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Official Records of GSC Fleet Lease Vehicles and Trailers Reporting Requirements

R 261855Z SEP 08 ZUI ASN-A00270000030 ZYB
FM COMDT COGARD WASHINGTON DC//CG-4//
TO ALCOAST
BT
UNCLAS //N11240//
ALCOAST 467/08
COMDTNOTE 11240
SUBJ: OFFICIAL RECORDS OF GSA FLEET LEASE VEHICLES AND TRAILERS
REPORTING REQUIREMENTS
(A) COAST GUARD MOTOR VEHICLE MANUAL, COMDTINST M11240.9 (SERIES)
(B) COAST GUARD PROPERTY MANAGEMENT MANUAL, COMDTINST M4500.5
(SERIES)
1. THIS ALCOAST ELIMINATES THE REQUIREMENT TO MAINTAIN RECORDS OF
CG MANAGED VEHICLES AND TRAILERS ACQUIRED THROUGH THE GSA FLEET
LEASE PROGRAM IN THE CG ORACLE FIXED ASSETS MODULE (FAM) DATABASE
AND EMPHASIZES REPORTING REQUIREMENTS MANDATED BY CURRENT POLICY.
GSA FLEET LEASE ASSETS ARE IDENTIFIED WITH LICENSE PLATES BEGINNING
WITH THE LETTER G.  CG OWNED AND COMMERCIALLY LEASED VEHICLES WILL
CONTINUE TO BE ACCOUNTED FOR IN THE VEHICLE MODULE OF THE ORACLE
FAM DATABASE.  ORACLE FAM RECORDS FOR VEHICLES AND TRAILERS ARE
MAINTAINED BY CG REGIONAL MOTOR FLEET MANAGERS (MFM) FOR UNITS IN
THEIR AOR.  THEREFORE UNIT PROPERTY OFFICERS MUST COORDINATE ALL
VEHICLE AND TRAILER ACQUISITIONS, RETIREMENTS AND WITHIN CG
TRANSFERS WITH THE CG REGIONAL MFM.
2. THE GSA FLEET LEASE INFORMATION SYSTEM WILL BE THE OFFICIAL
SOURCE OF INFORMATION FOR VEHICLES AND TRAILERS ACQUIRED THROUGH
THE GSA FLEET LEASE PROGRAM.  THIS AMENDS STATEMENTS IN REFS A AND
B WHICH STATES THAT THE ORACLE FAM DATABASE IS THE ONLY OFFICIAL
RECORD OF CG OWNED AND LEASED ASSETS.  UNIT VEHICLE MANAGERS, MOTOR
POOL MANAGERS AND CG REGIONAL MOTOR FLEET MANAGERS SHALL ENSURE THE
POINT OF CONTACT AND UNIT INFORMATION IN THE GSA FLEET LEASE SYSTEM
IS CURRENT AND ACCURATE.  CG REGIONAL MFM SHALL REVIEW THE GSA
FLEET LEASE DATABASE VIA THE GSA REPORTS CARRYOUT REPORTING SYSTEM
AT LEAST MONTHLY TO ENSURE EACH VEHICLE HAS THE CORRECT OPFAC AND
FINANCIAL PROGRAM ELEMENT PER REF A.  UNIT PROPERTY OFFICERS SHALL
MAINTAIN A CURRENT REPORTS CARRYOUT REPORT OF THEIR UNIT GSA FLEET
LEASE VEHICLES WITH THEIR UNIT PROPERTY RECORDS AT ALL TIMES.
3. IN PREPARATION FOR REMOVING GSA LEASE TRAILER AND VEHICLES (G
TAG RECORDS) FROM ORACLE FAM, COMDT (CG-842) HAS VALIDATED EXISTING
FAM RECORDS AGAINST THE CURRENT GSA FLEET LEASE DATABASE INVENTORY
USING A GSA REPORTS CARRYOUT REPORT.  COMDT (CG-842) HAS AUTHORIZED
FINCEN FR TO RETIRE ALL G TAG RECORDS THAT ARE ACCOUNTED FOR IN THE
GSA INVENTORY.  CG REGIONAL MFMS ARE RESPONSIBLE FOR CONFIRMING G
TAG ASSETS NOT ELIMINATED BY FINCEN FR ARE PROPERLY ACCOUNTED FOR
ON THE GSA FLEET LEASE DATABASE OR HAVE BEEN RETURN TO GSA PRIOR TO
RETIREMENT FROM THE ORACLE FAM DATABASE.  A LIST OF THESE G TAG
RECORDS WILL BE PROVIDED TO THE CG REGIONAL MFM BY COMDT (CG-441)
VIA E-MAIL NLT 1 OCTOBER 2008.
4. CG REGIONAL MOTOR FLEET MANAGERS SHALL PERFORM MONTHLY RECORD
REVIEWS OF THE GSA FLEET LEASE DATABASE AND ASSIST UNITS IN THEIR
AOR IN MAINTAINING RECORDS IN THE GSA FLEET LEASE DATABASE.
UPDATES OF THE GSA DATABASE MUST BE COORDINATED THROUGH GSA FLEET
MANAGEMENT REPRESENTATIVES AND FINCEN MUST BE INFORMED OF ANY
BILLING ISSUES (INCLUDING INVENTORY CHANGES) VIA E-MAIL AT
FIN-SMB-VEHICLERCMCHANGES (AT) USCG.MIL.
5. UPDATES SUCH AS ADDRESSES, POC INFORMATION CAN BE ACCOMPLISHED
BY THE UNIT OR THE CG REGIONAL MFM AT THE DISCRETION OF THE CG
REGIONAL MFM.  THE OPFAC ENTERED INTO THE GSA FLEET LEASE DATABASE
(ACCOUNT CODE 1 FIELD) WILL BE THE SAME OPFAC THAT IS RESPONSIBLE
FOR THE GPP PROPERTY OF THE UNIT THAT MANAGES THE GSA VEHICLE.  THE
ACCOUNT CODE 2 FIELD IN GSA FLEET LEASE DATABASE SHALL CONTAIN THE
PROGRAM ELEMENT (PE) OF THE LINE OF ACCOUNTING THAT IS RESPONSIBLE
FOR PAYMENT OF THE BILLS ASSOCIATED WITH THE ASSET.  THE GSA WEB
SITE (HTTP://DRIVETHRU.FSS.GSA.GOV/DRIVETHRU/DRIVETHRU/) CAN BE
ACCESSED ANYTIME (24/7) TO RUN INVENTORY REPORTS THOUGH THE REPORTS
CARRYOUT APPLICATION.  EACH GSA CUSTOMER HAS A CUSTOMER NUMBER AND
ACCESS CODE ASSIGNED BY GSA TO ACCESS ACCOUNT INFORMATION.
6. PROPERTY RECORDS OF CG OWNED AND COMMERCIALLY LEASED VEHICLES
AND TRAILERS SHALL BE MAINTAINED IN THE VEHICLE MODULE OF THE
ORACLE FAM DATABASE IAW REFS A AND B.  IAW REF B AN INVENTORY OF
PROPERTY IS REQUIRED ANNUALLY OR UPON RELIEF OF A CUSTODIAN,
PROPERTY OFFICER, OR COMMANDING OFFICER.  UNIT PROPERTY OFFICERS
SHALL FORWARD RESULTS OF PHYSICAL INVENTORY OF CG OWNED AND
COMMERCIALLY LEASED VEHICLES AND TRAILERS TO CG REGIONAL MFM UPON
COMPLETION TO ENSURE UPDATE OF UNIT ORACLE FAM PROPERTY RECORDS.
CG REGIONAL MFM SHALL UPDATE THE PHYSICAL INVENTORY DATE FIELD OF
THE ORACLE FAM DATABASE OF ALL VEHICLE AND TRAILER RECORDS UPON
RECEIPT OF PHYSICAL INVENTORY RESULTS.
7. REF A WAS REVISED IN 2007 TO INCLUDE SEVERAL NEW REPORTING
REQUIREMENTS CRITICAL TO PROPER MANAGEMENT AND FEDERAL REPORTING
REQUIREMENTS OF THE CG VEHICLE FLEET.  FOR EXAMPLE, FEDERAL
REGULATION REQUIRES AGENCIES TO AUTHORIZE THE USE OF UNDERCOVER
FEDERAL VEHICLES ANNUALLY.  AN UNDERCOVER FEDERAL VEHICLE IS ANY
VEHICLE OWNED OR MANAGED BY THE CG THAT DISPLAYS ANY NON-US FEDERAL
GOVERNMENT LICENSE PLATE.  THIS INCLUDES BUT IS NOT LIMITED TO
LICENSE PLATES ISSUED BY US STATES, THE DISTRICT OF COLUMBIA, US
TERRITORIES AND FOREIGN COUNTRIES.  REF A REQUIRES UNITS OR
PROGRAMS TO REQUEST AUTHORIZATION TO DISPLAY ANY TAG OTHER THAN A
CG (DHS) OR GSA (G TAG) ISSUED TAG ON A VEHICLE MANAGED BY THE CG
NLT 1 NOVEMBER ANNUALLY.  AUTHORIZATION WILL BE GRANTED BY COMDT
(CG-441) NLT 31 DECEMBER ANNUALLY FOR THE NEXT CALENDAR YEAR.
8. IN ADDITION, NEW INVENTORY AND ALLOWANCE REPORTING PROCEDURES
HAVE BEEN INCLUDED IN THE REVISED EDITION OF REF A.  NO ADDITIONAL
VEHICLES OR UPGRADES WILL BE CONSIDERED FOR AUTHORIZATION UNLESS
IDENTIFIED ON AN ALLOWANCE REPORT ON FILE WITH COMDT (CG-441).
UNAUTHORIZED VEHICLES AND TRAILERS IN INVENTORY ARE SUBJECT TO
REPROGRAMMING OR RETIREMENT.  ONLY COMDT (CG-441) AND CG REGIONAL
MFM ARE AUTHORIZED TO APPROVE ADDITIONAL VEHICLES AND UPGRADES TO
VEHICLES CURRENTLY IN THE INVENTORY.  A LIST OF CG REGIONAL MFM
WILL BE KEPT ON THE CG-441 VEHICLE PROGRAM CG CENTRAL WEB SITE AND
PUBLISHED TO GSA FLEET LEASE HQ FOR DISTRIBUTION.
9. SHOULD YOU HAVE ADDITIONAL QUESTIONS, MY POC IS MR. HENRY
HERZBERG.  HE MAY BE REACHED AT 202-475-5666 OR BY E-MAIL AT
HENRY.J.HERZBERG (AT) USCG.MIL.
10. RELEASE BY RDML T. P. OSTEBO, ASSISTANT COMMANDANT FOR
ENGINEERING AND LOGISTICS.
11. INTERNET RELEASE AUTHORIZED.
BT
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Last Modified 9/19/2013