Fleet

• Vehicle replacement planning and analysis
• New vehicle procurement
• Vehicle usage and assignment review
• Storage, delivery, and pickup vehicles

• Preventative Maintenance, oil changes and multipoint inspections
• Filter replacements and safety checks
• Tire repair and replacement
• Engine diagnostics and repairs
• Brake inspections and repairs
• Battery testing/replacement and electrical diagnosis
• Suspension/steering repairs including alignments
• Transmission evaluations
• Vehicle keys

• Installation and maintenance of all accessory equipment
• Security cage system installation
• Mobile computer device installations
• Lock box installation
• Accessory lighting installation
• Vehicle decals
• Accessory installations

Pool cars are for daily use only and should be returned to PFM at the end of each day.

To keep it for overnight, please email Charlotte Ashcraft.

At the Time of the Accident

1. Call the local police and have a report taken.
2. Call your supervisor.
3. Call us at 614-525-3412 to inform us of the accident. You can also have your supervisor call.
4. Do not claim responsibility
5. Exchange information, but provide your work contact information, not your home address and phone.
6. Bring the vehicle to us with the exchange of information immediately, but no later than the next business day.
7. Document everything by taking pictures of both vehicles and the surrounding area.
8. If the local police agency refuses to send an officer to take a report, go to the police station immediately to file a report.

After the Accident

1. Obtain the police report and submit a copy to us.
2. Bring the car back for so we can inspect the damages.
3. If you are injured or seek medical treatment as a result of the accident, please contact Risk Management at (614) 525-5715.
4. We will handle all aspects of the accident claim so no other person will contact you. If you are contacted by any insurance company, please let us know.

If you receive a ticket during your travel, you are responsible for paying the ticket on time. Once you have paid your ticket, you must provide us with a proof of payment.

To take your car outside of the area, email Charlotte Ashcraft and provide the following information:

• Who is making the request
• What is the purpose of your trip
• Where is your destination
• When will your trip take place

Traveling Tips

Tolls: If you are traveling and pay a toll, please inform us upon your return. We will receive charges in the mail and will need to confirm them with you. If you pay a toll with cash, you will need to submit that for reimbursement with your travel. After Fleet pays the toll charge we will bill your agency. This can be several weeks later. So if you have a toll coming thru, leave your travel PO open.

Parking: The vehicle should be parked off street at your place of lodging. If they have a secured parking garage that is recommended. If there is cost for the parking, you will need to include that with your travel reimbursement.

Vehicle Issues: If you had any issues or concerns with your vehicle during your trip, you must report those to both PFM and Fleet so they may be addressed immediately. You can also contact Fleet Management during your trip at 614-525-3412 and speak with Trent Carr or Charlotte Ashcraft.

Before Returning: You must return your vehicle in proper condition. This includes removing trash, filling up the gas, and ensuring that there is no damage. If you find damage report that to Fleet and PFM.

Fuel Card: While traveling you must use the fuel card in the vehicle. Please make sure you locate the fuel card before leaving. After getting gas, be sure to get a receipt. If your gas pump does not provide you with printed receipt, you can ask the gas attendant. We recommend keeping your receipts for 4 months in case of an audit.

Routine vehicle maintenance: This is critical to keeping your vehicle fuel-efficient. A well-maintained vehicle will use less fuel and eliminate excessive polluting emissions from the tailpipe. Remember to schedule your vehicle for regular maintenance.

Inflate your tires: An under-inflated tire can cause as much as a 2 MPG decrease in fuel economy.

Empty your trunk: Carrying unnecessary weight in your vehicle will decrease your fuel efficiency.

Drive smoothly: Accelerate gradually and avoid aggressive driving habits. Anticipate stops to avoid sudden braking. Whenever possible, coast to stops when you see traffic stopped.

Plan your trips: Avoid unnecessary travel and attempt to schedule travel during non-congested times of the day.

Eliminate idle time: if idling longer than 10 seconds, except in traffic, turn the engine off. More than 10 seconds will use more fuel than shutting the engine off and restarting it again. Idling a vehicle 10 minutes per day can consume as much as 26 gallons of fuel a year. Avoid the drive-through at the restaurant, bank, or anywhere else. If you are waiting for someone, turn the engine off.

Vehicles warm up better if started and immediately driven: An engine with a computer system needs a maximum of 30 seconds before being put into motion. Other parts, such as wheel bearings, steering, suspension, transmission, and tires, also need to warm up while the engine gets warm. The only way to warm all these components is to move the vehicle immediately after starting the engine. This will create a better warm-up situation and less wear on all components.

Always avoid speeding: This can decrease fuel economy by as much as 15%. A speed of 5 MPH over 60 is like adding a dime to the cost of a gallon of fuel. Give yourself plenty of time to get where you're going because hard braking and driving too fast also burn up fuel.

Use the air conditioning only when necessary: When the air conditioning compressor is on, extra fuel is burned in the engine to create the power to drive the compressor. This decreases the fuel economy of the engine.

Short trips do not allow the engine to warm up properly, increasing fuel consumption and exhaust emission output.

Avoid driving "two-footed": when resting your left foot on the brake pedal, the pressure will cause the brakes to gently apply, causing friction at the brakes and holding back the vehicle. This increases the fuel consumption, as well as causing the brakes to wear out quicker.

Share a ride whenever possible: This will decrease fuel consumption as well as making the trip more pleasant when accompanied by another person.

Get the card

1. Register and attend a training class. Sign the Fuel Card User Acknowledgement Form. This confirms that you have a copy of and understand the Fleet Management Fuel Credit Card Policy, including prohibitions on misuse of the card that can lead to discipline, including termination as well as possible criminal charges and prosecution.
   
   • Do not use the card for prohibited purchases like car washes, tobacco products, food, snacks alcohol or personal items.
   • The fuel card can only be used with its assigned vehicle, identified by the door number in the card's lower left corner. The card cannot be used in conjunction with, or instead of, another vehicle's card to complete a purchase.
     
     Register for Fuel Card Training Class
2. Get your Personal Identification Number (PIN), which is required to use a fuel credit card. Once you attend a training class and sign the User Acknowledgement form you will be given your PIN number. Do not share your PIN.

At the pump

1. Be sure the county fuel card is accepted before services are obtained. Look for self-service pumps equipped with card readers that accept county fuel cards.
2. Swipe the card. Two prompts will appear.
3. Enter the vehicle’s current mileage and driver ID # (employee four-digit PIN number).
4. Get 87 octane gasoline with all county vehicles, unless the vehicle is authorized for other fuel. If the vehicle is flexible fuel (E85 compatible) and alternative fuel is available, use that.
5. Get a receipt from the pump or attendant. Add missing information:
   1. Date of purchase
   2. Vehicle Door number
   3. Odometer reading
   4. Full details of the purchase such as gallons of gas (including tenths), unit price, and total purchase price
   5. Signature of purchaser (also legibly print name)
   6. Badge number (if applicable)
   7. Name of the issuing station
6. Hold on to the receipt following your department's policy.

If you have a problem with the fuel card it is lost, damaged or worn, contact Fleet Management Monday through Friday from 7:00 a.m. through 4:00 p.m. at (614) 525-3412 or email us.

Call (614) 525-3412

Confirm the Monthly Report

1. Look for the monthly email statement from Fleet Management.
2. Review each of your transaction details and confirm they're accurate by signing the verification statement. Return the signed statement to Fleet Management within 7 days.

Fleet Management will provide fuel access for all vehicles owned by the Franklin County Commissioners. Fuel will be provided through fueling facilities owned and operated by Fleet Management or other fueling facilities as operations deem necessary. Fuel credit cards may be issued for use when needed. Fleet Management’s Fuel Credit Card Policy shall conform to the guidelines of the Ohio Revised Code Section 301.27.

Appropriations and Encumbrances

Appropriations will be obtained by Fleet Management for work-related fuel expenses as outlined in Section 301.27(E)(2). The use of fuel credit cards shall be limited to the amount appropriated and encumbered for such use. Fleet Management will adhere to the Franklin County Auditor’s office guidelines for organization and object codes to accurately reflect these fuel costs.

Required: Fuel Credit Card User Acknowledgement

Prior to Fleet Management issuing a Personal Identification Number (PIN), which is required in order to use a fuel credit card, the user must first sign the Fuel Card User Acknowledgement Form. Among other topics, the Acknowledgment Form confirms that the individual has a copy of and understands the Fleet Management Fuel Credit Card Policy, including prohibitions on misuse of the card that can lead to discipline, including termination as well as possible criminal charges and prosecution.

County Fuel Card Purchasing Requirements

1. Be certain the county fuel card is accepted before services are obtained.
2. The fuel card is for use only with its assigned vehicle, identified by the door number in the card's lower left corner. The card cannot be used in conjunction with, or in lieu of, another vehicle's card to complete a purchase.
3. Personal use of the fuel card is prohibited. Cigarettes, tobacco, food and alcohol purchases are prohibited.
4. Purchase fuel from self-service pumps equipped with card readers which accept county fuel cards.
5. Personnel shall use 87 octane gasoline with all county vehicles, unless the vehicle is authorized for use of a different fuel. If the vehicle is flexible fuel (E85 compatible) and alternative fuel is available, it should be obtained.
6. Should you encounter a problem using the county fuel card, contact Fleet Management Monday through Friday from 7:00 a.m. through 4:00 p.m. at (614) 525-3412.
7. Use of the county fuel card for purchasing fuel at a particular location and obtaining a personal benefit is prohibited. Some fuel stations provide premiums or points to be redeemed for merchandise for purchasing fuel at their locations. An example of this would be Speedway SuperAmerica, LLC, which currently offers Speedy Rewards.
8. The credit card should not be placed next to other magnetized items or stored in a manner that may damage the card.

Record Keeping / Completion of Fuel Receipt

1. When at the pump to purchase fuel, do the following:
   1. Swipe the card.
   2. Two prompts will appear. Enter the vehicle’s current mileage and driver ID # (employee four-digit PIN number).
   3. Obtain a receipt from the pump or attendant. iv. Complete receipt accurately and completely. Receipts generated by card readers vary in information printed. Review receipt and add missing information:
      • Date of purchase
      • Vehicle Door number
      • Odometer reading
      • Full details of the purchase such as gallons of gas (including tenths), unit price, and total purchase price
      • Signature of purchaser (also legibly print name)
      • Badge number (if applicable)
      • Name of the issuing station
2. Retain the fuel card receipt in accordance with your departments policy.
3. Each month Fleet Management will email a statement to every employee authorizing use on the fuel credit card. The Employee will review each of their transaction details and confirm such by signing the verification statement and returning the signed statement to Fleet Management within 7 days. (Employees are selected at random for audit, so not all employees will receive a statement each month).
4. Those employees that do not return the statement within the 7 days will have their fuel PIN number suspended until the statement is verified, signed, and submitted to Fleet Management. Repeat delays in returning the monthly statement in a timely manner will be reported to the individual departmental/agency fuel card coordinator. Continued and/or repeated negligence in returning the statement in a timely fashion will result in cancellation of the individual’s fuel PIN number.

Fuel Transaction Reconciliation

Fleet Management and the Franklin County Data Center have developed an automated process to download all fuel transactions reported by the vendor into the Fleet Management system.

Fleet Management will verify that each transaction reported/billed to Franklin County is accounted for in the Fleet Management system and attributed to the correct vehicle number.

Fuel Transaction Checks and Balances

Fleet Management will monitor and check for suspect fuel transactions. Fleet Management will monitor miles per gallon, frequency of fueling, as well as other transaction data to look for suspect uses. The information provided by the credit card vendor, as well as the reporting capabilities of the Fleet Management system, will allow for close monitoring of information and tracking of data.

Any suspect transactions will be logged and reported to the Director of Fleet Management for review and investigation.

Fuel Card Account Assignments

Fuel cards are permanently assigned to a motor vehicle by Door Number. Fuel cards remain with the same vehicle, stored in the glove box, for the life of the vehicle. Drivers should check the vehicle for the fuel card prior to starting the shift to ensure the card is present. If the card is absent contact Fleet Management immediately.

Damaged or Worn Cards

Notify Fleet Management by phone or email if a fuel card is worn or damaged. Worn or damaged cards are still valid for purchases, but may need to be taken to the service station attendant for processing. Cards are not to be destroyed by users, but must be returned to Fleet Management upon receipt of replacement.

Lost Cards

If a fuel card is lost, immediately notify Fleet Management by phone or email. Fleet will cancel the fuel card and request a replacement.