GENERAL SERVICES ADMINISTRATION

Washington, DC  20405

                                                                                                            ADM IL-01-07

GSA INSTRUCTIONAL LETTER

SUBJECT:     Automated GSA Internal Fleet Vehicle Fuel Reporting System

1.      Purpose.  This Instructional Letter (IL) provides GSA policy and procedures for GSA employees to record GSA Internal Fleet vehicle fuel usage via an automated recordation system.

2.                  Background.   Executive Order 13423, Strengthening Federal Environmental, Energy, and Transportation Management, effective January 24, 2007 established agency performance goals for the decreased use of petroleum and the increased use of alternative fuels in agency fleet operations.  Specifically, the EO provides that agencies

(g)(i) Reduce the fleet’s total consumption of petroleum products by 2 percent annually through the end of fiscal year 2015,  

(g)(ii) Increase the total fuel consumption that is non-petroleum based by 10 percent annually, and

(g)(iii) Use plug-in hybrid (PIH) vehicles when PIH vehicles are commercially available at a cost reasonably comparable, on the basis of life-cycle cost, to non-PIH vehicles.

3.         Implementation date.  This IL is effective immediately upon signature.

4.      Expiration date.  This IL expires upon revision or change of GSA policy.

5.      Coverage.  The provisions of this IL apply to all GSA organizations with assigned GSA Internal Fleet vehicles.

6.      Applicability:  This IL applies to all GSA employees and those individuals, and contractors, authorized to drive a GSA internal fleet agency vehicle, and those individuals who are responsible for GSA internal fleet agency vehicles.

7.      Explanation of change.  Federal Executive Order 13423.

8.      Forms.   N/A

9.                  Attachment.  Attachment A, Automated GSA Internal Fleet Vehicle Fuel Reporting System.

10.             Filing instructions.  File with ADM P 5620.1, “GSA Internal Motor Vehicle Management”.

LURITA A. DOAN                                                   
ADMINISTRATOR              

Attachment A

Automated GSA Internal Fleet Vehicle Fuel Reporting System

1.      Mandatory Requirement to Use the Automated GSA Internal Fleet Vehicle Fuel Reporting System: 

The Automated GSA Internal Fleet Vehicle Fuel Reporting System will provide the detailed reporting accuracy required by Executive Order 13423 for the agency and achieve the performance improvement plan and clear accountability goals set by the President’s Management Agenda.  This system will compliment the reports GSA receives from the Federal Acquisition Service (FAS) on vehicle fuel usage reports. 

This is a mandatory requirement for all GSA employees, and those individuals, and Contractors, authorized to drive a GSA internal fleet agency vehicle.

2.      Roles and Responsibilities:

Heads of Services and Staff Offices and Regional Administrators will designate a Vehicle Controlling Official to coordinate motor vehicle acquisition, assignment, utilization, and release.  The designation must be in writing with a copy forwarded to Office of Management Services, GSA Internal Fleet Manager. 

The vehicle controlling official will monitor all vehicle activities.  The vehicle controlling official is responsible for compliance with all GSA orders and policies concerning motor vehicles. 

The custodian of the vehicle (Certifying Official) is responsible for compliance with all GSA orders and policies concerning motor vehicles assigned to their respective organizations, and ensuring supervisors and operators are familiar with regulations governing the use of Government motor vehicles.  This includes ensuring the submittal of Automated GSA Vehicle Fuel Reporting System data reports by the motor vehicle operators.

The motor vehicle operator is responsible for providing data regarding their motor vehicle use including mileage, fuel usage, and other information when required.  The Motor Vehicle operator will be required to report the required fuel data information to the Automated GSA Vehicle Fuel Reporting System on a timely basis.   

Reminder to all motor vehicle operators of GSA Internal Fleet vehicles, reference ADM P 5620.1 GSA Internal Motor Vehicle Management, Chapter 7, Maintenance, Care, and Storage, 2.b.7. Fuel Guideline.  …”If the vehicle is capable of using alternate fuels (E-85, CNG, etc.), such fuel, if available, must be used.”

The GSA Internal Fleet Manager is responsible for compiling and submitting reports to the Regional Administrators, Regional GSA Internal Fleet Managers, organization supervisors and senior level staff, Office of Management and Budget (OMB), and the Department of Energy (DOE).

3.  Automated GSA Internal Fleet Vehicle Fuel Reporting System Process:

After fueling the vehicle, the GSA employee or individual authorized to drive a GSA agency internal fleet vehicle can choose how to report the fueling information.  The information may be transmitted via a toll-free telephone number or logged in via computer to the FIDO.gov website. 

There are several ways to accomplish recording the fuel information until you have the availability and safety to telephone the data in or log into a computer.  Here are some practical suggestions:

• From the Point-of-Service (POS) receipt verify the amount of fuel received, write on the receipt the vehicle mileage, type of fuel dispensed, and the vehicle tag number. 

-or-

• Use the GSA Form 1374 (Rev. 10-72) Motor Vehicle Petroleum Issue Record to record the required information (Vehicle Tag Number, Mileage, Gallons of Fuel Received, Type of Fuel, and Date).  Note:  GSA Form 1374 is currently under revision to meet EO 13423 data requirements.  Please add the appropriate information (Mileage, Type of Fuel) that is currently missing for the required Reporting System.  

-or-

• Use a notebook or notepad to record the required information (Vehicle Tag Number, Mileage, Gallons of Fuel Received, Type of Fuel, Date).

a.         Telephone Reporting:  For each step, the Automated GSA Internal Fleet Vehicle Fuel Reporting System repeats back the information provided to ensure the data is correct and requests confirmation from the caller by asking to press 1 on the telephone key pad for Yes and press 2 if Incorrect.  If incorrect, correct the information for this Step.  The System will again request confirmation from the caller before proceeding to the next step.

Following steps are for Telephone Reporting:

Step1.  Place the Call and Press 1 for Fuel Report.                                                                                                        A toll-free number is provided for convenience and ease (1-877-343-6468).   When the call is placed, the individual is led through a series of prompts to solicit the following information:

Step 2.  Vehicle Tag Number.                                                                                                   (Enter Tag number, press #)  The system will verify the tag number against the GSA Fleet active vehicle database.  

Step 3. Mileage

(Enter Only the Rounded Vehicle Mileage, press #) 

Step 4. Number of Gallons.                                                                                         (Enter Only the Whole Number of Gallons Fueled, press #) 

Step 5. Type of Fuel                                                                                                                                   (Enter Type of Fuel, for Alternative press 1, press #; for Gasoline press 2, press #; for Diesel press 3, press #) 

Step 6.  When call is completed, disconnect.

b.         Compliance with State and Local Safety Requirements

All employees must comply with state and/or local restrictions regarding the use of electronic devices near fueling stations.  If such use of cell phones is prohibited at the fueling site, employees must exit the fueling area prior to transmitting the required information.

c.         Computer Fuel Reporting:  The employee can choose to record the fuel information on the Automated GSA Internal Fleet Vehicle Fuel Reporting System located at (http://www.fido.gov) - FIDO.gov, Agency Sites: General Services Administration (GSA), GSA Internal Fleet (FLEET)

Following steps are for Computer Fuel Reporting:

Step 1.  On the Computer – Internet Brower address for the Reporting site is:  http://www.fido.gov/fs/form_fuel.asp

Step 2.  Enter your GSA email address your name@gsa.gov

Step 3.  Enter Tag Number (Enter the vehicle tag number, press enter key)

Step 4.  Enter Mileage (Enter Only the Rounded Vehicle Mileage, press enter key) 

Step 5.  Enter Whole Number of Gallons Purchased (Enter whole number, press enter key)

Step 6.  Enter Type of Fuel (From the Selections, choose the type of fuel received, press enter key)

Step 7.  Click the Save icon.

Step 8.  Exit the program.

3.                   Contact information.  Contact the following individuals for information and assistance in implementing this IL:

a.                                          Office of Management Services, Administrative Policy Division.  Contact:  Ernie Stevens, GSA Internal Fleet Manager at 202-501-1804, or by e-mail at ernie.stevens@gsa.gov

b.                                          Computer Reporting Technical Assistance: Contact: Bruce Troutman, Data Call Systems at 202-460-8020 or by e-mail at bruce.troutman@datacallsystems.com