Library: Policy

OKDHS:2-21-203. Inventory

Issued 3-1-16

     The Oklahoma Department of Human Services (DHS) Support Services, Departmental Service Unit (DSU) fleet manager purchases and maintains an inventory of all DHS vehicles and coordinates fleet transactions.The fleet manager obtains titles, tags, Oklahoma Turnpike Authority (OTA) PikePass stickers, and bar code labels for all vehicles.

(1) Each local administrator has administrative oversight for all vehicles at his or her physical location.The local fleet coordinator is responsible for ensuring vehicles are equitably shared among employees without preference or prejudice.

(A) The local administrator is responsible for developing a vehicle reservation system designed for the local office.

(i) Emergency situations may supersede vehicle reservations only with prior local administrator approval.

(ii) The local administrator authorizing the emergency change notifies the affected parties.

(B) The local administrator, or local fleet coordinator, consults with the fleet manager before incorporating assigned vehicles into the office motor pool.The fleet manager with each local administrator reviews at least annually, the need to maintain these vehicles with the assigned drivers.

(2) The local administrator maintains a complete inventory list of all state vehicles, DHS-owned and leased that, at a minimum for each vehicle, includes the:

(A) vehicle bar code number;

(B) make, model, class, and year;

(C) vehicle identification number;

(D) license tag:

(i) blind tag; and

(ii) state assigned tag; and

(E) type of fuel used in the vehicle:

(i) converted fuel type, when applicable; and

(ii) original factory fuel type.