NEW RIVER CTC FLEET UPDATE: 2018 NEW Statutory Requirements - - PowerPoint PPT Presentation
NEW RIVER CTC FLEET UPDATE: 2018 NEW Statutory Requirements Requirements per House Bill 4015 West Virginia State Code 5A-12-1 through 5A-12-14, 17A-3-23 and 17A-3-25 through 17A-3-27 and Legislative Rule 148 July 2018 NEW
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in vehicles without specific approval of the President or designee
by multiple employees as a pool vehicle.
driver is responsible for recording information that must be reported by the AFC to FMD.
Each driver is responsible for recording information that must be reported by the AFC to FMD when they are driving the vehicle.
necessary
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Date of Travel Mileage – Commuting and Business Destination Reason for vehicle use Driver Name Vehicle VIN
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New River CTC Mileage Log
Reporting Month: Year: Department/ Location Unit: Bill Code : CL15 Client: 5R82 Location: 527 Odd Rd, Ghent WV ATC Automotive Program 527 Odd Rd, Ghent WV New River Community and Technical College VIN# 3LN6L2LU5ER819522 Make-Model: Lincoln MKZ Hybrid REFUEL BEFORE RETURNING VEHICLE NRCTC INV.TAG# BecIT002809 WV Tag # ST:6443 Beginning Mileage: Monthly Business Miles: Monthly Gallons: Ending Mileage: Monthly Personal Miles: Miles per Gallon: Total Miles Traveled: Monthly Commuting Miles: Date Time Walk around vehicle Look at tires Check for obstacles around vehicle Make sure inspection sticker is valid Review oil change dates
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driver training and travel authorization approval
GVC: Coy Borders NCC: Bridgette Neil ATC, RCC and MCC: Susie Atkins (MCC until position is filled) Backup for all campuses: Twana Jackson
72 hours out 96 hours out during Holidays
basis
ARI certified mechanic available 24/7/365 Maintenance and Repairs Fuel Emergency and Roadside Assistance needs State Inspections Contact New River AFC for issues/scheduling
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travel with approval when college owned or leased vehicles are unavailable
vehicle and personal vehicle is last option with approval
reimbursement costs are expected to exceed $50.00 a day or mileage reimbursement is expected to cost more than the cost of commercial travel (air, rental car, etc.)
Total Miles to be Traveled 109 Total Days in Trip 1 Car Rental Rate (Daily, Weekly) $32.71 Vehicle Selection MPGs Daily Weekly Monthly Cost of Gasoline per Gallon 2.89 $ Compacts (Neon, Aveo, Echo) 35 MPG $27.00 $148.40 $578.70 Mileage Reimbursement Rate 0.545 $ Intermediate (Cobalt, Corolla) 32 MPG $31.00 $170.52 $664.20 Rental Car Gas Mileage (MPG) 28 Fullsize (Impala, Camry) 28 MPG $33.00 $181.51 $707.10 Luxury (A4, 3-Series, C-Class) 26 MPG $79.00 $434.49 $1,692.90 Hybrid (Prius, Accord) 40 MPG $39.00 $269.50 $1,050.00 Medium SUVs (Explorer, Trailblazer) 18 MPG $59.00 $324.52 $1,264.20 Own Car Cost Large SUVs (Suburban, Tahoe) 16 MPG $79.00 $434.49 $1,692.90 Mileage 59.41 $ Small Pick-Up (Ranger, Dakota) 20 MPG $79.00 $434.49 $1,692.90 Trucks (Silverado, F-150) 18 MPG $99.00 $544.53 $2,121.30 Minivans (Caravan, Windstar) 25 MPG $54.00 $324.52 $1,264.20 Rental 32.71 $ 12-Passenger Van (Ford & Chevys) 14 MPG $74.00 $434.49 $1,692.90 Refueling 11.25 Total 43.96 $ Vehicle Selection MPGs Daily Weekly Monthly WV Gas Prices Compacts (Neon, Aveo, Echo) 35 MPG $30.09 $150.45 $601.80 Intermediate (Cobalt, Corolla) 32 MPG $31.92 $159.60 $638.40 Fullsize (Impala, Camry) 28 MPG $34.41 $172.05 $688.20 Luxury (A4, 3-Series, C-Class) 26 MPG $57.00 $285.00 $1,140.00 Hybrid (Prius, Accord) 40 MPG $45.54 $227.70 $910.80 Medium SUVs (Explorer, Trailblazer) 18 MPG $50.60 $253.00 $1,012.00 Large SUVs (Suburban, Tahoe) 16 MPG $81.36 $406.80 $1,627.20 Small Pick-Up (Ranger, Dakota) 20 MPG $47.00 $235.00 $940.00 Trucks (Silverado, F-150) 18 MPG $51.00 $255.00 $1,020.00 Revised January 1, 2018, Minivans (Caravan, Windstar) 25 MPG $51.65 $258.25 $1,033.00 12-Passenger Van (Ford & Chevys) 14 MPG $97.00 $485.00 $1,940.00 ** There may be additional costs associated with car rentals that could affect your decision. For a list of these costs and their conditions, please refer to the most recent version of the CRENTAL statewide contract, located on the West Virginia Purchasing Division's website.
Hertz Rates Enterprise/National Rates West Virginia Purchasing Division's Vehicle Rental versus Employee Car Reimbursement Calculator
Rental Car Cost Input Variables Calculated Results Vehicle Data Reference Chart Input variables here Which is most cost effective? Terms of use: The purpose of the Mileage Calculator is to facilitate comparison and
support system and may not always yield accurate results.
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automobile insurer
after the vehicle owner’s coverage is exhausted
Personal vehicle mileage and reimbursement rate must be tracked and included in the Personal Reimbursement Report. Rental vehicle miles must be tracked and included in the Rental Expense Report.
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STATE OF WEST VIRGINIA TRAVEL EXPENSE ACCOUNT SETTLEMENT
Name: Title: FIMS Vendor No: Address: City: State: ZIP: Headquarters: Normal Work Hours: Department: Division: Section: Travel Purpose: State Car: Yes No Personal Car: Yes No CAR DATE TIME CITY/STATE MILES AMOUNT AIR RENTAL M&I LODGING OTHER TOTAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Less Cash Advance (WVFIMS ID#: ) Amount Due To: Employee State 0.00 AGENCY ACCOUNTING INFORMATION FUND ORG ACT OBJ SUB OBJAMOUNT Traveler must attach copies of direct billed receipts or invoices, i.e., airline, registration, lodging, etc. OTHER EXPENSES EXPENSES DIRECT BILLED TO THE STATE DATE ITEMS AMOUNT DATE ITEM AND VENDOR AMOUNT
I certify that these costs incurred w ere in connection w ith I certify that I have personally examined and approved the Travel Expense my assigned duties, are true, accurate and actual, and do Account Settlement. The terms of expenses are reasonable and correspond to not reflect any costs or expenses reimbursed or to be the assigned duties of the traveler. The terms of expense further meet all State reimbursed from any other source.Traveler's Signature Date Approval Agency Head/Designee Date Date Approval Supervisor/Agency Head
COMPLAINTS
FMD sends complaint letter to Agency Agency has 14 days to reply back to FMD
VIOLATIONS
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Expiration of state license plates:
expire.
advertise as deemed appropriate, to inform the fleet coordinators about the expiration date and new procedures for being issued new titles, registrations, and license plates.
months and must be renewed every two (2) years.
vehicle license plate shall issue a citation with a penalty of $100 per violation.
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GVC: Coy Borders NCC: Bridgette Neil ATC, RCC and MCC: Susie Atkins (MCC until position is filled) Backup for all campuses: Twana Jackson
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file (pg. 13)
automobile insurer
the vehicle owner’s coverage is exhauste
New River Community and Technical College Fleet Coordinators
Twana Jackson Director of Purchasing New River Community and Technical College 280 University Drive Beaver, WV 25813 304-929-6716 Office
Email: tjackson@newriver.edu
Robert “Bob” Runion Director of Facilities and Campus Safety New River Community and Technical College 280 University Drive Beaver, WV 25813 304-929-5026 Office Email: rrunion@newriver.edu
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