La. Admin. Code tit. 34 § XI-101

Current through Register Vol. 50, No. 9, September 20, 2024

Section XI-101 - Program Definition

A. Current Legal Authority. The Fleet Management Program for the state of Louisiana is established and operated under the authority given to the Commissioner of Administration by R.S. 39:361-363.

B. Mission, Goal, and Objectives of the Fleet Management Program

1. Program Mission Statement. The Fleet Management Program is established to provide motor vehicle, aircraft and related services to the state and to maintain safe, dependable, and cost-effective transportation for state employees who need designated types of vehicles or aircraft to perform their job responsibilities.

2. Program Goal and Objectives. To manage state provided transportation so as to reduce its cost and increase its benefit to state government by:

a. establishing, reviewing, and revising statewide policies and standards for the Fleet Management Program;

b. monitoring agency and vendor compliance with established policies and standards;

c. financial planning in operations, maintenance, and capitalization of resources;

d. identifying and adopting practices to maximize cost-effectiveness while maintaining proper vehicle and aircraft availability and utilization;

e. receiving, investigation, and resolving all reports of abuse or misuse of fleet vehicles or aircraft.

C. Scope of the Fleet Management Program

1. Agency Scope. The state entities included in the scope of the Fleet Management Program are all agencies, boards, commissions, councils, departments, or other entities of the executive branch of government; all state colleges and universities; and all offices and entities of the judicial and legislative branches of government.

2. Vehicle Scope. To be included in the Fleet Management Program, vehicles or aircraft must be owned by the state or under lease by a state agency, and meet the criteria of either Subparagraph a or b below:

a. motorized and able to be licensed, with four or more wheels, whose primary use is surface transportation of passengers or delivery of small equipment and supplies;

b. motorized aircraft owned or leased by an entity within the scope of the Fleet Management Program except the Office of State Police. This scope includes:

i. all automobiles, specifically: subcompact, compact, mid-size, full size, and station wagons;

ii. all light duty pickup trucks (under 2 tons);

iii. special use passenger vehicles-specifically: limousines, sport cars, ambulances, and motor homes (RV);

iv. all cargo and passenger vans-mini through maxi;

v. all busses;

vi. utility trucks and carryalls (under 2 tons);

vii. all motorized aircraft.

D. Definitions. For the purpose of these regulations, the following words have the meaning indicated.

Agency- any state entity as identified in §101. C.1 above.

Agency Head- use herein refers to statewide elected officials, the Commissioner of Administration, secretaries of executive departments appointed by the governor, presidents and chancellors of state colleges and universities and the equivalent position in the Office of the Governor, on state boards, commissions, and councils, or in the legislative and judicial branches.

Agency Property Manager- the employee designated by the agency head as the custodian of state property within the agency and who shall be responsible for all the property within his agency until his release from responsibility is approved by the commissioner.

Agency Transportation Coordinator- the employee designated by the agency head as the coordinator of fleet vehicles within the agency and who shall be responsible for any fleet management functions until his release from responsibility is acknowledged by the Commissioner of Administration.

Break-Even Mileage- the annual mileage traveled on official state business above which it is more economical to provide the employee with a personally assigned vehicle and below which, if there is not a pool vehicle available, it is more economical to reimburse the employee for use of the employee's personal vehicle.

Commissioner- the Commissioner of Administration.

Fleet Vehicles- vehicles that meet the criteria and scope as stated above in §101. C 2, Vehicle Scope of the Fleet Management Program.

Home Storage- the assigned off-duty storage location of the fleet vehicle is off state property and the vehicle is used for commuting, as defined by the Internal Revenue Service, by the individual to whom authorization for home storage is given.

LouisianaProperty Assistance- that state agency within the Division of Administration delegated by the Commissioner of Administration as responsible for designated fleet management functions.

Luxury Vehicles-t hose vehicles equipped with non-essential, indulgent rather than necessity type options, which exceed state vehicle contract award, and enhance comfort and/or prestige.

Personal Assignment- the exclusive assignment of a fleet vehicle to one particular employee for permanent use in accomplishing the duties of the employee's position.

Personally Assigned Vehicle- a fleet vehicle assigned exclusively to one particular employee for permanent use in accomplishing the duties of his/her position.

Pool Vehicle- any fleet vehicle which is not a personally assigned vehicle is a pool vehicle. Pool vehicles are made available to state employees on a specific trip basis.

State Employee- any classified or unclassified employee of the state of Louisiana; any duly appointed member of a state board, commission, or advisory council; and any other person who has received specific approval from the Division of Administration to operate or travel in a fleet vehicle.

State Fleet Manager- the Commissioner of Administration or the person appointed by the Commissioner of Administration as responsible for the implementation, monitoring, and overall administration of the Statewide Fleet Management Program.

La. Admin. Code tit. 34, § XI-101

Promulgated by the Office of the Governor, Division of Administration, LR 13:15 (January 1987), amended by the Office of the Governor, Division of Administration, Property Assistance Agency, LR 38:1588 (July 2012).

AUTHORITY NOTE: Promulgated in accordance with R.S. 39:361-363 and R.S. 39:1761-1771.