Idaho Bulletin 120-8-1

November 1, 2007

SUBJECT:  ADS – Vehicle Management - Vehicle Inspections

TO:   All Employees, NRCS, Idaho
        Attention:  District Conservationists, Soil Survey Project Leaders
        RC&D Coordinators, PMC Team Leader, Area Conservationists

Purpose.  To provide information relative to mandatory annual vehicle inspections for trucks, vans, and sedans with license plates beginning with “A”

Expiration Date.    September 30, 2008

Action Required By:

November 30, 2007 (field office staff)

December 9, 2007 (area conservationists)

Natural Resources Conservation Service Property Management Regulation (NRCSPMR)

104I-38.402(c) requires annual vehicle inspections, certifications, replacement plans, and entering inspection dates into the Personal Property System (PROP) database. USDA Property Management Regulation 110-34.285 a, b, c on page 42 for reference address.

http://www.usda.gov/da/pmd/directives.htm

Action should be taken as follows:

• Field Offices:  Have vehicle inspections completed by a mechanic.  Attach all inspections, (Attachment 1, form NRCS-ADS-180) for your office, to the Idaho Vehicle Mileage and Inspection Report, Attachment 2.  Forward to your area office by November 30, 2007.
   
• Area Conservationists:  Review inspections, reports, and update spreadsheet on shared drive.  Forward inspections and reports to Aline Wright at the state office by December 9, 2007.

As noted above, Idaho NRCS will use the form NRCS-ADS-180 to document inspections for all NRCS owned vehicles.  A copy of this form is attached to this bulletin.  The form is also available on the forms CD and on the Intranet.

Following are guidelines for completing the form NRCS-ADS-180 and the inspection itself:

The information required on the top section is as follows:

• The AG property number, the complete license plate number, location (town), including zip code. The driver’s name and date, the vehicle make, year, body type (samples of body types are SUV, PU 4x2, Van, Sedan). Please record the current mileage of the NRCS vehicle.

• Inspection forms should include the signature of the person who conducted the inspection, the date of inspection, name of garage, mechanic’s  signature, and date service was completed, cost of the inspection and if payment was made by Voyager card or Government Visa purchase card.
• Payment for inspection will be made using the Voyager fleet card (required).  The only exception is when a vendor will not accept the Voyager card, then a purchase card can be used.  The card holder, when reconciling their transaction, will use the vehicle information in the description section (i.e., vehicle license plate number, property number and service provided “vehicle inspection.”
• Copies of completed inspection forms are to be maintained in vehicle maintenance folders and available for audit.
• If an inspection on the NRCS-ADS-180 has already been done any time since last November on a vehicle, just submit a copy of the completed inspection and give the current mileage.
• Vehicles pending sale, grounded, and have paperwork already submitted to Aline Wright, only mileage is needed - a report is not required.
• Vehicles less than 1 year old, only mileage is needed - a report is not required.
• Vehicles that are pending sale, but no paperwork submitted yet – an inspection report is required.  As mentioned above, if the NRCS-ADS-180 inspection has been done since last December, the inspection can be submitted but give the current mileage.

Attachment 3 Vehicle Inspection Checklist is intended as a helpful list of safety items to have in your vehicles.  

RICHARD SIMS
State Conservationist

Attachments

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