SUBSECTION 4.2.5.2
ASSIGNMENT CRITERIA

4.2.5.2.1

Criteria for Permanently Assigned Motor Vehicle

Effective Date:

Sept. 1, 1998

4.2.5.2.1.a

At least one of the following conditions is to exist prior to each assignment of a passenger motor vehicle on a permanent status:

4.2.5.2.1.a(1)

Travel requirements are demonstrated to average or are reasonably estimated to average not less than 1,000 miles per month. This travel is not to include any travel by the assignee between home and duty station. Those permanently assigned passenger motor vehicles that do not maintain this mileage minimum over a twelve-month period are to be returned to the supporting motor pool.

4.2.5.2.1.a(2)

Individuals requiring the vehicle are on 24-hour call and all of the following conditions exist:

• A state-owned or operated passenger motor vehicle is not available on a 24-hour trip dispatch basis.

• It is not practical to provide for such transportation by the use of other agency vehicles.

• The frequency of such travel on call is greater than would justify requiring the person to use such individual's own personal vehicle. Frequency of calls established under this paragraph is to be submitted by each agency to the Director of the Office of Financial Management.

4.2.5.2.1.a(3)

A need exists for a specially equipped or special purpose passenger motor vehicle which limits the use or which is essential to a particular agency, program, individual, or purpose.

4.2.5.2.1.a(4)

The passenger motor vehicle is used by a statewide elected official in the Executive Branch of state government.

4.2.5.2.1.b

The permanent assignment of a passenger motor vehicle for any purpose other than those listed above is to be done only after justification for such assignment has been approved by the Director of the Office of Financial Management. The permanent assignment of a vehicle to an employee for use on official state business is not in itself sufficient justification to utilize that vehicle for travel between duty station and home.

4.2.5.2.2

Criteria for Use of a State-Owned or Operated Motor Vehicle Between Duty Station and Official Residence

Effective Date:

Sept. 1, 1998

4.2.5.2.2.a

Travel between duty station and official residence may be approved by the agency head or authorized designee for any one of the following reasons:

• When storing the vehicle at an employee's residence is more advantageous or economical to the state than the purchase, lease, or rental of a commercial garage or other parking facility. The security and safety of state property is to be considered in determining the storage location of state-owned or operated vehicles.

• When an employee's home is also the official station.

• When an individual commences a trip prior to the opening time of a motor pool or when the individual returns from or completes a trip later than the closing time of the state or agency motor pool.

• When, because of darkness, late hour, isolated location, the area has a record of crime, there is a threat to the personal security of the employee, or there is a reasonable basis for fear or uneasiness of personal safety in returning a passenger motor vehicle to a motor pool or to its customary storage area.

• When it is economical or advantageous to the state to allow such incidental travel in a state-owned or operated passenger motor vehicle, or as part of a commute trip reduction program as required by RCW 70.94.551. (Also see RCW 43.41.140).

4.2.5.2.2.b

The following situations of travel between duty station and official residence are in the best interests of the state and are exempt from the provisions of paragraph "a." above.

• Use of passenger motor vehicles by statewide elected officials in the Executive Branch of State Government.

• Use by commissioned Washington State Patrol personnel who regularly enforce traffic regulations on the public highways and other state employees whose primary assignment is to provide law enforcement.

• Use by other law enforcement or investigative employees or emergency highway maintenance employees who are on 24-hour call and whose duties require use of assigned passenger motor vehicles during what would be classified as other than scheduled working hours, provided that actual off-duty calls requiring use of the passenger motor vehicle average a minimum of ten (10) times per month per calendar quarter.

4.2.5.2.2.c

Requests for exceptions to the above criteria are to be submitted to the Director of the Office of Financial Management, with justification for each such exception.

4.2.5.2.2.d

Agencies should check current Internal Revenue Service Publication 535 fringe benefit rules regarding the reporting, taxability, and value of operating a state motor vehicle between the employee’s official duty station and official residence.

4.2.5.2.3

Criteria for Use of a Commuter Ride-Sharing State-Owned Motor Vehicle

Effective Date:

Sept. 1, 1998

Agencies may allow for the use of state-owned motor vehicles for commuter ride-sharing so long as the pro-rata capital depreciation and operational expense of the commuter ride-sharing arrangement is paid by the commuters, and does not infringe upon the use of the vehicle for other official state business. (See RCW 43.41.130)