State-owned vehicles will be used only for official state business in accordance with state laws, rules and regulations. The responsibility for knowing state laws, rules and regulations governing the use of state-owned vehicles rests with the driver.
State-owned vehicles shall be operated only by state employees with a valid Arizona Driver's License or approved Commercial Driver's License. A driver must be 18 years or older, legally responsible for his or her actions, and subject to an agency's direction and control. Family members, friends, pets of drivers shall not ride in state-owned vehicles.
If a state employee intends to use a privately-owned vehicle for state business, the following applies:
State-owned vehicles are to be stored overnight at state office locations, crew headquarters, or at the location where an employee is lodged overnight while on travel status. Any exceptions must be authorized by the agency management.
State-owned vehicles shall not be driven in excess of legal and posted speeds and shall at all times be driven in a prudent manner conducive to safety, economy and good public relations.
The operator of a state-owned vehicle is solely responsible for all traffic infractions received while operating the vehicle.
State drivers are responsible for the safe operation of state-owned vehicles at all times. The most important safety factor in transportation is you, the driver.
State drivers are highly visible to the public and as such are the window of state government business. The privilege of driving publicly funded vehicles gives you the opportunity to to be examples of courtesy, safety and observance of the laws.
Safeguard the vehicle, credit card and keys against theft or misuse. Lock up all articles of value in the trunk or take them with you when you leave the vehicle. Report lost, damaged or stolen credit cards, license plates or keys as soon as possible to your Fleet Administrator. Report any vehicle-related theft or vandalism as soon as possible to your Fleet Administrator.
You play an important role in maintaining assigned vehicles in a safe, operable condition. You can help make sure the vehicle receives the regular care it needs. If any aspect of the vehicle's performance concerns you, bring the situation to the attention of the Fleet Manager. Both your safety and that of the next driver may depend on your taking action.
Your vehicle should be serviced in accordance with the Preventive Maintenance Cycle established by your Fleet Administration. The ADOT Preventive Maintenance (PM) Program includes a comprehensive inspection of equipment for operation and safety. During your preventive maintenance service, we will thoroughly check your vehicle for items of safety or items requiring repair.
When you deliver your vehicle for an appointment, you have the option of dropping off your vehicle and picking it up later or waiting for your vehicle to be serviced. If you wait for your vehicle and additional repairs are required, you may be asked to reschedule your vehicle for the additional required repairs. If the item is safety related, we will ask you to leave the vehicle.
Please check the mileage and date for next service indicated by the colored sticker on the upper left side of your windshield to see if you are approaching a needed service interval.
If you notice or are notified that your vehicle requires a periodic preventive maintenance service, or if you notice that something seems to be wrong with your vehicle and you feel it should be serviced by a repair technician, either call your local Equipment Services Shop for instructions or bring your vehicle in for a check-up. If you do not know which Equipment Services shop you are assigned to or in case of emergences call the toll free Customer Service Hotline at 1.877.800.8520. (this is not a typo).
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WHAT TO EXPECT
This is what you should expect from your ADOT Equipment Services Shop.
Making An Appointment
- Call the nearest ADOT Equipment Services Shop. If you are uncertain of which shop to contact, call Customer Service at 602.712.6634, 7409, 7406 or 7044 for guidance.
- Your ADOT customer representative will help you identify a mutually acceptable time to have your vehicle serviced.
- If you are located in an area where an ADOT Equipment Services Shop is not available, you may be scheduled to have your vehicle serviced by a mobile unit or you may be directed to a commercial repair facility which is part of the ADOT service network.
- If your vehicle requires extensive repair, please be aware that the ADOT Equipment Services Shop must call your Fleet Management Section for permission to perform any repair estimated over your agency's Repair Cost Limit.
NOTE: Before taking your vehicle to a commercial vendor for maintenance or repair, call your nearest ADOT Equipment Services Shop or the toll free emergency number at 1.877.800.8520 (this is not a typo). The Service Assistant may give you a control number. If so, please make sure the control number is recorded on the vendor's invoice.
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How Long Will It Take
- If you bring your vehicle to an Equipment Services Shop at your appointed time for a basic “A” or intermediate “C” Preventive Maintenance service, work should be completed on your vehicle within two hours; unless the vehicle inspection uncovers other repair situations. Add 1/2 hour for 4X4s and 1 hour for Alt Fuel vehicles.
- If you bring your vehicle in for a major “D” Preventive Service at your appointed time, the work will be completed within one business day.
Note: You must have fuel in all tanks - Unleaded, CNG or LPG - before arriving at the shop.
- If you bring your vehicle to an Equipment Services Shop for unscheduled maintenance, or if you're unable to keep your scheduled appointment, ADOT-ES will make every effort to complete the repairs within 24 hours, assuming parts are available in the local area.
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Quick Service
If you have something very minor wrong with your vehicle which requires immediate attention, simply take it to any ADOT Equipment Services Shop. Each shop has a "Quick Repair" bay.
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Manufacturer Recalls
If you are notified of a manufacturer's recall which affects your vehicle, you must contact your Fleet Administrator for instructions within 30 days of notification. This service may be done by the Equipment Services Shops if the manufacturer has approved Equipment Services to complete the recall repairs.
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Warranty Work
If your vehicle requires warranty repair, depending on the nature of the warranty and/or condition of your vehicle, you will either be asked to take the vehicle to a Factory Authorized Warranty Service Center (depending upon manufacturer), or an ADOT-ES will handle the warranty service for you.
For most State-owned equipment, the warranty is three years or 36,000 miles. However, manufacturer's warranties differ. Some equipment could have a longer warranty on different components or an extended warranty.
Please contact your Fleet Manager and allow them to coordinate all the warranty work done on your vehicle. They will identify the most convenient method for you to obtain this service. They will also insure that your vehicle's history records are updated. If you must take the vehicle in yourself, please notify the ADOT Equipment Services Shop where you have your vehicle serviced and provide a copy of the vendor's work order in order to update your vehicle's records.
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ADOA & ADOT Rental Vehicles
If ADOT Equipment Services must retain your vehicle for repair, depending on availability and your agency's policies, you can be provided with a "loaner" vehicle for your use. These vehicles will be rented at the ADOT Motor Pool rate. As the number of rental vehicles is limited, please call the ADOT-ES shop ahead of time if you know you will need one.
NOTE: The Arizona Department of Administration (ADOA) operates a full service vehicle rental office and fueling depot located at the ADOA Motor Pool, 1501 W. Madison, Phoenix. (One block south of Jefferson on 15th Avenue) Call 602.542.3110 for information.
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Accidents
If you are involved in an accident, contact your Fleet Administrator immediately. Be sure to get the other driver's name, address, driver's license number, vehicle license number, and the names of any witnesses to the accident. Please complete the "Motor Vehicle Accident Reporting Instructions" (in glove box) .
If you have to leave your vehicle to get help, be sure the vehicle data field on the inside cover of you handbook is completed, and be sure to take the handbook with you.
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Customer Service Survey / Complaints
Customer Service Survey : All ADOT Equipment Services customers will be provided a Customer Assessment Card each time their vehicle is serviced or repaired. We encourage all of our customers to candidly complete this evaluation. Evaluations can be dropped off at the shop, or mailed, return postage guaranteed. ADOT Equipment Services wants to know what we are doing right and/or wrong for our customers.
Complaints: Customers wishing to register a complaint can call the shop supervisor where the situation occurred, contact the Regional Equipment Manager (see ADOT Key Contacts) or Director of Maintenance Operations at 602.712.6711, FAX 602.712.3319, or write: Arizona Department of Transportation, Equipment Services, 2225 South 22nd Avenue, Phoenix, AZ 85009-6997. Please write "Attention Maintenance Operations Manager" on the envelope.
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Vehicle Emissions Testing
All vehicles operated in Maricopa and Pima Counties must be emissions tested in accordance with the Arizona Revised Statutes, Title 49, Chapter 3, Article 5, Section 49-542. The vehicle owner is responsible for taking the vehicle to an emissions testing station and submitting the test results to ADOT Equipment Services. Prior to taking the vehicle to the testing station, the operator must pick up an Emissions Certificate. Call your Fleet Manager to ascertain where to obtain your certificate.
If the vehicle fails emissions testing, make an appointment at your nearest or most convenient ADOT Equipment Services Shop for repair. Provide the Equipment Services Shop with the emissions testing results and the reason for failure.
NOTE: In Pima County, the ADOT Equipment Services Tucson Shop can administer the test. To schedule an appointment, call Tucson 1.520.628.5840.
NOTE: If Equipment Services takes the vehicle to the emissions station, labor hours will be billed to the owning agency.
NOTE: The Phoenix Metro Shops can test all diesel-powered vehicles with a gross vehicle weight of 8,501 pounds or greater. Contact Truck Shop Supervisor at 602.712.7266 or Service Center Supervisor at 602.712.7044 for information.
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Mobile Service Truck
Many of the ADOT-ES shops have mobile lubrication service trucks (for "A" level preventive maintenance (PM) service only). Inquire about scheduling our lube truck for availability in your area.
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Car Wash Services
Wash, wax and detail services are available to our customers in the Phoenix, Tucson and Capitol Mall locations for cars, vans, light trucks, and large trucks. The following rates apply:
| Car, Lt Truck, Van - Wash with Light Vacuum |
$5.00 |
| Car, Lt Truck, Van - Wash Wax Detail |
$25.00 per hour |
| Large Truck - Wash with Light Vacuum |
$20.00 |
| Large Truck - Wax Detail |
$35.00 per hour |
NOTE: ADOT-ES uses contracted AZ prison personnel to provide car wash services. Please call the Service Center at Phoenix to confirm the car wash is operational . . . 602.763.5768 or 602.712.6655. In Tucson, call 520.838.2860.
NOTE: Wax / Detail services only by appointment.
NOTE: Wax / Detail services must be requested through and approved by your Fleet Administrator.
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Tires
The vehicle operator is responsible for ensuring that the vehicle has a functional spare tire and jack. The operator is responsible for changing a flat tire. Please review your fleet policy or contact your Fleet Manager regarding their policy on changing flat tires.
If you are (1) instructed not to change the tire yourself and/or (2) your are physically unable to change the tire and/or (3) the location of the vehicle makes changing a tire unsafe, call the nearest ADOT shop or the 24-Hour Emergency Breakdown Hotline at 1.877.800.8520 for road service.
NOTE: For your safety, ADOT Equipment Services recommends you check the tire pressure and tread wear weekly and / or before leaving on an extended trip. Tire inflation information is located on the side of the front door jam.
NOTE: ADOA & DES operators, please review your organization's policy on changing flat tires.
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BREAKDOWN PROCEDURES
We hope you will never experience a breakdown while on the road, but if one should occur, your first responsibility is for your own safety. Please get well off the road and be aware of any local hazards or traffic conditions that might pose a danger.
If your vehicle is still operable, drive it to the nearest safe haven or to a repair facility. NOTE: If a "RED" warning light comes on, safely pull off the road, turn the engine off and call for help. If the "Check Engine" or "Service Engine Soon" light comes on; then take the vehicle to the nearest ADOT Equipment Services Shop as soon as possible.
Call the 24-Hour Breakdown Hotline at 1.877.800.8520. During working hours the call will be answered by the ES Statewide Customer Service representatives. Between the hours of 1:30 PM and 6:00 AM, the call will be answered by the National Automobile Club (NAC). They are ADOT's contract vendor for emergency roadside service.
During Working Hours
Contact the nearest ADOT Equipment Services Shop in the area in which your vehicle has broken down. You will need the following information when making the call to the appropriate shop:
ð
Your Name, Agency and Agency telephone number
ð Your location; (nearest intersection or highway milepost marker and direction of travel)
ð Vehicle Number, VIN#, Make, Model, Year, and Color of vehicle
ð Telephone number where you can be contacted
ð Nature of the problem
After-Hours, Weekends and Holidays
CALL THE 24-Hour Breakdown / Emergency Hotline . . . 1.877.800.8520.
ADOT Equipment Services maintains a 24-hour on call contact for after hour emergencies. Call the HOTLINE at 1.877.800.8520 for help or information. Between the hours of 1:30 PM and 6:00 AM, the call will be answered by the National Automobile Club (NAC).
The vehicle operator is responsible for the vehicle until it is secured. Call the HOTLINE. The ADOT-ES Service Assistant or NAC representative will arrange for a tow truck. In most cases, the vehicle will be towed to the nearest ADOT Equipment Services Shop or maintenance yard. The operator is not expected to pay the towing charges. Advise the tow service operator that ADOT Equipment Services will pay the towing charges.
The tow service operator will give you a towing "invoice/record". It should be signed. Please leave it on the front seat so it will be in the vehicle when it arrives at the Equipment Services shop.
You will need the following information when making the call to the appropriate shop:
ð Your Name, Agency and Agency telephone number
ð Your location; (nearest intersection or highway milepost marker & direction of travel)
ð Vehicle Number, VIN#, Make, Model, Year, and Color of vehicle
ð Telephone number where you can be contacted
ð Nature of the problem
Contact Equipment Services the next working day and check the status.
NOTE: In most cases, the operator is responsible for changing a flat tire. Please review your fleet policy or contact your fleet manager regarding their policy on changing flat tires.
NOTE: After-hours, the NAC will instruct the tow company to take the vehicle to the nearest ADOT-ES Shop, Maintenance Yard or dealer for repair.
NOTE: You can ride with the tow company to the ADOT-ES Shop. However, you are responsible for arranging transportation from the shop or yard. At the shop you can wait for the repair to be completed or obtain a rental car if one is available.
NOTE: The towing company is authorized to bring fuel. Be sure to check if that is the reason the vehicle stopped operating.
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Arizona Department of Public Safety (DPS) Assistance
If trouble is encountered in obtaining towing service,
please contact the Arizona Department of Public Safety for assistance.
If you want ADOT to handle this emergency, as soon as possible, contact Equipment Services on the 24-Hour Emergency Number at 1.877.800.8520 (this is not a typo). Please be prepared to tell the representative your location, the type of vehicle that you are driving, and the license number of the vehicle and nature of the problem. The Equipment Services an/or NAC representative will arrange for a service vehicle in your locality to assist you as soon as possible and return you and your vehicle to a repair facility.
NOTE: Mile Post markers are the best location identifiers.
If you must leave your vehicle to summon help but intend to return to the vehicle after you have called for assistance, lock the vehicle. If your intention is to leave the vehicle for the tow truck operator to retrieve, leave the vehicle unlocked and the keys under the driver's side floor mat.
If you are in a remote area, please inform the ADOT Equipment Services and/or NAC representative. He will notify the Arizona Department of Public Safety of your situation and location. If possible, stay by the phone so the ADOT Equipment Services, NAC or DPS representative can call you back and tell you what has been arranged and the projected time frames.
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WHERE TO FUEL
There are three sources of fuel for State vehicles:
- ADOT Statewide Fuel Sites
- ADOA Fuel Site
- Retail locations that accept the Voyager Fleet Card
ADOT fuel sites are available to all state, county, and local government agencies that have active fuel agreements with ADOT.
All agencies are strongly encouraged to use the State's growing network of fuel providers. By using fuel purchased under State contract, you save all taxpayers, including yourself, up to thirty cents per gallon.
ADOT drivers do not need Voyager cards at automated ADOT sites. Drivers from all other customer agencies will need Voyager cards to activate ADOT card readers at these sites.
NOTE:
For information, contact Fuels Management at 602.712.4808.
For IGA / ISA information, contact the Equipment Services Business Manager at 602.712.7478.
Voyager Cards: The State of Arizona is contracted with Voyager Fleet Systems, Inc. to offer agencies the option of using a fleet card to purchase fuel at retail stations. The same Voyager fleet card can be used at ADOT automated fuel locations to purchase fuel at significant savings over the retail cost. To establish an agreement with ADOT to access ADOT fuel sites, call 602.712.7478. Your agency will then need to establish an account with Voyager Fleet Systems, Inc., by calling 1.800.987.6591. ADOT personnel should call ADOT Fuel Systems Management at 602.712.4808 for all Voyager Card questions.
A list of ADOT fuel locations is provided for your convenience. Automated sites are noted. Remaining sites are manual and will require all drivers to complete a "Fuel Withdrawal Card".
Accessing fuel at ADOT sites requires two different procedures; one for ADOT, and another for all other customer agencies. Please ensure you are referencing the correct procedure outlined below.
AUTOMATED
FUELING INSTRUCTIONS
Following are instructions for ADOT DRIVERS only. Voyager Card is not required.
- Press ENTER
- Enter vehicle's current ODOMETER reading. Press ENTER
- Enter VEHICLE ID (ADOT Equipment Number). Press ENTER
- Enter PIN (Employee Identification Number Prefaced With A Zero). Press ENTER
- Enter HOSE NO. from dispenser. Press ENTER
- START FUELING: Nothing else is required. Replace nozzle when fueling is completed. Your transaction has been recorded.
Following are instructions for all other Customer Agencies. Voyager Card is required.
DO NOT PRESS ENTER FIRST - this will activate the ADOT procedure
- Insert VOYAGER CARD face up, "Arizona" on the right . . . press in and remove
- Enter vehicle's current ODOMETER reading. Press ENTER
- Enter VEHICLE ID (License #, Vehicle #, or PIN, as instructed by your agency). Press ENTER
- Enter HOSE NO. from dispenser. Press ENTER
- START FUELING: Nothing else is required. Replace nozzle when fueling is completed. Your transaction has been recorded.
If you have any problems, please call ADOT Fuel Systems Management at 602.712.6524/6526/6528.
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