Agency Fleet Coordinator Resources

This page contains resources to be used by the Agency Fleet Coordinator. It has instructions on ordering and decommissioning vehicles, information on BRIM, and the Policies and Procedures of FMD. It also contains links to all AFC and driver based forms. The new AFC training can also be found on this page.

FMD's Benefit of Services and Programs Updated September 2024

Driver Safety Program Information

West Virginia Goodyear Pricing (Expires 11-14-25) Updated October 2024

Agency Fleet Coordinator Training

Training Slides Updated February 2024

Vehicle Ordering and Decommissioning

Vehicle Request Form Instructions Updated October 2024
MV25 Synopsis Updated November 2024
Certificate for Title of Motor Vehicle (DMV-1-TR)
Add a Fixed Asset (FA) from a Shell Record for a Vehicle
Add a Fixed Asset (FA) Standalone Record for a Vehicle (no Shell Record)
VEHICLE RETIREMENT INSTRUCTIONS Updated August 2024
Vehicle Add a Fixed Asset Disposal (FD) (Retirement)

WVSASP Used Vehicle Delivery Requirements

BRIM Reporting and Insurance Certificate

Annual BRIM Vehicle Reporting Click on the Underwriting tab. Each agency has their own account to log in with their FEIN #

 State Owned Vehicle Certificate of Insurance July 2024 - June 2025 (DOA-FM-017) Updated June 2024

Memorandum to AFC's Concerning Accident Notification to FMD

Accident Procedures

Fleet Driver Report of Accident/Incident/Event (DOA-FM-012)

BRIM Vehicle Claim Reporting Instructions

Insurance Loss Notice (BRIM)

AFC and Driver Based Forms

AFC Schedule of Reporting Checklist

Vehicle Fringe Benefit Email Notice From HRM Payroll at WVSAO

IRS Fringe Benefit Guide For Tax Exempt and Government Entities

DOA-FM-006 Agency Fleet Coordinator Contact Profile

DOA-FM-007 Vehicle Lease and Administrative Agreement

DOA-FM-011 Fleet Policies and Procedures Driver Acknowledgement

DOA-FM-013 Agency Fleet Utilization Exemption

DOA-FM-018 Fleet Vehicle Inspection Checklist

DOA-FM-021 Vehicle Purpose Update

DOA-FM-023 Defensive Driving and DMV Drivers License Record

DOA-FM-031 Fuel Card User Agreement 

DOA-FM-033 Holman User Access Request Form

DOA-FM-059 Vehicle Request Form

DOA-FM-059 Summary Vehicle Request Form

DOA-FM-067 WV VEHICLE LOG SHEET

DOA-FM-HB-103 Driver List for Non-Compensatory Business Reasons

FMD Policies and Procedures

The Fleet Management Division operates in accordance with the following:

WV Code §5A-12

Legislative Rule 148-03 State Owned Vehicles Effective March 2024

Legislative Rule 148-23 Exemptions from FMD Services Effective March 2020

Governor's Policy Effective September 2019

Cohort Videos

February 2024 FMD Bi-Monthly Cohort Meeting 2-14-2024

Discussed the following: 1. What is required and not required in vehicle ordering and decommissioning. 2. Vehicle request forms and how to complete them. 3. Reviewed AFC checklist for upcoming month.