The rates for division vehicles will be established during the Governor's recommended phase of the budget process. Once the rates are established the Budget Division will automatically update all budgets using the approved rates.
Utilization Guidelines - SAM 1324
Delivery of Vehicles
Delivery dates on vehicles vary due to contract and manufacturing guidelines. The estimated time for delivery of vehicles approved in the budget will begin in December and continue through June.
Fleet Services Schedule
Expenditures associated with vehicles leased from the Fleet Services
Division are charged to Category 03 – In-State Travel. New and existing long-term vehicle lease requests
for the new biennium must be entered in the Fleet Services schedule by July 13. New vehicle requests must be submitted to the Fleet Services Administrator
documented via the MP-5
form (see below). The
Fleet Services schedule in NEBS contains only estimated costs of vehicles on
long-term lease. Daily rentals (or those
less than 30 days in duration) should be budgeted under the Category 03-line
item GL 6210 “FS Daily Rental In-State”.
Existing Long-Term Leased Vehicles
Agencies should enter Category 03 expenditure budget requests for each
vehicle currently on long-term lease from Fleet Services that they plan to
continue long-term lease in the upcoming biennium and list the license number
associated with the vehicle currently leased.
- If an agency plans to discontinue the long-term lease
of a vehicle in the upcoming biennium, enter the vehicle type with license
number and enter zeros in the mileage and zeros in the # of months
columns. Schedule text should indicate
that the vehicle on long-term lease is being discontinued.
- NEBS will be updated with base year average
monthly mileage for current Fleet Services vehicles on long-term lease late in
the first calendar quarter. Agencies
should review the monthly mileage to ensure the amount reflects mileage usage
for the base year. Any changes to
monthly mileage must be justified.
Please reference State Administration Manual (SAM),
Section 1324 (Vehicle Utilization Guidelines)
for information regarding vehicle categories and complying with vehicle
utilization requirements, especially the minimum monthly mileage for long-term leased
vehicles. The Fleet Services Administrator
may reallocate vehicles between agencies or users based upon actual vehicle
miles driven in order to optimize fleet utilization, particularly when vehicles
are not compliant with minimum mileage utilization requirements. NRS 336.030
New Vehicles for Long-Term Lease
All requests for new long-term leased vehicles must be received by the Fleet
Services Administrator via completion of an MP-5
form by July 1st. Agencies
requesting new vehicles should:
- Please reference the Fleet Services Division’s website for a detailed listing of vehicles
offered by rental rate class. Determine
the type of vehicle needed and include the following information on the MP-5
form as applicable:
- Review your agency's mission
and the tasks you are trying to achieve by using a long-term assigned
- Focus on what the vehicle
needs to do, where does it need to go, how many people does it need to transport?
- Does it need any specialized
equipment? For example: a camper shell, toolbox, lift gate, etc.
- Do you really need
four-wheel drive? Does it need to be a specific color?
- Will the vehicle meet the
minimum utilization guidelines in SAM1324?
- Contact the Fleet Services Division for any questions at
(775) 684-1880 or CarsonFleet@admin.nv.gov
- Complete and submit an MP-5
form to Fleet Services no later than July 1st. Fleet Services will review all requests and
contact the agencies with confirmation of the MP-5 request. On or before July 13th the agency
must enter the request into the NEBS fleet schedule.
- Enter the new vehicle(s) in the NEBS Fleet
- Attach the MP-5 form(s) to the request(s) in the
NEBS Fleet Services schedule using the “text and attachments” sticky note
- Enter the decision unit associated with the
request, the region the vehicle will be primarily based out of, the vehicle
type as indicated on the approved MP-5 form, the estimated number of months
needed (see “d” below), and the estimated number of miles that will be driven
- Enter a vehicle description if a specific type
is being requested. The “agency
identifier” field is for agency use and can be any information helpful for the
agency to identify each specific vehicle.
Enter “New” for License Number.
- If the vehicle request is approved by the
Legislature, it will take approximately 6 months for the agency to receive the
new vehicle; therefore, only 6 months should be included in Year 1 and a full
12 months for Year 2. This gives Fleet
Services time to purchase and the agency to receive the new vehicle. If the agency will require the use of a
vehicle prior to the time the purchase can be made, calculate estimated costs
for daily rentals and enter them under the Category 03-line item GL 6210 “FS
Daily Rental In-State”.
- Notify Fleet Services if any vehicles requested via
MP-5 forms will be withdrawn from their biennial budget
request. This helps Fleet Services in
reconciling MP-5 forms with NEBS budget requests.
Vehicles Added after July 1
Notify Fleet Services and complete an additional
MP-5 form if additional vehicles are added after July 1 (for example, if a
position is added during the Legislative Session, and that position requires a