OSHA Field Safety and Health Management System (SHMS) Manual

CHAPTER 9. VEHICULAR OPERATIONS

  1. Purpose

    To ensure the safe operation of vehicles used to conduct official business in accordance with OSHA policies as well as local, state, federal, and host nation laws. This chapter provides guidance on safe vehicle use, vehicular accident and injury procedures, driver training requirements, and vehicle inspections.

  2. Scope

    This chapter applies to all OSHA personnel within a regional, area, district, or satellite OSHA office and other OSHA organizational units covered by the OSHA SHMS Manual (i.e., OSHA Technical Center (OTC) and Office of Training and Education (OTE)).

  3. References
    1. Title 41: Subtitle C-- Federal Property Management Regulations System: Chapter 102 Federal Management Regulation: Subchapter B-- Personal Property, Part 102-34: Motor Vehicle Management
    2. Title 41: Subtitle F-- Federal Travel Regulation System: Chapter 301 Temporary Duty (TDY) Travel Allowances: Subchapter B-- Allowable Travel Expenses, Part 301-10: Transportation Expenses
    3. Department of Labor Manual Series (DLMS) 3, Chapter 700, DOL Motor Vehicle Management
    4. DLMS 3, Chapter 1400, DOL Safety and Health Program
    5. DLMS 2, Chapter 1600, DOL General Travel Regulations
  4. Cancellations
    1. ADM 04-00-003, Field Safety and Health Manual, Chapter 9, Vehicular Operations,
  5. Action Offices.
    1. OSHA Regional and Area Offices, Directorate of Technical Support and Emergency Management, Directorate of Administrative Programs – Office of Training and Education Responsible Office
  6. Significant Changes.

    The OSHA Field SHMS Manual, Chapter 9, "Vehicular Operations" is a revised chapter program that provides additional information on safe vehicle use. The key changes incorporated into this chapter are:

    1. Guidance and best practices for safe vehicle operation
    2. Definitions of common terminology and details of roles and responsibilities
    3. Guidance for managers, drivers, and incident reporting.
  7. Definitions
    • Fleet Managers: National and Area Office OSHA representatives who are responsible for managing OSHA's vehicle fleet.
    • Government Owned Vehicles (GOVs): Vehicles leased by the General Service Administration (GSA) used for official government business.
    • Personally Owned Vehicles (POVs): Personal vehicles of OSHA personnel that are used for official government business. POVs include automobiles, motorcycles, motorized scooters, bicycles, and aircraft.
    • Rental Company Vehicles (RCVs): Vehicles rented by OSHA personnel for official government use.
  8. Responsibilities
    1. Regional Offices, Directorate of Technical Support and Emergency Management (DTSEM)-OTC, Directorate of Administrative Programs (DAP)-OTE

      The Regional Administrator or equivalent will oversee the maintenance and repair of GSA-managed vehicles stationed at the regional offices, OTC, and OTE. The Regional Administrator or equivalent shall:

      • Ensure that pre- and/or post-inspection checklists are available and completed correctly (Template can be found in GSAFleet).
      • Ensure that the odometers for the GOVs are tracked on Daily Motor Vehicle Trip Logs. There should be one log per vehicle. (Mileage template can be found in GSAFleet).

      In the event of any injury, damage, or vandalism related to vehicles used during official government business involving OSHA personnel or vehicles region wide, the Regional office, OTC, or OTE will ensure that the Motor Vehicle Accident Reporting Kit (GSA Form 1627) is completed. This kit includes the following:

      • Standard Form (SF) 91, Motor Vehicle Accident Report (Required).
      • SF 94 form (Witness Statement).
      • SF 95 (Claim for Injury, damage, or death, if necessary).
      • Other documentation specified in SHMS Chapter 2.
        The CA-1 form in ECOMP.

    2. Area, district Offices, and other OSHA organizational units

      The OSHA Manager is responsible for all aspects of the vehicle operation program for their office and staff.

      1. OSHA Manager shall:
        1. Ensure that all staff have a valid driver's license and make staff aware that any change to license status must be reported to a manager.
        2. Ensure pre- and/or post-inspection checklists are available and completed correctly (Template can be found in GSAFleet).
        3. Ensure that the odometers for the GOVs are tracked on Daily Motor Vehicle Trip Logs. There should be one log per vehicle (Mileage template can be found in GSAFleet).
        4. Follow the maintenance schedule set by the manufacturer warranty, manufacturer recommendations, and/or GSA Fleet requirements, and maintain documentation related to maintenance.
        5. Ensure that all staff who use GOVs complete a driver safety awareness training in advance of using GOV, after receiving a ticket, or being at-fault in an accident in a GOV.
        6. Address all GOV recall notices in a timely manner and maintain documentation that the recall has been resolved.
        7. Ensure that all GOVs have a Motor Vehicle Accident Reporting Kit (GSA Form 1627) in the glove box (see kits content outlined in section V.A).
        8. Ensure that each GOV has an Emergency Road Kit with adequate supplies to address an emergency.
        9. Immediately notify your OSHA Fleet Manager by email in the event of injury, damage, or vandalism related to vehicles used during official business, and follow regional policies and procedures.
        10. In the event of an accident, injury, or damage, complete and submit any documentation specified in SHMS Chapter 2.
      2. Drivers shall:
        1. Use GOVs for official business only.
        2. Allow only authorized passengers to drive/ride in GOVs.
        3. Notify OSHA Manager of change of status of driver's license.
        4. Ensure safe practices of all occupants, including the use of seatbelts and proper positioning of headrest/seat.
        5. Report any accidents, injuries, vandalism, or damage to OSHA Manager and utilize the Motor Vehicle Accident Reporting Kit located in the glove box.
        6. Comply with DLMS 3-731 when making a vehicle selection.
  9. Procedures
    1. Perform vehicle safety inspections by:
      1. Conducting a visual inspection of the vehicle before and after each use (Template can be found in GSAFleet.gov-Mileage-Reporting-User-Guide).
      2. Following the maintenance schedule set by the manufacturer warranty, manufacturer recommendations, and/or GSA Fleet requirements (DLMS 3-756 Motor Vehicle Management and GSAFleet Preventative-Maintenance-User-Guide) and maintaining documentation from the maintenance schedule activities.
      3. Inspecting the Emergency Road Kit regularly. See section C.1.iv., "Driving in Adverse Weather Conditions," for more information on kits.
      4. Reporting concerns/problems immediately to an OSHA Manager.
    2. Operate the vehicle in a safe manner, including:
      1. Considering weather and road conditions and adjusting driving as needed (e.g., slow down or pull over during heavy precipitation, turn on lights if visibility is low).
      2. Never driving under the influence of alcohol or substances that could cause mental impairment, including prescriptions and over-the-counter medications.
      3. Ensuring that all vehicle occupants always wear seat belts.
      4. Never talking, texting, or using a mobile device; if communication is necessary, use a hands-free voice option.
      5. Not using headphones, ear buds, or listening devices that will impair, obstruct, or obscure the driver's ability to hear road or vehicle noises, except for prescribed hearing aids.
      6. Always parking in a safe, well-lit location, away from heavily trafficked areas.
      7. Not taking photos or videos while the vehicle is in motion.
      8. Limiting eating and drinking.
      9. Not smoking or vaping.
      10. Obeying all traffic laws.
    3. Evaluate driving conditions prior to departure
      1. Driving in adverse weather conditions
        1. Evaluate driving conditions before departure, considering the severity of the weather or other hazards and their impact on road safety and travel times. Travel will be under the discretion of the responsible OSHA Manager(s) and the driver.
        2. If OSHA personnel encounter driving conditions that may be hazardous, they should contact the office and advise the supervisor of the hazardous condition. If contact cannot be made with the office, the employee should make every effort to avoid a hazardous situation.
        3. Each office should update their Emergency Road Kit with equipment to fit the needs of that office jurisdiction(s) as it relates to adverse weather conditions, such as cold and extreme heat.
          • Cold weather considerations may require space blankets, candles, matches, tire traction mats, snow shovels.
          • Extreme heat considerations may require cooler, sunshades, water bottles, cooling vest/bandanas.
      2. Driving in remote areas
        1. Each office will develop procedures for OSHA personnel required to travel to remote areas (e.g., mountain roads, logging inspections, oil and gas operations, and desolate highways) based on their resources and capabilities. If possible, direct communication via radios or cell phones will be used. If direct communication is not possible, a check-in/check-out system will be used. See SHMS Chapter 7: Emergency Contingency Plan for more information.
      3. Driving in construction zones
        1. Always be aware and keep your eyes on the road. Adhere to all traffic signage and flaggers, which provide important information and directions throughout the work zones. Be aware of reduced speeds, lane changes, road closures, and detours.
    4. If involved in an accident:
      1. If possible, move out of the flow of traffic to a safe location and notify police and/or emergency services.
      2. Notify the responsible OSHA Manager(s) and complete the Hazard Reporting and Incident Investigation Worksheet (See SHMS Chapter 2 Appendix C and other forms that are required, such as the Motor Vehicle Accident Reporting Kit (GSA Form 1627)). Submit all forms and information to your responsible OSHA Manager(s) as soon as feasible. Reference GSA Vehicle Guide for more information.
      3. Accident injuries
        1. If injured to the extent that you cannot perform your duties, if possible, have the police notify your responsible OSHA Manager(s), who will report the accident and submit the required forms.
        2. Submit Form CA-1 in ECOMP, Federal Employee's Notice of Traumatic Injury and information, to your responsible OSHA Manager(s).
      4. Notify the responsible OSHA Manager(s) in the event of damage caused by vandalism or other non-accident sources, such as weather.
      5. In the event of a vehicular incident occurring outside of the United States or its territories (foreign countries), such as an accident, vandalism, etc., OSHA personnel will consult their responsible OSHA Manager, travel officials, and the local authorities (i.e., law enforcement and emergency personnel, as appropriate) in completing all required forms. See Form 1627 for a list of steps to take and forms to fill out in the case of an accident.
    5. Traffic, parking, and other moving violations:
      1. Any driver who violates any traffic, parking, and/or moving laws while operating a GOV or RCV is responsible for any tickets, fines, and/or repercussions incurred (i.e., suspension from usage of GOV or RCVs, court summons, etc.). See 41 CFR 102-34.235-245 for more information.
      2. A driver that has violated any traffic, parking, and/or moving laws should complete a driver safety awareness training within two weeks of notifying their supervisor of the violation.
        1. Documentation of the incident review will be maintained in accordance with SHMS Chapter 2, IX.C, "Record Keeping."
        2. Any additional training (e.g., retaking driving safety training, driving courses on LearningLink/Blackboard) will be based on the discretion of the driver's supervisor.
  10. Training and Records Management
    1. OSHA personnel who operate vehicles must be trained on:
      1. SHMS Chapter 9: Vehicle Operations, at least biennially. Training must be conducted by a competent individual capable of answering questions on this program.
      2. Driver safety awareness course as part of on-boarding training and in the event of an at-fault accident or ticket.
    2. Records Management
      1. Training records must be maintained per SHMS Chapter 2: Safety and Health Management System Subpart IX.
      2. Records created and received while managing, operating, and maintaining GOV should be maintained for 3 years (See General Records Schedule 5.4).
  11. Resources
    1. Motor Vehicle Accident Reporting Kit
    2. DLMS 3-700 Motor Vehicle Management
    3. GSA Fleet Training | GSA
    4. GSAFleet.gov - Preventative-Maintenance-User-Guide.pdf
    5. GSAFleet.gov - Mileage-Reporting-User-Guide.pdf
    6. Guide to Your GSA Fleet Vehicle
    7. Home | GSAFleet.gov
    8. Help | GSAFleet.gov
    9. Recalls