Chapter 8 – Adult Custody and Security Operations

It is the policy of the California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation), Division of Adult Parole Operations (DAPODivision of Adult Parole Operations (formerly P&CSD)) that all DAPODivision of Adult Parole Operations (formerly P&CSD) staff be familiar with the guidelines and procedures for use of State vehicles.

The purpose of this article is to address the assignment and use of a State vehicle, the State Voyager Card, monthly travel log, and vehicle maintenance and repair. This article will also address the caged vehicle management, Internal Revenue Services (IRSInternal Revenue Service) reporting requirements, reporting procedures for accidents, and employee vehicle change requests.

All DAPODivision of Adult Parole Operations (formerly P&CSD) employees who use a State vehicle are responsible for reviewing and complying with the State vehicles fleet rules provided in the Department of General Services (DGSDepartment of General Services), Office of Fleet and Asset Management (OFAM) Handbook, the State Administrative Manual (SAMState Administrative Manual), the California Code of Regulations (CCRCalifornia Code of Regulations), the California Vehicle Code and the appropriate Memorandum of Understanding. DAPODivision of Adult Parole Operations (formerly P&CSD) shall also utilize the designated CDCRCalifornia Department of Corrections and Rehabilitation database to manage State vehicles. State vehicles shall only be used for conducting official State business.

Vehicle assignment is at the discretion of the Parole Administrator. The Parole Administrator or designee shall evaluate the parole unit needs and shall determine the assignment, distribution, and rotation of State vehicles. Parole Administrators shall endeavor when feasible and appropriate to keep currently assigned vehicles with the assigned parole agent upon movement within the same region.

Employees shall not receive preference over the assignment of a State vehicle for any reason. A law enforcement placard shall be issued with each State vehicle, and the placard shall not be removed from the vehicle except when the vehicle is no longer in service.

The regional vehicle coordinator shall oversee and be notified of any vehicle operator changes via Form OFA 50G, Monthly Leasing Agreement. The regional coordinator is responible for ensuring that the Office of Business Services (OBSOffice of Business Services), Fleet Management Unit (FMU) receives all vehicle updates and copies of the Form OFA 50G. The Form OFA 50G shall be completed for the following reasons:

• assignment of a CDCRCalifornia Department of Corrections and Rehabilitation-owned vehicle or DGSDepartment of General Services leased vehicle,

• to update a driver’s information,

• new vehicle assignments,

• new unit assignment,

• billing code changes,

• changes in the driver’s last name.

Each time a vehicle assignment changes, a new home storage permit must be completed. For CDCRCalifornia Department of Corrections and Rehabilitation-owned vehicles and DGSDepartment of General Services leased vehicles, the supervisor shall ensure Form OFA 50G is completed and a copy sent via electronic mail to the regional vehicle coordinator. The original shall remain with the parole unit.

The use of a State vehicle shall provide for the transportation needs required by employees in the performance of their duties. When an employee is not using their assigned State vehicle beyond two weeks, for any reason, including a worker’s compensation claim, extended sick leave, official military orders, or vacation, the Parole Administrator or supervisor shall notify the regional vehicle coordinator and ensure the vehicle is parked at the regional headquarters, parole unit, or another designated location. In the event the vehicle is required by another employee who might be able to return a rental or pool vehicle, the Parole Administrator or supervisor shall notify the regional vehicle coordinator of the change.

The law enforcement placard assigned to each State vehicle shall only be used when peace officers park in official law enforcement parking spaces, and when conducting official business. Official business means any task, assignment, or duty conducted on behalf of the Division of Adult Parole Operations. Placards shall not be used to circumvent other parking rules, arrangements, or utilized as a means to avoid paying for parking fees. Staff shall adhere to all traffic and parking codes while operating a State vehicle.

The use of a State vehicle for other than State business is prohibited. An employee shall not be allowed to operate a State vehicle except as authorized by DAPODivision of Adult Parole Operations (formerly P&CSD), DGSDepartment of General Services, and in compliance with the California Code of Regulations (CCRCalifornia Code of Regulations) Title 2, section 599.800. A DAPODivision of Adult Parole Operations (formerly P&CSD) employee utilizing a State vehicle must comply with the following rules:

• Transporting any person in a State vehicle, other than persons directly involved in official State business, is prohibited unless permission is obtained in advance for each trip from the employee’s Parole Administrator, via the chain of command.

• Properly report personal use of the State vehicle to the IRSInternal Revenue Service and the Franchise Tax Board by completing the CDCRCalifornia Department of Corrections and Rehabilitation Form 1804, Personal Use of State Provided Vehicle Employee Certification.

• Smoking in State vehicles is prohibited.

• Periodic maintenance of the vehicle.

• Maintain the cleanliness of the vehicle.

Unauthorized Use of State Vehicle means the use of a State vehicle for any purpose when the employee is off-duty is considered personal use and is an unauthorized use of a State vehicle.

All employees shall notify the appropriate headquarters’ pool coordinator as soon as practical to reserve a State pool vehicle if one is needed for State business. A State pool vehicle is a CDCRCalifornia Department of Corrections and Rehabilitation-owned vehicle or DGSDepartment of General Services leased vehicle that can be reserved for use on a short term basis from an appropriate headquarters’ pool. State pool vehicles should not be assigned exclusively to an employee and should only be checked out for short periods of time as needed for intermittent State business. All State pool vehicle keys shall be maintained by the designated pool vehicle coordinator when not in use in order to allow other employees access to the vehicle if needed. All State pool vehicles must have a form STDStandard Form (DGS). 273, Monthly Travel Log and a State Voyager Card assigned to it.

All employees who check out a State pool vehicle are required to complete form STDStandard Form (DGS). 273 in its entirety by documenting miles, date(s) traveled, location where vehicle is stored, driver’s name, and destination. The time and odometer readings shall be entered at the beginning and at the end of each use of the vehicle. Supervisors maintaining the travel logs must ensure they are completed correctly, that all Monthly Travel Logs for each vehicle are retained for the current and preceding fiscal years, and make the logs available for review upon request. This procedure shall be completed in addition to the process for requesting a State pool vehicle from regional or division headquarters. All State pool vehicles shall be returned clean and with a full tank of gas. Form STDStandard Form (DGS). 273 is available at http://www.dgs.ca.gov/ofam/Forms.aspx.

In accordance with CCRCalifornia Code of Regulations, Title 2, section 599.808, form STDStandard Form (DGS). 377, Vehicle Home Storage Request/Permit, must be submitted and approved by the employee’s Director or designee and the permit must be issued by the Office of Business Services (OBSOffice of Business Services) before a State vehicle can be frequently stored at or in the vicinity of an employee’s home regardless of the reason. Upon the Director’s or designee approval, Form STDStandard Form (DGS). 377 shall be uploaded to the designated CDCRCalifornia Department of Corrections and Rehabilitation database. Form STDStandard Form (DGS). 377 must be renewed annually per the OBSOffice of Business Services, Fleet Management Unit, Vehicle Home Storage Permit (VHSP) Renewal schedule. Form STDStandard Form (DGS). 377 is available at http://www.dgs.ca.gov/ofam/Forms.aspx. In addition to the criteria established in CCRCalifornia Code of Regulations, Title 2, section 599.808, to be eligible for a VHSP, the employee must meet the criteria outlined below for either an Essential and /or a Cost-Effective permit.

Essential VHSP Criteria

• An essential VHSP is deemed necessary even though it may not be cost-effective. An essential VHSP must meet all the following criteria:

  • The individual must respond to emergency events after hours as a primary responder.

  • The emergency responder must respond to the field, rather than to a State facility where their vehicle could be stored.

  • The emergency responder must be able reach the emergency event within 30 minutes to no more than 1 hour.

  • The emergency response must require specialized equipment that is not transferrable to a personal vehicle or activity that is not reasonable for a personal vehicle (i.e., taking a felon into custody)

  • The emergency response must be for health and safety purposes (i.e., responding to hazards or criminal activity).

  • The individual only takes a vehicle home when needed as a primary responder.

  • The individual must respond to a minimum of 24 emergency responses annually.

  • Exemptions:

  • The DGSDepartment of General Services allows an exemption for an essential VHSP that does not meet the requirement of a minimum of 24 emergency responses annually if the program can demonstrate a significant health and safety risk to the public if a VHSP is not approved. A program shall provide an approved form STDStandard Form (DGS). 377 and a narrative to substantiate the critical need for the VHSP to the OBSOffice of Business Services FMU. The OBSOffice of Business Services submits the exemption request package to the DGSDepartment of General Services for review and approval or denial and will notify the program of the DGSDepartment of General Services’s decision.

Cost-Effective VHSP Criteria must meet at least one criteria each from both Category A and Category B:

• Category A

  • The employee has a CDCRCalifornia Department of Corrections and Rehabilitation approved home office separate from the CDCRCalifornia Department of Corrections and Rehabilitation’s facilities. Generally, the employee’s duty statement and personnel file will denote that their reporting office is their home, or

  • The vehicle is essentially the employee’s office (i.e. performing requisite duties in the field on a daily basis directly from his/her home). However, the employee may still be required to occasionally work from a state office, and

• Category B

  • The employee’s job (as reflected on the official duty statement) requires substantial field work (greater than 50 percent) and it is more efficient for the employee to travel directly to the field work location, or

  • The employee drives directly to the field from home and/or has work related after-hour activities for 50 percent or more work days within a given month.

  • (3) Approvers must not approve a cost-effective VHSP for any employee who does not meet the above criteria. Program must document, report, and record information as necessary to support the issuance of a cost-effective VHSP. These general standards for cost effectiveness justify the use of a State vehicle versus reimbursement for the use of a personal vehicle or rental – it is not a justification for the State to pay for personal commute miles associated with taking a vehicle home. Providing for personal commuter transportation is not an obligation of the State.

(d) The completed form STDStandard Form (DGS). 377 shall be thoroughly reviewed by the Director or designee to ensure the justification meets the criteria for approval.

(e) Employees cannot receive a VHSP if their physical residence is further than 65 miles from the employee’s primary work site. This distance is measured as a straight line, which provides the actual distance between two points. The straight line distance is commonly referred to “as the crow flies.” You may calculate the distance between two points described “as the crow flies” by using the following link: http://tjpeiffer.com/crowflies.html.

(f) Employees who receive a State-issued vehicle shall sign the CDCRCalifornia Department of Corrections and Rehabilitation Form 2257, Vehicle Usage Requirements. The completed Form 2257 and a copy of the approved STDStandard Form (DGS). 377 shall be maintained in the employee’s file maintained by the supervisor. A current home address is required on all home storage permits. Employees without an approved VHSP will not be permitted to store/park the vehicle at their residence. Nothing in this section precludes a form STDStandard Form (DGS). 377 from being submitted and approved for an out-of-state residence as the State Motor Vehicle Liability Self-Insurance Program provides coverage in the lower 48 continental United States. (The State Motor Vehicle Self-Insurance Program is discussed in SAMState Administrative Manual section 2420.)

A law enforcement vehicle may include a safety cage for the driver’s safety from parolee-passengers. A safety cage is a frame specifically engineered and constructed around the back seat of law enforcement vehicles. The use of a caged vehicle is not a substitute for parole agent vigilance where safety is of paramount importance. The placement and removal of a parolee from a vehicle is critical during transport. When transporting, parole agents should always exercise due caution. Planning should be made with the community and parole agents’ safety at the forefront of the decision-making process as follows:

• The unit supervisor will formally assign a caged vehicle that is designated for an office location or parole unit to a specific Parole Agent II. This will be considered the assigned Parole Agent II’s normal duty vehicle. As such, the caged vehicle will not be an “extra vehicle” parked at the office and available for random use.

• The unit supervisor may assign the caged vehicle to a parole agent other than the Parole Agent II if that assignment addresses the operational needs of the parole unit. The decision to assign the caged vehicle to a parole agent other than the Parole Agent II will require prior approval of the District Administrator.

• The parole agent who is assigned a caged vehicle will use the vehicle for state business.

• When there is a request from another parole agent from within the parole unit or office complex to use the caged vehicle for extra safety and security purposes while transporting a parolee to or from custody or other emergency situations, a reasonable effort shall be made to make the caged vehicle available to the parole agent.

• When the parole agent who is assigned a caged vehicle is away from the office for a period that exceeds two consecutive working days, the unit supervisor will ensure that the parole agent who is assigned the caged vehicle exchanges the vehicle with another parole agent.

State Administration Manual (SAMState Administrative Manual) section 4107 requires State agencies maintain a monthly travel log, Form STDStandard Form (DGS). 273, on all CDCRCalifornia Department of Corrections and Rehabilitation-owned vehicles and DGSDepartment of General Services leased vehicles. Employees shall complete the Form STDStandard Form (DGS). 273 in its entirety by documenting miles, date(s) traveled, location where vehicle is stored, driver’s name, and destinations. The time of the odometer readings shall be entered at the beginning and end of each day. Employees must submit the monthly travel log to their supervisor by the 25th of each month for CDCRCalifornia Department of Corrections and Rehabilitation-owned or leased vehicles. For leased vehicles, the supervisor shall submit the monthly travel log information to the unit support staff and ensure they submit the data electronically to DGSDepartment of General Services via the online monthly travel log application at https: //www.dgsapps.dgs.ca.gov/OFA/MileageLog/ by the third working day of the subsequent month. The supervisor will also ensure the monthly travel log information is uploaded to the designated CDCRCalifornia Department of Corrections and Rehabilitation database by the third working day of the subsequent month. Late submission of the monthly travel log information to DGSDepartment of General Services by the sending unit may result in the assessment of a late fee.

In instances where it is absolutely impossible to enter the current mileage in any given month, the supervisor shall inform the regional vehicle coordinator the reason why the mileage cannot be updated and submitted to DGSDepartment of General Services.

Form STDStandard Form (DGS). 273 shall continue to be the only authorized method to report the required monthly travel log information to DGSDepartment of General Services. Copies of Form STDStandard Form (DGS). 273 shall be retained by the supervisor and be available for review by DGSDepartment of General Services upon request. Logs for the current and immediately preceding previous fiscal year shall be retained for a period of 12 months for each fiscal year.  Each fiscal year, the logs shall be updated to include the log for that current fiscal year and for the previous year every year.

A State Voyager Card is assigned to each State-issued vehicle and shall remain with the vehicle to which it is assigned. Approved use of the State Voyager Card throughout the State of California includes the following:

• Purchase of regular grade (unleaded) fuel, alternative fuel, diesel fuel, or fuel specifically required by vehicle manufacturer; fluids; and lubricants.

• Two basic (low-cost) car washes per month. (During Statewide water conservation, it is recommended vehicles be washed only in cases where not doing so would impede safe operation of the vehicle).

• Emergency purchases such as windshield wiper blades, fan belts, or a replacement tire.

• Emergency roadside assistance through the National Automobile Club (800) 600-6065.

• Oil changes are not authorized.

An employee may request to change their assigned vehicle for a larger or smaller vehicle, for a different type of vehicle, or for a reasonable accommodation due to a disability or medical condition which affects the employee’s ability to drive the assigned vehicle.

• Disability or Medical Condition Reasonable Accommodation

  • A request for a change in vehicle assignment that is based on a disability or medical condition shall be made via the CDCRCalifornia Department of Corrections and Rehabilitation Form 855, Request for Reasonable Accommodation. The employee shall complete sections A and B of the form, provide supporting medical documentation, and submit it to their supervisor.

  • The supervisor shall discuss the essential functions and noted limitations with the employee. After the supervisor has discussed the essential functions and limitations with the employee, the supervisor shall complete the CDCRCalifornia Department of Corrections and Rehabilitation Form 855, section “Immediate Supervisor.” The completed CDCRCalifornia Department of Corrections and Rehabilitation Form 855 shall be forwarded to the regional return to work coordinator (RTWCReturn To Work Coordinator) for processing.

  • The RTWCReturn To Work Coordinator shall discuss the reasonable accommodation process with the employee to identify if an accommodation is possible. The reasonable accommodation process requires a list of the essential functions of the employee’s classification be provided to the employee’s designated physician. After reviewing the essential functions, the RTWCReturn To Work Coordinator will request the physician to provide the RTWCReturn To Work Coordinator with a written response as to whether the employee is able to perform the essential functions of the job and outline any and all limitations the employee may have. The RTWCReturn To Work Coordinator is responsible for directing the reasonable accommodation process. To expedite this process, the employee should be responsive to information requests made by the RTWCReturn To Work Coordinator.

  • If the supervisor discovers that the request is due to an on-the-job injury or illness, the supervisor shall provide the employee with a State Compensation Insurance Fund, Workers’ Compensation Claim Form e3301 within 24 hours of discovery and notify the Parole Administrator. The supervisor shall then contact the RTWCReturn To Work Coordinator to coordinate the submission of all necessary workers’ compensation forms. State Compensation Insurance Fund Workers’ Compensation Claim Form e3301, can be accessed at https://content.statefundca.com/pdf/e3301.pdf.

• Other Requests: A request for a change in vehicle assignment that is not based on a verifiable disability and/or medical condition can be made by submitting a written request to the supervisor via the CDCRCalifornia Department of Corrections and Rehabilitation Form 1617, Memorandum. This request shall include:

  • An outline of the specific request being made.

  • An explanation or justification as to why the request should be granted.

  • The supervisor shall review and consider the request based on its merit. The supervisor shall approve or deny the request in writing and provide a response to the employee within 20 working days of receipt.

  • For any approved request for a different assigned vehicle, the supervisor shall notify the Parole Administrator and make the necessary arrangements with the regional vehicle coordinator or designee to determine if a vehicle is available to meet the needs of the employee.

It is expected that assigned State vehicles shall provide for the transportation needs required by employees to perform their duties in the community. Should circumstances occur that preclude the use of the standard assigned State vehicle, the employee may request approval from the supervisor to use their personal vehicle and request mileage reimbursement. If approved to utilize a personal vehicle, the employee shall complete Form STDStandard Form (DGS). 261, Authorization to Use Privately Owned Vehicles on State Business. This form is required to be updated annually. The personal vehicle must be used in compliance with California Vehicle Code (i.e., current registration and proof of insurance.)

The employee, with prior supervisor approval, can elect to drive their personal vehicle when scheduled for Officer of the Day (ODOfficer of the Day) duty or a prescheduled office day and will not be reporting to the field. Mileage will not be reimbursed, as these are considered “commute miles.” The employee shall still maintain access to their State-issued safety equipment, (i.e., ballistic vest, baton, etc.) The referenced STDStandard Form (DGS). form is available at http://www.dgs.ca.gov/ofam/Forms.aspx.

DAPODivision of Adult Parole Operations (formerly P&CSD) provides CDCRCalifornia Department of Corrections and Rehabilitation-owned vehicles or DGSDepartment of General Services leased vehicles for use by employees. The use of rental vehicles and/or larger vehicles requires an increased diligence by the Parole Administrator or the supervisor in reviewing and/or approving such requests. The regional vehicle coordinator shall oversee the use of a rental vehicle or assignment of vehicle larger than a standard State vehicle. Under no circumstances shall the request be approved based solely on the employee’s personal preference. If an employee is using a rental vehicle, the supervisor and regional vehicle coordinator will track monthly and ensure the rental is returned immediately when a State vehicle is available for permanent assignment to the employee.

The value of all personal use of State vehicles is taxable and must be reported to the State Controller’s Office according to the IRSInternal Revenue Service. Each calendar month, the employee must complete the CDCRCalifornia Department of Corrections and Rehabilitation Form 1804, Personal Use of State Provided Vehicle Employee Certification, reporting personal use miles. The CDCRCalifornia Department of Corrections and Rehabilitation Form 1804 shall be submitted to the supervisor along with the Form STDStandard Form (DGS). 273 on a monthly basis whether or not personal use miles were logged in that month.

The supervisor shall ensure that a completed Form STDStandard Form (DGS). 273 and CDCRCalifornia Department of Corrections and Rehabilitation Form 1804 are forwarded within three days following the end of each month to:
Accounting Services Branch – Sacramento
Accounts Payable D
POPurchase Order Box 187021
Sacramento, CACorrectional Administrators 95818-7021

The assigned employee of the CDCRCalifornia Department of Corrections and Rehabilitation-owned or leased vehicles shall ensure bi-annual smog tests are conducted. Preventative maintenance, repairs, and safety inspections on the vehicle shall be made in accordance with the manufacturer’s recommended intervals but at a minimum of every 6,000 miles or every six months whichever occurs first. The safety inspection shall be made in accordance with items outlined on the Form OFA 35, Preventative Maintenance Schedule/Safety Inspection Work Sheet. Once a safety issue is known, and not more than 48 hours thereafter, the assigned operator shall have the State vehicle delivered for repair through a State-approved automotive repair shop. The preventative maintenance and repair information shall be logged in the Automotive (Automobile) Maintenance Form STDStandard Form (DGS). 271, which is to be kept in the State vehicle’s glove compartment. Maintenance receipts for the vehicle shall be maintained for three years. Forms OFA 35, Preventative Maintenance Schedule/Safety Inspection Work Sheet, and STDStandard Form (DGS). 271 can be accessed at http://www.dgs.ca.gov/ofam/Forms.aspx.

Approved vendors for all oil changes, repairs, and routine maintenance require direct invoicing. OFAM preapproved vendors, can be found via: https://www.dgs.ca.gov/OFAM/Resources/Page-Content/Office-of-Fleet-and-Asset-Management-Resources-List-Folder/Guide-to-Resolving-Mobile-Equipment-Problems. The OFAM strongly encourages State drivers, where practical, to utilize authorized vendors offering re-refined oil for oil change services. Visit the OFAM website at: https://www.dgs.ca.gov/OFAM for facts on re-refined oil. The Parole Administrator shall inspect each assigned vehicle on a monthly basis to ensure the vehicle has not been damaged. Disciplinary action may be taken if it is determined the damage to the vehicle is due to the vehicle operator’s neglect. The vehicle operator may be responsible for the repair costs of the vehicle.

In the event of vehicle damage due to the vehicle operator’s neglect, the CDCRCalifornia Department of Corrections and Rehabilitation Form 1617, Memorandum shall be uploaded to the designated CDCRCalifornia Department of Corrections and Rehabilitation database and submitted to the Regional Headquarters Employee Relations Office and the Chief Deputy Regional Administrator for further review.

There is 24-hour emergency roadside service available by contacting the National Automobile Club at (800) 600-6065.

State vehicles driven by staff are insured through the State Motor Vehicle Liability SelfInsurance Program. Personal vehicles owned, leased, or rented by the employee, which are approved for use on State business (hereafter referred to as “personal vehicles”) shall be insured through personal insurance. 

All accidents involving vehicles that are Department of General Services (DGSDepartment of General Services) leased, CDCRCalifornia Department of Corrections and Rehabilitation-owned, commercial (rental) vehicles being driven while on state business or personal vehicles while on state business must be reported to the DGSDepartment of General Services Office of Risk and Insurance Management (ORIM) on the STDStandard Form (DGS). Form 270, Vehicle Accident Report and STDStandard Form (DGS). Form 274, State Driver Accident Review within 48 hours of the occurrence or within 24 hours of occurrence if there is injury to any person.  

The authorized driver of any vehicle while on state business shall immediately report all traffic accidents to the California Highway Patrol (CHPCalifornia Highway Patrol) or other local law enforcement agencies. Staff shall obtain a copy of the CHPCalifornia Highway Patrol or local law enforcement accident report. The agency’s accident report shall be forwarded to the driver’s supervisor, who shall forward the report to the regional vehicle coordinator or other staff responsible for issuing the state vehicle in order to obtain repairs or replace the vehicle, if needed.

Department staff who are driving any vehicle for state business and are involved in an accident shall gather the following personal information from the driver(s) of any other vehicle(s) involved in the accident: name, address, driver’s license number, and insurance information. At the accident scene, do not admit fault or make any promises that the state will pay for any damages.   

If safe to do so, take photographs at the accident scene to include damages to the state or personal vehicle, and the other parties’ vehicle(s), property, etc.

When driving a state-owned vehicle, the employee should obtain the other driver’s personal information using the STDStandard Form (DGS). Form 269, Accident Identification Card, located in the storage compartment of all State-owned vehicles.   

• Complete the front portion of the STDStandard Form (DGS). Form 269 and give it to the driver of the other vehicle. Retain the remaining portion of the completed STDStandard Form (DGS). Form 269 and submit to the supervisor, who shall use this portion to complete other required accident reporting forms.

• Follow any additional instructions found on the STDStandard Form (DGS). Form 269.

If the accident resulted in bodily injury, or if there is significant damage to property, the accident must be reported immediately by telephone to the ORIM. In all instances, the driver’s supervisor must review the circumstances of the accident as reported on the STDStandard Form (DGS). Form 270, complete the STDStandard Form (DGS). Form 274, and forward both forms, along with any additional accident-related documentation (e.g., accident scene photographs, diagrams, map coordinates, traffic collision report, etc.) to the ORIM via email at claims@dgs.ca.gov within 48 hours of occurrence, or within 24 hours of occurrence if there is injury to any person. The ORIM contact information is as follows: 

All vehicle accident reports shall also be forwarded via email to the Office of Legal Affairs, Compliance, Accountability, and Risk Management Team at m_OLA_Accountability_Compliance_Team@cdcr.ca.gov and the Office of Business Services, Fleet Management Unit’s general inbox FMU@cdcr.ca.gov.

When the accident involves a personal vehicle damaged while conducting official state business, the employee shall also contact their private insurance carrier. If reimbursement for the cost of repair is sought, the employee must provide receipts and file a travel expense claim (TECTravel Expense Claim) via the process outlined in the DGSDepartment of General Services, State Administrative Manual Section 0757, Reimbursement for Damage to Privately-Owned Vehicle. Information and claim forms are available at https://www.dgs.ca.gov.

When the accident involves a commercial (rental) vehicle driven while on state business, the employee shall also contact the commercial rental company that is the owner of the vehicle.

A copy of both forms STDStandard Form (DGS). 270 and STDStandard Form (DGS). 274 (along with any additional accidentrelated documentation) shall also be forwarded to the Chief Deputy Regional Administrator, via the regional vehicle coordinator and uploaded to the designated CDCRCalifornia Department of Corrections and Rehabilitation database for tracking state vehicle accidents. Copies shall also be retained by the Parole Administrator and the supervisor at the local level. The supervisor shall ensure that all assigned State vehicles are adequately stocked with STDStandard Form (DGS). Form 269, STDStandard Form (DGS). Form 270, and STDStandard Form (DGS). Form 274. The referenced STDStandard Form (DGS). forms are available online at http://www.dgs.ca.gov/ofam/Forms.aspx.

If a state employee, supervisor, or Health and Safety Coordinator is contacted directly by the other driver involved in the accident, their insurance company, or their attorney, do not provide them with any statements regarding the motor vehicle accident and do not advise them that their claim will be accepted or paid. Refer the driver/party to ORIM directly at:

Emergency Roadside Assistance 

• Owned/Leased State Vehicles: 

  • Use 24 Hour Emergency Roadside services by contacting the National Automobile Club Roadside Assistance as outlined in the Department of General Services Office of Fleet and Asset Management pamphlet titled “Fleet Fast Facts and Call Center.” These pamphlets shall be included with every state vehicle. Approved emergency services include mechanical first aid, battery service, tire change, fluid service, lockout, and towing. Costs are able to be paid utilizing the Fleet Card associated with the vehicle.

• Commercial Rental Vehicles:

  • Roadside Emergency Services are provided and covered by the Statewide Contracted Vendor.

• Personal Vehicles:

  • Employees authorized to utilize a personal vehicle on official state business (completion of STDStandard Form (DGS) 261 and Defensive Driver Training) are to use their own insurance, or services for emergency roadside assistance when operating a personal vehicle on state business. State employees are responsible for associated costs.

It is DAPODivision of Adult Parole Operations (formerly P&CSD)’s expectation that all vehicle operators adhere to all applicable laws and rules regarding safe driving. The driver is responsible for any citations, parking tickets, moving violations, and/or bridge toll road evasion fines while operating a State or rental vehicle.

For leased vehicles, the driver shall notify OFAM as soon as operationally possible after being issued a citation while operating a State vehicle by calling the Fleet Services Call Center at (855) 611-OFAM (6326).

All DAPODivision of Adult Parole Operations (formerly P&CSD) employees who conduct official State business in a State vehicle shall successfully complete the Defensive Driver Training Program initially upon assignment of a State vehicle and every four years thereafter in accordance with the SAMState Administrative Manual, section 0751. Employees must maintain a valid defensive driver certificate whenever operating a State vehicle and shall produce this copy upon request. Supervisors shall ensure employees who drive on State business are current in their defensive driver training. A copy shall be placed in the employee’s supervisory file. The supervisor shall ensure the defensive driving certificate along with the CDCRCalifornia Department of Corrections and Rehabilitation Form 844, Training Participation Sign-In Sheet, is uploaded to the designated CDCRCalifornia Department of Corrections and Rehabilitation database and a copy is forwarded to the regional training coordinator. Course scheduling information may be obtained by accessing the DGSDepartment of General Services website and completing the online course at: https://ddt.dgs.ca.gov/.

Any State vehicle modifications require prior approval from the Chief Deputy Regional Administrator. Requests for State vehicle modifications will be processed through the regional vehicle coordinator and a DGSDepartment of General Services inspector. The Form OFA 155, Equipment Modification Request will be required for approval along with the appropriate quotes from DGSDepartment of General Services-approved vendors. All approved and/or disapproved forms shall be uploaded to the designated CDCRCalifornia Department of Corrections and Rehabilitation database.

The DAPODivision of Adult Parole Operations (formerly P&CSD) Director or designee shall ensure that this Article is current and accurate.