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MD.120.9.1, ADS – Updated Vehicle Procedures

Maryland Bulletin: 120-9-1
Subject: ADS – Updated Vehicle Procedures
Date: February 26, 2009 (email dated April 10, 2009)

Purpose. To provide information regarding the use of the government vehicle.

Expiration Date. September 30, 2009

Explanation.

NRCS has transitioned to the new US Bank VISA Fleet Credit Card System. Several changes are being made USDA-wide concerning vehicle policy as per Departmental Regulation 5400-006, dated 3/6/09, Use of Fleet Charge Card and Alternative Payment Methods (link to this is below).

  1. We now are required to collect receipts for all fuel and maintenance charges. Please submit them to Megan monthly. Either scan receipts and email to megan.corey@md.usda.gov or if this is not possible you may mail it to the state office, ATTN: Megan Corey.
  2. We are now also required to maintain logs for each vehicle. A log book is being sent out for every vehicle located at each office and is to be kept in the vehicle glove compartment. Drivers will be required to enter odometer readings into the log each time they drive a vehicle. A copy of the log sheet will be turned in to Megan at the end of each month. Either scan log and email to megan.corey@md.usda.gov or if this is not possible you may mail the copy to the state office, ATTN: Megan Corey.
  3. When using the new fleet cards, you will be prompted for the odometer reading. If you are prompted for a zip code, use the zip code for the State Office - 21409. If you are prompted at the pump to enter "Credit" or "Debit", select "Credit".
  4. The correct number to call for roadside assistance is 1-800-VISA-TOW or 1-800-847-2869. Roadside assistance should only be used for emergency situations.
  5. In accordance with the USDA Fleet Card Policy, cardholders must complete the Web-based training for the fleet card policy at https://wbt.access.usbank.com/ . The password for this training is ogden. Complete the training and quiz by May 1, 2009 and email completed certificate to megan.corey@md.usda.gov .

NRCS card holders using the fleet credit card are responsible for safeguarding the card at all times. It should never be left in an unattended vehicle. Links for the related National Bulletins and Department of Regulations 5400-006 are listed below:

NB_120-9-14, Use of the Fleet Charge Card and Alternative Payment Methods
http://directives.sc.egov.usda.gov/viewerFS.aspx?hid=22777

Departmental Regulation (DR) 5400-006, Use of the Fleet Charge Card and Alternative Payment Methods

NB_120_9_13, ADS - Implementation of Standardized Log for NRCS Vehicles and Equipment
http://directives.sc.egov.usda.gov/viewerFS.aspx?hid=22774

Contact. If you have any questions, please contact Megan Corey at (443) 482-2917, or email: megan.corey@md.usda.gov or Steve Latimer at (443) 482-2921, or email steve.latimer@md.usda.gov.

/s/ Malcolm Reeves for

JON F. HALL
State Conservationist

DIST: AE

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