Attachment 1- PWS Appendix 6_Fleet Management Handbook.pdf

Title:

Fleet Management Handbook

Domain:

Version Number: No.:

Applicable Organization: Effective Date: Interim Guidance

Office of Asset & Facilities Management

Approval: Approver/Owner’s Name/Signature Signature Date

Table of Contents

INTRODUCTION

1. Purpose

2. Procedural Authority

3. Scope

4. Authorities

CHAPTER 1: FLEET ROLES AND RESPONSIBILITIES

1. ICE ASSET MANAGEMENT DIVISION

1.1. Division Chief

1.2. Unit Chief, Fleet Management

1.3. Fleet Program Officers (FPO)

1.4. Component Organization Program Coordinator (COPC)

2. HEADQUARTERS PROGRAM OFFICES

2.1. Headquarters Program Fleet Manager (HPFM)

2.2. Program Office Fleet Card Coordinator (PFC)

CHAPTER 2: OVERVIEW OF FLEET MANAGEMENT SYSTEMS

1. GENERAL

2. SUNFLOWER ASSET MANAGEMENT SYSTEM (SAMS)

2.1. Overview

https://upload.wikimedia.org/wikipedia/commons/1/1f/U.S._Immigration_and_Customs_Enforcement_(ICE)_Logo.svg

19 June, 2019 2

2.2. Account Request and Access

3. FEDERAL MOTOR VEHICLE REGISTRATION SYSTEM (FMVRS)

3.1. Overview

3.2. Link to Federal Motor Vehicle Registration System (FMVRS)

CHAPTER 3: OFFICIAL USE OF GOVERNMENT MOTOR VEHICLE

1. GENERAL

2. OVERVIEW

3. USE OF ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES

4. USE OF ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES ON

TEMPORARY DUTY (TDY)

5. USE OF ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES FOR HOME-

TO-WORK (HtW)

5.1. HtW Eligibility

5.2. HtW Roles and Responsibilities

5.3. HtW Reporting

5.4. HtW Request and Approval Process

6. SUMMARY OF PERMISSIBLE AND IMPERMISSIBLE USES

6.1. Permissible Uses

6.2. Impermissible Uses

7. REPORTING GOVERNMENT VEHCILE DATA FOR THE DEPARTMENT OF

HOMELAND SECUIRTY (DHS) STOP ASSET AND VEHICLE EXCESS (SAVE)

ACT

7.1. Overview

7.2. How is data collected/reported

CHAPTER 4: MOTOR VEHICLE PARKING AND STORAGE

1. GENERAL

2. OVERVIEW

3. PARKING

4. SAFEGUARDING ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES ...28

19 June, 2019 3

CHAPTER 5: GOVERNMENT MOTOR VEHICLE ACQUISITIONS

1. ACQUISITION PLANNING

1.1. Determination of Need

1.2. Budgeting / Vehicle Funding

1.3. Motor Vehicle Replacement Standards

1.4. Motor Vehicle Acquisitions Criteria

2. VEHICLE ALLOCATION METHODOLOGY (VAM)

3. VEHICLE REQUIREMENTS

4. MOTOR VEHICLE PROCUREMENT METHODS

4.1. Purchase

4.2. Leasing

4.3. Transfers from other Agencies

4.4. Retain for Official Use (Seized or Forfeited Personal Property)

4.5. Insurance Settlement

4.6. Rentals

5. MOTOR VEHICLE PROCUREMENT REQUESTS

6. ESCALATION PROCEDURES

CHAPTER 6: RECEIPT, COMMISSIONING AND DELIVERY RECEIPT ESCALATION

1. GENERAL

2. OVERVIEW

3. FLEET CARD

4. DELIVERY/PICKUP/ESCALATION AND NOTIFICATION

4.1. Certificate of Origin

4.2. Obtaining a Duplicate Certificate of Origin

5. BARCODE LABELING

6. INITIAL DATA ENTRY IN SUNFLOWER ASSET MANAGEMENT SYSTEM

6.1. Classification of Capital Costs

6.2. Expenditures Subsequent to Acquisition

19 June, 2019 4

7. CAPITALIZING EQUIPMENT UPFIT COSTS

7.1 Adding an Upfit Value to Sunflower

8. MOTOR VEHICLE REGISTRATION

9. LICENSE PLATES

9.1 GSA License Plates

9.2 DHS License Plates

CHAPTER 7: MAINTENANCE, INSPECTION, AND REPAIR

1. GENERAL

2. OVERVIEW

3. SCHEDULED MAINTENANCE

4. UNSCHEDULED MAINTENANCE

5. SUNFLOWER ASSET MANAGEMENT SYSTEM FLEET MAINTENANCE

MODULE

5.1. Monthly Meter Readings

5.2. Work Orders

6. LEASED MOTOR VEHICLES

7. MOTOR VEHICLE INSPECTION

7.1. State Inspection for Government Motor Vehicles

7.2. ICE Motor Vehicle Inspection Checklist

8. MOTOR VEHICLE REPAIR

8.1. Recalls

8.2. Warranty Repairs

8.3. “Bill-Backs”

8.4. Use of Commercial Service Facilities

CHAPTER 8: MOTOR VEHICLE SAFETY AND CRASH MANAGEMENT

1. GENERAL

2. OVERVIEW

3. MOTOR VEHICLE SAFETY AND CRASH AVOIDANCE

19 June, 2019 5

3.1. Program Responsibilities

3.2. Motor Vehicle Operator Responsibilities

4. MOTOR VEHICLE CRASH REPORTING

4.1. Motor Vehicle Operator Responsibilities

4.2. Rented Motor Vehicles

4.3. Program Supervisor Responsibilities

5. MOTOR VEHICLE CRASH INVESTIGATION

6. INSURANCE PAYMENTS FOR DAMAGES TO ICE MOTOR VEHICLES

7. INSURANCE PAYMENTS FOR TOTALED MOTOR VEHICLES

CHAPTER 9: MOTOR VEHICLE RETIREMENT (DISPOSAL)

1. GENERAL

2. ICE OWNED MOTOR VEHICLE REPLACEMENT STANDARDS

2.1. General Services Administration (GSA) Leased Motor Vehicle Replacement

Standards

3. DISPOSAL (RETIREMENT) PROCESS

3.1. Retirement (Disposal) through Griffin Tire and Battery (GTB)

3.2. GSA Disposal Methods

3.3. Other Disposal Methods

3.3.1. Abandonment/Destruction

3.3.2. Transfers to other federal Agencies

3.3.3. Transfer (of Totaled Vehicles) to Insurance companies

3.3.4. Destruction (Disposal) of Hard Vehicles Through the Department of State 72

3.3.5. Exchange/Sale (Disposal) of Soft Vehicles Through the Department of State

3.4. Disposal Close Out

3.5. Disposal Close Out Escalation Procedures

4. DECOMMISSIONING AND RECONDITIONING OF A MOTOR VEHICLE

4.1. License Plate

4.2. Personal Property Impairments

19 June, 2019 6

CHAPTER 10: MOTOR VEHICLE RECORDS MANAGEMENT

GLOSSARY

ACRONYMS

APPENDICES

1. APPENDIX A: HPFM Designation Letter

2. APPENDIX B: DHS Form 200-2 – e Report of Survey (eROS)

3. APPENDIX C: Motor Vehicle Inspection Checklist

4. APPENDIX D: ICE Form 12-304 – Motor Vehicle Control Log

5. APPENDIX E: ICE Form 12-303 – Motor Vehicle Operation Report

6. APPENDIX F: Motor Vehicle Safety Kit

7. APPENDIX G: Motor Vehicle Crash Kit

8. APPENDIX H: SF-91 Form – Motor Vehicle Accident Report

9. APPENDIX I: DHS 510-1 Form – Motor Vehicle Accident Report

10. APPENDIX J: SF-94 Form – Statement of Witness

11. APPENDIX K: SF-95 Form – Claim for Damage, Injury, or Death

12. APPENDIX L: CA-1 Form - Federal Employee’s Notice of Traumatic Injury and

Claim for Continuation of Pay/Compensation (Office of Worker’s Compensation

Programs)

13. APPENDIX M: SF-126 Form – Report of Personal Property for Sale

14. APPENDIX N: Motorola Radio Disposal, New Receipt Processing and Sunflower

Update Procedures

15. APPENDIX O: Standard Procedures for the Return of Expired, Damaged, and

Obsolete U.S. Government License Plates

16. APPENDIX P: GSA Sales Regions

17. APPENDIX Q: SF-123 Form – Transfer Order Surplus Personal Property

18. APPENDIX R: SF-122 Form – Transfer Order Excess Personal Property

19. APPENDIX S: DHS -560-3 Form – Property Transfer Receipt

20. APPENDIX T: Certificate of Disposal

21. APPENDIX U: ICE Form 12-305 – Request for License Plate(s) or Placards

19 June, 2019 7

22. APPENDIX V: ICE Form G-514 – Purchase Requisition

23. APPENDIX W: ICE Form G-504 – Report of Property Shipped/Received

24. APPENDIX X: ICE Form G-12-302 – Statement of Missing Receipt

25. APPENDIX Y: ICE Receipt Escalation Work Instructions

26. APPENDIX Z: ICE Disposal Escalation Work Instructions

27. APPENDIX AA: GSA Fleet Minimum Vehicle Replacement Standards

28. APPENDIX AB: Program Office Fleet Card Coordinator (PFC) Designation Letter

29. APPENDIX AC: HtW Certification and Approval Process Map

19 June, 2019 8

INTRODUCTION

1. Purpose

The purpose of this handbook is to establish a motor vehicle management program that consists of uniform policies and procedures for the acquisition, utilization, maintenance, tracking, replacement, and disposal of motor vehicles that will guide fleet management activities and ensure compliance with Federal mandates. All existing and future handbooks and standard operating procedures (SOPs) related to fleet management must comply with the procedures set forth in this document and related authorities.

Programs may issue additional SOPs that provide more detailed guidance for fleet management if they are in keeping with the purpose and structure of the procedural steps defined in this handbook.

2. Procedural Authority

The management of ICE Fleet is subject to an authoritative hierarchy. All subordinate guidance must conform to those above it. Subordinate guidance can be more restrictive and detailed than those above it but cannot detract from or contradict superior authority.

If there is conflict, the higher level of guidance takes precedence. The hierarchy includes:

• Federal laws, statutes, and regulations

• Executive orders and OMB circulars

• Government-wide policies

• Department of Homeland Security (DHS) management directives

• ICE procedures and instructions including this handbook

• ICE program specific policies and procedures

3. Scope

The procedures provided in this document apply to ICE employees, contractors, and all personnel who handle or have responsibility for fleet assets. All motor vehicles (entered within 5 business days of receipt in the Sunflower Asset Management System (SAMS)) and sensitive fleet assets shall be tracked in SASMs, the official personal property management system for ICE.

Assets that must be recorded in the Sunflower Asset Management System:

• Motor vehicles, including upfit costs

• Sensitive fleet equipment

19 June, 2019 9

• Leased fleet assets where the lease term is six months or longer and the asset meets other criteria for entry into Sunflower

ICE Program Offices must develop and maintain internal controls that provide reasonable assurance that all assets are managed in accordance with Federal laws, regulations, and DHS and ICE policy. Every ICE Program must have procedures in place to ensure that all property is properly acquired, recorded, maintained, and disposed of.

4. Authorities

Federal Laws, Statutes, and Regulations

• PUBLIC LAW 115–38 DHS Stop Asset and Vehicle Excess Act

• 31 U. S. C. § 1344, "Passenger carrier use"

• 41 Code of Federal Regulations (CFR) Chapter 102, "Federal Management

Regulation," including part 102-34, "Motor Vehicle Management"

• DHS Motor Vehicle Fleet Program Instruction

• 28 U.S.C. §§ 1346 (b) & 2671-2680, Federal Tort Claims Act

• 41 C.F.R. § 101-6.4, Official Use of Government Passenger Carriers between

Residence and Place of Employment

• Executive Order 13693: Planning for Federal Sustainability in the Next Decade

• 41 C.F.R. § 102-36, Disposition of Excess of Personal Property

• 41 C.F.R. § 102-38, Sale of Personal Property

• 41 C.F.R. § 102-39, Exchange/Sale

• 41 C.F.R. § 102-41, Disposition of Seized or Forfeited Personal Property

• 41 C.F.R. § 102-5, Home-to-Work Transportation

• GSA FMR Bulletin B-19, Increasing Fuel Efficiency

• GSA FMR Bulletin B-43, Vehicle Allocation Methodology

• DHS MD 112-05-001 Home-to-Work Transportation Instructions

• DHS P-Card Manual, Chapter 3 Financial Management and Accounting, Section 3.2

Travel, Purchase and Fleet Cards, Part 3.2.2 Purchase Card Manual

• DHS Instruction 112-05-001, Revision 01 Home-to-Work Transportation

• ICE Personal Property Operations Handbook (PPOH)

• ICE Purchase Card Procedure Manual

• ICE Travel Handbook

• ICE Office of Financial Management Personal Property Impairments Standard

Operating Procedures (SOP)

19 June, 2019 10

CHAPTER 1: FLEET ROLES AND RESPONSIBILITIES

The following guidelines govern roles and responsibilities for personnel who are engaged in ICE Fleet Management.

1. ICE ASSET MANAGEMENT DIVISION

1.1. Division Chief

The Chief, Asset Management Division (AMD) within the Office of the Chief Financial

Officer (OCFO), Asset & Facilities Management has oversight on all asset management, which includes motor vehicle fleet and personal property within ICE, and makes the final decision regarding asset management, policies, and procedures.

1.2. Unit Chief, Fleet Management

The Fleet Management Unit (FMU) Chief administers and oversees the management of fleet assets for ICE. The Unit Chief responsibilities include:

• Provides management and oversight for the ICE Motor vehicle fleet as directed by the Chief, AMD

• Develops and establishes ICE motor vehicle fleet management policy and guidance

• Coordinates ICE-wide studies and analyses to determine compliance and program performance goals

• Serves as the primary liaison, between Program Office Fleet Managers, DHS, or other Federal agencies

• Provides oversight, analysis, and recommendations for the Home- to-Work (HTW) transportation program

• Provides training and technical assistance to Component Fleet Managers

• Provides review of motor vehicle leases and purchase orders to ensure that vehicles are acquired in compliance with federal sustainability mandates

• Provides review and approval of Component acquisition and replacement plans

• Conducts fleet management program reviews and recommends program improvements and corrective actions

• Audits and assesses Component Fleet Programs to evaluate compliance with laws, regulations, policies, directives, and sustainability mandates

1.3. Fleet Program Officers (FPO)

The Fleet Program Officers (FPO) coordinate and collaborate with the Programs on fleet matters such as vehicle acquisition, disposal, policy, etc. The table below depicts

19 June, 2019 11 the Program FPOs. They are the direct contact for Programs to the Fleet Management

Unit and should be engaged for any questions and fleet package requests.

Program FPO

FPO Lead Bradford Carpenter

HSI Joseph Nicolai

ERO, IO Calvin Ball

M&A Fran Murriel

1.4. Component Organization Program Coordinator (COPC)

The Component Organization Program Coordinator serves as the liaison between ICE, DHS, JP Morgan Chase, and Program Offices. The COPC’s responsibilities are outlined in the FMPM Chapter 3 3.2 Part 3.2.3. ICE Fleet Card Manual.

2. HEADQUARTERS PROGRAM OFFICES

2.1. Headquarters Program Fleet Manager (HPFM)

HPFMs are designated in writing (Appendix A) by each Headquarters Program Office

Director and shall have oversight for his/her area of jurisdiction to ensure accurate accounting of all Program Office fleet related activities. The HPFM responsibilities include:

• Provides day-to-day management of the Program Office motor vehicles in accordance with DHS and ICE standards

• Enter, capitalize, and retire all motor vehicles assets in SAMS in accordance with

ICE policy

• Maintains compliance with applicable Federal fleet policies, regulations, and sustainability mandates, as well as directing and coordinating Component-level corrective action when required

• Coordinates tasks and responses to fleet-related data calls and reporting requirements

• Maintains motor vehicle records in accordance with General Records Schedule

(GRS) requirements

• Responding to reporting requirements from the AMD Chief and the ICE FMU Chief

• Ensuring annual fleet utilization reviews are performed, assigning fleet consistent with mission requirements and utilization standards, reviewing and approving motor vehicle

• Transfers between ICE Program Offices, and managing programs’ financial responsibilities relating to fleet management issues https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/fmu/Documents/pdf/FleetCardManual.pdf

19 June, 2019 12

• Ensuring that a current record of assigned license plates and a current list of lost or stolen license plates are maintained

• Notifying the Program Office Fleet Card Coordinator (PFC) of any changes in the

Program Office’s organizational structure that affect invoice/report distribution

• Coordinating fleet asset acquisitions on behalf of their respective program

2.2. Program Office Fleet Card Coordinator (PFC)

The Program Office Fleet Card Coordinator is designated in writing (See the Sample

Letter in Appendix AB) by the Headquarters Program Office Director and is the overall fleet card coordinator for a Program Office. He/she oversees the use and reconciliation of the fleet card for a Program Office. For roles and responsibilities, reference the FMPM Chapter 3 3.2 Part 3.2.3. ICE Fleet Card Manual. NOTE:

Program Offices may designate this responsibility to the HPFM with no separation of duty.

19 June, 2019 13

CHAPTER 2: OVERVIEW OF FLEET MANAGEMENT

SYSTEMS

1. GENERAL

Federal Management Regulation (FMR) § 102-34.340 requires agencies to have a management information system to assist with managing their motor vehicles. Systems should identify and collect accurate inventory, cost, and usage data that covers the complete lifecycle of the motor vehicle (acquisition, operation, maintenance, and disposal); and provide the information necessary to satisfy both internal and external reporting requirements.

The following guidelines govern roles and responsibilities for personnel who are engaged in the ICE Fleet Management Systems: Sunflower Fleet Maintenance

Module, Fleet Cards, and Federal Motor Vehicle Registration System (FMVRS).

2. SUNFLOWER ASSET MANAGEMENT SYSTEM (SAMS)

2.1. Overview

SAMS is used to track the lifecycle of all accountable personal property owned or leased by ICE. The Sunflower Fleet Maintenance Module enables users to create, track, and record all essential definitions, parameters and information surrounding preventive and unscheduled asset maintenance, mileage and tracking of motor vehicles.

All Government-owned and leased motor vehicles are accountable property and subject to controls intended to track the lifecycle (from acquisitions, through utilization, and disposal). The controls being used guard against loss, fraud, waste, and abuse while taking into consideration efficiency and effectiveness.

The Program Office is responsible for creating/entering and updating motor vehicle records in Sunflower (Refer to the Personal Property Operations Handbook for further guidance), which includes the following activities:

• Capitalizing motor vehicles assets that exceed $50,000 or more in SAMS finance module

• Transferring motor vehicles

• Disposing of motor vehicles

• Assigning meter readings

• Entering meter readings, when proper readings cannot be recorded at the pump

• Creating work orders for scheduled and unscheduled maintenance, when the fleet card is not used for payment

• Running reports https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/pmb/Documents/pdf/PersonalPropertyOperationsHandbook.pdf

19 June, 2019 14

For technical assistance with adding and updating motor vehicle information in

Sunflower, refer to the current Sunflower Fleet Maintenance Module Training Guide or contact the Office of Asset Management, Property Management Unit (PMU).

2.2. Account Request and Access

All ICE employees who require access to Sunflower are required to:

• Complete the required Sunflower Training.

• Complete the Sunflower User Access Tool form which is located here. Click the

“Request SAMS Access Certification/Recertification” button.

• Employees will need to read and sign the “Rules of Behavior” within the form and also obtain HPPM/HPFM approval and APO approval.

o Instructions for completing the User Access Tool form can be found at the top of the SAMS User Access Tool page by clicking “Certification” under the Desk

Guides.

2.3. Link to Sunflower Asset Management System

Link: https://sams.dhs.gov/

Users must login at least every 30 days in order to maintain access to SAMS.

3. FEDERAL MOTOR VEHICLE REGISTRATION SYSTEM (FMVRS)

3.1. Overview

The Federal Motor Vehicle Registration System (FMVRS) is a Federal database of all

Government-owned or leased motor vehicles displaying official U.S. Government license plates. The system also holds over 600,000 license plates and is responsible for providing instant information to law enforcement through the National Law

Enforcement Telecommunications System (NLETS).

https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/pmb/Documents/pdf/sunflowerFleetMaintenanceTraining.pdf https://sp.ice.dhs.gov/sites/oaa/SAMS/_layouts/15/FormServer.aspx?XsnLocation=https://sp.ice.dhs.gov/sites/oaa/SAMS/InfoPath%20Source%20Codes/SAMS_PreReqHandler.xsn&SaveLocation=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FSAMS%2FSAMS%20User%20Access%20Tool&ClientInstalled=true&DefaultItemOpen=1&Source=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FSAMS%2FSAMS%2520User%2520Access%2520Tool%2FForms%2FMy%2520Requests%2Easpx https://sams.dhs.gov/

19 June, 2019 15

The ICE Fleet Manager is responsible for ensuring that ICE motor vehicles record in

FMVRS are updated in a timely manner. This can include but not limited to:

• Updating Point of Contact (POC) information

• Matching license plates to motor vehicles

• Maintaining license plates and motor vehicle status

In addition, Program Offices are responsible for ensuring that their DHS license plates are current and registered in FMVRS. All ICE Headquarter Fleet Personnel who require access to FMVRS should submit a request to FMU.

3.2. Link to Federal Motor Vehicle Registration System (FMVRS)

Link: https://fmvrs.fas.gsa.gov/ https://fmvrs.fas.gsa.gov/fmvrs/fmvrs/

19 June, 2019 16

CHAPTER 3: OFFICIAL USE OF GOVERNMENT

MOTOR VEHICLE

1. GENERAL

The purpose of this chapter is to establish ICE-wide uniform guidance on the official use of Government motor vehicles for Federal employees and Contractors who are assigned a Government motor vehicle either on a permanent, temporary or short-term basis.

2. OVERVIEW

In accordance with 41 CFR § 102-34-220, “Official Use of Government Motor Vehicles,” official use of a Government motor vehicle is using a motor vehicle to perform an agency’s mission(s) as authorized by ICE, DHS and other applicable Federal regulations. All ICE motor vehicles, owned, leased or rented are for “Official Use Only.”

Prior to the use of an ICE motor vehicle, all factors must be taken into consideration including whether the use is mission related and/or essential to the successful completion of an agency’s function, activity, or operation. “Official purposes” does not include transportation of an officer or employee between his/her home and place of employment, unless authorized under the provisions of 31 USC § 1344 or other applicable law. Drivers found operating a Government motor vehicle in an unofficial capacity may be subject to a suspension of at least one month or, up to and including, removal by the head of the Agency (31 USC § 1349). Statue 31 USC § 1349(b), “Adverse Personnel Actions,” provides for the suspension from duty of any officer or employee of the Federal Government who willfully uses or authorizes the use of a

Government passenger motor vehicle for other purposes than official business.

3. USE OF ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES

ICE motor vehicles must be operated in a manner that avoids the perception of misuse/abuse at all times. The following guidelines establish responsibilities, policies, procedures, and reporting requirements for the official use of ICE motor vehicles.

19 June, 2019 17

Table 3-1: Key Guidance for Official Use of ICE-Owned, Leased or Rented Motor

Vehicles

1.

ICE motor vehicle operators must possess a valid U.S. or international permit or license for the appropriate type of motor vehicle (e.g., If a van is designed to transport 16 or more passengers including the driver, the motor vehicle operator is required to have a Commercial Driver’s License (CDL) with passenger endorsement) being operated, or if transporting material that has been designated as hazardous. Additionally, each Program Office shall require verification of valid operator’s licenses at the time motor vehicles are assigned and annually thereafter. NOTE: In addition to CDL information provided, Program Offices should refer to the Department of Motor Vehicle (DMV) division within their jurisdiction for specific guidance on CDL endorsements, restrictions, and licensing requirements since regulations can vary by state.

2.

When operating any ICE motor vehicle, other Federal employees conducting official business may ride along with authorized user. Contractors should not operate or ride in any ICE motor vehicle unless it is specifically stated in their contract.

3.

ICE motor vehicle operators must have a written authorization from the head of the agency (DHS Secretary) to transport official visitors and other official non-

Federal employees to ride in a Government motor vehicle if there is space available and there is no-increased-cost basis for specific official Government business (31 USC § 1344). Family members and pets are strictly prohibited from riding in Government motor vehicles.

NOTE: Effective June 4, 2015, ICE has been granted Memorandum Waiver approval by the DHS Under Secretary of Management to transport passengers who are non-Federal employees, but who are essential to the success of ICE law enforcement, investigative, intelligence and other statutory responsibilities.

4.

All occupants riding in ICE motor vehicles must use seat belts and follow all appropriate motor vehicle manufacturer safety guidelines. ICE motor vehicle operators must drive in a responsible manner and comply with all State and local jurisdiction traffic laws.

5.

Motor vehicle operators must ensure that motor vehicles are operated in a safe and prudent manner and exercise a reasonable degree of care, skill, and judgment while driving, as well as drive in a manner that reduces and/or eliminates all distractions.

19 June, 2019 18

Table 3-1: Key Guidance for Official Use of ICE-Owned, Leased or Rented Motor

Vehicles

6.

ICE motor vehicle operators must be fully focused on driving the motor vehicle and taking the appropriate steps to avoid general electronic and external distractions. Executive Order (EO) 13513 bans Federal employees from engaging in text messaging when driving a Government motor vehicle or while driving their privately-owned motor vehicle while on official Government business. The order also bans the use of electronic equipment supplied by the Government while driving. Exception: EO 13513, Section 3, Part C states: Agency heads may exempt from the requirements of this order, in whole or in part, certain employees, devices, or motor vehicles in their respective agencies that are engaged in or used for protective, law enforcement, or national security responsibilities or based on other emergency conditions.

7.

Payments for traffic or parking violations are a personal responsibility and will not be reimbursed. All traffic violation costs while operating ICE motor vehicles must be paid in accordance with ICE policies.

8.

All occupants riding in ICE motor vehicles must refrain from littering, smoking and/or drinking alcoholic beverages in Government motor vehicles. In addition, consumption of alcohol and/or illegal products prior to operating ICE motor vehicles is strictly prohibited.

9.

Employees requesting authorization to use ICE motor vehicles are responsible for accurately signing in and out an assigned motor vehicle and its affiliated fleet card. ICE motor vehicle operators are responsible for performing safety checks by completing the Vehicle Inspection Checklist (Appendix C) prior to operating the motor vehicle, and completing ICE Form 12-304-Motor Vehicle Control Log

(Appendix D) motor vehicle operation report. For further guidance, refer to the

“Repair and Maintenance” chapter of this handbook.

4. USE OF ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES ON

TEMPORARY DUTY (TDY)

ICE–owned, leased or rented motor vehicles may be used when on Temporary Duty

(TDY) while performing official duties provided that the motor vehicle operator possesses a valid license for the type of motor vehicle being operated. While on TDY, ICE motor vehicles may also be used for incidental travel to locations necessary to the traveler’s subsistence and/or health. However, public perception must be considered.

Entertainment or recreational uses are not authorized.

19 June, 2019 19

Other Federal employees on TDY may ride along with employees authorized to use the

ICE motor vehicle provided they are performing official duties that are within their scope of employment. Scope of employment is action of an employee that furthers the business of the employer (agency) and is not personal business. Note that local State statutes can dictate what the scope of employment is depending on a review of the reported incident. Contractors on TDY may only operate ICE-owned, leased or rented motor vehicles if specific language authorizing this action is stated in the applicable contract, and the motor vehicle is to be operated in accordance to guidance stated in section 1 of this chapter.

5. USE OF ICE-OWNED, LEASED OR RENTED MOTOR VEHICLES

FOR HOME-TO-WORK (HtW)

Home-to-Work (HtW) transportation is the use of government motor vehicles, by employees for transportation between their residence and primary duty location. HtW transportation is a powerful tool for meeting ICE mission requirements and enhancing the overall responsiveness to emergency situations. Title 31, United States Code (USC)

§ 1344 grants the DHS Secretary with the ability to authorize HtW for employees engaged in:

• Performing Intelligence, Counterintelligence, Protective Services, or Criminal Law

Enforcement duties;

• Duties essential for safe/efficient performance of intelligence, protective services, or law enforcement;

• Highly unusual circumstances presenting a clear and present danger or when an emergency exists; and

• Any other compelling operational consideration that makes HtW essential to conduct official business

NOTE: The assignment of an employee to a position approved for HtW does not, of itself, entitle an employee to receive daily HtW transportation. The comfort and/or convenience of an employee is not considered sufficient justification to authorize HtW transportation.

5.1. HtW Eligibility

For employees to participate in the HtW Program, he/she must be in an ICE designated HtW position. For eligible employees, HtW transportation authority does not extend to employees who are on official temporary duty (TDY) or employees who are on permanent change of station (PCS) travel. If an employee is in PCS status, a separate HtW authorization is required for the new position (if applicable to the PCS

19 June, 2019 20 position). Additionally, HtW transportation authority does not extend to employees that are on detail to ICE from an external (non-ICE) agency.

Use of a Government motor vehicle for HtW travel is strictly prohibited unless specifically authorized and certified using the Home-to-Work Management System

Application (HMS). Employees shall complete an employee HtW certification and profile (online - HMS). HtW transportation is not to exceed fifty (50) miles from the employee’s official duty station, as detailed in his/her SF-50 to the employee’s home of record in each direction. Any employees’ request for HtW transportation that exceeds fifty (50) miles must include a completed 50-mile HtW waiver request (This is also completed using HMS).

NOTE: Contractors are prohibited from operating ICE-owned, leased or rented motor vehicles for HtW transportation, unless authorized in accordance with 31 USC §1344

(41 CFR 102-5, Subpart B). All users must certify and report using the online HMS located on the Fleet Management Unit website. Users must complete the certification on HMS and receive supervisor approval prior to executing HtW privileges. If for any reason a user is unable to certify using the HMS system, this does not restrict the officer form using the vehicle for daily mission work. However, the officer cannot take the vehicle home until a proper certification is completed within HMS. The 12-301 form is an obsolete form and no longer used as an official HtW certification document.

5.2. HtW Roles and Responsibilities

5.2.1. Supervisors and/or Managers

• Act as the first line approver to determine the employees need to execute

HtW transportation option and administer the use and assignment of

Government vehicles allocated to their organizations

• Approve 50-mile wavier requests as the first line approver for routing all requests forward to Office of Chief Readiness and Support Officer OCRSO for formal Department approval

• Ensure no employee is executing HtW without proper documentation and an approved 50-mile waiver from OCRSO if required

• Require verification of valid operator’s licenses

• Ensure employees understand and comply with HtW Federal laws and regulations

• Initiate appropriate investigative referrals for possible violations of HtW policies https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/SitePages/APP-HMS.aspx

19 June, 2019 21

5.2.2. HtW Employees

• Acknowledge and sign, annually a HtW transportation certification using the

Home-to-Work Management System (HMS) o Complete annual re-certification within 90 days of the certification deadline

• If applicable, submit a request to wave the 50-mile commute restriction via the

HMS application with a valid justification

• Track and report accurate HtW transportation data, as well as any additional

Component policy/guidance to the Supervisor and/or ICE HtW transportation manager to include:

o Maintaining use of the ICE 12-303 and 12-304 forms o Entering in monthly, the aggregated data (from 303 and/or 304) forms into the HMS tool

• Use HtW Transportation for approved purposes only

• Adhere to all reporting requirements for fringe benefits applicable to the use of HtW transportation on employee W-2s.

5.3. HtW Reporting

HtW reporting and certification shall be maintained electronically through HMS located here or through FMA (if an HSI employee authorized for HtW)

NOTE: This electronic request form replaces the previous required ICE Form 12-301.

Each Program Office shall maintain annual logs or other records necessary to validate the official purpose for Government transportation provided between an individual’s residence and his/her place of employment as identified on their SF-50 on file.

Program Offices shall update the logs quarterly (and as otherwise directed) using

HMS located here.

HtW data that must be reported regularly include the following:

• Vehicle Identification Number

• Reporting month/year

• Total vehicle miles: Total number of vehicle miles traveled

• Distance between residence and official duty stations: Driving distance in miles from the employee’s residence and official duty station (as annotated on the employee’s SF-50)

• Zip code: 5-digit zip code of the employee’s official duty station

• HtW authorization category: This is the category under which HtW authorization was approved for the employee (Law enforcement, field work or other)

19 June, 2019 22

• Law enforcement sub-category: This is the applicable law enforcement sub-category (intelligence, counter-intelligence, protective services, criminal law enforcement)

• After hours response: Annotate yes or no, if the justification for HtW is based on the need to respond to after-hours call-outs

• Number of call outs: This is any unscheduled instances when an authorized HtW user responds to a call that begins and/or ends after their regularly scheduled shift and the activity requires the Agent/Officer to physically, directly and immediately respond to a location, other than the employee’s official duty station. A call-out must consist of the following:

o An operational mission requirement o A physical response requirement to a specific location o A portion of the response requirement must occur outside the employee’s normally scheduled duty hours

A call out does not include an incident to facilitate employee participation in non-operational meetings, conferences, training and so forth.

• Number of days vehicle taken to residence: The number of days HtW transportation was utilized by the employee

• Number of days vehicle taken from residence to field locations: If the employee is authorized HtW transportation for the field work category, this is the number of days the employee drove an ICE vehicle from his/her residence

• 50-mile waiver: Annotate yes/no if the employee has received a waiver of the 50-mile restriction

• Current authorization: Annotate yes/no if the employee is utilizing HtW under a current authorization

• Canine handler: Identifies yes/no whether the employee as it relates to the duties associated with the HtW transportation authorization, is a canine handler.

5.4. HtW Request and Approval Process

All ICE law enforcement personnel that are eligible and require HtW authority, must complete the certification process. Certification must be completed at least once a year and/or once one of the following personnel actions occur:

• Operator changes permanent work duty station

• Operator changes permanent work position

• Operator moves to new permanent home residence location

HtW employees completing the annual re-certification, must begin the re-certification process within 90 days of the certification deadline.

19 June, 2019 23

HtW eligible employees should follow the steps below for request/approval:

5.4.1. Create a HtW Certification Request

Please see Appendix AC for the HtW certification and approval process map.

• Go to the HtW Certification site here

• Follow the prompts to fill in/validate the required information. Note: Personnel must enter in their Position Identification Number (IPN).

• If the IPN is unknown, please follow the steps below:

o Go to the HMS site here o In the screen that appears, click the option for “New” (next to the “+” icon) o Enter the last name of the person to look up in the search box o Hit Tab or click away from the “Last Name” search box o All personnel with matching last name will appear along with the IPN and his/her duty city and duty state. Employees can use the duty city and state to narrow down their IPN.

o Copy the IPN number for use in the HtW Certification Application

• For a valid IPN that is entered, the certification tool will auto populate the following fields:

o Employee Name (Last, Middle, First) o Employee Title / Series Number o Employee Sub-Component o Employee’s Official Residence (per SF-50 on file) including City and State o Employee’s Official Duty Location (City/State)

• If the form does not open or the information is missing, double check the IPN number entered. Should the fields be empty or the employee encounter issues getting past entering the IPN, contact the designated VCO/HPFM to resolve the issue.

• Enter in any missing data, as prompted by the tool.

• Enter in the justification for HtW. The justification must meet the DHS guidelines outlined in DHS Instruction 112-05-001.

5.4.2. If applicable, complete the HtW Mileage Waiver Request

• The 50-mile waiver is required for any employee traveling greater than 50 miles between their official duty station and home location.

• If this is the case, the Mileage Waiver Request section of the form will appear.

Enter in the justification, ensuring it is not a reiteration of the HtW authorization request but includes specifics regarding the need for the waiver of the mileage restriction.

https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/_layouts/15/FormServer.aspx?XsnLocation=https://sp.ice.dhs.gov/sites/oaa/OAA%20InfoPath%20Source%20Forms/HTW.xsn&SaveLocation=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%20Fleet%2FHTW%20Certification%20Tool&ClientInstalled=true&DefaultItemOpen=1&Source=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%2520Fleet%2FHTW%2520Certification%2520Tool%2FForms%2FMyItems%2Easpx https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/_layouts/15/FormServer.aspx?XsnLocation=https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/PID%20Finder/Forms/template.xsn&SaveLocation=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%20Fleet%2FPID%20Finder&ClientInstalled=true&DefaultItemOpen=1&Source=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%2520Fleet%2FPID%2520Finder%2FForms%2FAllItems%2Easpx https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/pmb/Documents/pdf/DHS_MD_112-05.pdf

19 June, 2019 24

5.4.3. Review and Acknowledge Request

• Once the required information is filled into the form, review and sign the

“Employee Acknowledgement Section”

• By signing the “Employee Acknowledgement Section” the employee also commits to complete the required monthly reporting as mandated by the DHS

Save Act (Public Law 115-38).

5.4.4. Submit the Certification form for Review by the Supervisor

• Following acknowledgment, the form should be sent to the Supervisor by selecting the “Submit” button

• Alternatively, the employee can cancel and exit the form without submitting or saving any data entered by selecting the “Cancel” button

5.4.5. Supervisor Review of the HtW Certification

• Supervisors will be notified via email regarding HtW certification requiring review and approval

• Access the HtW Certification tool either via SharePoint or through the link provided in the auto generated email notification

• Review the HtW request form in its entirety, including the Supervisor section o If the request is from an employee that the Supervisor does not supervise or does not require HtW to execute his/her duties, reject the form

• In the Supervisor section, select “Supervisor Title/Series” from the dropdown list

• Click on “Signature & Certify” to certify the employee (vehicle operator) for

HtW o To reject the certification request, click the “Reject” button located next to the “Signature & Certify” button

• To formally approve the request, click the “Submit” button to finalize and complete the certification form o SharePoint will notify the employee that the Certification has been completed

• To exit out and discard the information entered, click the “Cancel” button to officially exit the form

5.4.6. FMU Review of 50-mile waiver requests

• For HtW certifications requesting a 50-mile waiver, the Fleet Management

Unit (FMU) will download the justifications from the Certification tool

• FMU will review the justifications and consolidate them into groupings based on the provided justifications and submit a single package to the OCRSO https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/fmu/Documents/pdf/PLAW-115publ38.pdf https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/fmu/Documents/pdf/PLAW-115publ38.pdf

19 June, 2019 25

5.4.7. The Department OCRSO review of submissions

• The Director of Mobile Assets within the OCRSO will review the waiver justifications and submit approval or denial back to ICE FMU

5.4.8. Approval and Denial distribution to Programs

• Once the approval or denial is received back from OCRSO, ICE FMU will forward to the appropriate Program HPFM any necessary action and record maintenance

NOTE: If an employee is awaiting the approval of a 50-mile waiver, they are not permitted to participate in the HtW program until approval is received

6. SUMMARY OF PERMISSIBLE AND IMPERMISSIBLE USES

The following are examples of permissible and impermissible use of ICE motor vehicles.

This list is not inclusive of all Government motor vehicle uses:

6.1. Permissible Uses

ICE motor vehicles must be operated in a manner that avoids the perception of misuse/abuse at all times. Permissible uses include, but are not limited to the following:

• Official business (e.g., attending official meetings, training, participating in official ceremonies) that are within the scope of employment

• Traveling from place of duty to after-hours official activities. ICE motor vehicles must be returned to place of duty, unless authorized HtW

• Transporting other Federal employees and/or authorized guests to official activities at no additional cost that is within the scope of employment

• Transporting prospective recruits for interviews/processing/orientation

• While on TDY, conducting business for incidental (e.g., Going to the dry cleaners, barber, pharmacy, or local restaurants)

6.2. Impermissible Uses

Any unauthorized use of Government motor vehicles may result in disciplinary action which may include but is not limited to suspension of all privileges to operate

Government motor vehicles. Impermissible uses include, but are not limited to the following:

• Going to private social activities (e.g., birthday party, hail and farewell, dinner party)

19 June, 2019 26

• Transporting employees from home to official activities or from the official activities to home

• When not on TDY, obtaining lunch and commuting to/from work without written justification and authorization

• Conducting personal errands/business (e.g., paying utility bills), picking up family members, etc.

• Visiting or attending unofficial recreational activities (e.g., going to movies, bowling alley, etc.)

7. REPORTING GOVERNMENT VEHCILE DATA FOR THE

DEPARTMENT OF HOMELAND SECUIRTY (DHS) STOP ASSET AND

VEHICLE EXCESS (SAVE) ACT

7.1. Overview

ICE is required to comply with Public Law 115-38, DHS SAVE Act. Congress and

DHS require that ICE comply with this law by collecting and reporting five key data elements: 1) Number of Trips; 2) Mileage; 3) Days of use; 4) Operational Cost; 5)

Engine Hours. Each Program is responsible for collecting and reporting the 5 SAVE

Act data elements on a quarterly basis to the Asset Management Division.

7.2. How is data collected/reported

The Asset Management Division has provided vehicle operators within ERO and 2 ways to report SAVE Act data

1) AMD SAVE ACT Tool: SharePoint application to capture the required data: SAVE

Act Tool

2) Using the Home-to-Work Management system to enter a monthly log. When entering your log, there will be a place to enter SAVE data at the bottom of the form and the tool can be accessed at the following link: Home-to-Work

Management System

All Homeland Security Investigations (HIS) agents should be leveraging the Fleet

Management Application to enter SAVE Act data.

https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/Lists/ICE%20SAVE%20ACT%20TOOL/Item/newifs.aspx?List=88c803c5%2D6ae2%2D4e46%2Dac04%2D10b90a54552e&Source=https%3A%2F%2Fcollab%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%2520Fleet%2FLists%2FICE%2520SAVE%2520ACT%25 https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/Lists/ICE%20SAVE%20ACT%20TOOL/Item/newifs.aspx?List=88c803c5%2D6ae2%2D4e46%2Dac04%2D10b90a54552e&Source=https%3A%2F%2Fcollab%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%2520Fleet%2FLists%2FICE%2520SAVE%2520ACT%25 https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/_layouts/15/FormServer.aspx?XsnLocation=https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/HMS_MontlyLog/Forms/template.xsn&SaveLocation=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%20Fleet%2FHMS%5FMontlyLog&ClientInstalled=true&DefaultItemOpen=1&Source=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%2520Fleet%2FHMS%5FMontlyLog%2FForms%2FMyItems%2Easpx https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/_layouts/15/FormServer.aspx?XsnLocation=https://sp.ice.dhs.gov/sites/oaa/OAM%20Fleet/HMS_MontlyLog/Forms/template.xsn&SaveLocation=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%20Fleet%2FHMS%5FMontlyLog&ClientInstalled=true&DefaultItemOpen=1&Source=https%3A%2F%2Fsp%2Eice%2Edhs%2Egov%2Fsites%2Foaa%2FOAM%2520Fleet%2FHMS%5FMontlyLog%2FForms%2FMyItems%2Easpx

19 June, 2019 27

CHAPTER 4: MOTOR VEHICLE PARKING AND

STORAGE

1. GENERAL

The purpose of this chapter is to provide guidance on the parking and storage of ICE-owned, leased or rented motor vehicles and to ensure reasonable diligence of the day-to-day safety and security of ICE operated motor vehicles.

2. OVERVIEW

All ICE-owned, rented or leased motor vehicles shall be parked or stored in a manner that reasonably protects it from theft or damage. Motor vehicles must be locked at all times (the only exception to this requirement is when fire regulations or directives prohibit locking motor vehicles in closed buildings or enclosures). In addition, ICE

Program Offices should attempt to use storage at no cost whenever possible, practical, and feasible.

Federal Management Regulation 41 § CFR 102-34 “Motor Vehicle Management,”

Subpart D – Official Use of Government Motor Vehicles, provides:

An Agency’s Government-owned, rented or leased motor vehicles are to be stored to provide reasonable protection from pilferage or damage. In the interest of economy, open storage should be used whenever practical and feasible. Agency must determine whether it is "practicable or feasible" to use open storage space or a storage space at a location after considering the nature of program demands and special requirements at that location.

In addition, operators of Government-owned, leased or rented motor vehicles must obey all motor vehicle traffic laws of the State and local jurisdiction in which the motor vehicle is being operated, except when the duties of their position require otherwise. Operators are personally responsible for any violation of State or local traffic laws. If a motor vehicle operator is fined or otherwise penalized for an offense he/she committed while performing official duties, but the cause of the penalty was not required as part of their official duties, payment is the operator's personal responsibility.

3. PARKING

Employees using ICE-owned, leased or rented motor vehicles should try to secure parking at a Government facility. When a Government facility is not available or practical, the following options should be followed in this order:

1. State parking lots, if practical

2. Street parking or other free parking (public or commercial facility)

19 June, 2019 28

3. Other controlled parking spaces

4. SAFEGUARDING ICE-OWNED, LEASED OR RENTED MOTOR

VEHICLES

All unattended ICE-owned, leased or rented motor vehicles must be locked. The only exception to this requirement is when fire regulations or other directives prohibit locking motor vehicles in closed buildings or enclosures.

Lock all doors to the motor vehicle and carry the keys and fleet card with you when leaving the motor vehicle unattended. Turn in the keys and fleet card for pool motor vehicles when returning the motor vehicle to the office.

• Report lost, damaged, or stolen fleet card and/or license plates immediately

• Store the motor vehicle in a secure parking facility when possible

• Report theft of the motor vehicle or its contents immediately to the local law enforcement and the Program Office.

19 June, 2019 29

CHAPTER 5: GOVERNMENT MOTOR VEHICLE

ACQUISITIONS

Vehicles shall be acquired in accordance with prescribed utilization, program management, fuel efficiency, and alternative fuel usage Federal laws, regulations, executive orders, policies, and standards.

1. ACQUISITION PLANNING

Acquisition planning helps to create a plan to effectively and efficiently acquire motor vehicles in compliance with environmental and socioeconomic goals established by

Federal laws, regulations and policies (including ICE mission requirements). Acquisition

Planning includes:

• Determination of Need

• Budgeting / Funding

• Motor Vehicle Replacement Standards

• Motor Vehicle Acquisitions Criteria

• Advanced Acquisition Planning

The Fleet Management Unit (FM) initiates the Fleet Acquisition Planning which is an ongoing process and must start prior to the next fiscal year. There are several key pieces that go into acquisition planning:

• Fleet Funding: Appropriated funding by Congress or ICE to execute against

Program fleet needs. Further detail regarding funding is included in the budgeting section of this chapter below.

• Fleet Management Plan (FMP): Annual plan that outlines…