D.C. Mun. Regs. tit. 6, r. 6-B4008

Current through Register Vol. 71, No. 48, November 29, 2024

Rule 6-B4008 - GOVERNMENT AND RENTAL VEHICLES

4008.1

A government or rental vehicle may be authorized as a means of transportation to the travel destination and as a means of transportation while at the destination.

4008.2

Whenever practical, a government vehicle shall be used for ground travel to and from travel destinations within one hundred (100) miles of the District of Columbia, as measured from the John A. Wilson Building.

4008.3

If a government or rental vehicle is authorized as a mode of travel, the vehicle may be used at the destination only for the following purposes:

(a) To travel between places of official business;

(b) To travel between a place of official business and a place of lodging; and

(c) To travel between either a place of official business or a place of lodging and a restaurant, drug store, place of medical care, place of worship, or similar place necessary for the sustenance, comfort, or health of the employee ("necessary place") to foster the continued efficient performance of government business, provided the employee shall minimize such use by traveling to the nearest necessary place and by combining trips to multiple necessary places.

4008.4

Except for collision damage waivers, personal accident insurance, or theft insurance for travel within the United States, the District shall reimburse authorized and reasonable expenses associated with the use of government and rental vehicles, including the costs of fuel, parking fees, and tolls.

(a) When a government vehicle is used, fuel shall be obtained in accordance with rules and procedures established by the Department of Public Works.

(b) When authorized, the actual cost of fuel, parking, and toll expenses shall be reimbursed.

4008.5

An employee shall rent, and the agency shall only reimburse the expenses of, the least expensive compact car available, unless a waiver for another class of vehicle is approved by the employee's agency. In general, a waiver should only be approved when:

(a) Use of a class of vehicle other than a compact car is necessary to accommodate a special need;

(b) The cost of a class of vehicle other than a compact car is less than or equal to the cost of the least expensive compact car;

(c) Additional room is required to accommodate multiple employees authorized to travel together in the same rental vehicle;

(d) An employee must carry a large amount of District government material, and a compact rental vehicle does not contain sufficient space for the material; or

(e) When necessary for safety reasons, such as during severe weather.

4008.6

An employee shall refuel a rental vehicle before returning the rental vehicle to the drop-off location. An employee shall not be reimbursed for purchasing a pre-paid refueling option for a rental car or for rental car vendor refueling charges; except, that if it is not practical to refuel completely prior to returning the rental vehicle because of safety issues or the location of the closest fueling station, the employee may be reimbursed for rental car vendor refueling charges.

4008.7

An employee shall be responsible for any additional cost resulting from unauthorized use of a government or rental vehicle and may be subject to administrative and criminal liability for misuse of government property.

D.C. Mun. Regs. tit. 6, r. 6-B4008

Final Rulemaking published at 67 DCR 7860 (10/1/2020)