May 2015, revised October 2015, April 2018, July 2019, June 2022
Departments wishing to add any equipment to state vehicles must have prior written approval from VTS.
Submit a completed DTMB-0068 Add-On Equipment Request found on InsideMichigan to your department vehicle coordinator. When additional equipment increases the operational costs of vehicles, these costs will be passed on to the department.
See Civil Service Regulation 1.04 Reasonable Accommodation.
See MICHIGAN VEHICLE CODE (EXCERPT), Act 300 of 1949 257.624a Transportation or possession of alcoholic liquor in container open or uncapped or upon which seal broken; violation as misdemeanor; exception; definitions.
See Civil Service Regulation 2-8 Drug and Alcohol Testing.
See Administrative Guide to State Government Policy 0410.01 State Government Motor Vehicles – General Responsibilities , 0410.02 State Motor Vehicle Assignment, 0410.03 Motor Vehicle Use – Special Approvals.
Drivers are responsible for keeping the interior and exterior of their vehicles clean.
Drivers may utilize the car wash at the VTS Secondary Complex garage. Other car washes can be obtained at fueling stations or at an independent wash location that accepts the WEX fuel card.
In the event of a collision or incident of vandalism, the driver should make notes about the accident; the Vehicle Information envelope shows the type of information that should be recorded. This information will be needed when filing an accident report, and departments may require that a driver submit such a report.
The driver must:
Wheels Inc., State of Michigan Repair Services (MAP) Collision Management
666 Garland Place
Des Plaines, IL 60016
FAX: 847-699-8491
See Civil Service Regulation 2.05 Workplace Safety.
At the time of purchase, the driver must enter the vehicle’s odometer reading and a fuel card PIN (Personal Identification Number) at the pump. The PIN is the last six digits of the driver’s employee ID, which is also known as the HRMN ID, and identifies the driver as the purchaser.
All fuel credit card purchases must be itemized on the credit card receipt.
Use of the fuel card is limited to:
State-provided fuel credit cards may not be used to purchase:
Report lost, damaged, or stolen fuel cards to Wheels Fuel Card Customer Service at 1-800-937-8149 immediately. Drivers must provide the vehicle number and verify the address to which the replacement card will be mailed.
Once a fuel card is reported lost or stolen, it is removed from the system. If anyone tries to use it, the stations will not honor it.
Employees operating the State fleet of motor vehicles, buses, and heavy-duty equipment are directed to turn off their vehicle engines instead of allowing them to idle for any length of time. Drivers must turn off vehicle engines when vehicles or equipment will be stationary for more than five minutes, except when in traffic. State of Michigan employees and contractors must operate vehicles and equipment used for state business in a manner which minimizes engine emissions.
Drivers are expected to use discretion and refrain from turning off the engine when a safety risk exists, when operation of auxiliary equipment requires running the engine, or when the vehicle’s manual specifies otherwise. This guidance does not apply to law enforcement or to the Michigan Department of Transportation (MDOT).
See Civil Service Regulation 2-7 Drug and Alcohol Testing.
State-operated vehicle drivers and passengers are insured under Michigan’s “no- fault” insurance statute. The certificate of “no-fault” insurance is provided with each vehicle, is updated annually, and must be kept in the glove box of the vehicle.
If an ignition key is lost, contact VTS at 517-636-6000 to obtain duplicate key information and directions for obtaining a replacement key. VTS does not reimburse the cost for emergency service related to lost keys or when a driver becomes locked out of the vehicle.
Contact VTS to obtain additional keys. Department are responsible for the cost of additional keys.
All drivers must have a valid driver license in their possession. Departments must insure that a signed Driver Agreement is on file for each driver. Driver license numbers will be requested for drivers involved in accidents with state-provided vehicles.
See MICHIGAN VEHICLE CODE (excerpt), Act 300 of 1949, 257.301 Valid operator's or chauffeur's license required; group designation and indorsements; surrender of other valid licenses; notice; number of licenses permitted; certifying nonpossession of valid license.
See Omnibus Transportation Employee Testing Act of 1991.
A Maintenance Assistance Program (MAP) is provided for drivers of state vehicles. A MAP guide is provided with each vehicle and is located in the Vehicle Information folder in the vehicle glove box. It identifies how to use the MAP program and provides a maintenance schedule for your vehicle.
When maintenance is required, a driver must contact MAP at 1-800-937-8149. MAP Advisors will refer the driver to a vendor for service. These vendors are monitored for quality of work and provide services at a discounted price. MAP will authorize repairs and payment. Drivers do not have the authority to authorize repairs.
All drivers of motor pool vehicles are responsible for the condition of the vehicle. Any vehicle issues should be reported in the Comments section of FleetCommander (the automated motor pool reservation software) upon return of the vehicle.
Drivers must return the vehicles on time with
With departmental approval, vehicles may be driven outside of Michigan on official business. Follow the department’s established approval process.
For travel in Canada, contact VTS at 517-636-6000 for authorization and to obtain a Canada Non-Resident Inter-Province Motor Vehicle Liability Insurance certificate.
For travel in Mexico, contact VTS at 517-636-6000 for authorization at least six weeks in advance of planned travel in order to allow sufficient time to obtain an auto insurance policy underwritten by a Mexican insurance company.
Parking charges allowable under the Standardized Travel Regulations are a direct traveling expense. Drivers must request reimbursement from their department through the designated travel reimbursement system.
Use of state vehicles is for official business only. See THE MANAGEMENT AND BUDGET ACT (EXCERPT), Act 431 of 1984, 18.1215 Motor vehicle and person to whom motor vehicle assigned; restrictions.
Shopping and performing personal errands in a state-operated vehicle are prohibited, unless approved as noted in Administrative Guide to State Government 0410.03 Motor Vehicle Use – Special Approvals.
State vehicles are easily identified. Drivers should remember that they represent the State of Michigan while using these vehicles.
See MICHIGAN VEHICLE CODE (EXCERPT), Act 300 of 1949, 257.710d Child restraint system required; position; exceptions; violation as civil infraction; points; abstract; exemption by rules; alternate means of protection and 257.710e Safety belt required; driver or passenger to which section inapplicable; transporting child 4 years of age but less than 16 years of age; enforcement of section; violation as evidence of negligence; reduction of recovery for damages; violation as civil infraction; reports of police harassment; effect of primary enforcement; report of findings; intent; assessment of points prohibited.
Smoking is NOT allowed in any state-provided vehicle at any time by anyone. The use of electronic cigarettes is not allowed in any state-provided vehicle at any time by anyone. Appropriate disciplinary action may be taken, up to and including dismissal.
Drivers are responsible for the proper display of the state seal on both front vehicle doors and may not remove a seal. If the seal is missing or needs to be replaced, contact VTS immediately at 517-636-6000 for replacement.
To apply for assignment of an unmarked state motor vehicle, the department must provide VTS with a written request explaining the need. VTS will review this request to determine whether an unmarked state motor vehicle is justified.
Immediately report a stolen vehicle to the local police. If the police cannot make an on-scene investigation, a driver must file a report at the police department. A driver must also report any stolen vehicle to their department vehicle coordinator, Wheels at 1-800-937-8149 and VTS at 517-636-6000.
If a stolen vehicle is recovered, contact your department vehicle coordinator and VTS immediately.
Drivers are responsible for the payment of any parking tickets or moving violations.
Drivers are responsible for monitoring the condition of the tires on their vehicle. If repair or replacement is needed, drivers should contact MAP at 1-800-937-8149 for assistance.
Bridge and road tolls and daily state park permits when conducting state business are allowable under the Standardized Travel Regulations as a direct traveling expense. Drivers must request reimbursement from their department through the designated travel reimbursement system.
Drivers must maintain travel logs for both permanent and daily (motor pool) vehicle assignments, according to Administrative Guide to State Government Policy 0410.01 State Government Motor Vehicles – General Responsibilities.
Travel logs are to be submitted as instructed by each department. Failure to submit accurate mileage reports may result in loss of state vehicle privileges.
