FLEET AND TRAVEL
John DeLoache, Director

SERVICES AVAILABLE AT FLEET AND TRAVEL

The Office of Fleet and Travel Management (FTM) is responsible for making vehicles available to state agencies, either on a permanent or short-term basis. FTM is also responsible for facilitating coordination of travel among state agencies via the computerized Journey System. Additionally, FTM personnel offer training and assistance to agencies which use the Equipment Management System (EMS). The Hotel/Motel Guide is another service provided by FTM.

Indirect supervision and technical support is provided to agency travel coordinators and agency fleet managers.

The State Fleet Manager develops a handbook of procedures to be used by state agencies to maintain continuity in the use and maintenance of state vehicles.

The following services are offered:

Vehicle Assignment - Short-Term. Each state agency has access to the state’s computerized Journey System. FTM is available to provide training and ongoing support on the Journey System. The system is designed to automatically assign pool vehicles on per-journey basis. By querying the system, travelers may be assigned to existing trips rather than being scheduled in another vehicle that would be going to the same destination.

If all pool vehicles are in use, the system will advise the travel coordinator that the travelers may use a personal vehicle and be reimbursement at the high mileage rate.

Motor pools are located across South Dakota, including seven airport locations. Vehicles can be scheduled in any location by use of the Journey System.

Vehicle Assignment - Permanent. Agencies at times have specific needs that require the use of a permanently assigned vehicle. Vehicles may be assigned to an individual or to an office where several employees will be making use of the vehicle. Requests for vehicle assignments are evaluated using, but not limited to, the following criteria:

• The availability of pool vehicles;
• The agency’s need for a vehicle;
• If vehicles in current use by requesting agency are presently being fully utilized; and,
• Priority of other requests.

A written request for permanent vehicle assignment must be submitted to FTM. If FTM determines that the request is justified, the agency must provide the following information to FTM:

• City where vehicle will be located;
• Driver’s name and mailing address;
• Driver’s office, fax, and home phone numbers; and
• Driver’s department name and MSA center number.

For your convenience, you can fill out a Vehicle Assignment Request Form or a Vehicle Assignment Replacement Form on-line. You can also fill out a Driver Change Form for vehicles currently assigned to your office

Policies and Procedures for Assigned Drivers and Pool Vehicles. State employees who are assigned drivers or who use pool vehicles should review these policies and procedures.

You can check the current rates charged by FTM for each class of vehicle.

Equipment Management System. FTM maintains a tracking system which is used to determine how much vehicles cost to operate, when normal maintenance is due, and when equipment should be replaced due to age or cost. Rental rates are determined from data that is contained on EMS. FTM provides technical support and training to agencies who would like to make use of EMS for pieces of equipment other than vehicles.

Flight Planner.  This link will take you to FTM's flight schedule

The listings below are in Adobe Acrobat. If you would like to load this program onto your computer, please select Adobe Acrobat.

South Dakota Hotels Offering State Rates. 
(Please make certain that your State Rate does not exceed $46.50 + tax/night)

Location and Hours of E J Ward Fueling Sites.
Road Construction Map
Winter Road Condition Report
 

USE OF FLEET AND TRAVEL MANAGEMENT SERVICES

General information	773-3162
Requests for authorization of repairs and scheduling a vehicle for use	1-800-543-2372 or 773-3509 (24 hrs. a day)
Assistance with or to schedule training on the Journey System	773-4957
Questions about mechanical condition of a vehicle and requests for authorization of major repairs	773-6584 or 773-2471
Questions about methods of payment and ordering fuel cards and keys	773-6293 or 773-4226
Payment for services	773-6293
Reporting of accidents	773-2639
Motor Pool Bill	773-5147

For additional information, please see the BOA Resource Guide.

Fleet and Travel Management

104 S. Garfield

Pierre, SD 57501

phone: (605) 773-3162

fax: (605) 773-3502

email address: BOAGeneralInformation@state.sd.us

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