(a) The Vehicle Fleet Management System is the responsibility of the Office of Vehicle Fleet Management. The comptroller maintains the main repository and database for all vehicle information submitted by each state agency in accordance with this subsection. The comptroller is responsible for developing the form, format, and composition of all data submitted electronically or otherwise to the vehicle fleet management system to assure system continuity.
(b) Each state agency fleet officer is responsible for establishing, maintaining, and submitting to the comptroller on a monthly basis accurate vehicle information in the form and format established by the comptroller.
  (1) Information to be recorded in each agency's fleet management system for submission to the comptroller's repository and database includes, but is not limited to:
    (A) acquisition date, vehicle make, model, type, class, year, gross vehicle weight rating, exempt license plate number, manufacturer, vehicle identification number, whether a special purpose vehicle, and whether a pool or assigned vehicle;
    (B) acquisition cost, capitalized value, repair and maintenance expenses, direct and indirect labor expense, replacement policy, current mileage, vehicle disposal date, and disposal price or salvage value;
    (C) type, and quantity of all fuels and lubricants used, including their cost and type, vehicle lifetime odometer reading, and miles traveled per month;
    (D) insurance and accident related expense;
    (E) downtime, transfer date, disposal date, and any other information necessary to compute the average cost of operation, per month, of the various classes and types of vehicles; and
    (F) vehicle location by city and county.
  (2) The Vehicle Fleet Management System maintained by the comptroller constitutes the primary instrument used to provide fleet management assistance. Fleet management reports detailing operating trends, cost analysis, and special exception reports listing agencies with unusually high operating expenses will be generated and made available to agency fleet officers.

Source Note: The provisions of this §20.435 adopted to be effective January 24, 2017, 42 TexReg 238