Vehicle Representative:
Alan Holowich
holowich1@llnl.gov
2-2205

1. Accidents with Government Vehicles
   Any accident involving a vehicle used on official Laboratory business must be reported by the employee to his or her Department Head, Division Leader, and AD Property Representative; the Protective Force Division of the Safeguards and Security Department; the Fleet Management Group; and, as appropriate, the local police agency.
   
   The Safeguards and Security Department is the official police agency for accidents occurring on-site. The vehicle operator will obtain and record information pertaining to the accident on a form provided by the Protective Force Division of the Safeguards and Security Department.
   
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2. Repair of Government Vehicles
   When a Government vehicle breaks down during normal working hours (7:00 a.m. to 3:30 p.m., Monday through Friday), the Fleet Management Group must be notified. The Plant Engineering Maintenance Mechanics must be notified during off-hours. The Fleet Management Group will make arrangements to furnish a replacement vehicle (if available), provide towing service, or authorize local repairs when the breakdown occurs off-site.
   
   When a Government vehicle breaks down away from the Laboratory, prior approval of the Fleet Management Group is required for any repairs estimated to exceed $150.00. A copy of the invoice showing the amount paid and the license number of the vehicle is required for reimbursement of the repair expense.
   
   Prior approval must also be obtained from GSA for any repairs estimated to exceed $150.00 on GSA vehicles. The telephone number for the GSA maintenance control center is located in the glove compartment of each vehicle.
   
   
   
   
3. Overnight Use Approval
   Each Department Head, Division Leader, AD Property Representative or designee is responsible for ensuring that requests for overnight use of government vehicles are fully justified and that government vehicles are used only in the performance of Laboratory business. Requests should be submitted prior to use unless compelling circumstances prohibit prior submission. This applies to all Laboratory vehicles, including leased vehicles and those permanently assigned to departments. Overnight requests must be approved by the Fleet Manager within eight hours of the overnight use or the next business day.
   
   The Fleet Manager may authorize the use of a Government vehicle between the Laboratory and an employee's home or other off-site location under the following conditions:
   
   
   • When riders in an official, established Laboratory van pool or car pool require transportation home due to the mechanical failure of the vehicle.
     
     
   • When employees must depart from their homes early to embark on official travel, and their destination is so located with respect to home and normal place of work that a significant savings in travel time will result from taking an official vehicle home the night before.
     
     
   • When employees are required to work overtime because of an unexpected emergency and no alternative mode of transportation, either public or private, is available.
     
     
   • When employees are away from the Laboratory on official business and, due to unforeseen circumstances, are unable to return by close of business to meet normal car or van pools and no alternative mode of transportation, either public or private, is available.
     
     
   The following situations do not justify approval of official vehicles for overnight use:
   
   
   • Scheduled overtime that both the employee and supervisor knew would occur. Employees are expected to arrange their own transportation in such instances.
     
     
   • Personal emergencies, including difficulties with a personal vehicle.
     
     
   • Short delays that cause minor inconvenience to an employee's car-pool members.
   
   
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