts deposited into this fund include a portion of State general revenues as authorized by the Revenue Stabilization Law, amounts received upon the disposal of used vehicles and deposits or transfers of funds from benefiting agencies. The Department of Finance and Administration, Office of Information Services (DFA-OIS) administers this program for the Director. (ACA § 19-5-1002, ACA § 22-8-206 (a-c), ACA § 22-8-207.
ABOUT THE GUIDE
This Guide is published and maintained on the Department of Finance and Administration, Office of Information Services web site at http://www.state.ar.us/dfa/info_svcs/index.html. It is also available in “Hard Copy” by contacting the Office of Information Services. The format of the Guide, to the extent possible, is: law, followed by policy (regulation).
A composite of Arkansas Laws which have a direct impact on State Vehicle Fleet management appears in the form of Arkansas Code. The numbering system used is keyed to the numbering of the Arkansas Code of 1987 Annotated. The title, chapter, subchapter and section of the code references are contained within the number. Thus, in the designation “19-4-905,” the “19” indicates the provision is in Title 19, the “4” indicates chapter 4 and the “9” in 905 means sub-chapter 9, with the “05” indicating the fifth section of the sub-chapter. Following the printed code, or excerpts of the code (excerpts include quotation marks at the beginning and end of the excerpts, preceded by the words “Arkansas law States :”) will be policies (regulations) and/or procedures.
At the beginning of the code, the code number appears-example: ACA§ 19-4-905.
At the beginning of a policy (regulation) (R), the number of the policy (regulation), numbered in sequence, identifies the code it accompanies-example: R1 19-4-905.
All appendices are identified in the text of the Guide and linked to the documents electronically to allow for easy access.
Contacts
Frequently asked questions (FAQs)
The purpose of the appendices is to provide up to date material that is subject to frequent change. This will permit the ability to change (update) forms and processes to conform to changes in the State Accounting System without making policy changes. The text of polices (regulations) and procedures appears in bold print and italics. In addition, at the end of each code section, is the history of the code which provides a reference to the original act and any subsequent statutory changes.
VEHICLE REGISTRATION AND IDENTIFICATION
(b) The Chief Fiscal Officer of the State shall provide a special license plate suitable for all state-owned motor vehicles and shall establish procedures for the purpose of supplying information on all state-owned motor vehicles, both those which are purchased and those which are sold, traded in, or otherwise disposed of.
History. Acts 1973, No. 876, § 16; A.S.A. 1947, § 13-342.
http://www.state.ar.us/dfa/motorvehicle/special_tags/index.html
This hyperlink will provide the above mentioned license plates.
All State agencies will provide the Department of Finance and Administration an updated list of vehicles owned by the State agency. The Office of State Procurement, Marketing and Redistribution Section, is responsible for notifying the Department of Finance and Administration of vehicles sold for all non-Executive Branch, Legislative Branch or Judicial Branches of State Government.
This hyperlink will provide a copy of GPD-3. Waivers may be obtained by submitting a written request for exemptions to the DFA - Office of Information Services.
A. Each state vehicle will contain a log that is maintained each time the vehicle is driven. The log should contain the following information: The driver's name, beginning and ending mileage, number of gallons and cost of fuel purchased, the cost and a description of any maintenance/ repairs, and remarks concerning any problems encountered with the vehicle.
F. Accidents must be reported to the driver's supervisor and the insurance carrier/designated risk management representative; whichever is appropriate for state vehicle insurance within 24 hours of the occurrence, or by the following business day. The supervisor shall comply with the procedures and reporting requirements of the Motor Vehicle Policies issued by the Office of Administrative Services of the Department of Finance and Administration.
J. All policies, records, reports and procedures Issued by the Department of Finance and Administration regarding use of vehicles allowed under the Governor's Policy Directive # 3 shall be strictly complied with. Any exceptions to the use of state owned vehicles shall be in compliance with the Governor's Policy Directive #3 regarding the use of state vehicles.
MOTOR VEHICLE RESTRICTIONS AND AUTHORIZATIONS
ACA§ 19-4-906 States:
“(a) None of the funds appropriated for the various state agencies, authorities, boards, commissions, departments, and institutions of higher education listed below shall be used to purchase, lease for over thirty (30) days, operate, repair, or provide services for more than the maximum number of passenger motor vehicles as set out in this section, except in an emergency as proclaimed by the Governor. Passenger motor vehicles are defined as those licensed for highway use, including, but not limited to, automobiles, trucks, and vans. Mileage reimbursement for employees' utilization of their personal automobiles shall not be deemed to be included in this restriction.
PLEASE NOTE: Go to http://170.94.58.9/NXT/gateway.dll?f =templates&fn=default.htm&vid=blr:code to view complete code and list.
(b) The General Assembly recognizes that, in some cases, motor vehicles are donated to educational institutions and agencies primarily for use in automotive repair and maintenance courses and in instructional programs for truck operators and that such vehicles are not normally used for other purposes by the institutions and agencies and should not be included in the maximum number of authorized passenger vehicles prescribed for such institutions and agencies in this section.
Therefore, motor vehicles donated to educational institutions and agencies primarily for use in programs of instruction in automotive maintenance and repair, in operator training, and in related instructional programs shall not be included for the purpose of determining the number of vehicles authorized for any such institutions or agencies. The provisions of this section shall not be applicable to these vehicles.
The Chief Fiscal Officer of the State may direct all state agencies to maintain records with respect to all state-owned motor vehicles and may require that the agencies file reports on the vehicles covering the operating costs thereof.
History. Acts 1973, No. 876, § 16; A.S.A. 1947, § 13-342.
To facilitate the reporting of such information, the following reports shall be filed periodically with DFA-OIS: (ACA § 19-4-907, ACA § 22-8-209, ACA § 25-1-110)
R1-19-4-907, Vehicle Usage Reporting
MV-1 The Personal Mileage Reimbursement (MV-1) Form created to assist agencies with the reporting of mileage reimbursement (monthly) for personal auto use on the MV-3 Form. The MV-1 Form is not required to be submitted to DFA-OIS (quarterly).
MV-2 The Individual State Vehicle Report (MV-2) Form is a Monthly report required for each motor vehicle an agency owns or operates. The form provides information on the operation of vehicles. Copies of the forms are submitted to DFA-OIS by June 30th annually each year for the period of April 1st of the preceding calendar year through March 31st of the current calendar year, on all 1982 and newer models. For this purpose only, these forms need not be submitted on emergency/law enforcement vehicles. This submission is commonly referred to as the Annual Fleet-Wide Submission.
MV-3 The Quarterly Vehicle Report (MV-3) Form is used to report overall motor vehicle cost including, mileage reimbursement. The form is required to be completed by each agency with a Business Area Code of 0100 or greater which owns/operates motor vehicles and/or reimburses employees/individuals for personal vehicle use while conducting official State business.
The form shall be submitted no later than the last day of the second month following the reporting period, i.e., the July-September Report is due no later than November 30th. Agencies that do not own/operate motor vehicles and/or reimburse employees/individuals for personal vehicle use will submit this report as a “no activity” report each July and will be exempt from further submissions during the fiscal year, if their status remains unchanged.
MV-4 The State Vehicle Mileage Reimbursement (MV-4) Form is required quarterly from agencies with a Business Area Code of 0100 or greater to report reimbursements made by employees for mileage. Each agency which employs personnel that utilize State owned vehicles in commuting to and from their Official Station, regardless of whether or not reimbursements have been made, shall submit this report quarterly no later than the last day of the second month following the reporting period, i.e., July-September Report is due no later than November 30th. Reimbursement is required only if the one-way mileage between home and office exceeds 10 and the employee is “authorized” rather than officially “required” by the agency to commute. However, all employees who commute must be listed regardless of mileage or commuting status (authorized/required). Agencies with employees who are “officially” required to commute in State owned vehicles will enter a check in the “REQ” column of the MV-4 Form following the names of the applicable employees. Agencies that do not have employees that utilize State owned vehicles in commuting will submit this report as a no activity report each July and will be exempt from further submissions during the fiscal year, if their status remains unchanged. Refer also to ACA§ 19-4-903 for more information regarding personal use of State vehicles.
Reimbursement for the Use of State-Owned or Leased Motor Vehicles for Transportation To and/or From an Employee's Residence - ACA § 19-4-903 (b) (2) (A) states “ any employee of the State of Arkansas, who utilizes, but whose job does not require the employee to utilize, a State-owned motor vehicle for transportation to or from his permanent residence from or to his official station on a daily basis shall reimburse the fund from which the operating expenses of the motor vehicle are paid at the rate of $0.15 cents per mile for each mile or portion thereof in excess of ten (10) miles each way provided that all State-owned or leased vehicles shall be for official business use only.
The administrative head of each State agency, board, commission, department, and institution shall be responsible for determining which of their employees utilize a State-owned or leased vehicle for transportation to and/or from their permanent residence to their official place of duty that exceed the distance of ten (10) miles each way by the shortest route. A permanent record of such employees shall be established in each agency containing the following:
Each agency will establish a system of billing employees for reimbursements required and receipting for payments received from the employees. All reimbursements collected will be deposited promptly, (at least monthly), to the general ledger account from which the operating expense of the particular motor vehicle is paid by the agency.”
Each State agency, board, commission, department, and institution shall be responsible for maintaining records prescribed herein and copies of transactions concerning mileage reimbursement for audit purposes.
MOTOR VEHICLE REVOLVING FUND (MMV)
History. Acts 1973, No. 750, § 7; 1985, No. 888, § 9; A.S.A. 1947, § 13-523.
The DFA Director is the agent authorized to purchase new and used vehicles for all “non-exempt” State agencies, boards, commissions, departments, and institutions of higher education (agencies). Such purchases shall be made from the Motor Vehicle Acquisition Revolving Fund (MMV Fund) which was established for the purpose of acquiring motor vehicles for the state. The amounts deposited into this fund include a portion of State general revenues as authorized by the Revenue Stabilization Law, amounts received upon the disposal of used vehicles and deposits or transfers from benefiting agencies. (ACA § 19-5-1002, ACA § 22-8-206 (a-c), ACA § 22-8-207)
When a vehicle, belonging to a non-exempt agency, is sold by M&R, the funds received for that sale are deposited into the Revolving Account and not the specific agency account.
EXCEPTIONS:
When the vehicle being sold is one ton or larger, (12 or 15 passenger vans, semi tractor trucks, etc), the proceeds received from the sale of that vehicle is returned to the agency.)
If a vehicle is purchased or supported by a State or federal grant which requires the proceeds of such sale to revert back to the owning agency, proceeds received from that sale are returned to the agency ONLY after proper documentation is received by M&R from the owning agency.
If a vehicle less than one ton in size is declared a “total loss” as the result of an accident or other form of damage, the proceeds received from the insurance company will be deposited into the owning agency's individual MMV account.
The funds received will be used to replace the vehicle totaled in the accident. If the proceeds amount is greater than the cost of the replacement vehicle, the MMV Revolving Fund will absorb the remainder of the proceeds.
(a)(1) In order that a complete inventory of all state-owned motor vehicles is maintained, every state agency, including the Arkansas State Highway and Transportation Department, the Arkansas State Game and Fish Commission, the Department of Arkansas State Police, the National Guard, and all constitutional offices shall annually register each motor vehicle owned by the State of Arkansas with the Director of the Department of Finance and Administration in a manner prescribed by the director.
DFA - OIS maintains an inventory of all State owned and operated motor vehicles. To ensure the accuracy of State agency vehicle inventory data, copies of the Inventory are distributed to each Constitutional agency semi-annually, in January and July of each year, by DFA - OIS. These offices will verify their Inventory by marking any changes, additions, or deletions on the inventory data sheet submitted to the agency, signing the inventory data sheet to certify verification and returning it to DFA-OIS before the last day of the month following the month of inventory generation, August and February, respectively. All other agencies are to keep their inventories up to date, at all times, on the new State Agency Vehicle Application (SAVA). (ACA § 19-4-907)
LEASING AND RENTING OF VEHICLES
(b)(1) Before any state agency shall lease any motor vehicle or renew any existing lease for a motor vehicle, the agency shall submit a written request to the State Procurement Director identifying the motor vehicles sought to be leased by the agency and all facts and circumstances the director may request to enable him to determine the economics, need, and feasibility of leasing the motor vehicle.
(2) Upon receipt, the director shall review the request to lease the motor vehicle, and if he or she determines that the lease is in the best interest of the State of Arkansas and that the agency has adequate funds to pay the lease, he or she may approve the request but only if he or she has first received the approval of the Legislative Council.
(4) In emergency situations, the director may approve a temporary lease of a motor vehicle, not to exceed thirty (30) days, but only if he or she has sought the advice of the chair of the Legislative Council and scheduled the temporary lease of a motor vehicle for consideration at the next meeting of the Legislative Council.
History. Acts 1977, No. 455, § 3; A.S.A. 1947, § 14-526; Acts 2001, No. 588, § 1.
Executive branch agencies will continue to submit State Vehicle Requests to the DFA Office of Information Services (OIS) as outlined in the Arkansas State Vehicle Fleet Management Guide http://www.accessarkansas.org/dfa/ois/ois_vehicle.html When the request involves a lease, the “lease justification letter” addressed to the State Procurement Director will also be submitted with the vehicle request to OIS. If the vehicle request is tentatively approved by OIS, a copy of the request and the requesting agency's “lease justification letter” will be forwarded to the Office of State Procurement (OSP). The State Procurement Director will evaluate and process the lease request in accordance with the State Procurement Law and ACA 22-8-102. If the lease is approved by the Legislative Council and the State Procurement Director, OSP will notify OIS and the State Vehicle Request will be given final approval and processed. A State Vehicle Request involving a lease cannot receive final approval until the lease itself has been reviewed and approved.
The cost of both physical damage and liability insurance purchased in conjunction with the rental of a vehicle from a vehicle rental company may be paid where the vehicle rental is billed direct to and in the name of the agency, charged on the Agency Travel Card or paid by the traveler and claimed as a reimbursable expense on his/her Travel Reimbursement Request TR-1 form.
Any department head or employee of the State of Arkansas failing or refusing to carry out the provisions of ACA§§ 22-8-101 and 22-8-102 shall be deemed guilty of a Class B misdemeanor and upon conviction shall be punished in the manner provided by law.
History. Acts 1977, No. 455, § 4; A.S.A. 1947, § 14-527.
(a) It shall be unlawful for any state or county employee, who is employed by the Arkansas State Highway and Transportation Department or by a county highway department, county judge, or road commissioner to use trucks and automobiles that belong to the state or county for any purpose other than performing actual service for the state or county.
History. Acts 1941, No. 318, §§ 1, 2; A.S.A. 1947, §§ 14-501, 14-502.
ACQUISITION CRITERIA AND PROCESS
This subchapter may be known as the “Automobile and Pickup Truck Acquisition Act for the State of Arkansas”.
History. Acts 1983, No. 493, § 1; A.S.A. 1947, § 14-528.
The purpose of this subchapter is to establish procedures for the acquisition, disposal, and reassignment by the Department of Finance and Administration of automobiles and pickup trucks, as defined in § 22-8-203, to be acquired, owned, or otherwise disposed of by certain state agencies, boards, commissions, departments, and institutions of higher education.
History. Acts 1983, No. 493, § 2; A.S.A. 1947, § 14-529.
As used in this subchapter, unless the context otherwise requires:
(2) “Pickup truck” means a motorized vehicle equipped with pneumatic tires which are regularly and commonly rated as having a load capacity not exceeding three-fourths (3/4) ton, as recognized by the Revenue Division, Department of Finance and Administration, for licensing purposes for trucks and trailers, as established in § 27-14-601(a)(3)(A);
History. Acts 1983, No. 493, § 3; A.S.A. 1947, § 14-530.
This subchapter shall not apply to the elected constitutional officers of the state, to the moneys appropriated by the General Assembly for financing the statutory responsibilities of these officers, to the Arkansas State Highway and Transportation Department, nor to any local political subdivision. History. Acts 1983, No. 493, § 4; A.S.A. 1947, § 14-531.
Elected constitutional officers, the Arkansas State Highway and Transportation Department and agencies with Business Area Code of 0100 and greater which derive no financial support from general revenues are exempt from acquisition regulation requirements as required by the Automobile and Pickup Truck Acquisition Act of the State of Arkansas (the priority listing) and are defined as “Exempt” agencies. All other agencies are considered non-exempt agencies. (ACA § 22-8-203, ACA § 22-8-204)
(c) The Director of the Department of Finance and Administration, through its Marketing and Redistribution Section, shall have the authority to reassign a vehicle from a state agency to another state agency based upon need, age, condition, utilization, and justification but not to decrease a state agency's actual number of vehicles owned.
(d) The Director of the Department of Finance and Administration shall review the schedule of prioritized ranking for acquiring vehicles, and he shall have the authority to make changes, as he deems necessary, to the priority listing. He shall then forward the priority listing to the Governor for his approval or modification.
(e) Upon securing the Governor's approved priority listing for acquisition of motorized vehicles, the Director of the Department of Finance and Administration shall then proceed to acquire the vehicles, and he shall ensure that the replaced vehicle is transferred to the Marketing and Redistribution Section of the Department of Finance and Administration within thirty (30) days for disposal.
History. Acts 1983, No. 493, § 5; A.S.A. 1947, § 14-532.
STATE VEHICLE REQUEST FORM
R1-22-8-205 Each non-exempt agency requesting State vehicle replacements or fleet additions shall submit a completed State Vehicle Request Form which lists all requests to be considered during the fiscal year. The-State Vehicle Request Form, for vehicles to be considered under the priority listing, shall be submitted to DFA-OIS before July 31st of each fiscal year. Submissions received after this date cannot be considered for the priority replacement listing. When requesting a replacement, the agency must have appropriately filed all required vehicles reports.
PLEASE NOTE: This form must be submitted, whether or not vehicles are being requested. If no vehicles are requested, e-mail the State Vehicle Administrator @ [email protected].
This form is completed by non-exempt state agencies only. No vehicles, one ton or larger may be purchased using the prioritized process.
DFA-OIS uses the State Vehicle Request Forms, (only those requests marked for MMV funding consideration), to prepare a prioritized ranking of requests. For the requests to be included in the ranking, the agency shall have kept their vehicle inventory and all other required reports updated on the State Agency Vehicle Application (SAVA) System, and not have exceeded the maximum number of vehicles authorized by law for their agency.
A prioritized list of vehicles will be developed based on; the age of the vehicle(s) to be replaced, actual and projected mileage of the vehicle(s) to be replaced, historical repair costs of the vehicle(s) to be replaced, number and average age of each State agency's fleet of vehicles, and the condition of the State agency's fleet (cost of maintenance). The reassignment of vehicles between State agencies based upon need, age, condition, utilization and justification may be included in the priority listing.
The DFA Director shall make any changes deemed necessary to the prioritized list. After receiving the Governor's approval of the list, the DFA Director shall purchase vehicles. This may be accomplished by purchasing new or used vehicles, or by the transferring of vehicles currently held by Office of State Procurement- Marketing and Redistribution Section (M&R). (ACA § 22-8-205)
After the “Act 493” prioritized list has been approved, agencies receiving “Act 493 prioritized” vehicles, except Institutions of Higher Education, will provide the following information to the DFA-Office of Information Services (DFA-OIS):
Asset shell number created by the agency requesting the vehicle,
Cost Center, (should be the same as given for the fund transfer & PO Info)
Agency Business Area,
Functional Area,
Fund and Fund Center, and
WBS Element and/or Internal Orders, (if required).
Appropriation will be transferred to the requesting agency account using the codes provided above.
Internal Purchase Requisition will be processed by DFA-OIS and the Purchase Order will be processed by the DFA-Office of Administrative Services, Purchasing and Asset Management Section, (DFA-OAS-PAM).
AGENCIES REQUESTING VEHICLES WILL NOT PRINT PURCHASE ORDER FROM AASIS. REQUESTING AGENCY AND VENDOR WILL BE PROVIDED COPIES OF THE DOCUMENTS BY DFA-OAS-PAM.
After confirmation of receipt of vehicle and invoice, DFA-OAS FA will transfer funds to the requesting agency account, and payment will be made to the vendor, on behalf of the agency, by DFA-OAS-FA.
R3-22-8-205 Within 30 days of an agency's receipt of the vehicles purchased, the receiving agency will deliver the replaced vehicle to M&R. Substitutions for vehicles scheduled to be delivered to M&R may not be made without prior approval from DFA-OIS. When a vehicle that is due to be turned in to M&R, because it has been replaced by a new vehicle from the “Prioritized List”, is retained and another substituted in it's place, the retained vehicle cannot be requested to be replaced from the “List” until the second annual cycle following the substitution(ACA § 22-8-205(e)).
EXAMPLE: Vehicles substituted on the FY 2003 list cannot be requested as a “replacement” on “the list” until FY 2005.
Within 30 days of receipt of the new vehicle, agencies with Business Areas of 0100 or greater, will enter the new vehicle, into the SAVA System
PURCHASE OF VEHICLES PROCESS
(b) There is created and established upon the financial records of the Department of Finance and Administration, the Treasurer of State, and the Auditor of State a fund to be known as the “Motor Vehicle Acquisition Revolving Fund”, which shall be used for the purpose of acquiring motor vehicles as authorized by this subchapter.
(d)(1) In the event that the director determines that any state agency, as defined by § 22-8-203(4), has sufficient funding from sources other than general revenues that may be used to purchase vehicles requested by the agency, he or she shall transfer on his or her books and on the books of the Auditor of State and the Treasurer of State an amount equal to the price of the vehicles from the fund from which the funding is available to the Motor Vehicle Acquisition Revolving Fund.
(f) The Department of Health and Human Services is hereby exempt from this section insofar as federal funds and state general revenues necessary to match the federal funds may be transferred to the Motor Vehicle Acquisition Revolving Fund when the Director of the Department of Finance and Administration has determined that the Department of Health and Human Services has sufficient funding that may be used to purchase requested vehicles.
History. Acts 1983, No. 493, §§ 6, 8, 10-12; A.S.A. 1947, §§ 14-533, 14-535, 14-537 - 14-539; Acts 1989 (1st Ex. Sess.), No. 68, § 23; 2003, No. 656, § 9; 2005, No. 1180, § 1.
STATE VEHICLE REQUEST FORM
Any agency, with a Business Area Code of 0100 or greater, planning to acquire a vehicle, shall request purchase or lease of the vehicle(s) by submitting a State Vehicle Request Form. The original form, with authorized signature, shall be submitted on the vehicle to be replaced. MV 2 information covering the preceding twelve months must be entered into the SAVA System. If the State Vehicle Request Form is requesting a fleet addition, the MV 2 information covering the preceding twelve months must be entered into the SAVA System on all agency vehicles.
EXCEPTION: If the State Vehicle Request Form is for the purchase of a vehicle, one-ton or larger in size, the original, approved State Vehicle Request Form will be returned to the requesting agency as documentation of approval. The requesting agency shall submit the State Vehicle Request Form to the Office of State Procurement.
If the State Vehicle Request Form is for the purchase of a vehicle using agency non-general revenue funds, upon approval of the-State Vehicle Request Form, the head of the agency shall request the DFA - Director to transfer an amount equal to the vehicle purchase price from the fund containing the available agency funds to the MMV Fund. The available funds must be held in the Treasury. The head of the agency, or their designated representative, shall issue a letter authorizing DFA to transfer these funds and the transferred funds will be deposited in the MMV Fund. Upon receipt of the funds, the DFA-OIS shall purchase the requested vehicle. (ACA § 22-8-206(d)
PLEASE NOTE: State agencies with Agency Business Codes of 0100 or greater will complete and submit a State Vehicle Request Form for the purchase or lease of any automobile, pickup truck, or vehicle, regardless of size of the vehicle requested. All acquisitions of vehicle(s) are accomplished by using this form.
EXCEPTION: Exempt Agencies will have the original State Vehicle Request Form returned to them, and the agency will initiate the purchase of the vehicle approved on the form. The Office of State Procurement should be contacted in regard to the necessary steps to ensure the procurement of the vehicle.
Proceeds from the sale or disposal of motor vehicles shall be deposited to the credit of the MMV Fund. Insurance proceeds, resulting from the disposition of wrecked vehicle(s), will be deposited into the MMV Fund and credited to the appropriate agency for use in acquiring a replacement vehicle. (ACA § 22-8-208, ACA § 22-8-206 (c) (1) (b))
The funds must be held in the State Treasury, the affected agency shall issue a letter authorizing DFA to transfer the funds in to the MMV Fund.
The Director of the Department of Finance and Administration shall have the authority to purchase new or used vehicles from qualified vendors in accordance with the Arkansas Procurement Law, § 19-11-201 et seq.
History. Acts 1983, No. 493, § 9; A.S.A. 1947, § 14-536.
Visit the Office of State Procurement web site http://www.state.ar.us/dfa/purchasing/index.html for information.
Vehicles acquired or assigned under the provisions of this subchapter shall be the property of the state agency to which the vehicle is assigned, and legal title to the vehicle is to rest with the agency.
History. Acts 1983, No. 493, § 7; A.S.A 1947, § 14-534.
The agency receiving the vehicle should confirm receipt of the vehicle and related invoice with the DFA-OAS. After receiving such confirmation, funds will be transferred to the requesting agency account and the payment to the vendor will be processed. Vehicles acquired through the MMV Fund become the property of the agency to which they are assigned.
The Director of the Department of Finance and Administration, through his disbursing officer, is authorized to promulgate such rules and regulations as deemed necessary to implement the provisions and intent of this subchapter.
History. Acts 1983, No. 493, § 13; A.S.A 1947, § 14-540.
ACQUISITION REGULATIONS
Vehicles may be replaced or additions to an agency's fleet may be made only if one of the following guidelines is met:.
Vehicles are eligible for replacement if they meet one of the following replacement criteria:
• The vehicle has 75,000 or more miles
• The vehicle is at least 5 years old, or
• The vehicle has a documented need for repairs exceeding 50% of its NADA wholesale (trade-in) value.
The minimum anticipated annual mileage for the replacement automobile is 12,000 miles. The size of vehicles requested, to replace existing vehicles, shall be no larger than the vehicle to be replaced, unless the request is accompanied by adequate justification to up-size based on the same size criteria outlined under additions to fleet.
EXCEPTION: A vehicle may be purchased using federal funds and be exempt from the preceding regulation, ONLY if no State funds will be used in any way to support or maintain this vehicle. (this includes, but is not limited to license fees, gasoline, insurance, etc.)
Governor's Policy Directive #3 (GPD-3) may be viewed at : http://www.arkansas.gov/governor/policy_directives/policy_gpd3.html
After a vehicle acquisition is approved, AASIS participating or service bureau agencies to receive vehicles will provide the following information to the (DFA-OIS):
• The asset shell number created by the agency requesting the vehicle,
• Cost Center,(should be the same as given for the fund transfer & PO Info)
• Agency Business Area,
• Functional Area,
• Fund and Fund Center, and
• WBS Element and/or Internal Order, (if required).
If the purchase is not from the prioritized ranking process, the agency shall remit funds to DFA-OIS at this time. Only non-general revenue funds may be used by an agency, other than DFA, to purchase vehicles less than one ton in size. If possible, the funds should be remitted through a fund transfer. No warrants will be accepted from “AASIS participating” agencies. Payment for a vehicle shall not be funded from multiple sources.
EXCEPTION: Checks/warrants will be accepted from “Reporting agencies” ONLY. Institutions of higher education See Page 5 of the “Quick Reference Guide” for procurement of vehicle(s).
After all above applicable items have been received by Department of Finance and Administration - Office of Administrative Services -DFA-OIS, the Fiscal Accounting Section will transfer the appropriation to the agency that will receive the vehicle using the codes provided above.
The Purchase Requisition for all vehicles will be processed by DFA-OIS. The related Purchase Order will be processed by the Department of Finance and Administration - Office of Administrative Services - Purchasing and Asset Management Section. The agency to receive the vehicle will be provided copy(s) of the Purchase Order(s). After approval of the State Vehicle Request_Form, requesting state agency will provide, in writing, to DFA-Office of Information Services, the DFA-Office of Administrative Services-Fiscal Accounting Section (DFA-OAS-FA) will transfer appropriation to the agency requesting the vehicle using the codes provided above. This transfer will be completed following receipt of the requesting agency's funds.
Internal Purchase Requisition will be processed by DFA-OIS and the Purchase Order will be processed by the DFA-Office of Administrative Services- Purchasing and Asset Management Section, (DFA-OAS-PAM).
AGENCIES REQUESTING VEHICLES WILL NOT PRINT THE PURCHASE ORDER FROM AASIS. REQUESTING AGENCY AND VENDOR WILL BE PROVIDED COPIES OF THE DOCUMENTS BY DFA-OAS-PAM.
INSTITUTIONS OF HIGHER EDUCATION - ONLY
After approval of the State Vehicle Request Form funds will be requested by DFA-Office of Information Services, (DFA-OIS).
PLEASE NOTE: Only non-general revenue funds may be used to purchase vehicles less than one ton in size.
Funds will be held by the DFA-Office of Administrative Services, Fiscal Accounting Section (DFA-OAS-FA). After confirmation of receipt of vehicle and invoice, DFA-OAS-FA will transfer funds into General Ledger Account, and payment will be made to the vendor.
Internal Purchase Requisition will be processed by DFA-OIS and the Purchase Order will be processed by the DFA-Office of Administrative Services, Purchasing and Asset Management Section, (DFA-OAS-PAM).
After confirmation of receipt of vehicle and invoice, DFA-OAS FA will make payment to the vendor on behalf of the requesting agency.
Requesting agency will be provided copy(s) of the Purchase Order(s).
STATE VEHICLE REPLACEMENT REQUEST
Complete the request form and ensure the corresponding MV2 information for the vehicle you wish to replace has been entered into the SAVA System. The information should cover at least the most recent a 12-month period.) Use the appropriate code for the type of vehicle requested. (These codes can be found on the current state contract for vehicles.) http://www.state.ar.us/dfa/purchasing/contracts.html#Veh
If any available options are requested, please list them on the form. Upgrades in vehicle type should be justified by attaching to the form the proper documentation supporting the upgrade. Provide the replacement vehicle information in the appropriate space on the State Vehicle Request Form. The vehicle being replaced is due to DFA-Marketing and Redistribution Section no later than 30 days after receipt of the new vehicle.
If the replacement request is approved, the Department of Finance and Administration, Office of Information Services, will notify the requesting agency of the approval. The agency shall at this time provide the Department of Finance and Administration, Office of Information Services, proper funding for the procurement of the vehicle, (if the vehicle is less than one ton in size), color selections, exterior and interior, a contact and phone number for the delivery of the vehicle; and, a delivery address for the vehicle. (Post Office Boxes are not acceptable for delivery addresses. Please provide a physical address for the delivery address.) Any substitutions for vehicles due to M&R must be approved by DFA PRIOR to turning in a vehicle due against a replacement request. When a vehicle, that is due to be turned in to M&R because it has been replaced by a new vehicle from the “Prioritized List”, is retained and another substituted in it's place, the retained vehicle cannot be requested to be replaced from the “List” until the second annual cycle following the substitution.
PLEASE NOTE: Substitutions approved against agency funded request are not required to wait.
Appropriations may be transferred from the MMV Fund to the State agency for such purposes upon the approval of the DFA Director. Additionally, the DFA Director shall have the authority to transfer the appropriations from the Property Sale Holding Appropriation or the budget classification provided by the General Assembly for the purchase of automobiles to the MMV Fund, after receiving an opinion from the Legislative Council. All deposits and transfers to the MMV Fund, other than general revenues pursuant to the Revenue Stabilization Law, shall be recorded as nonrevenue receipt. (ACA § 22-8-206 (d-f))
Agencies should submit documentation when changing vehicle replacement types. (Example: If an agency has a 1/2 ton pickup truck and the agency requests a 3/4 ton pickup truck, the requesting agency must attach appropriate justification why the larger vehicle is needed. Agencies should be prepared to submit justification for any upgrades.)
The Internal Purchase Requisition and Purchase Order for the above vehicle(s) will be processed by the DFA-Office of Information Services and DFA-Office of Administrative Services.
Vehicles, less than one ton in size, may not be purchased with general revenue funds. Other funding sources shall be used by agencies to purchase vehicles less than one ton in size.
Agencies requesting vehicle(s) shall first complete a STATE VEHICLE REQUEST. After approval of the form, the agency shall either issue a check to the MMV Fund, or designate in writing, the funding source from which the funds will be transferred to allow the procurement of the vehicle.
At this time, the agency requesting the vehicle should provide the Department of Finance and Administration, Office of Information Services, color selections, exterior and interior, a contact and phone number for the delivery of the vehicle; and, a delivery address for the vehicle. (Post Office Boxes are not acceptable for delivery addresses. Please provide a physical address for the delivery address.)
Fleet additions will be made only if the average miles of agency fleet automobiles are greater than 12,000 miles and there is extensive justification to clearly prove the need for an additional vehicle. In no case can the total number of vehicles exceed the maximum number authorized by ACA § 19-4-906.
An agency may not exceed the maximum number of vehicles authorized. If an agency has reached their maximum number of vehicles authorized, an addition to fleet cannot be processed until the agency's fleet cap has been increased to encompass the addition to fleet. The addition to the fleet cap will be properly processed only after a fleet utilization has been completed and the proper documentation, supporting the addition to fleet has been received.
If the fleet cap is increased, DFA-OIS will process the State Vehicle Request Form for approval/disapproval. If approval is granted, the agency shall at this time provide DFA-OIS proper funding information for the procurement of the vehicle, (if the vehicle is less than one ton is size), color selections, exterior and interior, a contact and phone number for the delivery of vehicle; and, a delivery address for vehicle. (Post Office Boxes are not acceptable for delivery addresses. Please provide a physical address for the delivery address.)
The maximum allowable size of vehicles requested as fleet additions will be calculated as follows:
• A subcompact will be allowed if 2 or less passengers utilize the vehicle for more than 50% of miles.
• A compact vehicle will be allowed if 3 or 4 passengers utilize the vehicle for more than 50% of miles.
• A mid-sized vehicle will be allowed if 5 or more passengers utilize the vehicle for more than 50% of miles.
• A full-size car requires the Governor's approval.
• The purchase of station wagons may only be purchased for the purpose of carrying heavy or bulky equipment more than 50% of miles and utilize the size criteria outlined above.
• The purchase of light trucks (vans and pickups) requires a minimum load capacity that will carry required equipment and personnel.
• The purchase of a ½ ton pickup truck or greater requires additional justification concerning pickup box size or towing requirements.
• Vans shall be used only when transportation of bulky equipment, 6+ passenger or special-needs passenger transport is required.
• One ton vans will be used only for frequent personnel transport with more than 50% of the miles at full capacity.
All automobiles, pickup trucks, and vans less than one--ton in size, of non-exempt agencies, must be purchased through the MMV Fund by DFA. Additionally, all non-exempt agencies shall follow the following acquisition regulations. (ACA § 19-5-1002, ACA § 22-8-209)
STATE VEHICLE REQUEST FORM - ADDITION TO FLEET
Complete the form and ensure that all MV2 information has been entered in the SAVA System for the preceding twelve month period for the entire agency fleet. Be sure and use the appropriate code for the type of vehicle requested. (These codes can be found on the current state contract for vehicles.) http://www.state.ar.us/dfa/purchasing/contracts.html#Veh
If any available options are requested, please list them on the form. Upgrades in vehicle type should be justified on the form and by attaching the proper justification to the form.
(a) Funds deposited into the Motor Vehicle Acquisition Revolving Fund created by § 19-5-1002(a) and § 22-8-206(b), which may be made available for the purchase of motor vehicles for the Department of Arkansas State Police, may in addition be made available and used for expenses associated with the renovation of state police motor vehicles.
(b) If the Director of the Department of Arkansas State Police determines the cost associated with renovating or repairing state police motor vehicles is economically beneficial, he shall contract with a qualified vendor and, when invoiced, shall submit said invoice to the Chief Fiscal Officer of the State who shall direct payment from moneys set aside in the Motor Vehicle Acquisition Revolving Fund for the Department of Arkansas State Police.
History. Acts 1993, No. 108, § 1.
VEHICLE EFFICIENCY ACT REQUIREMENTS
(b)(1) Each agency shall determine if the purchase or continued ownership of a vehicle is cost effective based upon a comparison between state vehicle ownership and private car mileage reimbursement break-even points, as established pursuant to regulations promulgated by the Department of Finance and Administration.
No later than June 1, of each year, all state agencies (other than institutions of higher education), including, but not limited to, Constitutional and Elected Officials offices, the Game and Fish Commission and the State Highway and Transportation Department owning a vehicle and/or paying personal mileage reimbursement to their employees or board members, is required to report to DFA-OIS concerning this requirement.
On June 1st of each year each agency referenced above, shall provide DFA-OIS with the number of agency vehicles, the mileage driven on the agency vehicles, any private car mileage reimbursements and justification for retention of any vehicles identified as under-utilized. By September 1st of each year DFA shall provide each agency and the Legislative Council with recommendations regarding the continued ownership of State owned vehicles by each agency. To facilitate the reporting of such information, the following information shall be filed annually with the DFA-OIS. (ACA§ 19-4-907, ACA § 25-1-110)
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 006.09.3, AR ADC 006.09.3
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