Title 120 – General Manual
Part 405 – Personal Property
Subpart B - General
AL405 - NRCS Fleet Expense Management Procedures
Drivers will maintain a log of all vehicle expenses incurred while
operating a government owned vehicle (GOV) (Attachment 2). The log should be
kept on a monthly basis. As a minimum drivers shall forward completed vehicle
logs, with all associated receipts, to their section/team leader within three
business days after the end of each quarter (December, March, June, September).
The logs and original receipts should be forwarded from the section/team to the
State Office within five business days after the end of each quarter.
For non-accident related vehicle expenses drivers are authorized to pay
for allowable expenses up to a $100 limit without a purchase order (AD-700)
request. For expenses over $100 and up to $1,000 the section/team leader must
approve a purchase order request prior to incurring the expense. The original
AD-700 will be forwarded to the driver who will staple it to the invoice/receipt
and file with other vehicle receipts. The driver will use the vehicle fleet card
to pay for the authorized expenses. For expenses over $1,000, estimates for
repair will be forwarded to the State Office. The State Office will issue the
AD-700 and proceed with approval or denial of the request as determined
appropriate on a case-by-case basis.
For accidents, theft, or vandalism related vehicle expenses the
section/team leader will communicate with the State Office Contracting Officer
to determine an appropriate course of action. The Contracting Officer,
section/team office, and local field office will prepare required documents as
appropriate. The State Office will determine who will prepare and approve the
AD-700 and forward to the appropriate employees. Fleet cards should be used for
repairs after approvals are authorized.