STATE FLEET ASSET OVERSIGHT - 4125
OVERVIEW
Pursuant to Executive Order B-2-11, state agencies are required to update their fleet asset information into Department of General Services Office of Fleet and Asset Management (OFAM)’s Fleet Asset Management System (FAMS) on a monthly basis, including fuel and utilization data. This policy applies to all fleet assets (owned or rented) that are in the agency’s control for more than 30 consecutive calendar days or more than four (4) consecutive work weeks (excluding weekends and holidays). State agencies are required to seek OFAM approval prior to acquiring a fleet asset. See SAM section 4120 Acquisition of Vehicles for state fleet asset acquisition policy in accordance with Government Code section 13332.09.
DEFINITION OF FLEET ASSETS
OFAM defines a fleet asset as: mobile equipment that is self-propelled and/or registered by the Department of Motor Vehicles with certain exceptions (see chart below).
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FLEET ASSET ACQUISITION AND REPORTING INCLUSIONS & EXCLUSIONS |
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Ref. # |
Asset Type |
Acquisition Requires OFAM Approval1 |
Reporting FAMS Data Required2 |
OFAM Inspection Services Required3 |
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1 |
Aircraft |
Yes |
Yes |
No |
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2 |
Motorized Boats/Watercraft4 |
Yes |
Yes |
Yes |
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3 |
Non-motorized Boats/Watercraft |
No |
No |
No |
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4 |
Farm and Construction Equipment |
Yes |
Yes |
Yes |
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5 |
Heavy-duty Vehicles (14,000 GVWR or more) |
Yes |
Yes |
Yes |
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6 |
Medium-duty Vehicles (8,501 – 13,000 GVWR) |
Yes |
Yes |
Yes |
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7 |
Light-duty Vehicles (8,500 or less GVWR) |
Yes |
Yes |
Yes |
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8 |
Light-duty off road equipment5 |
Yes |
Yes |
Yes |
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9 |
Mobile Carts (manufacturer rated below 35 mph) |
Delegated |
Yes |
No |
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10 |
Trailers (2,999 lbs GVWR or less)6 |
Delegated |
Yes |
No |
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11 |
Trailers (3,000 lbs GVWR or above)7 |
Yes |
Yes |
Yes |
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12 |
Mobile Home or Office (only if permanently parked. If moved, use trailer footnote) |
No |
No |
No |
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13 |
Indoor Fork Lift |
Delegated |
Limited |
No |
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14 |
Outdoor Fork Lift |
Yes |
Yes |
Yes |
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15 |
Electric Pallet Jack |
No |
No |
No |
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16 |
Floor Scrubber |
Delegated |
Limited |
No |
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17 |
Self-Propelled Lawn Mower (25 hp or more) |
Yes |
Limited |
Yes |
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18 |
Self-Propelled Lawn Mower (24 hp or less) |
No |
No |
No |
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19 |
Personnel Lift |
Delegated |
Limited (See Required FAMS Field Table) |
No |
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REQUIRED FAMS FIELDS TABLE [Indoor Fork Lifts, Personnel Lifts and Self‐Propelled Lawn Mowers (25HP or more)]
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REQUIRED FIELDS |
REASON REQUIRED |
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Equipment Number |
Asset Identification |
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Vehicle Category |
Required for Mobile Equipment Report |
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Model Year |
Asset Identification |
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VIN (enter serial number here) |
Asset Identification |
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Make |
Asset Identification |
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Model |
Asset Identification |
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Vehicle Location Zip Code |
Asset Identification |
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Agency Billing Code |
Required for Mobile Equipment Report |
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Vehicle Type |
Required for Mobile Equipment Report |
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GVWR Range |
Informational Item |
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Fuel Type |
Informational Item |
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Engine Configuration |
Informational Item |
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Confidential Asset |
FAMS Required |
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Primary Application |
Required to track asset use type |
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Acquisition Delivery Date |
Required to track asset activity |
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Acquisition Method |
Required to differentiate a purchase from a lease |
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Acquisition Reason |
Required to differentiate an additional asset from a replacement asset |
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Purchase Price |
Informational Item |
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Disposition Date(date vehicle leaves the facility) |
Required to track asset activity |
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Disposition Method |
Required to obtain method of disposition |
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Disposition Sold Amount |
Informational Item |
1 Authority to acquire those asset types identified as “delegated” without OFAM oversight/approval is provisional.
2 See Required FAMS Fields Table.
3 Excludes departments with OFAM approval to conduct self-inspections.
4 Outboard boat motors are not their own fleet asset, and their purchase or replacement is treated as a repair or modification to a motorized boat.
5 Including but not limited to: motorcycles, ATVs, quad-runners, snowmobiles, etc.
6 Pertains to the small trailers only, and not the equipment mounted on trailers, e.g.: generators, welders, sings, message boards, kettle pots, outhouses, etc. Assets carried on trailers such as: motorcycles, snowmobiles, ATVs, etc., are considered fleet assets and are referenced separately.
7 The California Vehicle Code §26302, requires trailers having a gross weight of 3,000 lbs. or more be equipped with brakes. A mobile home or mobile office that is not permanently parked is considered a trailer.
Revisions
No Revisions for this item.