The following information (last updated on September 27, 2023) can be found in the binder inside of every motor pool vehicle. Every operator of a motor pool vehicle is responsible for operation of the vehicle or item of equipment in accordance with applicable laws and FDOT regulations and in a safe and efficient manner. Also, understanding and adhering to ALL Department policies and procedures. Use of motor pool vehicles is a privilege that can be revoked again!  They must read it again!!

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Only authorized Department employees may operate a Department motor pool vehicle. The vehicles may be used only for State business. Per Topic No. 001-400-005, Transporting Persons other than State Officials and Employees in DOT Vehicles, may be viewed at the following link (Link: http://fdotewp2.dot.state.fl.us/ProceduresInformationManagementSystemIntranet/Procedures/ViewStaticDocument?topicNum=001-400-005)

DOT employees who are responsible for the operation and use of a state owned vehicle for official state business are authorized to permit persons other than state officials or employees to travel in the vehicle provided these persons are conducting official state business or only on special occasions if the purpose of the travel can be more usefully served by including such persons and no additional expense to the Department is involved.

No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle.

Per Topic No. 001-010-015, Tobacco use Policy, may be viewed at the following link (Link: http://fdotewp2.dot.state.fl.us/ProceduresInformationManagementSystemIntranet/Procedures/ViewStaticDocument?topicNum=001-010-015) Smoking or Tobacco use is strictly prohibited in all motor pool vehicles.

All drivers of motor pool vehicles must possess a valid U.S. driver's license.

Topic No. 250-000-010, Driver's Record Requirements, may be viewed at the following link (Link: http://fdotewp2.dot.state.fl.us/ProceduresInformationManagementSystemIntranet/Procedures/ViewStaticDocument?topicNum=250-000-010).

All Department managers are required to read and adhere to the policy. Any person who drives in the course of their employment with the Department must read the policy BEFORE driving and ensure that they are continually in compliance.

When a consultant or contractor's employee is required to drive a Department vehicle as part of the contract requirement, the Form No. 375-040-39, Certification of Acceptable Driving Record, (http://webapp02.dot.state.fl.us/fdotforms/DisplayPdfForm.aspx/375-040-39) must be on file for these employees.

The operator of the vehicle has, but is not limited to, the following responsibilities:

• Safe operation and security of the vehicle until it has been returned to the Motor Pool.
• Strictly adhere to all traffic and parking laws. A practice of road courtesy at all times. YOU are responsible for all traffic and parking violations. Any citations received by the Motor Pool office shall be forwarded to the department (or organization) that reserved the vehicle. Speeding in a motor pool vehicle will result in a 90-day suspension of driving privileges.
• Safety belts are to be worn by all occupants of the vehicle at all times the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement!
• Adhering to all vehicle policies and procedures.
• Performing safety inspections in accordance with the checklists provided and reporting discrepancies immediately to supervision.
• Ensuring that preventive maintenance is performed on schedule and when the need for unscheduled repairs arises, ensuring the vehicle is immediately brought to the shop for repair.
• Operation of the vehicle or item of equipment in accordance with applicable laws and FDOT regulations and in a safe and efficient manner.
• Keeping equipment clean and free of excessive clutter inside the cab and in the cargo area and tool boxes as applicable.
• Possessing a correct and current operator license.
• Chapter 1, Section (5) of Topic No. 400-000-001 Mobile Equipment Manual (Link:http://fdotewp2.dot.state.fl.us/ProceduresInformationManagementSystemIntranet/Procedures/ViewStaticDocument?topicNum=400-000-001) For individual vehicle assignments, taking all actions possible to increase utilization of assigned vehicles by sharing use with other FDOT employees.

Reservations must be cancelled at least 24 hours in advance. Cancellations must be made via the Motor Pool web site or by phone. The motor pool staff may cancel vehicles not picked up within 4 hours of the scheduled reservation time.

The operator of the vehicle must have a Department fuel card pin for fueling the vehicle.Topic No. 400-000-005 Fuel and Maintenance Card (link:http://fdotewp2.dot.state.fl.us/ProceduresInformationManagementSystemIntranet/Procedures/ViewStaticDocument?topicNum=400-000-005) outlines the procedure. The following is a link to the Department computer base training for fuel card users http://cbt.dot.state.fl.us/ois/FuelandMaintenanceCard/ once the training is completed the user will receive a card user agreement form that will require approval signatures for Department AARF request process. After the AARF process is completed the user will be notified of his fuel card user id.

Keys can be picked up 24-hours a day from the automated KeyLocker system located at the Rhyne Building and Burns Building.

Returning vehicles late without notifying the motor pool staff may result in revocation of motor pool privileges. Contact the motor pool office if risk of returning the vehicle on time is imminent.

• The returned vehicle should be free of trash or excessive debris.
• The fuel tank must be full for the next reservation.
• Please make sure the vehicle is locked and all lights are turned off.
• Return keys to the automated Key Locker system at the location the operator obtained the keys
• Provide Fuel Receipts:

  PLEASE SIGN ALL FUEL RECEIPTS

  Confirm the amount, price per gallon, and product descriptions are correct. Also, print the vehicle tag number on the receipt for reconciliation by the fuel card approver.

  Leave Fuel Receipts inside the envelope in the binder of each vehicle.

Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, the Motor Pool should be contacted for assistance. While the Motor Pool strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. The Motor Pool will make every effort to assist the customer during any breakdown situation to minimize loss time and inconvenience.

If a motor pool vehicle has a mechanical breakdown while on the road, please use the following procedures:

1. Call the Motor Pool or Department repair shop for assistance if the mechanical breakdown is during working hours. The following is a link to the Fleet Operations Contact List (by District).
2. Call for roadside assistance when assistance from a Department repair shop or Motor Pool is not available. The roadside assistance vendor is (NAC FleetRescue 866-329-3471) provided by the Fuel and Maintenance card program.
3. The following emergency service are provided with roadside assistance: Towing, Jump start, Tire change, Lockouts, Fuel deliveries.

The Motor Pool will need the receipts for any emergency repairs to the vehicle, the traveler, when it is save to do so, shall not abandon the vehicle or place the vehicle in jeopardy.

All vehicle and equipment accidents that result in personal injury, illness, or property damage shall be immediately reported and investigated in accordance with Topic No. 500-000-015, Loss Prevention Manual, regardless of the extent of injury, illness, or property damage. Employees must report accidents within one hour from the time of occurrence to their immediate supervisor or as soon as practicable. Non-fatal accidents are reported by using the appropriate forms Form No. 500-000-18, Injury/Illness Report, (Link:http://procnet.co.dot.state.fl.us/forms/informs/50000018.pdf) or Form No. 500-000-15, Vehicle Crash/Incident Report, (Link:http://procnet.co.dot.state.fl.us/forms/informs/50000015.pdf)

Any accident that results in the fatality of any Department employee shall be reported to the Unit Manager or his/her designee who will contact the appropriate Personnel Officer, District Safety Office, District PIO, and the State Safety Office, Industrial Safety.

Any incident which results in a fatality on facilities or properties owned, leased, or regulated by the Department must be reported immediately to the respective District Secretary or Assistant Secretary.

All State Motor Pool vehicles are insured under a State insurance policy. This insurance covers damage to motor pool vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a motor pool vehicle.