Customer Leasing Guide - GSA

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Customer Leasing Guide Alicia Martinez Angel Rahman GSA Fleet Leasing Support Division

What is the GSA Fleet Customer Leasing Guide (CLG)? A comprehensive guide that covers common questions and situations a stakeholder is likely to encounter. The most current guide is always available by visiting

Chapter 1: What is GSA Fleet and what is it authorized to do? Provides an overview of the different sections that make up the GSA Fleet vehicle leasing program Summarizes the laws and regulations that establishes GSA’s vehicle leasing authority, funding source, cost recovery requirements, and leasing agreement FY17 Updates – Clarified that leasing agreements are not required for standard operating agreements with GSA Fleet Leasing

Chapter 2: How does GSA Fleet help me with my vehicle needs? Step-by-step instructions for how a potential customer agency can begin a leasing relationship with GSA Fleet List of requirements that interested agencies must meet Overview of the GSA vehicle acquisition processes, tools, and guidelines FY17 Updates – Updated information about vehicle pick up deadlines and holdover/seasonal vehicles

Chapter 3: Can I install accessory equipment on my GSA Fleet vehicle? Outlines the requirements for installing aftermarket equipment on GSA-leased vehicles Explains law enforcement upfits Lists what equipment GSA Fleet will procure, what agencies can procure, the procurement approval process, and equipment maintenance

Chapter 4: What are the costs associated with leasing a GSA Fleet vehicle? Discusses costs associated with leasing a GSA vehicle Explains monthly vehicle rates and mileage rates Explains the various types of agency-incurred expenses (“AIEs”) not covered under GSA’s Fleet vehicle lease rates Covers other financial responsibilities include toll fees, parking fees, traffic penalty fees, and other additional expenses FY17 Updates – Updated policy in regards to delinquent debt – Included definition and additional guidance in regards to accumulated damage

Chapter 5: How do I consolidate agency owned vehicles into GSA Fleet? Explains the process of how agencies can consolidate their agency-owned vehicles into the GSA Fleet Lists who an agency should contact to begin the process and the details on how an agency can transition into leasing from the GSA Fleet

Chapter 6: How do I use VCSS (formerly WebBill)? This chapter covers the Vendor and Customer Self Service (VCSS) system that allows customers to view billing and payment information for all account codes for which they have been granted access Understanding Your GSA Fleet Bill and Using VCSS Thursday, February 1, 2018 8:00 AM - 9:00 AM Training Room 145

Chapter 7: How do I use the GSA Fleet Service Card issued with my GSA Fleet vehicle? Some of the topics covered are authorized vs. unauthorized transactions, ordering replacement cards, and accepting merchant locations. Using your GSA Fleet Card Thursday, February 1, 2018 2:15 PM - 3:15 PM Training Room 150

Chapter 8: How do I have maintenance and repairs performed on my GSA vehicle? Outlines the maintenance responsibilities required for GSAleased vehicles and provides instructions on how to fulfill these responsibilities Includes information on completing routine and preventative maintenance; reporting mileage; fulfilling emissions testing requirements; selecting vendors; using the GSA Fleet Service Card; and responding to recalls and unscheduled repairs FY17 Updates – Provided additional guidance and information on new GSA Fleet tools regarding recalls – Added guidance on replacement of tires, including tread depth standards

Excessive Wear & Tear Table

Chapter 9: What do I do in case of an Accident or Incident? Provides step-by-step instructions on what to do in case a GSA-leased vehicle is involved in an accident Gives detailed information on how to report the accident and how to contact the GSA Accident Management Center (“AMC”) for assistance and vehicle repair information FY17 Updates – Added guidance on No-Fault states and pro-rata determinations for accident financial liability

Chapter 10: Is My GSA Fleet Vehicle Insured? Provides an overview of how and when the Government’s selfinsurance program covers drivers of government vehicles Includes information on what laws the driver of a government vehicle is required to follow

Chapter 11: How can GSA help me with federal sustainability mandates? Outlines how GSA Fleet assists customer agencies in meeting federal sustainability requirements Provides an overview of the federal sustainability laws currently in place and the types of alternative fuel vehicles Gives an overview of sustainability requirements as they relate to vehicle maintenance Discusses the California Air Resource Board (“CARB”) standards and how they affect vehicle leasing options

Chapter 12: What are the reporting requirements for my GSA Fleet vehicle? Reporting requirements for GSA Fleet leased vehicles Step-by-step instructions on reporting mileage and completed preventative maintenance (PM) information Guidance on gathering necessary information for Federal Automotive Statistical Tool (FAST) reporting Chapter 13: How do I use GSA Fleet Drive-thru? Gives GSA Fleet customers a comprehensive look at all of the data, reports, and applications that can be accessed through GSA Fleet’s main online customer facing database

Chapter 14: What policies apply to GOVs? Policies and guidance documents that affect the management of federal motor vehicles. Chapter 15: What is authorized use of GOVs? Topics that fall under the scope of authorized use of Government Owned Vehicles (GOVs) such as home-to-work transportation, non-federal vehicles in GOVs, and contractor use of Federal vehicles. Home to Work Transportation Thursday, February 1, 2018 3:30 PM - 4:30 PM Training Room 146 Federal Motor Vehicle Regulations and Policies: Q&A Thursday, February 1, 2018 9:15 AM - 10:15 AM Training Room 150

Chapter 16: What types of registration, identification, and markings are required? Describes regulations and policies surrounding registrations and license plates for Fleet vehicles Details steps necessary to obtain required state plates for Fleet vehicles Provides information for the approval process required for customers that require special vehicle identification (e.g. Shrink Wrap) FY17 Updates – Included an email address to send copies of license plate exemption approvals

Chapter 17: I have short-term vehicle needs. How can GSA Fleet help? Answers some of the most frequently asked questions about the GSA Fleet Short Term Rental (STR) program

Chapter 18: How can I purchase excess GSA Fleet vehicles? Covers information surrounding how federal agencies and qualified non-federal organizations can purchase Fleet vehicles at the end of their leasing life cycle. Describes process for unique circumstances where an agency wants to purchase a specific Fleet vehicle from GSA at the end of its lease term.

Chapter 19: How do I purchase through GSA? Covers how agencies can purchase agency-owned vehicles through the GSA Vehicle Purchasing Division Provides brief overview of AutoChoice Details some of the programs available to customers to help the purchase the right vehicle at the right price Vehicle Purchasing and AutoChoice Updates Thursday, February 1, 2018 1:00 PM - 2:00 PM Training Room 145

Chapter 20: Where can I obtain copies of forms? Provides customers with links to some of the most commonly used forms in the GSA Fleet Program. Some of the forms include: – Accident Reporting Forms – Financial Forms Provides the link for customers to obtain GSA Fleet Publications through the Centralized Mailing List Service

Chapter 21: How can I contact GSA Fleet? Fleet Service Representatives (FSRs) serve as GSA Fleet’s primary interface with customers. Information for Fleet Management Center locations nationwide can be found at

Fleet2Go GSA developed, driver-focused mobile app For Android and Apple devices Functions – Locate a Vendor – Roadside Assistance – PM & Recall Notices – Accident Reporting Info – Find Fuel Visit the FedFleet Computer Lab for more Info!

In Conclusion. The primary POC for any GSA Fleet related issues is your Fleet Services Representative (FSR); however, the Customer Leasing Guide is a great resource that answers many questions about the program.

make up the GSA Fleet vehicle leasing program Summarizes the laws and regulations that establishes GSA's vehicle leasing authority, funding source, cost recovery requirements, and leasing agreement FY17 Updates -Clarified that leasing agreements are not required for standard operating agreements with GSA Fleet Leasing

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