Vehicle Management

Duane SchultzChief, Transportation Management 2012 Summer National Board

Vehicle Management Overview

Vehicle management procedures1. Requesting vehicle maintenance

reimbursement 2. Vehicle paint request3. Vehicle emergency repair request4. Vehicle acquisition5. Purchased or donated vehicle request6. DRMO vehicle screening request7. Vehicle disposal procedures

Vehicle Decal Information Vehicle Usage Information Current Fleet Status Transportation Updates

Vehicle Management Procedures Requesting vehicle maintenance

reimbursement Vehicle paint request Vehicle emergency repair request Vehicle acquisition Wing purchased or donated vehicle request DRMO vehicle screening request Vehicle disposal procedures

Requesting Vehicle Maintenance Reimbursement

Fax or e-mail a completed CAPF 70 and vendor’s repair estimate (one) to NHQ/LGT for Major or Routine Maintenance

Repair request will be reviewed, a reimbursement amount will be approved and a control number issued. The control number approval sheet will be e-mailed or faxed to the requestor of the Region/Wing authorizing the repair and listing the approved reimbursement amount

Do not accomplish repairs prior to receiving a control number

Any additional repair cost after a control number is issued must be approved before proceeding with the additional repairs

Requesting Vehicle Maintenance Reimbursement Continued

Additional estimates on older vehicles may be requested

Mail, fax or e-mail a legible copy of the original paid invoice/receipt to NHQ/LGT, no later than 45 days from the issue date of the control number.

Be sure that the invoice is marked paid or a paid receipt is provided with the invoice

The paperwork will be processed to Finance for reimbursement to the requesting Region/Wing.

Requesting Vehicle MaintenanceAdditional Information

100% reimbursement for windshield repairs or replacements

Max battery reimbursement $ 90.00 Max reimbursement per tire $ 150.00 – ( Set of 4

- $ 600.00) The amounts above are reviewed at the end of

the fiscal year to determine if the amounts need to be increased.

Vehicle reimbursement requests received on the weekend or on holidays will be reviewed and processed on first business day after the weekend or holiday

NHQ/LGT may approve full reimbursement, partial reimbursement or may recommend the vehicle be retired in lieu of repairs.

Vehicle Paint Request

Paint request require a completed CAPF 70, two estimates, and photos of the entire outside of the vehicle.

MAACO recommended for vehicles 10 years old or older

Additional estimates on vehicles 10 years or older may be requested

Paint requests are approved and processed based on available funding and may be filed, reviewed and processed in the last quarter of the fiscal year based on remaining funds.

Vehicle Emergency Repair Definition: Vehicle Breakdown on the road, after

hours, on weekends or during holidays. Members should contact their wing

transportation officer for authorization to complete emergency actions (repair, tow, etc)

Transportation officers contact NHQ/LGT via e-mail or call and leave a voice mail message on the phone.

Provide the following information in your e-mail or voice mail:

1. Name and unit of assignment 2. Vehicle ID Number 3. Description of damage or required repair and estimate

of cost to repair 4. Telephone number for a point of contact Fax, or e-mail a completed CAPF 70 along with

the paid invoice/receipt to NHQ/LGT within 24 hours. The paperwork will be reviewed for full or partial reimbursement.

Vehicle Acquisition

Wing Commander submits CAPF 175 for each additional or replacement vehicle request to their respective Region Commander during the first quarter (Oct, Nov, Dec) of each fiscal year.

Vehicle requests should be listed by priority and type. Highest priority should be given to mission critical needs and replacing aging, wrecked or damaged vehicles.

A yearly list of the 100 oldest vehicles will be created from the CAP vehicle inventory and used in identifying vehicles for replacement. This list may be the criteria used for the yearly vehicle buy in order to replace older vehicles.

Vehicle Acquisition Continued

Region Commanders will review and prioritize vehicle requests and coordinate with NHQ/LGT in developing a national buy. The national buy will be forwarded to the National Commander for coordination.

Once the CAP coordination is complete the proposed buy list will be submitted to CAP-USAF/LG for approval. Only motorized vehicles will be considered when evaluating vehicle request. Refer to CAPR 77-1 for type of vehicles that may not be owned by CAP.

Vehicle Acquisition information is located in CAPR 174-1 Chapter 5 – Acquisition, Control and Disposal of Corporate Vehicles.

Purchased Vehicle Request

Letter requesting approval to acquire a purchased vehicle.

CAPF 175 coordinated through Region for signatures

Completed vehicle information sheet (Provided by NHQ/LGT)

Vehicle Photos Send above information to NHQ/LGT for review

and coordination with Logistics Director for approval

Additional information may be requested Maintenance of a purchased vehicle will be

decided at time of approval. If approved for maintenance the vehicle will not be eligible for reimbursement of maintenance for a period of one year from the date the vehicle is added to the inventory.

Donated Vehicle Request Letter requesting approval to acquire a donated

vehicle. CAPF 175 coordinated through Region for

signatures Completed vehicle information sheet (Provided

by NHQ/LGT) Vehicle Photos Send above information to NHQ/LGT for review

and coordination with Logistics Director for approval

Additional information may be requested Maintenance of a wing donated vehicle will be

decided at time of approval. If approved for maintenance the vehicle will not be eligible for reimbursement of maintenance for a period of one year from the date the vehicle is added to the inventory

Procedures for acceptance and disposal of donated vehicles will be in accordance with CAPR 173-4

DRMO Vehicle Screening Request

Acquisition of DOD or other Federal agency excess vehicles will be done through coordination with the National Headquarters Staff. CAPR 174-1 Paragraph 5-3

Letter requesting approval to screen a DOD excess vehicle.

CAPF 175 coordinated through Region for signatures

Completed vehicle information sheet (Provided by NHQ/LGT)

Vehicle Photos Vehicles screened from DOD excess must be in

safe, roadworthy condition and of the type that would support and enhance the mission of CAP and must conform to standards detailed in the Table of Allowances.

DRMO Vehicle Screening Request Continued

Caution: Some screened vehicles can be very costly to

maintain due to condition and age of the vehicle If approved for maintenance, vehicle will not be

eligible for any maintenance reimbursement for a period of one year from the date the vehicle is added to the vehicle inventory. Do not screen a vehicle and hold for one year before performing maintenance. Wing is responsible for first year maintenance cost.

Turn in of screened vehicle to DRMO can also be very costly to your wing/unit also• Battery and other fluid disposal

• Transport costs• Distance to turn-in points are increasing • Available DRMO sites reduced from 68 to 18

Vehicle Disposal Procedures Federally-funded or DOD sourced vehicle

disposal actions, including method of disposal, is coordinated with CAP-USAF.

Standard disposal process is turn in to nearest DRMO Vehicle can be physically returned to DRMO or

you may request a receipt in-place disposal (work with your DRMO representative)

Contact NHQ/LGT when deciding to dispose of a vehicle if you have any questions about the disposal procedure.

The disposal of a vehicle requires the WG/LG to initiate the retirement of the vehicle in the ORMS system. The vehicle retirement will proceed through several approval steps.

Step 4 is where the CAP-USAF Region LR/LG issues the FG Number to the Region/Wing for turn in of the vehicle to DRMO.

Vehicle Disposal Procedures continued

Step 5 is where the Wing LG uploads the disposal documentation (DD Form 1348-1A) upon completion of the disposal of the vehicle to DRMO. The Form must be signed and dated by DRMO indicating receipt of the vehicle before being uploaded in ORMS.

The uploaded DD Form 1348-1A is reviewed in the final retirement step by NHQ and the vehicle is then removed from the inventory.

Remove all CAP markings from vehicles prior to disposal

NHQ/LGT is the only person authorized to add or remove a vehicle from the vehicle inventory.

Vehicle Decal Information

Standard vehicle decals available from NHQ/LGT 150 sets ordered at the beginning of each fiscal

year Decal orders shipped until yearly supply is

exhausted. Decals can be mailed to requestors home

address E-mail or fax your decal request to NHQ/LGT Van rollover dash decals also available upon

request A vehicle decal set is included in the vehicle

paperwork package sent to the POC for any new vehicle received in yearly vehicle buys.

Vehicle Decal Placement

7 Pass Van Rear Decal Placement

Vehicle Decal Placement

7-Passenger Side Decal Placement

Vehicle Decal Placement

12 Pass Van Side Decal Placement

Vehicle Decal Placement

12 Passenger Van Rear Decal Placement

Vehicle Usage Information

Vehicle Usage Reporting is located in the Operational Resource Management System (ORMS).

Under the vehicles section on the left side of the ORMS home page select “Vehicle Usage Entry”

Vehicle usage reports will be under the reports section of ORMS

When “Vehicle Usage Entry” is selected, the next page has “ Vehicle Usage Entry and Report Instructions” at the top left of the page. This provides instructions if you are not familiar with the system for entering monthly vehicle usage information and reviewing vehicle usage reports just click on the link to review the instructions.

Vehicle Usage InformationMonthly Vehicle Utilization Standard

Vehicle Type Times Hours Miles

7 Pass Vans 6 or 50 or 475

11/12 Pass Vans 4 or 35 or 350

4x4 Vehicle 6 or 35 or 450

Pick/Up 4 or 15 or 200

Comm/Cargo Van 1 or 15 or 130

Sedan 4 or 15 or 400

Vehicle Usage Information Usage Example

Vehicle used for weekend cadet encampment ─ Departs Friday afternoon at 4:00 pm─ Returns Sunday afternoon at 4:00 pm

Record utilization of vehicle as follows:─ Times used = 1

● Not how many times vehicle is used during the encampment

─ Hours used = 48 ● Time from beginning to end of mission

─ Mission = Cadet Activities

Vehicle Usage Monthly Report ExampleVehicle didn’t meet monthly usage criteria

Cadet Mission Last Admin Activities Cadet Support Mission Other Total Total Reported Mon Mon Mon Times Admin Times Activities Times Support Times Other Times Total Miles Odometer Year Time Hour Mile Field ID Used Hours Used Hours Used Hours Used Hours Used Hours Driven Reading Manuf Make Model Occ Goal Goal Goal

99045 0 0 1 48 2 72 0 0 3 120 652 64585 2002 Dodge Stratus 5 4 15

400

99012 0 0 0 0 7 120 1 48 8 168 953 83308 1999 Dodge Caravan 7 6 50 475

93005 4 25 3 53 1 6 0 0 8 84 1865 5034 2011 Dodge Caravan 7 6 50 475

11067 6 20 1 8 2 16 0 0 9 44 1238 6998 2011 Expedition 8 6 35 450

11050 1 1 4 20 6 82 0 0 11 103 286 15856 2007 Ford E350 1 Ton 12 4 35

350

26604 3 2 1 1 1 13 0 0 5 16 159 137305 1999 Dodge Caravan 7 6 50 475

43003 6 8 7 255 1 10 0 0 14 273 1065 86522 1999 Ford E350 1 Ton 7 6 50 475

29035 2 5 6 15 0 0 0 0 8 20 247 73226 1996 Ford E350 1 Ton 11 4 35 350

Vehicle Usage Information

FY 09,10,11 Vehicle Usage Analysis Summary Administrative Times - 42,381- 27.8% Hours – 257,141 – 16.9% Cadet Activities Times – 56,480 – 37.8% Hours – 586,603 – 38.6% Mission Support Times – 30,082 – 19.7% Hours – 472,846 – 31.1 % Other Times – 23,084 – 14.7% Hours - 202,186 – 13.4% Total driven vehicle mileage - 12,919,849

Current Fleet Status

Total driven vehicles 1028Total other vehicles 202 Total vehicle inventory 1,230

Vehicles pending disposal - 88

Total 1, 142

Current Fleet Status Driven Vehicles

7-Passenger Vans 25511-Passenger Vans 14912-Passenger Vans 400 4WD- SUV/Pick Ups 173 2WD- Pick Ups/Trucks 18

Comm/Cargo 21 Sedans 12

Total Driven Vehicles 1028 Pending Disposal - 75 953

Current Fleet Status

Other Vehicle Types

Trailers - 193 Forklifts - 7 Float Movers - 2 Total Other 202

Pending Disposal - 13 189

Current Fleet Status

Average Age of Fleet – 8.87 Years

Total Driven Vehicles - 1028

Driven Vehicles 11 Years or Older – 413- 40.0% of Fleet

Driven Vehicles 10 years or Newer – 615 – 60.0% of Fleet

FY 12 Vehicle Buy Status Update

Types of vehicles being purchased: 7 & 12 pass van, cargo van, 6 pass

pickup, SUV. Number of vehicles being purchased: 42 Number based on funding and total

vehicle cost Vehicle buy distribution plan developed

from:• CAPF 175s received 1st Quarter (Oct,

Nov, Dec) of FY 12• Cost to repair older vehicles based on

book value• CAP 100 oldest vehicle listing

Transportation Updates Revised CAP Regulation 77-1 9 April

2012 CAP Drivers License information is now

listed on CAPF 101 Request or renew CAP Driver’s License

by using the Driver’s License Module on eServices, selecting either “My Operations Qualifications” on the left side of eServices or “Operations Qualifications” under Restricted Applications on the right hand side of eServices.

On Operations Qualification Page select Driver’s License on the left side of page

Transportation Updates On OPS QUALS-CAP Drivers License page

select Drivers License Instructions at top of the page for step by step instructions.

CAPF 75 can be used until member’s State Driver’s License Expires or the member can go ahead and upload their information into the Driver’s License Module so their information will be reflected on their CAPF 101. Once the information is on the CAPF 101 then the CAPF 75 is no longer needed.

IT can provide additional information concerning the drivers license module or answer any questions

Thank You