Compendium of Budget Information for the 2014 General Session

Infrastructure and General Government
Appropriations Subcommittee
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Agency: ISF - Administrative Services

Line Item: ISF - Fleet Operations

Function

The Division of Fleet Operations was established as a new division of Administrative Services in 1997. Fleet is charged with handling state vehicle acquisition, repair, preventive maintenance, and fueling of state vehicles.

For FY 2012 the Department of Administrative Services made several changes that affect the Division of Fleet Operations. First, the department moved the Travel Office from the Division of Finance to Fleet Operations. Second the department moved State Surplus Property and Federal Surplus Property programs from Fleet Operations to the Division of General Services internal service fund.

Statutory Authority

UCA 63A Chapter 9 creates the Division of Fleet Operations (Section 201) and delineates the division's duties (Section 401). Duties include:

  • Perform all administrative duties related to managing the state's vehicles
  • Coordinate all purchases of state vehicles
  • Establish fleet information system(s) for state vehicles
  • Make rules regarding maintenance, safety, loss prevention, procurement, fuel management, cost management, disposal, reallocation, rate structures, and insurance requirements for state vehicles
  • Establish a parts inventory
  • Create and administer a fuel dispensing service
  • Emphasize customer service
  • Conduct an annual audit of all state vehicles
  • Charge rates approved by the Rate Committee and Legislature
  • Conduct a market analysis
  • By November 1 of each year submit a state-owned vehicle report to the Governor and Legislative Fiscal Analyst

UCA 63A-9-601 requires the division to ensure that vehicles owned or leased by the state are properly marked

UCA 63A-9-401.5 requires the division to develop and coordinate the implementation of a statewide vehicle fleet cost efficiency plan, which includes:

  • Goals for vehicle fleet cost efficiency
  • A summary of agency submitted, plans, statistics, and progress
  • Standard measures of cost including vehicle cost per mile, total vehicles, total fuel used, and miles per gallon
  • Goals for purchasing the most economically appropriate size and type of vehicle
  • Cost reduction measures
  • reducing inventories of underutilized vehicles

Intent Language

    The Legislature intends that appropriations for Fleet Operations not lapse capital outlay authority granted within Fiscal Year 2013 for vehicles not delivered by the end of Fiscal Year 2013 in which vehicle purchase orders were issued obligating capital outlay funds.

Performance

Administration costs should be kept as low as possible so resources can be used for providing services to customer agencies. Note that the Governor's Office of Management and Budget is currently revamping the performance measures for Administrative Services.

Administrative Costs as a Percentage of Division Costs

Related Links

    Glossary of Terms

    Funding Detail

    This budgetary line item contains four programs; however, the Administration program exists only to account for overhead costs of services provided to the other three programs.

    Sources of Finance
    (click linked fund name for more info)
    Federal Funds
    Dedicated Credits - Intragvt Rev
    Sale of Fixed Assets
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $273,000 $18,500 $0 $0
    $0
    		$0
    $0
    		$0
    $55,466,700 $62,174,700 $64,649,500 $68,297,700 $76,817,800
    ($7,225,600)
    		$69,592,200
    $1,142,800
    		$70,735,000
    ($1,351,100) $384,200 $582,900 $627,500 $600,000
    $27,500
    		$627,500
    $0
    		$627,500
    $54,115,600
    $62,831,900
    $65,250,900
    $68,925,200
    $77,417,800
    ($7,198,100)
    $70,219,700
    $1,142,800
    $71,362,500
    Programs:
    (click linked program name to drill-down)
    ISF - Fleet Administration
    ISF - Motor Pool
    ISF - Fuel Network
    ISF - Travel Office
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $0 $0 $0 $9,200
    ($8,500)
    		$700
    $1,000
    		$1,700
    $23,268,900 $26,362,800 $24,556,200 $27,502,500 $28,237,200
    ($529,900)
    		$27,707,300
    $916,800
    		$28,624,100
    $30,846,700 $36,469,100 $40,172,000 $40,920,200 $48,611,100
    ($6,609,600)
    		$42,001,500
    $224,100
    		$42,225,600
    $0 $0 $522,700 $502,500 $560,300
    ($50,100)
    		$510,200
    $900
    		$511,100
    $54,115,600
    $62,831,900
    $65,250,900
    $68,925,200
    $77,417,800
    ($7,198,100)
    $70,219,700
    $1,142,800
    $71,362,500
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    DP Current Expense
    DP Capital Outlay
    Capital Outlay
    Other Charges/Pass Thru
    Depreciation
    Transfers
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $1,992,200 $1,876,100 $2,034,900 $1,775,400 $1,831,400
    $294,000
    		$2,125,400
    $9,900
    		$2,135,300
    $1,500 $300 $400 $4,700 $500
    $5,400
    		$5,900
    $0
    		$5,900
    $2,600 $2,700 $9,700 $6,400 $9,800
    ($2,800)
    		$7,000
    $1,500
    		$8,500
    $43,393,100 $49,628,100 $56,827,500 $57,072,200 $66,037,000
    ($7,835,800)
    		$58,201,200
    $200,000
    		$58,401,200
    $595,700 $576,300 $595,100 $560,100 $672,900
    $161,700
    		$834,600
    ($69,500)
    		$765,100
    $0 $0 $0 $500 $0
    $500
    		$500
    ($500)
    		$0
    $0 $0 $0 $10,085,500 $0
    $10,705,500
    		$10,705,500
    ($10,705,500)
    		$0
    $37,700 $40,300 $379,200 $107,900 $379,200
    ($271,300)
    		$107,900
    $0
    		$107,900
    $10,476,100 $8,996,600 $9,398,900 $0 $10,356,700
    ($10,356,700)
    		$0
    $11,326,000
    		$11,326,000
    $0 $0 $2,000,000 $0 $0
    $0
    		$0
    $0
    		$0
    $56,498,900
    $61,120,400
    $71,245,700
    $69,612,700
    $79,287,500
    ($7,299,500)
    $71,988,000
    $761,900
    $72,749,900
    Other Indicators
     
    Budgeted FTE
    Actual FTE
    Authorized Capital Outlay
    Retained Earnings
    Vehicles

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    29.0 28.7 31.3 29.9 27.0
    0.0
    		27.0
    0.0
    		27.0
    25.3 24.4 26.5 22.4 0.0
    0.0
    		0.0
    0.0
    		0.0
    $13,290,600 $16,625,800 $16,922,200 $20,289,800 $20,913,800
    $6,631,200
    		$27,545,000
    ($5,220,000)
    		$22,325,000
    $8,788,800 $10,503,800 $4,508,900 $3,821,400 $890,800
    $1,162,300
    		$2,053,100
    ($1,387,400)
    		$665,700
    11 11 15 5 11
    0
    		11
    0
    		11









    Program: ISF - Fleet Administration

    Function

    The Administration program is responsible for the management of all programs within the Division of Fleet Operations. This program is also responsible for billing and associated activities. It coordinates the annual rate package and distributes the annual budget for the division.

    Funding Detail

    All expenses in this program are passed through to the programs in proportion to their share of the total division budget (excluding cost of goods sold).

    Sources of Finance
    (click linked fund name for more info)
    Dedicated Credits - Intragvt Rev
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $0 $0 $0 $9,200
    ($8,500)
    		$700
    $1,000
    		$1,700
    $0
    $0
    $0
    $0
    $9,200
    ($8,500)
    $700
    $1,000
    $1,700
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    DP Current Expense
    Other Charges/Pass Thru
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $576,500 $410,300 $319,600 $282,900 $277,700
    $6,400
    		$284,100
    $1,000
    		$285,100
    $0 $0 $0 $600 $0
    $600
    		$600
    $0
    		$600
    $900 $200 $6,800 $1,900 $6,900
    ($4,900)
    		$2,000
    $0
    		$2,000
    $53,700 $59,600 $107,100 $85,400 $102,600
    ($17,200)
    		$85,400
    $0
    		$85,400
    $126,900 $102,000 $106,400 $164,900 $251,800
    ($39,700)
    		$212,100
    $7,600
    		$219,700
    ($758,000) ($572,100) ($539,900) ($535,700) ($629,800)
    $46,300
    		($583,500)
    ($7,600)
    		($591,100)
    $0
    $0
    $0
    $0
    $9,200
    ($8,500)
    $700
    $1,000
    $1,700
    Other Indicators
     
    Budgeted FTE
    Actual FTE
    Retained Earnings

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    5.0 5.0 3.7 2.0 2.0
    0.0
    		2.0
    0.0
    		2.0
    4.6 3.8 2.9 2.0 0.0
    0.0
    		0.0
    0.0
    		0.0
    $9,100 $9,100 $9,100 $9,100 $9,100
    $0
    		$9,100
    $0
    		$9,100









    Program: ISF - Motor Pool

    Function

    This program is responsible for the management of the statewide fleet, the central motor pool, safety objectives/compliance, and the statewide fleet management information system. The motor pool accounts for all state vehicles, even though a portion of those vehicles are administered in higher education fleets. The program also administers the vehicle accident management program and complies with the federal Energy Policy Act.

    Performance

    As an internal service fund, the Motor Pool program is required to set rates so that revenues match expenditures. Return on Investment is measured by dividing the net of gains minus investment cost by investment cost. Note that the Governor's Office of Management and Budget is currently revamping the performance measures for Administrative Services.

    Return on Investment for Motor Pool Vehicles

    Funding Detail

    Sources of Finance
    (click linked fund name for more info)
    Federal Funds
    Dedicated Credits - Intragvt Rev
    Sale of Fixed Assets
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $273,000 $8,000 $0 $0
    $0
    		$0
    $0
    		$0
    $24,620,000 $25,705,600 $23,965,300 $26,875,000 $27,637,200
    ($557,400)
    		$27,079,800
    $916,800
    		$27,996,600
    ($1,351,100) $384,200 $582,900 $627,500 $600,000
    $27,500
    		$627,500
    $0
    		$627,500
    $23,268,900
    $26,362,800
    $24,556,200
    $27,502,500
    $28,237,200
    ($529,900)
    $27,707,300
    $916,800
    $28,624,100
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    DP Current Expense
    DP Capital Outlay
    Capital Outlay
    Other Charges/Pass Thru
    Depreciation
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $832,100 $846,600 $925,000 $738,700 $801,600
    $263,500
    		$1,065,100
    $4,900
    		$1,070,000
    $1,300 $0 $200 $4,000 $300
    $4,900
    		$5,200
    $0
    		$5,200
    $1,700 $2,500 $2,000 $3,300 $2,000
    $1,800
    		$3,800
    $0
    		$3,800
    $14,094,500 $15,261,800 $16,467,500 $16,890,100 $17,279,200
    ($263,800)
    		$17,015,400
    $0
    		$17,015,400
    $423,700 $422,500 $427,700 $343,400 $321,900
    $127,500
    		$449,400
    ($80,500)
    		$368,900
    $0 $0 $0 $500 $0
    $500
    		$500
    ($500)
    		$0
    $0 $0 $0 $9,898,800 $0
    $10,498,800
    		$10,498,800
    ($10,498,800)
    		$0
    $339,600 $293,300 $263,900 $295,000 $298,900
    $17,200
    		$316,100
    $3,300
    		$319,400
    $10,290,800 $8,820,700 $9,214,100 $0 $10,072,800
    ($10,072,800)
    		$0
    $11,099,300
    		$11,099,300
    $25,983,700
    $25,647,400
    $27,300,400
    $28,173,800
    $28,776,700
    $577,600
    $29,354,300
    $527,700
    $29,882,000
    Other Indicators
     
    Budgeted FTE
    Actual FTE
    Authorized Capital Outlay
    Retained Earnings
    Vehicles

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    15.0 15.1 16.4 16.7 15.0
    0.0
    		15.0
    0.0
    		15.0
    12.5 12.0 13.1 10.5 0.0
    0.0
    		0.0
    0.0
    		0.0
    $12,724,900 $16,436,900 $16,859,200 $20,088,200 $20,563,800
    $6,631,200
    		$27,195,000
    ($5,220,000)
    		$21,975,000
    $3,160,600 $3,879,500 $1,135,100 $463,800 $267,600
    ($1,450,800)
    		($1,183,200)
    ($1,257,900)
    		($2,441,100)
    9 9 12 2 9
    0
    		9
    0
    		9









    Program: ISF - Fuel Network

    Function

    The Fuel Network manages the state's fuel purchase contracts and the state's fuel infrastructure; which includes the statewide underground storage tank program and consolidated electronic refueling stations. The Fuel Network uses capital outlay authorizations primarily to replace card readers and fuel tank monitors.

    Funding Detail

    Historical increases and decreases in revenues and expenditures have largely been attributable to fuel costs; not to changes in consumption.

    Sources of Finance
    (click linked fund name for more info)
    Federal Funds
    Dedicated Credits - Intragvt Rev
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $0 $10,500 $0 $0
    $0
    		$0
    $0
    		$0
    $30,846,700 $36,469,100 $40,161,500 $40,920,200 $48,611,100
    ($6,609,600)
    		$42,001,500
    $224,100
    		$42,225,600
    $30,846,700
    $36,469,100
    $40,172,000
    $40,920,200
    $48,611,100
    ($6,609,600)
    $42,001,500
    $224,100
    $42,225,600
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    DP Current Expense
    Capital Outlay
    Other Charges/Pass Thru
    Depreciation
    Transfers
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $583,600 $619,200 $625,800 $593,200 $574,900
    $18,800
    		$593,700
    $3,100
    		$596,800
    $200 $300 $200 $100 $200
    ($100)
    		$100
    $0
    		$100
    $0 $0 $400 $0 $400
    ($400)
    		$0
    $1,500
    		$1,500
    $29,244,900 $34,306,700 $39,922,100 $39,778,300 $48,314,500
    ($7,532,500)
    		$40,782,000
    $200,000
    		$40,982,000
    $45,100 $51,800 $50,900 $42,300 $72,700
    $87,400
    		$160,100
    $1,700
    		$161,800
    $0 $0 $0 $186,700 $0
    $206,700
    		$206,700
    ($206,700)
    		$0
    $456,100 $319,100 $649,300 $342,700 $703,300
    ($334,400)
    		$368,900
    $4,200
    		$373,100
    $185,300 $175,900 $184,800 $0 $283,900
    ($283,900)
    		$0
    $226,700
    		$226,700
    $0 $0 $2,000,000 $0 $0
    $0
    		$0
    $0
    		$0
    $30,515,200
    $35,473,000
    $43,433,500
    $40,943,300
    $49,949,900
    ($7,838,400)
    $42,111,500
    $230,500
    $42,342,000
    Other Indicators
     
    Budgeted FTE
    Actual FTE
    Authorized Capital Outlay
    Retained Earnings
    Vehicles

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    9.0 8.6 9.2 9.2 8.0
    0.0
    		8.0
    0.0
    		8.0
    8.3 8.6 8.6 8.1 0.0
    0.0
    		0.0
    0.0
    		0.0
    $565,700 $188,900 $63,000 $201,600 $350,000
    $0
    		$350,000
    $0
    		$350,000
    $5,619,100 $6,615,200 $3,353,800 $3,330,700 $597,100
    $2,623,600
    		$3,220,700
    ($116,400)
    		$3,104,300
    2 2 3 3 2
    0
    		2
    0
    		2









    Program: ISF - Travel Office

    Function

    The Travel Office is responsible for arranging travel for state employees and employees of political subdivisions that choose to participate. Airline tickets, hotels, rental vehicles, and conference sites are ticketed and arranged for by this office. The Office contracts with a private sector travel agency which is on-site in the State Office Building.

    Funding Detail

    Funding for this program comes from fees charged to user agencies or entities for travel services. Prior to FY 2012 this program was administered by the Division of Finance.

    Sources of Finance
    (click linked fund name for more info)
    Dedicated Credits - Intragvt Rev
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $0 $522,700 $502,500 $560,300
    ($50,100)
    		$510,200
    $900
    		$511,100
    $0
    $0
    $522,700
    $502,500
    $560,300
    ($50,100)
    $510,200
    $900
    $511,100
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    Out-of-state Travel
    Current Expense
    DP Current Expense
    Other Charges/Pass Thru
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $0 $0 $164,500 $160,600 $177,200
    $5,300
    		$182,500
    $900
    		$183,400
    $0 $0 $500 $1,200 $500
    $700
    		$1,200
    $0
    		$1,200
    $0 $0 $330,800 $318,400 $340,700
    ($22,300)
    		$318,400
    $0
    		$318,400
    $0 $0 $10,100 $9,500 $26,500
    ($13,500)
    		$13,000
    $1,700
    		$14,700
    $0 $0 $5,900 $5,900 $6,800
    ($400)
    		$6,400
    $100
    		$6,500
    $0
    $0
    $511,800
    $495,600
    $551,700
    ($30,200)
    $521,500
    $2,700
    $524,200
    Other Indicators
     
    Budgeted FTE
    Actual FTE
    Retained Earnings

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    0.0 0.0 2.0 2.0 2.0
    0.0
    		2.0
    0.0
    		2.0
    0.0 0.0 1.9 1.8 0.0
    0.0
    		0.0
    0.0
    		0.0
    $0 $0 $10,900 $17,800 $17,000
    ($10,500)
    		$6,500
    ($13,100)
    		($6,600)









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COBI contains unaudited data as presented to the Legislature by state agencies at the time of publication. For audited financial data see the State of Utah's Comprehensive Annual Financial Reports.