FAQ

No. PINs are assigned to a driver and are created under a specific agency or department by the agency fleet coordinator to be used in any vehicle operated by that agency or department.

Instructions for PIN Setup / Maintenance is located on WV Fleet Management Division’s website under Fuel Documents. You may also contact Fleet Management directly at 1-855-817-1910.

No. Fueling cards are assigned to a vehicle and should stay in the glovebox of that assigned vehicle.

The only purchase the fueling card can be used for is fuel for the assigned vehicle. 

   Fueling cards are not to be used to purchase: 

• Fuel for other vehicles or fuel powered equipment
• Maintenance supplies such as oil or washer fluid
• Car washes

Contact your direct supervisor and / or Agency Fleet Coordinator (AFC). If they cannot be reached, you can call WV Fleet Management Division @ 1-855-817-1910. A list of current AFCs can be found on FMD’s website.

Call WV Fleet Management Division @ 1-855-817-1910 or send an email to fleet@wv.gov.

To obtain or request a vehicle maintenance packet, have your Agency Fleet Coordinator email Fleet@wv.gov and we will order one for you.

From the Holman Dashboard, go to Search, then Vendor Locator.  Enter the information for City, State, and Zip Code and then hit search. A list of Holman vendors will come up. You can also call 1-800- CAR-CARE and give them your location and Holman will assist you with vendors in your location.

Go to the purchasing web page for the state Goodyear tire contract. Find a vendor on the contract in your area, call Holman and let them know you are taking the vehicle to this vendor for tires from our state Goodyear contract. Take the vehicle to the vendor and let them know you are wanting tires form our state Goodyear contract and have the vendor call Holman to facilitate the purchase.

The following are examples of taxable personal use of an employer provided vehicle:

• Commuting between residence and workstation, vacation, weekend use, or use by spouse or dependents.
• Commuting between residence and workstation outside of business hours. This is personal commuting, regardless of whether it is required by the employer.

   Examples of de minimis nontaxable personal use of an employer provided vehicle:

• Small personal detour (defined as less than five miles in each direction) while on business, such as driving to lunch while out of the office on business.
• Infrequent (not to exceed more than one day per month) commuting in employer vehicle. This does not mean that an employee can receive excludable reimbursements for commuting 12 days a year. The rule is available to cover infrequent and circumstantial situations.
  • Example: An employee uses a motor pool vehicle for a business meeting. The employer requires that motor pool vehicles be returned at the end of the business day, but the employee is delayed, and the motor pool is closed when the employee arrives back at the office. The employee takes the vehicle home and returns it the next morning. Assuming that this is an infrequent occurrence for that employee, the commuting value of the trip would be considered a nontaxable de minimis fringe benefit. If not an infrequent occurrence, the commute would be taxable to the employee.

It is the responsibility of the spending unit to monitor vehicle use and take appropriate action when an employee’s use of the vehicle is not in accordance with Legislative Rule 148-3. This rule can be found in its entirety on Fleet Management’s home page.

1.  The agency must verify that the driver has a current valid driver’s license.

 2. The agency must have the driver review the Governors Administrative Policy regarding employee use of employer provided vehicles and complete DOA-FM-011 to be maintained within the agency.  The link to the Governor’s Policy can be found on our website at fleet.wv.gov under the AFC Resources tab.  Form DOA-FM-011 can also be found there under the AFC and Driver Based forms.

 3.  The driver must complete any additional training that the agency requires.  The agency must supply driver training as required by the spending unit.

A driver should always call Holman (1-800-CAR-CARE) before a maintenance event. The driver pre-authorization call to Holman enables them to know exactly what issues the driver needs addressed instead of the garage telling Holman what items they want to perform.  The driver preauthorization call permits Holman to better manage the maintenance event and prevents garages from performing unwanted and unneeded work.

• Preventative maintenance events are completed as necessary.
• Assist with warranty issues.

• Help direct the driver to the nearest vendor, while considering price and strategic maintenance service

  providers. 

• Can advise the driver of any recalls which may exist.

Vehicles should be cleaned monthly and can be detailed twice a year.  Call 1-800-CAR-CARE and identify that you are with 5R82 (West Virginia).  Tell the representative your location and he or she will suggest vendors in your area.

State-owned vehicles may be used or occupied by state employees, non-employees, (such as agency-approved contractors or their agents), volunteers acting in an official capacity, or authorized passengers as defined in this rule. No passengers other than state employees, non-employees, and authorized passengers are permitted in vehicles without specifical approval of the spending officer.

A state-owned vehicle may only be used for official state business, either by one primary employee or multiple employees as a pool vehicle. When a state-owned vehicle is used by multiple employees, the vehicle must be kept on state-owned or leased property when not in use, if practical.

State-owned vehicles cannot be used for personal use except for de minimis personal use. 

State-owned vehicles that are assigned primarily to one employee may be used for commuting to and from the employee’s regular workplace if the commuting value is calculated and reported as a fringe benefit.

It is the responsibility of the spending unit to monitor vehicle use and take appropriate action when an employee’s use of the vehicle is not in accordance with Legislative Rule 148-3-7. This rule can be found in its entirety on Fleet Management’s home page.

2.7 Authorized Passengers 

    2.7.1 The following individuals may ride as passengers in a state vehicle: 

             • A state employee conducting business on behalf of the state. 

             • Wards of the state.

             • Passengers transported as part of an employee’s specific duties. 

             • Other non-state employees who are independent contractors or agents conducting business on behalf of the state.                                                                                                                                    

Each year, Fleet Management emails the most up-to-date insurance card to all Agency Fleet Coordinators. We also make the insurance card available on our website under the Agency Fleet Coordinator Resources tab as a PDF.

Reporting requirements can be found on FMD’s website under the Agency Fleet Coordinator Resources tab. There, under AFC and Driver Based Forms, you will find the AFC Schedule of Reporting Checklist which outlines reporting requirements and their respective due dates.

For any vehicle leased through Fleet Management Division, our agency will handle all paperwork and request the registration and plate from the Department of Motor Vehicles on the leasing agency’s behalf. We can also request transfers of Class-A plates (only) if the agency in question wishes to retain their already designated undercover plate. For agency-purchased vehicles (that are new), the spending unit would submit to the DMV:        

1. Dealer Invoice (copy)        
2. DMV title application (DMV-1- TR) (original)        
3. Manufacturer’s Certificate of Origin (original)      
4. Odometer Statement (original)      
5. wvOASIS print out from FARCOMP screen (with the “Specifications” section and “Acquisition/Disposition” section expanded)                                                                                       

Both Class-A (undercover) plates or Blue and Gold state plates can be requested and need to be submitted to the appropriately designated individuals within the DMV. Please contact FMD for the name of the current assignees for these respective tasks.   

For FMD-leased vehicles, please email the VIN, make, model, and plate number to fleet@wv.gov, and the staff at FMD will request the replacement and notify you when it is available for pickup. For agency-owned vehicles, the spending unit coordinator will need to complete a DMV-32-TR form and then submit it to the appropriate representative within the Department of Motor Vehicles.

First, check with your management regarding agency protocol. The standard procedure is to contact the local law enforcement agency where the collision occurred; call Holman (1-800-CAR-CARE) for towing, if needed; contact the Agency Fleet Coordinator for your spending unit. A BRIM Insurance Loss Notice form and Incident Report should also be completed. 

• For further clarification, or to access the above mentioned forms, refer to the Accident Reporting Procedures found on FMD’s AFC Resources tab.  

The requirements for decommissioning a state vehicle (in accordance with the mandates set forth in Legislative Rule §148-3 section 4) are for the retiring vehicle to meet 5 years of age and 120,000 miles. Exceptions can be made if the maintenance costs for the vehicle exceed its value (supporting documentation will need submitted). If the retiring vehicle is being replaced, a DOA-FM-059 Vehicle Request form will need to be completed and submitted for approval with the signature requirements. For FMD-leased vehicles, our agency will begin the fixed asset decommission document in wvOASIS and send notification to the leasing agency when complete with instructions on how to schedule delivery to Surplus. For agency-owned vehicles, the agency themselves would need to submit the FD document in wvOASIS. Instructions can be found under the Agency Fleet Coordinator Resources tab of our site.

You can order a vehicle so long as the manufacturer is able to supply it. However, it is important to note that the vehicle contract is awarded annually between November and December, which falls halfway through the manufacturer’s model year. For this reason, FMD recommends agencies submit their requests as close to the contract award date as possible.  

FMD annually uploads vehicle ordering instructions on our site after the Purchasing Division issues the notification of the awarded contracts. These instructions are also emailed to the Agency Fleet Coordinators for all state of West Virginia agencies. They can be found under the AFC Resources tab. Required steps include, but are not limited to: 1. Reviewing the MV Synopsis for the year and selecting a vehicle from the awarded contract 2. Completing a DOA-FM-059 Vehicle Request form and submitting it to the appropriate approval authorities as directed. 3. If no awarded contract vehicle meets the agency’s requirements, specifications can be written by the agency in accordance with their needs and FMD or the agency themselves can work with the Purchasing Division to submit them for solicitation.