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Non-regulatory guidance for Federal Fleet managers | Companion to 41 CFR 102-34 Motor Vehicle Management | August 2026
We issue regulations for government motor vehicle management, as detailed in 41 CFR 102-34 Motor Vehicle Management.
This Customer Guide is a companion to 41 CFR 102-34, providing federal agency staff with practical instructions and best practices for managing government motor vehicles throughout their lifecycle. It addresses vehicles owned by the government, commercially-leased, or leased through GSA Fleet® covering acquisition, in-use management, disposal, and data reporting. The Customer Guide’s purpose is to help agencies comply with applicable laws and regulations, promoting the economical and efficient management and control of these motor vehicles.
In December 2025, we published a revision to the Federal Management Regulation (FMR) to streamline and update 41 CFR 102-34 Motor Vehicle Management to ensure adherence to statutory requirements and help to improve the effectiveness of the management of motor vehicles. Non-statutory guidance was removed from 41 CFR 102-34, and has been incorporated into this guidance document. Also, as part of the deregulatory initiative, we rescinded all motor vehicle policy FMR Bulletins. We updated the information from the rescinded FMR Bulletins and added an addendum where applicable in this customer guide in a series called Under the Hood: Deep Dives into Federal Fleet Management. Statutory provisions, the revised FMR and non-regulatory guidance documents as well as the addendums will help establish a practical and authoritative basis for efficiently accomplishing mission objectives when managing an agency’s motor vehicle fleet.
It is important for each agency to develop strong internal motor vehicle fleet management policies. As agency subject matter experts on motor vehicle fleet management, you need to provide the “how” and the “why” in addition to the “what” to do. This Customer Guide contains best practices and recommendations for your use as you develop and update internal policies. Please note that if you do not have a strong policy in place, you do not need to reinvent the wheel. Many of your peers have strong policies in the form of regulations or internal directives, and we encourage you to review what is working for others and adapt it to your agency’s mission.
Three GSA offices handle fleet matters:
Unless otherwise specified, the guidance provided here is governmentwide. All questions should be directed to the OGP at vehicle.policy@gsa.gov.
Since 1995, the Motor Vehicle Policy program in OGP has assisted agencies in the management of their motor vehicle fleets through policy development and collaborative efforts. The Motor Vehicle Policy program continually seeks to drive effective fleet management through collaborative efforts with our agency customers. Such efforts include the annual collection and analysis of fleet performance data, management surveys, and other tools that result in evidence-based policy making that incorporates feedback from the federal fleet management community. The Motor Vehicle Policy Program’s sphere of influence covers nearly 700,000 vehicles, traveling over 5 billion miles, with over $5 billion in annual operating costs.
The Federal Fleet Policy Council (commonly known as FEDFLEET) is an interagency group of motor vehicle management professionals. It coordinates programs and policies, reviews new technologies, analyzes the impact of regulations, and acts as a governmentwide liaison for vehicle management issues.
Like a well-maintained fleet, this Customer Guide receives regular updates to stay current with evolving regulations and best practices. For comments, suggestions, or additional information, please contact the Motor Vehicle Policy Program at vehicle.policy@gsa.gov.
The Administrator of General Services is authorized to prescribe regulations to carry out the following functions (40 U.S.C. 121(c)):
Executive agencies must comply with 41 CFR 102-34. The Home-to-Work Transportation section (§ 102-32.205) applies to federal agency employees in the executive, judicial, and legislative branches of the government, with the exception of employees of the Senate, House of Representatives, Architect of the Capitol, and government of the District of Columbia.
The following are our authorities to issue guidance for the management of government motor vehicles:
Fleet rightsizing is a critical component of effective federal fleet management that ensures agencies maintain the optimal number and types of vehicles to meet mission requirements while maximizing efficiency and cost-effectiveness. This customer guidance provides a framework for implementing rightsizing initiatives within federal fleets and incorporating VAM requirements including special considerations for law enforcement vehicles.
Rightsizing aligns fleet size, composition, and utilization with mission requirements to optimize fleet operations. A properly rightsized fleet ensures each vehicle serves a clear purpose, is used effectively, and represents the most cost-effective option available.
Key benefits include:
The FMR, specifically 41 CFR 102-34.40(b), requires agencies to establish and document a structured Vehicle Allocation Methodology to determine the appropriate size, number, and types of motor vehicles. Agencies should conduct VAM studies at least every five years or sooner if there is a significant mission change to identify unnecessary vehicles and ensure vehicles match mission and location requirements.
There are many benefits to conducting a VAM study. The most important is that a VAM study should provide an evidence-based justification for the composition of an agency’s motor vehicle fleet. In addition, a VAM study should:
Keys to conducting a successful VAM study are applying utilization criteria, asking questions, and reporting the results and progress.
Agencies with law enforcement vehicles should implement a three-tiered classification system to ensure appropriate vehicle selection while meeting mission requirements:
Rightsizing initiatives must align with comprehensive lifecycle management practices:
Effective fleet rightsizing requires a systematic approach combining VAM methodology, utilization analysis, and stakeholder engagement. Following this guidance, federal agencies can optimize their fleets to meet mission requirements while reducing costs and improving efficiency. Success depends on continuous monitoring, regular adjustment, and commitment to data-driven decision-making throughout the vehicle lifecycle.
Federal agencies are required to meet specific fleet average fuel economy standards, as mandated by 49 U.S.C. 32917 and Executive Order 12375. These standards are updated annually on January 1st of each fiscal year and apply to both passenger automobiles with details in 49 U.S.C. 32902(b) and light trucks. The Department of Transportation publishes the standards for light trucks and any amendments for passenger automobiles, which can be found at http://www.dot.gov. It’s important to note that certain vehicles are exempt from these standards, including military design motor vehicles, law enforcement motor vehicles, and those intended for emergency rescue.
To calculate an agency’s average fuel economy, the agency must determine an average for all light-duty motor vehicles the agency obtained and operated during the fiscal year. This calculation involves summing all such light-duty vehicles and then dividing that sum by the total of fractions representing the number of vehicles of each model divided by the agency’s unadjusted city/highway mile-per-gallon (MPG) ratings. The Environmental Protection Agency (EPA) publishes these unadjusted city/highway MPG ratings for each make and model year at http://www.fueleconomy.gov.
Should an agency believe a vehicle or category of vehicles warrants an exemption from these fuel economy standards based on energy conservation, economy, efficiency, or service, the agency may submit a written request. This request should be sent vehicle.policy@gsa.gov. The agency’s request must include all relevant information necessary for us to review it. We’ll review the submission and advise the agency of the determination within 30 days of receipt. Importantly, any light-duty motor vehicles exempted under these provisions must not be included when calculating the agency’s fleet average fuel economy.
After completing the fleet vehicle acquisition calculations, agencies are responsible for maintaining this average fuel economy data for each year’s acquisitions on file at the agency headquarters. This record-keeping should comply with the National Archives and Records Administration’s GENERAL RECORDS SCHEDULE 5.4: Facility, Equipment, Vehicle, Property, and Supply Records. Agencies must also retain records of all exemption requests and their final disposition alongside agency fuel economy files. Ultimately, each executive agency is solely responsible for monitoring compliance with the fuel economy standards for the motor vehicles it obtains.
Resource: GENERAL RECORDS SCHEDULE 5.4: Facility, Equipment, Vehicle, Property, and Supply Records
All government motor vehicles must display motor vehicle identification unless exempted under 41 CFR 102-34.155. For most government motor vehicles, this identification is preferably shown on the official U.S. Government license plate. Some government motor vehicles may display motor vehicle identification on a decal in the rear window, or centered on both front doors if the vehicle is without a rear window, or where identification on the rear window would not be easily seen. Agencies that utilize decals for vehicle identification are responsible for acquiring, maintaining, and replacing these decals as needed due to damage or wear. For trailers, identification must be placed on both sides of the front quarter in a conspicuous location.
Before a motor vehicle is sold or transferred, all motor vehicle identification must be removed before the ownership is transferred or the vehicle is delivered to the new owner.
All government motor vehicles are generally required to use official U.S. Government license plates, with specific exceptions detailed in 41 CFR 102-34.155. These official U.S. Government license plates are exclusively for use on government-owned or leased motor vehicles and cannot be used on vehicles not associated with the government.
While government motor vehicles displaying U.S. Government license plates and identification do not need to be registered in the jurisdiction where they operate, they must be registered in GSAFleet.gov, Vehicle Registration Service. Vehicles leased from GSA Fleet® may be registered by GSA Fleet®. However, any motor vehicles exempted from displaying official U.S. Government license plates as per 41 CFR 102-34.155 must be registered and inspected according to the laws of the jurisdiction where they are regularly operated.
For domestic fleets, U.S. Government license plates must be obtained from the U.S. Department of Justice, UNICOR (Federal Prison Industries). We have established a Memorandum of Understanding with UNICOR for the procurement of domestic U.S. government license plates on behalf of all federal agencies. The MOU establishes common license plate design requirements for all U.S. government license plates, and we review it regularly. Separately, agencies must execute an annual addendum to the MOU including agency-specific plate design requirements and specific ordering/payment information, before placing orders. Agencies can also contact UNICOR to inquire about support for license plates supporting fleets in foreign operating areas as well as non-motor vehicular assets. Field activities should consult their national-level Agency Fleet Manager for guidance.
Official U.S. Government license plates must be displayed on both the front and rear of all government motor vehicles, with the exception of two-wheeled motor vehicles and trailers, which only require a rear license plate. Each set of plates must be displayed on the specific government motor vehicle to which it was assigned and used until the vehicle is removed from government service, transferred outside the agency, or until the plates are damaged and require replacement. Importantly, U.S. Government license plates are assigned to a single vehicle and cannot be reissued to another.
U.S. Government license plates are coded with numbers preceded by a letter code that designates the owning agency, with these codes listed in the Addendum to this customer guide. To obtain a new license plate code designation or want information on unique license plate designs, a written request should be sent to vehicle.policy@gsa.gov.
The standard design for the U.S. Government license plates include expiration dates for agency owned and commercially leased motor vehicles. Agencies must opt out of displaying expiration dates in their addendum with Unicor in order for Unicor to produce expiration date-less license plates on the agency’s behalf. Please contact your Agency Fleet Manager for assistance.
In the event of a lost or stolen U.S. Government license plate, the incident must be reported to the agency’s local security office or equivalent, local police, to GSA Fleet® if a GSA Fleet® leased motor vehicle is involved, and to GSAFleet.gov, Vehicle Registration Service. For lost or stolen District of Columbia or State license plates, report to the agency’s local security office or equivalent and the relevant Department of Transportation or Department of Motor Vehicles.
Agencies are required to maintain a central record of all U.S. Government license plates for their motor vehicles, with GSA Fleet® also maintaining such records for their leased vehicles. This record must identify the motor vehicle assigned to each set of plates and list all lost, stolen, destroyed, and voided license plate numbers.
There are three types of exemptions from displaying U.S. Government license plates and motor vehicle identification: limited exemptions, unlimited exemptions, and special exemptions.
Limited exemptions may be authorized by the head of the agency or their designee through written certification stating that identifying the motor vehicle would endanger the security of the vehicle occupants or otherwise compromise the agency mission. These exemptions can range from one day up to three years. If the need for exemption continues beyond three years, the agency must re-certify the exemption. For motor vehicles leased from GSA Fleet®, refer to GSA Fleet® guidance on acquiring and renewing state plates as state requirements both differ and change.
Unlimited exemptions apply to motor vehicles used primarily for investigative, law enforcement, intelligence, or security duties when displaying identification would interfere with those duties. These vehicles are indefinitely exempt from displaying U.S. Government license plates and motor vehicle identification.
Special exemptions are granted to motor vehicles assigned for the use of the President and the heads of executive departments specified in 5 U.S.C. 101. These vehicles are permanently exempt from motor vehicle identification requirements.
For all exempted motor vehicles, agencies must display regular license plates from the State, Commonwealth, territory or possession of the United States, or the District of Columbia where the motor vehicle is principally operated. The agency head must designate an official to authorize the relevant motor vehicle department to issue these plates, providing the name and signature of that official annually to the DC Department of Transportation or equivalent State department as required. Agencies are responsible for paying for these plates according to DC or State policy. For GSA Fleet® vehicles, a list of new plates must be sent to gsafleet@gsa.gov.
Finally, if requested, the head of each executive agency must submit a report concerning motor vehicles exempted under these provisions. This report, assigned interagency report control number 1537-GSA-AR, should be submitted to vehicle.policy@gsa.gov.
Official use of a government motor vehicle is using a government motor vehicle to perform the agency’s mission(s), as authorized by the agency. Government motor vehicles operators should contact their agency fleet manager for assistance on internal agency guidance on the use of government motor vehicles.
Government contractors may use government motor vehicles, provided it’s authorized by the contracting officer in accordance with the FAR and, for GSA Fleet-leased vehicles, GSA Fleet® procedures. Contracting officers should establish procedures to ensure government motor vehicles are used strictly for official purposes in the performance of the contract as authorized by the agency. Contracting officers should require contractors to establish and enforce penalties for employees who misuse government motor vehicles and bear any costs associated with unofficial use without government reimbursement.
Any unofficial use of a government motor vehicle brought to our attention will be reported to the head of the agency, who is then responsible for investigation and potential disciplinary action under 31 U.S.C. 1349, or reporting the violation to the Attorney General for prosecution under 18 U.S.C. 641. Federal employees who willfully use or authorize the use of a government motor vehicle for unofficial purposes face significant disciplinary action, including suspension of at least one month, or even removal, by the head of the agency.
The operator is responsible for protecting an assigned government vehicle. This requires:
Operators of government motor vehicles are bound by all State and local traffic laws, except when the duties of their position explicitly require otherwise. Operators are personally responsible for any violations of these laws, including fines or penalties. This is true even if the violation occurs while performing official duties, unless the violation was a required part of those duties. Operators must pay tolls and parking fees when operating a government motor vehicle and seek reimbursement for those incurred expenses while performing official duties. However, parking fines are the operator’s personal responsibility and will not be reimbursed. Federal employees operating or riding in government motor vehicles must use all provided safety devices, including safety belts, and adhere to all appropriate motor vehicle manufacturer safety guidelines.
Resource: Executive Order 13513 — Federal Leadership on Reducing Text Messaging while Driving
The use of government motor vehicles for transportation between an employee’s residence and place of employment is strictly limited and requires specific authorization. 31 U.S.C. 1344 and 41 CFR 102-34.205 allows the heads of federal agencies to authorize employees to use government passenger carriers for HTW in certain limited situations. Employees may utilize HTW only when engaged in field work, faced with a clear and present danger, experiencing an emergency, or dealing with a compelling operational consideration, and only after the agency head has made the necessary determination under 31 U.S.C. 1344. The comfort and/or convenience of an employee is not considered sufficient justification for authorization.
This provision applies to federal agency employees in the executive, judicial, and legislative branches, except for employees of the Senate, House of Representatives, Architect of the Capitol, and the government of the District of Columbia.
It’s important to note that this regulation does not apply to home-to-work transportation used in conjunction with official travel including TDY or relocation, the performance of intelligence, counterintelligence, protective services, or criminal law enforcement duties when designated in writing by an agency head, or transportation between places of employment and mass transit facilities.
The authority to make home-to-work determinations must be approved by the agency head and should be completed before transportation is provided unless impracticable. An Agency head can not delegate this authority. For field work authorizations, agencies should consider whether such transportation will substantially increase government efficiency and economy, taking into account the employee’s home location in relation to their work and non-TDY travel requirements. In some situations, it may be more appropriate to base a government passenger carrier at a facility near the employee’s home or work rather than authorize home-to-work transportation.
All determinations must be in writing and include the employee’s name and title or position designation for high-turnover positions, the reason for authorization, and the anticipated duration.
For positions identified rather than named individuals, field work determinations should include sufficient information for audit purposes, including job title, number, and operational level.
Initial determinations are effective for no longer than two years for field work updated as necessary and fifteen days for other circumstances. The agency head may approve subsequent determinations for up to two years each for field work and ninety calendar days each for other circumstances.
Agencies must report their determinations to Congress within 60 calendar days after approval and quarterly thereafter for any subsequent determinations. Reports should be sent to the Chairman of the Committee on Governmental Affairs, United States Senate (Suite SD-340, Dirksen Senate Office Building, Washington, DC 20510-6250) and the Chairman of the Committee on Governmental Reform, United States House of Representatives (Suite 2157, Rayburn House Office Building, Washington, DC 20515-6143).
Government motor vehicles may be used to provide transportation between places of employment and mass transit facilities in accordance with 31 U.S.C. 1344(g), subject to specific conditions.
The head of the agency must make a written determination that such use is appropriate and consistent with sound budget policy. This determination is valid for one year and must be kept on file. This transportation option is only permitted when there is no safe and reliable commercial or duplicative federal mass transportation service serving the same route on a regular basis. When provided, this transportation must be made available to other federal employees on a space-available basis. Agencies should use alternative fuel vehicles to the maximum extent practicable for this purpose. Additionally, the transportation must be provided in a manner that does not result in any additional gross income for federal income tax purposes for the employees using the service. Finally, agencies must frequently monitor motor vehicle ridership levels to ensure the continued cost-effectiveness of providing and maintaining this transportation service.
All agencies are encouraged to establish a scheduled preventive maintenance program for each motor vehicle they own or lease commercially. This requirement is recommended for domestic fleets and foreign fleets. Motor Vehicle operators should contact their agency fleet manager for assistance with maintenance on agency owned or commercially leased vehicles. GSA Fleet® has developed the appropriate maintenance programs for the vehicles they lease. GSA Fleet® leasing customers can reach out to the assigned vehicle FSR or contact the Maintenance Control Center for assistance.
The scheduled maintenance program should meet several key requirements. First, it should ensure compliance with all federal and State emissions and safety standards. The program should also meet manufacturer warranty requirements to protect the agency’s investment. Additionally, the program should ensure that each motor vehicle remains in safe and economical operating condition throughout the entire service life. Finally, the program should guarantee that inspections and servicing occur at least as frequently as recommended by the manufacturer, or more often if local operating conditions demand more frequent maintenance.
Government motor vehicles must comply with certain State inspection requirements. Government motor vehicles must undergo federally-mandated emissions inspections when required by the relevant State motor vehicle administration or State environmental department. The agency is responsible for paying these inspection fees unless they are waived. For vehicles leased from GSA Fleet®, GSA Fleet® may cover the cost of emissions inspections.
Government motor vehicles displaying license plates issued by a State, Commonwealth, territory, or possession of the United States must undergo motor vehicle safety inspections as required by the relevant motor vehicle administration. The agency must pay for these safety inspections unless the fee is waived. For GSA Fleet® leased vehicles, the using agency—not GSA Fleet®—is responsible for paying safety inspection costs. Government motor vehicles displaying official U.S. government license plates may be exempt from motor vehicle safety inspection requirements.
Government motor vehicles may be fueled using three methods:
For vehicles leased from GSA Fleet®, the motor vehicle operator must use the method prescribed by GSA Fleet®.
Fleet charge cards specifically issued for this purpose are designed to collect motor vehicle data at the time of purchase. These cards may automatically deduct State sales and motor fuel taxes before billing the using agency; otherwise, the agency may need to request reimbursement from each State.
A motor vehicle operator may use a government purchase card if a fleet charge card is not available or if the agency mission requires it. However, government purchase cards do not collect motor vehicle data or deduct State sales and motor fuel taxes.
Additional guidance on government charge card management can be found in OMB Circular A-123, Appendix B and the GSA SmartPay office.
Use the minimum grade octane rating recommended by the motor vehicle manufacturer, unless a higher grade is all that’s available locally. For foreign fleet motor vehicles designed to operate on gasoline, use unleaded gasoline unless doing so would conflict with country-to-country or multi-national logistics agreements, or if unleaded gasoline is not available locally.
Resource: Helpful Hints for GSA Smartpay Fleet Account Use
Federal motor vehicle operators must report a crash of a government motor vehicle using the following forms:
These forms should be carried in government motor vehicles at all times. For government motor vehicles owned or commercially leased by an agency, the motor vehicle operator must follow internal agency directives for report submission. For motor vehicles leased from GSA Fleet®, contact the Accident Management Center to report the crash.
Agencies should establish motor vehicle minimum replacement criteria as internal guidelines for when to consider replacing a government-owned motor vehicle. The minimum replacement criteria should specify:
Agencies should incorporate flexibility into their replacement decision matrix. Examples:
Agencies should standardize approaches to determining fair market values, whether through third party benchmarking, internal book values, calculating the sum of the vehicle’s current market value plus any capitalized additions such as utility bodies or liftgates, other sources, and potentially a mix of values based on motor vehicle type.
Here is an example Minimum Replacement Criteria table used in the Federal Management Regulations until December 2025.
| Motor vehicle type | Years | Miles |
|---|---|---|
| Sedans/station wagons | 3 | 60,000 |
| Ambulances | 7 | 60,000 |
| Buses: intercity | n/a | 280,000 |
| Buses: city | n/a | 150,000 |
| Buses: school | n/a | 80,000 |
| Trucks: Less than 12,500 pounds GVWR | 6 | 50,000 |
| Trucks: 12,500-23,999 pounds GVWR | 7 | 60,000 |
| Trucks: 24,000 pounds GVWR and over | 9 | 80,000 |
| 4- or 6-wheel drive motor vehicles | 6 | 40,000 |
Please note that the minimum guidance above is defined by both years and miles, whichever occurs first. However, the criteria for buses are based on mileage only.
Note: This table is non-statutory guidance that was removed from 41 CFR 102-34 Motor Vehicle Management and is being published as non-regulatory guidance. GSA Fleet® has established minimum replacement standards for their leased fleet based on their business model and may not reflect the same guidance above. GSA Fleet® customers should work closely with their assigned Fleet Service Representatives on vehicle replacement needs.
After meeting your agency’s replacement standards, an agency may dispose of a government-owned motor vehicle. Detailed instructions for the transfer of an excess motor vehicle to another federal agency can be found in 41 CFR 102-36, information for the donation of surplus of motor vehicles can be found in 41 CFR 102-37, information for the sale of motor vehicles can be found in 41 CFR 102-38, and information on exchange/sale authority can be found in 41 CFR Part 102-39.
When selling a government motor vehicle and transferring ownership, Standard Form 97-1, The United States Government Certificate to Obtain Title to a Motor Vehicle, must be used when both of the following conditions apply:
However, SF 97-1 should not be used for government-owned motor vehicles that are not designed or legal for highway operation, such as construction equipment, farm machinery, certain military-design motor vehicles, or vehicles damaged beyond repair and intended for salvage. In these cases, use an appropriate bill of sale or award document, such as SF-114 (Sale of Government Property-Bid and Award). For foreign fleet motor vehicles, SF 97-1 is optional because foreign governments may require different forms.
Note: The original SF 97-1 is printed on secure paper to readily identify any attempts at alteration and is pre-numbered to prevent duplicates. State motor vehicle agencies may reject certificates showing erasures or strikeovers, so accuracy in completing these forms is essential.
The Federal Fleet Report serves as the annual summary of federal fleet statistics, capturing fleet composition at each fiscal year’s end along with vehicle use and cost data throughout the year. We compile this report from information submitted by federal agencies to provide essential statistical data for worldwide federal motor vehicle fleet operations. All agencies are required to submit comprehensive motor vehicle data annually to us using a standardized federal reporting system designated by us. This submission must include detailed asset-level data for every vehicle owned, leased, managed, and operated by the federal government. Then, we publish the FFR’s aggregate metrics covering inventory, acquisitions, operating costs, miles traveled, and fuel consumption. Agencies report government motor vehicle asset level data and the OMB Circular A-11 Budget Narratives and Fleet Management Plan in the Federal Automotive Statistical Tool, known as FAST.
To support these reporting requirements, each agency must maintain a fleet management information system (known as FMIS) at the department or agency level. This system must identify and collect accurate inventory, cost, and use data covering the complete lifecycle of each motor vehicle—from acquisition through operation and maintenance to disposal. The system must provide all information necessary to satisfy both internal and external reporting requirements, including cost per mile and fuel costs for each motor vehicle, as well as data required for the annual collection and reporting of federal fleet asset-level data.
Agencies are required to establish and maintain sufficient accounting and reporting procedures for government motor vehicles. These will ensure accurate recording of inventory, cost, and operational data needed to manage and control motor vehicles, and will satisfy reporting requirements. Agencies must also comply with the General Records Schedules issued by the National Archives and Records Administration.
| Date | Version history action log — Summary of action/changes |
|---|---|
| March 1, 2002 | FMR Bulletin B-2 Wireless Phone Use in U.S. Government Vehicles |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Use of hand-held mobile devices while driving motor vehicles owned or leased by the federal government
This document provides guidance to Federal agencies concerning the use of hand-held mobile devices such as phones while driving motor vehicles owned or leased by the Federal government.
In the United States, approximately 325 million people (or 97% of adults) own a mobile phone. While virtually all drivers now have a mobile phone in their vehicle, recent data from National Highway Traffic Safety Administration indicates that 8.1% of drivers were observed actively using a cell phone or manipulating an electronic device at any given daylight moment in 2022. These statistics highlight the ongoing importance of restrictions or prohibitions on mobile phone use in motor vehicles.
The Federal government should take the lead in promoting safe mobile device use by employees during official business. Agencies are encouraged to incorporate the following suggested recommendations and tailor them to their missions and operating environments:
Develop and implement a comprehensive policy:
Define permitted and prohibited uses:
Provide training and education:
Promote awareness and communication:
Enforcement and accountability:
Vehicle technology and equipment:
Personal device use:
Review and update the policy regularly:
By following these recommendations, Federal agencies can significantly reduce the risks associated with wireless phone use while driving and promote a culture of safety among their employees. Adapt these recommendations to the specific needs and circumstances of each agency.
Generally, Federal employees are not exempt from state and local laws governing operation of a motor vehicle. This can include personal criminal and traffic penalties as well as civil liability and negligence in the event of a crash. If adhering to state and local laws would impede your agency’s mission, consult your General Counsel for advice.
Federal agencies should be aware of the potential for increased liability from accidents that occur if directly caused by the use of mobile devices while driving motor vehicles owned or leased by the Federal government.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| April 15, 2002 | FMR Bulletin B-3 Use of Tobacco Products in U.S. Government Vehicles |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Use of tobacco products in motor vehicles owned or leased by the Federal government.
This document provides guidance to Executive agencies concerning the use of tobacco products in motor vehicles owned or leased by the Federal government.
In 1993, the GSA Fleet® Program banned tobacco use in its motor vehicles owned or leased by the Federal government due to health hazards and the negative residual effects on the vehicles.
The Federal Fleet Policy Council (also known as FEDFLEET), composed of federal agency fleet managers, created government-wide recommendations on tobacco use in federal vehicles. This rationale finds that many agencies already have standard policies in place and a unified approach is beneficial for all agencies.
On May 10, 2016, The Food and Drug Administration published The Tobacco Act to regulate and deem all tobacco products meeting the definition of “tobacco product”, i.e. electronic nicotine delivery systems (abbreviated as ENDS), e-cigarettes, cigarettes, cigarette tobacco, roll-your-own tobacco, smokeless tobacco, and any other tobacco products it deems to be subject to the law.
Components and parts, not their accessories, of ENDS are also considered “tobacco products”. The following is a nonexhaustive list of examples of “components and parts” used with ENDS (including e-cigarettes): vaporizers, e-liquids; atomizers; batteries (with or without variable voltage); cartomizers (atomizer plus replaceable fluid-filled cartridge); digital display/lights to adjust settings; clearomisers, tank systems, flavors, vials that contain e-liquids, and programmable software.
Federal agencies are encouraged to:
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| May 25, 2006 | FMR Bulletin B-11 U.S. Government License Plate Codes |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: U.S. Government license plate prefix codes
This guidance provides a list of approved U.S. Government License Plate Prefix Codes for Executive Branch agencies and other federal entities for agency-owned vehicles.
The list of U.S. Government license plate prefix codes were previously published in the GSA, Federal Management Regulation. However, for ease of updating and navigation, refer to the Federal government license plate prefix codes list.
This guidance is informational only. No action is required by Federal agencies unless there is an error in the license plate code or agency name.
U.S. Government license plates for agency-owned vehicles begin with the agency prefix and may contain an agency name or logo in the lower left corner of the license plate. GSA Fleet® leased vehicles use the prefix “G”.
If you find any errors in the list of license plate codes, or if you would like to request a copy of the Desk Reference Guide for U.S. Government License Plates and the GSA-UNICOR Memorandum of Understanding, please send your requests to vehicle.policy@gsa.gov.
To obtain license plates: Agencies should contact their agency fleet manager or the Federal Prison Industries (trade name UNICOR), the Government’s sole motor vehicle license plate manufacturer.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| May 19, 2023 | FMR Bulletin B-2023-55 Fleet Management Information Systems |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Fleet Management Information Systems
This document provides information and guidance for Executive agencies regarding the use of Fleet Management Information Systems (called FMIS) in managing their motor vehicle fleets. A FMIS specifically addresses federal agencies to effectively track and manage their motor vehicle operations and associated costs in a central platform.
The following outlines the legal and policy requirements that drive the need for FMIS and vehicle-level data reporting or asset-level data:
Sections 15301 and 15302 of the Consolidated Omnibus Budget Reconciliation Act of 1986 (Pub. L. No. 99-272), codified in 40 U.S.C. §§ 17502–17503, requires federal executive agencies to develop and maintain systems to monitor their motor vehicle operations:
The FMIS should be able to communicate and exchange data with a variety of other systems, including:
Note for GSA Fleet-leasing customers and Agency-owned fleets using GSA Fleet’s FMIS: If an agency leases vehicles from GSA Fleet® or uses GSAFleet.gov to manage owned vehicles, GSA Fleet’s system is considered to meet FMIS requirements.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| May 26, 2011 | FMR Bulletin B-28 Federal Employee Transportation and Shuttle Services |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Federal employee transportation and shuttle services
This document provides guidance to Executive agencies to establish and maintain policies and practices for Federal employee transportation and shuttle services.
Over years the Executive Branch and Legislative Branch have issued directives and legislation requiring GSA, in coordination with other Federal agencies, to evaluate “Federal Local Transportation Logistics,” assessing the current policies and practices associated with the use of:
Agencies should establish or update employee transportation policies, including shuttle policies, to prioritize transportation alternatives based on mission, environmental, energy, and economic considerations. These policies should maximize the use of public transportation and sharing of Federal transportation among agencies. Agencies should implement necessary operational changes to implement these policies.
Operational changes to be considered should include:
With regards to coordinating shuttle efforts, agencies should consider the following when writing internal agency policy:
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| July 11, 2011 | FMR Bulletin B-29 Accurately Reporting Passenger Vehicle Inventory within the Federal Automotive Statistical Tool |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Accurately reporting passenger vehicle inventory within the Federal Automotive Statistical Tool (FAST)
This document provides guidance to Federal agencies on accurately reporting passenger vehicle inventory, specifically limousines, within FAST. Additionally, this guidance focuses on limousine modifications (lengthened wheelbase or extended chassis) and its typical use (driven by a dedicated driver).
Federal agencies are required to annually submit fleet inventory data to GSA via FAST. FAST is an online annual reporting tool used by federal agencies to collect and report government-wide asset-level data on approximately 700K motor vehicles owned and leased by all federal agencies.
Federal agencies rely on FAST to fulfill statutory and regulatory requirements for reporting motor vehicle data to GSA, OMB, DOE, the Environmental Protection Agency, and the Department of Transportation.
The following are key characteristics of a limousine for reporting purposes:
Wheelbase modification:
Operational characteristic:
Original vehicle classification:
Reporting classification:
Limousine customization commonly includes one or more of the following:
Vehicles, including shuttle buses, without these characteristics should not be reported or classified as limousines.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| August 26, 2011 | FMR Bulletin B-31 Government Motor Vehicle Fueling During Market Shortages |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Government motor vehicle fueling during market shortages
This document provides guidance to Executive agencies regarding Government motor vehicles fueling during an emergency crisis.
Federal agencies are required to utilize certain fuel types to use in Government motor vehicles; however, certain situations, including national disasters, can impact fuel availability. This guidance addresses the specifics of using alternative fuel grades (octane ratings) when the recommended grade by the motor vehicle manufacturer is unavailable due to market shortages.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| November 15, 2011 | FMR Bulletin B-33 Alternative Fuel Vehicle Guidance for Law Enforcement and Emergency Vehicle Fleets |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Guidance for law enforcement and emergency vehicle fleets
This document provides guidance to Executive agencies regarding a three-tiered classification system for law enforcement and emergency vehicle fleets.
This section provides specific guidance to agencies regarding policies for classifying LE vehicles into three tiers:
This section provides specific guidance to agencies regarding policies for emergency vehicles and exemptions:
Heads of agencies should exempt emergency vehicles from statutory and regulatory requirements where applicable if:
Incorporate emergency vehicles into your agency’s fleet management information systems and Vehicle Allocation Methodology which will help determine the optimal fleet size and meet your agency’s mission.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| August 31, 2012 | FMR Bulletin B-35 Home to Work Transportation |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Home-To-Work Transportation
This document provides guidance to Executive agencies regarding the authorization of Home To Work Transportation.
31 U.S.C. 1344 and 41 CFR 102-34.205 allow the heads of Federal agencies to authorize employees to use Government passenger carriers for HTW Transportation in certain limited situations. This authorization is only permissible when the transportation is:
The duties of employees designated in writing by their agency head as essential for the safe and efficient performance of intelligence, counterintelligence, protective services, or criminal law enforcement duties are collectively referred to as “law enforcement activities”. Each Federal agency that uses Government passenger carriers for HTW Transportation for employees involved in law enforcement activities are required to issue internal guidance regarding such use.
HTW Transportation should be used solely for accomplishing an agency’s mission and not for employee convenience. Agencies must establish policies that prevent automatic authorization of HTW Transportation for any employee or position.
Additionally, agencies are encouraged to implement the following policies and practices to support HTW authorizations:
Designate a senior HTW coordinator: A senior official at headquarters should be designated as the HTW Coordinator, responsible for, but are not limited to:
Require a business case for each HTW request: A business case should accompany each HTW request, potentially including:
Develop and publish internal vehicle management and HTW transportation policies:
Deploy vehicle telematics technology: Utilize telematics for enhanced accountability, control of HTW vehicles, and to collect usage data for justification.
Develop and mandate HTW training: Training for employees using HTW should cover topics such as:
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| February 27, 2014 | FMR Bulletin B-38 Indirect Costs of Motor Vehicle Fleet Operations |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Indirect costs of motor vehicle fleet operations
This document provides guidance to Executive agencies on how to estimate, identify, categorize, and report indirect associated costs with operating motor vehicle fleets.
Executive agencies are required to report motor vehicle operation cost data, including indirect costs, to GSA through the Federal Automotive Statistical Tool. The Government Accountability Office in its July 13, 2013 report, “Federal Vehicle Assets: Adopting Leading Practices Could Improve Management” (GAO-13-659) recommends GSA to provide further guidance to agencies to ensure comprehensive and accurate indirect cost data for fleet management, addressing prior inconsistencies in reporting these costs in FAST.
Indirect costs are a critical component of motor vehicle fleet operations; excluding them from data submissions misrepresents a fleet’s true cost, thereby undermining the accuracy of cost-based policy decisions. Agencies are advised to improve their methods for collecting and reporting indirect costs. If resources are limited, utilize standard estimates. Listed below are some suggested methods for categorizing indirect costs if accurate collection is feasible, or for using a standard estimate when actual data is unavailable:
Direct costs: Directly impacted by vehicle operation, often varying with utilization. They are typically recorded per vehicle or vehicle class and can be fixed or variable (e.g., capitalized value, depreciation, amortization, fuel, preventive/unscheduled maintenance, GSA Fleet® leasing rates, repairs, vehicle modifications and accessory equipment).
Indirect costs: Relates to the fleet operation and are not attributed to specific vehicles or to a specific class of vehicles. Unlike direct costs, which can be either variable or fixed, indirect costs are almost always considered fixed or “sunk.” Indirect costs include:
Standard estimates for indirect costs:
If agencies cannot identify or record all indirect costs due to their dispersion across various programs, they are permitted to use a Federal standard estimate. This standard, based on a 5-year average of indirect costs reported in FAST by other agencies, is available on the FAST website and will be updated as needed. It will consist of a standard annual cost per vehicle and a standard percentage add-on to total cost. Agencies reporting significantly less than this standard should review their costs for completeness and accuracy.
Reporting indirect costs in FAST:
Agencies must include indirect costs in the total cost reported in FAST. They can do this by collecting actual costs, developing in-house estimates from periodic cost studies, or using the standard estimate. GSA will periodically review and update the standard estimate. Agencies must explain in their annual fleet management plans which approach they used for reporting indirect costs.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
| Date | Version history action log — Summary of action/changes |
|---|---|
| March 20, 2017 | FMR Bulletin B-43 Vehicle Allocation Methodology for Agency Fleets |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Federal fleet rightsizing and vehicle allocation methodology (VAM)
41 CFR 102-34.40(b) requires that executive agencies establish and document a structured VAM to determine the appropriate size, number, and types of motor vehicles. This document provides guidance to Executive agencies on establishing and documenting a structured methodology for determining the appropriate size, number, and types of motor vehicles for their fleets. It also guides agencies on conducting VAM studies to optimize fleet inventory to meet mission requirements and identify necessary resources for effective and efficient fleet operation.
Federal Management Regulation 41 CFR 102-34.40(b) requires that executive agencies establish and document a structured vehicle allocation methodology (VAM) to determine the appropriate size, number, and types of motor vehicles. The guidance aims to assist departments in addressing vehicle utilization concerns raised in the Government Accountability Office (GAO) report GAO-16-136, January 2016, “Federally Leased Vehicles”. All Federal agencies are encouraged to follow these procedures.
The expected outcome of implementing this VAM guidance is the identification of an agency’s optimal fleet in which the agency should work toward achieving through acquisition, disposal, and transfer of federal motor vehicle assets. Agencies should use the guidance in this addendum to determine their optimal fleet profile and develop a plan to achieve it. Agencies should report the results through FAST and annual agency Fleet Management Plan.
An optimal fleet consists of the fewest vehicles and most cost-efficient vehicles necessary to complete an agency’s mission. It complies with all statutory and executive mandates and meets an agency’s utilization or critical vehicle retention guidelines.
Listed below are recommendations for developing agency VAM guidance:
Actual inventories, as well as planned out-year inventories, are reported through annual vehicle asset reporting. Actual results are compared to, and progress measured against, the agency’s VAM optimal fleet profile. Discrepancies should be noted in the agency annual Fleet Management Plan. The FMP provides each agency the opportunity to discuss inventory results not matching the VAM optimal fleet profile. The FMP template will be sent to agency fleet managers by July each year. Specific instructions on submissions will be communicated to agencies annually.
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
Develop vehicle utilization criteria to justify vehicles. These criteria must be specific, objective thresholds that lead to the most efficient vehicles meeting mission needs. Agencies should consider, but are not limited to, the following objective criteria:
Agencies should consider the following vehicle user survey questions when developing their agency study:
| Date | Version history action log — Summary of action/changes |
|---|---|
| October 29, 2020 | FMR Bulletin B-53 Use of Government-issued Fleet Charge Cards |
| August 15, 2026 | Published as non-regulatory guidance |
Subject: Use of Government-issued fleet charge cards
This document provides Government-issued fleet charge guidance for agencies with regards to Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year (FY) 2019 (Pub.L. 115-232).
The Federal Management Regulation authorizes the use of a Government-issued charge card for obtaining fuel and maintenance services for Government motor vehicles. This guidance focuses on Government-issued fleet charge cards.
Agencies and charge card users can implement various measures and best practices to reduce security risks associated with fleet charge card transactions. Agencies should consider establishing policies that include:
Agencies are encouraged to send any questions, comments, or suggestions to vehicle.policy@gsa.gov.
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Rates for Alaska, Hawaii, and U.S. territories and possessions are set by the Department of Defense.
Rates for foreign countries are set by the Department of State.
Rates are available between 10/1/2023 and 09/30/2026.
The End Date of your trip can not occur before the Start Date.
Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.
Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."
Per diem localities with county definitions shall include"all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."
When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.
U.S. General Services Administration