To prescribe the requirements for the life-cycle management of Correctional Service Canada (CSC) fleet vehicles located
at National Headquarters (NHQ), Regional Headquarters and institutional sites, to minimize life-cycle costs while meeting operational
Fleet vehicles are provided only when required for the conduct of CSC business, in a framework, which adheres to the federal
government principles of economy, prudence and probity while minimizing any negative environmental impact.
A fleet vehicle is one which is designed or adapted, and licensed to transport goods, equipment or passengers on highways
or roads. Fleet vehicles include sedans, station wagons, vans, buses, trucks and specialized vehicles which are licensed for
driving. Excluded is motorized, purpose-specific equipment such as tractors and front-end loaders.
The Manager, Fleet Services, located in NHQ Technical Services, shall:
develop CSC policy on motor vehicles, including direction on the implementation of the Treasury Board policy on alternative
provide related advice and direction to regional and site managers;
coordinate and consolidate the Annual Fleet Plan and the national budget for the acquisition of new vehicles, and communicate
with Regional Fleet Managers concerning the allocation of funds; and
review information and reports on the CSC vehicle fleet, and take action as necessary.
Regional Deputy Commissioners shall:
approve any requested additions to the regional fleet; and
authorize the purchase of all vehicles and vehicle options.
The head of an operational unit shall:
sign each Application for Authority to Acquire a Motor Vehicle (MV 4), form CSC 1275, to recommend the purchase to the
Regional Deputy Commissioner;
give permission, when required and justified, for inmates with a valid operator's licence to drive CSC vehicles on Crown
land only, and for passengers other than inmates and CSC staff to travel in CSC vehicles;
suspend authority to drive a CSC vehicle when circumstances warrant this action; and
determine the severity of every accident involving a CSC vehicle, and take action accordingly.
Regional Fleet Managers shall:
prepare the Regional Fleet Acquisition Plan annually, in consultation with Site Fleet Managers, for submission to NHQ;
liaise with the NHQ Manager, Fleet Services, and provide direction and assistance to Site Fleet Managers concerning vehicle
acquisitions, disposals and other issues; and
review information and reports concerning local fleet vehicles in the region, and take appropriate action.
Site Fleet Managers shall:
identify and coordinate local operational needs for CSC motor vehicles;
justify and initiate new vehicle acquisitions to meet local operational needs, and receive and activate new vehicles in
the local fleet;
enter new vehicle information on the Fleet Management Information System (FMIS) and apply for a credit card for that vehicle;
complete and forward monthly FMIS fleet management reports to the Regional Fleet Manager;
arrange required repair services and maintenance in accordance with the manufacturer's warranty requirements, for all
vehicles in the local fleet;
maintain hard-copy and on-line records of each motor vehicle in the local fleet, and reconcile and certify fleet management
consult with the Regional Fleet Manager concerning fleet vehicle disposal action, and facilitate the process; and
forward all Accident Reports received to the operational unit head for direction and expeditious resolution, with copies
to the Regional Fleet Manager and the Regional Claims Officer.
CSC vehicle operators shall:
demonstrate a good driving history and provide a valid driver's licence to be permitted to operate a CSC vehicle;
exercise due care when in possession of a CSC vehicle;
maintain the Vehicle Log Book in the assigned CSC vehicle;
account for all expenses incurred while operating a CSC vehicle; and
report service requirements, accidents, etc., promptly to the Site Fleet Manager.
Fleet management practices in CSC must minimize the life-cycle cost of each vehicle while meeting operational requirements.
Normally all new vehicles in the CSC fleet shall be purchased. For immediate, short-term requirements (less than 60 days)
that cannot be met by the current fleet, Site Fleet Managers may consider renting a vehicle when it would be cost-effective
to do so. Other alternatives may be to borrow a vehicle from another site, to buy a newer used vehicle from another government
department, or to authorize employees to use their own vehicles. Leasing a long-term vehicle may be considered as a last resort,
and only when proven to be a cost-effective alternative.
Justification for purchasing a new vehicle shall indicate how the vehicle will be used on a full-time basis. Expected
and actual per-vehicle mileage should exceed the minimum of 20,000 km per year.
CSC fleet vehicles must meet the tailpipe greenhouse gas emissions standards established for the federal government:
Seventy-five percent of all purchased vehicles must operate on alternative fuels.
Alternative fuels (including ethanol, methanol, propane, natural gas, hydrogen or electricity, and flex-fuel and bi-fuel
vehicles) must be used when it is operationally feasible and cost-effective to do so.
Operational feasibility considerations must include the availability of the alternative fuel, either on site (at institutions)
or commercially in the local market. Parole Officers, for example, may have to rely on commercial alternative fuel supplies,
but should use site supplies where available.
If no alternative fuel vehicle of the type required is available, a gasoline-fuelled vehicle may be justified, provided
the cost to convert the vehicle to alternative fuel later is included in the life-cycle cost analysis of the vehicle (see Annex
Note: Conversion of a CSC vehicle to alternative fuel is considered an upgrade (not maintenance or repairs),
and increases the original cost of the vehicle (asset value).
The Regional Fleet Manager shall select the type of alternative fuel(s) to meet government guidelines in the respective
Every manager involved in planning, procuring and reporting on CSC fleet vehicles shall be familiar with, and apply, the
guidelines on alternative fuels and the selection of alternatively fuelled vehicles set out in the appendices to the Treasury
Board Motor Vehicle Policy.
The NHQ Manager, Fleet Services shall prepare the Annual Fleet Plan, based on the Regional Fleet Acquisition Plans submitted
by the end of November each year, by all CSC Regional Fleet Managers.
Regional Fleet Acquisition Plans shall be prepared annually in response to a call letter issued by the NHQ Manager, Fleet
Services, and shall include detailed information for the upcoming fiscal year and forecasts for the following two years.
Each Regional Plan shall identify, for the upcoming year:
the vehicles in the current regional fleet, make, model, fuel type, their location, age (months), mileage, general condition,
original cost, total cost of repairs and maintenance to date (available on the FMIS), and whether they must or should be
disposed of and replaced, with reference to the CSC guidelines for vehicle disposal and replacement (see Annex E);
requirements for any additional vehicles (increase in the size of the fleet), with a full explanation/justification (refer
to Annex A) for each, including planned location, approved by the Regional Deputy Commissioner;
the expected purchase cost of each vehicle and the year of requirement; and
the total annual cost.
Forecasts for the following two years should be stated in terms of total expected replacements and additions for the fleet,
based primarily on age for replacements and operational needs for additional vehicles.
The NHQ Manager, Fleet Services analyses the Regional Plans, reviews corresponding information from the FMIS, and consults
with Regional Fleet Managers to establish priorities for the national fleet acquisitions budget for the upcoming year, net
of the expected income from disposals.
The NHQ Manager, Fleet Services shall submit the Annual Fleet Plan to the Director General, Technical Services to seek
senior management approval. Once the new vehicle acquisition budget is authorized, Regional Fleet Managers shall be notified
of their allocation and the scheduled acquisitions and disposals for their region in the new fiscal year.
New CSC fleet motor vehicles shall be procured through Public Works and Government Services Canada (PWGSC). A second option
may be to purchase a newer used vehicle from another government department or agency.
Purchased CSC fleet vehicles shall conform to the specifications contained in the current PWGSC Government Motor Vehicle
Ordering Guide (GMVOG). These specifications may be exceeded with the approval of the Regional Deputy Commissioner.
Whenever alternative fuel vehicles are cost effective and operationally feasible, they shall be the preferred option.
Four- and five-passenger sedans (GMVOG - D30 and D50) can be purchased with minimum features, plus justifiable options.
A van (GMVOG - M60) is a better purchase option than a full-sized automobile (GMVOG - C00) because it has more flexibility
for fleet use.
Perimeter patrol vehicles shall be half-ton pick-up trucks or minivans, as a minimum standard, which meet the performance
specifications established by the Director General, Security.
Perimeter patrol, escort and work service vehicles should be manufacturer's navy or dark blue in colour, when available.
The colour of all other CSC fleet vehicles (parole and administration) shall be at the discretion of the head of the operational unit, selected from the manufacturer's standard paint offerings. Custom painting shall be avoided.
Note: Navy or dark blue vehicles are not always available from the PWGSC Government Vehicle Inventory. If
this is the preferred source for a new vehicle, the closest appropriate colour may be selected.
A checklist for justifying the procurement of CSC vehicles and an outline of the procurement process are attached as Annex A.
Information pertaining to the delivery, registration, insurance, licensing and vehicle markings for CSC fleet vehicles
is provided in Annex B.
CSC employees operating CSC vehicles must have a valid driver's licence. For certain vehicles, such as buses, the operator
must hold a special class of driver's licence. The Site Fleet Manager may require their driving record from provincial/territorial
authorities. Proof of personal insurance is not required, as the Crown, including its employees, is self-insured.
Volunteers approved by the operational unit head to use a CSC vehicle to fulfil their CSC assignments shall:
provide the Site Fleet Manager with a copy of their driving record obtainable from their provincial/territorial Ministry
of Transportation, in addition to a valid driver's licence and proof of current insurance for their personal vehicle; and
with satisfactory documentation confirmed, be authorized by the Site Fleet Manager to use a CSC vehicle, when available,
to carry out their volunteer service for CSC, with the same insurance protection as that provided for CSC employees.
CSC shall reimburse the costs associated with obtaining the volunteer's driving record.
CSC contracting officers shall ensure that contractors use the most cost-effective travel arrangements. Unless specified
within the contract, they may request the contractor to use his or her own vehicle, or to rent or lease a vehicle, and to invoice
the Service for CSC business-related costs.
Contractors who will use a CSC vehicle while carrying out their contractual responsibilities must:
obtain third party liability insurance, where provincial legislation permits; and
Note: Third-party liability insurance does not cover offender passengers since they are covered under
the Crown's self-insurance policy.
use the vehicle only as specifically stated in the terms and conditions of their contract, without driving the vehicle
to their home or for any other personal use.
The operational unit head may authorize inmates to operate CSC vehicles on Crown land at institutional sites. Inmate operators
can be permitted to drive on public roads as part of duties normally assigned to inmates in minimum and occasionally medium-security
institutions, providing that good risk management practices and all provincial legislation are adhered to. Offenders must possess
a valid driver's licence with no record of a Criminal Code driving offence as part of the inmate's current sentence and have
been properly trained to operate the vehicle. Where legislation permits, farm equipment may be operated without a driver's
Normally, offenders and CSC personnel are the only authorized passengers in a CSC vehicle. Due to the potential risk,
and liability in the event of an accident, only the operational unit head may authorize other passengers (e.g. contractors,
or children in the Mother-Child Program).
All use of a CSC vehicle, running expenses, maintenance and any incidents or accidents which occur must be recorded in
the Vehicle Log Book, dated and signed by the vehicle operator. See Annex C for additional information.
Vehicle operators shall conduct a visual inspection each time they sign out a vehicle, checking for damage, cleanliness,
fluid levels, horn and lights, and recording that the inspection was completed, the date, time and any deficiencies in the
Vehicle Log Book.
Operators shall report any damage to the Site Fleet Manager promptly, and take corrective action for any mechanical irregularities
such as low oil level or high engine temperature.
All CSC motor vehicles shall be operated in a prudent manner, at posted speed limits and at speeds which are compatible
with road, traffic, weather and visibility conditions, and in compliance with the appropriate federal, provincial, territorial
or municipal legislation.
Smoking in CSC vehicles shall not be permitted.
CSC motor vehicles must always be locked when parked. Whenever possible, vehicles should be parked in a secured vehicle
Parking fees for CSC vehicles on authorized official government business shall be reimbursed to the vehicle operator
on submission of a Travel Expense Claim. When employees are requested to use their own vehicle for CSC business, the cost to
park the vehicle at work shall also be reimbursed.
Fines shall not be paid from government funds. Speeding, unlawful parking and other traffic violations demonstrate poor
driving practices and do not constitute authorized use of a CSC vehicle. Vehicle operators are personally responsible for these
charges and costs.
The operational unit head may suspend CSC vehicle driving privileges for any vehicle operator who has a poor driving
record, who demonstrates poor driving practices or driver negligence, or who violates this policy.
Personal use of a CSC vehicle shall not be permitted. The Commissioner is the only CSC official granted the authority
for personal use of a CSC vehicle, in accordance with the Treasury Board policy on executive vehicles.
Vehicles must take the most suitable direct route from the fleet site location to the place where the operator or passengers
will undertake the assigned and authorized job or task. On completion, the vehicle must be returned by the most direct route
to the CSC fleet site location, with no unauthorized or personal side trips or stops on the way. Any side trip for non-CSC-business
purposes shall constitute a personal taxable benefit.
Drivers shall not be permitted to take CSC vehicles home, unless they are on pre-authorized official travel status, home
is en route by vehicle to or from their travel destination, and the stop is specified in the pre-authorization.
Operators and passengers in CSC vehicles shall act in accordance with provincial or territorial laws and regulations,
which pertain to reporting motor vehicle accidents to the provincial, territorial or municipal police.
A Motor Vehicle Accident Report (form GC 046) shall be completed for any accident or incident in which a CSC vehicle
is involved. This report shall be completed as soon as possible, preferably at the scene of the accident, and given to the
Site Fleet Manager for onward transmission to the operational unit head, the Regional Fleet Manager and the Regional Claims
Officer. For additional information, refer to Annex D - Motor Vehicle Accident Reporting and Claims.
Any CSC vehicle operator involved in an accident must not admit any fault on his or her part as a cause of the accident.
Fault shall be determined as part of the accident investigation.
The operational unit head shall determine the severity of the damage resulting from every incident or accident involving
a CSC vehicle.
Minor incidents (e.g. dents and scrapes not involving other vehicles, property damage, or personal injuries to individuals)
shall be noted on the files of the CSC vehicle and the vehicle operator, and repairs expedited by the Site Fleet Manager.
For more severe accidents, the operational unit head, or a designated officer, and the Regional Claims Officer, in consultation
with the Regional and Site Fleet Managers, shall conduct an investigation of the accident, expedite the repair or replacement
of a damaged vehicle, provide the Department of Justice with all related information where there is a potential claim, route
claims submissions for appropriate action (legal review, payment, etc.), and maintain a complete record of the accident for
reporting purposes. Refer to Annex D.
A copy of the full Accident Report shall be forwarded to the NHQ Manager, Fleet Services who will periodically review
all CSC Accident Reports. The review may identify trends or related causes for accidents, which can be prevented in future
through changes in CSC motor vehicle policy or other action.
To sustain the image of CSC, all fleet vehicles shall be clean, tidy and in good working order at all times.
CSC fleet vehicles shall be serviced, inspected and repaired periodically by a qualified mechanic, to meet or exceed the manufacturer's recommended preventive maintenance and to comply with warranty requirements. Other maintenance and repairs shall be undertaken promptly when problems are reported by vehicle operators.
To the extent possible, vehicle service (including oil changes, grease jobs, tire rotation and replacement, and car washing) should be provided by an inmate motor pool within the institution. Alternatively, where institutional facilities are not available, service shall be obtained from a local licensed garage or car dealer.
Every vehicle shall have its own credit card supplied by the contracted fleet management company. The credit card is
normally kept with the Vehicle Log Book, and signed out by the authorized vehicle operator.
The credit card shall be used for all commercial fuel, oil, and other operating and maintenance costs for the vehicle.
Credit card receipts shall be retained with the Vehicle Log Book and handed over to the Site Fleet Manager, at least weekly.
Employees are not permitted to join or participate in any loyalty program offered by suppliers when utilizing the Government
of Canada fleet credit card (fleet card).
The Site Fleet Manager shall review each Vehicle Log Book for local fleet vehicles at least weekly, arrange servicing
required, retain expense receipts and maintain on-line information for each vehicle.
Site Fleet Managers shall use the on-line Vehicle Operating Reporting (VOR) available at most major sites to capture mileage, institutional gas (site pumps) and institutional servicing. Where the VOR is not available, the information shall be sent to the Regional Fleet Manager for input. The odometer reading for each vehicle in the site fleet must be entered at least monthly.
All vehicle data is sent to the Regional Fleet Manager monthly for uploading to the Fleet Management Information System
(FMIS). It is consolidated with the credit card information in FMIS to provide CSC Fleet Managers with operating and maintenance
costs and other data for each CSC fleet vehicle.
The Site Fleet Manager shall retain all credit card receipts for reconciliation of monthly invoices received from the contracted fleet management company.
The guidelines set out in Annex E shall be used to determine the optimum time to replace a CSC vehicle.
With the exception of specialty vehicles, trade-ins shall not be permitted. All CSC vehicles scheduled for disposal shall
be sold by public auction using the National Master Standing Offer negotiated periodically by PWGSC. CSC employees may participate
in a public auction, but shall have no right of advance purchase or other preferential treatment.
When disposing of a CSC fleet vehicle, the most desirable disposable timeframe must be considered. The disposal of a
CSC fleet vehicle shall be completed within 60 days of receiving the replacement vehicle when the delivery takes place prior
to the month of January. Disposals for the months of January through March shall be declared surplus, licence plates removed,
credit card cancelled and kept on hold, for disposal after the month of March. All vehicles that are sold to other government
departments, including CORCAN, are to have prior approval from NHQ Manager, Fleet Services. All disposals shall be in compliance
with the requirements of Treasury Board and PWGSC through the National Master Standing Offer on fleet disposal.
The Site Fleet Manager shall cancel the vehicle credit card for each vehicle being disposed of, by notifying the fleet
All action to dispose of fleet vehicles shall be the responsibility of the Site Fleet Manager in conjunction with the
Regional Fleet Manager.
Prior to disposal, all markings which identify the motor vehicle as government-owned shall be removed or obliterated,
taking care to ensure that this does not lessen the disposal value of the vehicle unnecessarily.
It is recommended that funds equivalent to the expected proceeds from the disposal of the vehicles be allocated to the
Regional Fleet Manager to assist in the funding of alternate fuel initiatives and the purchase of new vehicles.
The NHQ Manager, Fleet Services shall be notified of the amount of the proceeds from the disposal of vehicles.
A complete hard-copy file shall be kept and a record of the life-cycle history of each CSC vehicle shall be retained
in the FMIS for a period of five years after a vehicle leaves the fleet. The record shall include all costs to purchase, operate,
maintain, and repair the vehicle and the proceeds from the disposal of the vehicle. The hard-copy file shall include all supporting
information concerning each vehicle.
For further information on this subject, or clarification, please contact the NHQ Manager, Fleet Services, in the Technical
Original signed by
PROCUREMENT OF CSC MOTOR VEHICLES: JUSTIFICATION CHECKLIST AND ACQUISITION PROCESS
Every motor vehicle acquisition must be justified, whether it is a replacement vehicle or an addition to the CSC fleet.
Trade-ins are not permitted for cars, station wagons, minivans and light trucks.
The lowest cost vehicle able to meet operational and environmental requirements must be selected, taking into consideration:
type of fuel;
fuel consumption; and
Consider and analyse the best option to meet requirements:
purchase new vehicle;
purchase newer used vehicle from another government department;
transfer a vehicle from another site or region in CSC;
contract out (e.g. garbage collection and cartage);
rent a vehicle for a short-term period (i.e. less than 60 days); and
use an employee-owned vehicle.
To justify the decision to purchase a vehicle, it must be documented, and include:
type of vehicle required, frequency of use and duration of requirement;
initial and life-cycle costs of each feasible option;
availability of other vehicles in the fleet, and the possibility of assigning requirements to existing vehicles or reassigning
vehicles to other locations;
vehicle security and custody when not in use;
availability of maintenance and repair facilities;
availability of alternative fuel; and
need for essential or special optional items, such as school bus markings, air conditioning, undercoating, rustproofing,
built-in child seats, snow plough blades.
Use Government Motor Vehicle Specifications (GMVS) technical information to assess requirements. If the GMVS information
does not meet requirements, consult PWGSC. GMVS information and a list of contacts at PWGSC are given in the current-year edition
of the Government Motor Vehicle Ordering Guide (GMVOG), available from the Vehicles and Industrial Products Division of PWGSC.
Avoid emergency purchases from dealer stock, generally the most expensive choice.
Vehicle options usually add to the initial cost of a vehicle, and may result in higher maintenance costs. However, countervailing
reasons may offset the increased initial cost. Perceived luxury options should be avoided, because of their adverse effect
on the public image of CSC. Accordingly, requests for or provision of special options on new vehicles shall be justified by
operational needs only, taking into consideration the following:
an essential requirement for assigned operators to carry out their duties;
efficiency and safety of the employees and passengers using the vehicle, including children;
normal fleet practice, i.e. normal government or private sector practice for the type of work being carried out;
location where the vehicle will be used;
consistency, i.e. equitable treatment of employees in similar work environments and work circumstances; and
cost implications for initial purchase, operating the vehicle and resale value.
2. Procurement Process
The Site Fleet Manager shall prepare the acquisition documentation (model, features, justification, etc.), using form
CSC 1275, entitled "Application for Authority to Acquire a Motor Vehicle (MV 4)". The documentation, signed by the
operational unit head, is sent to the Regional Fleet Manager.
Upon receipt of the MV 4, the Regional Fleet Manager shall examine the requirement in terms of regional priorities, determine
that funds are available, and complete the Requisition for Goods and Services and Construction (PWGSC 9200) for the signature
of the Regional Deputy Commissioner.
The vehicle(s) can then be ordered from PWGSC by the Regional or Site Procurement Officer. The progress of the order
and delivery information are reported to the Site Fleet Manager who initiated the procurement.
Supply of motor vehicles usually takes 90 to 120 days from the time the requisition is received by PWGSC. If the required
vehicle is in the Government Vehicle Inventory, PWGSC may be able to provide earlier delivery.
Vehicles can be delivered to a specified location or site, or picked up from a local dealership where the pre-delivery
inspection can be completed for a small fee. See Annex B.
DELIVERY, REGISTRATION, INSURANCE, LICENSING AND FEDERAL IDENTITY PROGRAM (FIP) MARKINGS
1. Registration and Licensing
The Site Fleet Manager shall register and licence each CSC motor vehicle in the site fleet, in the province where the
vehicles are located. Vehicles shall be registered to the Correctional Service of Canada and the institution/office address
where the vehicle will be located.
Transfers of vehicles from one province to another requires a transfer of the vehicle registration and licence.
The original vehicle registration shall be kept on file by the Site Fleet Manager or as provincial legislation demands.
A photocopy of the registration shall be kept in the vehicle with the Vehicle Log Book.
The Government of Canada is self-insured, with liability limited to the authorized use of government motor vehicles by
authorized operators and passengers.
A yellow Liability Insurance decal shall be affixed to the windshield of every new CSC motor vehicle with FIP markings.
The decal indicates that the vehicle is self-insured, and gives an address and telephone number at NHQ (for the Manager, Fleet
Services) to obtain more information.
For all other vehicles, a wallet-sized Liability Insurance Card, which shows the same information as the decal, shall
be provided. This card must be carried by the assigned vehicle operator, or retained with the Vehicle Log Book for pooled vehicles.
Special insurance shall be required when operating CSC vehicles in the United States. For trips to the
to exchange inmates, the CSC vehicle must be insured against third party liability risks under the government's commercial
policy negotiated annually by PWGSC. For other business trips by individuals to the USA, CSC is better protected when employees
use rental vehicles and charge the cost to their AMEX card (which automatically includes the necessary insurance coverage).
For all short-term rental vehicles rented by CSC, the rental company collision insurance should normally include the
standard deductible clause. In the event of an accident, the deductible amount would be covered by CSC. On the other hand,
when vehicles are rented by an employee on travel status, the standard deductible clause should be waived and the rental cost
charged to their AMEX card (which automatically includes the necessary insurance coverage).
3. Federal Identity Program (FIP) Markings
CSC perimeter patrol, work service, and inmate transfer vehicles shall be identified with markings that comply with the
government's Federal Identity Program (FIP). After consulting the NHQ Manager, Fleet Services, Fleet Managers may determine
whether other new vehicles, for administration, parole and inmate escort, should have federal identity markings, based on their
intended use and security considerations.
Identification is placed on both the right and left front doors of the vehicle, and consists of the Canada wordmark,
the flag symbol and either "Correctional Service of Canada" or "Government of Canada" in both English and
French, side-by-side. Additional information concerning configuration, size and colour is provided in the Treasury Board Federal
Identity Program Manual.
Arrangements to apply FIP markings must be made locally, on receipt of each new vehicle.
4. Other Vehicle Identification Markings
The small asset tag showing the CSC asset inventory number shall be affixed to every fleet vehicle, inside the glove
compartment. For additional information, refer to the Asset Management guidelines.
PWGSC assigns a vehicle fleet number to each new vehicle, which is recorded on the purchasing contract. On acquisition,
a copy of the contract is sent to the Site Fleet Manager for verification that the vehicle delivered is, in fact, the vehicle
The Site Fleet Manager records the vehicle's fleet number in the Vehicle Log Book.
5. Vehicle Credit Card
PWGSC (or the Site Fleet Manager) provides the vehicle's fleet number to the contracted fleet management company who
issues a credit card for the vehicle. The credit card, which shows the fleet number, is sent to the Site Fleet Manager who
places the card with the Vehicle Log Book for retention and use by the vehicle operator(s).
6. Vehicle Operating Reporting (VOR)
On receipt of a new vehicle, before it becomes operational, the Site Fleet Manager shall record the particulars concerning
the vehicle, using the "ADD" function in the on-line VOR, including:
make, model, PWGSC specification code, manufacturer's vehicle identification number, vehicle's fleet number (assigned by
PWGSC), expected service life;
licence plate number;
on-road, or taken-on-strength, date, most recent odometer reading and date; and
location of vehicle, full mailing address of responsibility centre to which the vehicle is assigned.
All CSC vehicles shall be equipped with a Vehicle Log Book, clearly showing the vehicle identification number.
Vehicle operators shall record all pertinent information concerning the vehicle in the Vehicle Log Book, signed and dated,
including the following:
each time, before a vehicle is taken out, check for damage (e.g. cracked windshield, scratches or dents, cut or damaged
tires), fluid levels (oil, radiator, transmission, windshield cleaner), horn and lights (headlights, tail lights, brake lights,
turn signals - front and back) and ensure that the vehicle is clean and in good running order;
use of the vehicle, i.e. start/stop odometer reading, from/to named destination, mileage;
operating expenses, i.e. fuel, oil, car wash, etc., and whether paid by credit card or provided by an institution;
maintenance costs, i.e. oil change, oil/gas filter change, tires, regular scheduled maintenance, and payment method;
repair costs to fix vehicle damage, and payment method; and
brief explanation of any incidents such as scratches, bumps or accidents.
A small, durable (preferably plastic) folder should be kept in the glove compartment of each vehicle, to hold the Vehicle
Log Book and the following documents:
photocopy of vehicle registration (original filed with Site Fleet Manager);
Liability Insurance Card (for pooled vehicles not displaying the Liability Insurance decal on the windshield);
vehicle credit card;
credit card receipts and cash payment receipts, for fuel, oil, car wash and other operating and maintenance costs (pending
delivery to the Site Fleet Manager for matching with credit card invoices or cash reimbursement); and
Motor Vehicle Accident Report (GC 046) (blank forms, to be completed in the event of an accident).
Annex D MOTOR VEHICLE ACCIDENT REPORTING AND CLAIMS
To provide the information necessary for CSC and other authorities to investigate an accident, the vehicle operator or
another CSC employee at the scene must complete a Motor Vehicle Accident Report (GC 046). Blank copies of this form should
be retained with the Vehicle Log Book at all times. The vehicle operator shall not accept any fault for the accident, pending
Record the following information about every accident involving a CSC vehicle:
CSC vehicle operator's name, age, driver's licence number, home and office telephone numbers and home address;
CSC vehicle number and description (make, model, year);
name, address, telephone number, driver's licence and insurance details of other driver(s), if other vehicle(s) involved;
description of other vehicle(s) involved (make, model, year);
name, age, address and telephone number of any injured, and nature of injuries;
name, address, telephone number of property owner(s), if other property involved;
name, address and telephone number of any witnesses;
institution (site where vehicle is normally located);
date and time of the accident;
description of the accident, i.e. explanation of what happened (and diagram if useful);
description of the visual damage caused to the CSC vehicle, and to persons or other property, including damage to goods
or personal property being carried in the CSC vehicle involved;
geographic location of the accident, road and climatic conditions at the time; and
vehicle operator's statement, including why the operator/vehicle was in that place at that time, an indication that the
accident may give rise to one or more claims (yes/no), and the reason(s).
2. Injury or Damage Claims
Claims for damage or injury shall be presented separately and formally, accompanied by verifiable receipts for expenditures
incurred, for reimbursement. All accident claims are routed to the Regional Claims Officer.
The operational unit head, or a designated officer, and the Regional Claims Officer shall liaise with the departmental
legal advisor, the police, and other CSC personnel in fleet management, materiel management and finance in the region and at
NHQ, as required. These duties include coordinating the repair or replacement of the vehicle, reporting of the accident, initiating
a CSC claim or arranging for the settlement of claims against CSC, and maintaining a complete record of the accident.
The rules for the settlement of a claim vary from province to province, and usually include time limits for the filing
of claims. The Regional Claims Officer shall consult with the departmental legal advisor, to determine how to proceed. Additional
relevant information is included in Appendix D to the Motor Vehicle Policy (part of Treasury Board Secretariat's Materiel Management
In all cases where damage claims against CSC have been submitted as a result of an accident involving a CSC vehicle, the
operational unit head shall establish a Board of Investigation. Based on the recommendation of the Board, the vehicle operator
may be deemed personally responsible to pay for damage claims if he or she does not meet the criteria under the Treasury Board
Policy on the Indemnification of and Legal Assistance for Crown Servants.
Vehicle disposal shall be considered when a one-time repair expense exceeds one-third of the original purchase cost, or
when the tally of repairs to the vehicle (excluding routine maintenance) reaches one-third of its original purchase cost.
Fleet Managers shall retain vehicles that are safe and economical to operate, even though the standard indicates replacement,
provided the vehicle can be used for a longer period of time without:
excessive maintenance or operating cost, and
a substantial reduction in its resale value.
Disposal at an earlier point shall be considered if the performance of a particular vehicle, according to the manufacturer's
standards, is very poor.
If a motor vehicle has been wrecked or damaged (including wear caused by abnormal operating conditions) beyond economical
repair, the vehicle may be replaced without regard to the replacement standards after review by the Regional Fleet Manager
and the NHQ Manager, Fleet Services.