7130-9

DOT Numbered Equipment Usage
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Internal Revenue Service regulations require reporting of commuting usage for those employees who drive individually assigned vehicles and commute between their residence and their assigned headquarters. It is the policy of the Department of Transportation that usage be reported on all numbered vehicles and equipment on a monthly basis. This includes months during which vehicles/equipment were not used (zero usage).

Methods and Types of Reporting

The Department has two ways of reporting state-use mileage:

  1. usage on vehicles/equipment assigned to a motor pool, will be reported through the reservation ticket of the motor pool (see TOPPS 7197-1, Motor Pool Policy);

    and

  2. if the equipment is an individually or organizationally assigned piece of equipment, usage will be reported by submission of a completed Monthly Usage Report, DOT 9497 to the appropriate processing center.

For vehicle assignment code 1.2 (see TOPPS 7198-1 Motor Vehicle Assignment Policy), commuting usage shall be reported in accordance with TOPPS 7153-9, Monthly Usage Reporting. The procedures for reporting may be read in the Manual of Administrative Procedures.

Timeliness of Reporting

Reports are due to the appropriate processing center by close of business on the 5th work day following the month of usage. Accurate and timely usage information is critical since this affects the Department's reimbursement from federally funded projects. Additionally, decisions in the replacement and assignment of the Department's vehicles and equipment are made based on this information. Accurate and timely reporting is vital for effective and proper preventive maintenance as well as unscheduled repairs of vehicle/equipment for parts management and warranty purposes.

Responsibility

Ultimate responsibility for compliance with this policy lies with the District Engineer or other appropriate office head or designee.

Authored by the Office of Equipment Management, 770-484-3201

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