R27-4-8. Vehicle Class Differential Upgrade

  (1) For the purposes of this rule, requests for vehicles other than the SSFV established by the division that result in an increase in vehicle cost shall be deemed a vehicle class differential upgrade. For example, a vehicle class differential upgrade occurs when, regardless of additional features and/or miscellaneous equipment:

  (a) The replacement vehicle requested by the agency, although within the same vehicle class as the vehicle being replaced, is not the standard replacement vehicle established by the division for that class; or

  (b) The agency requests that a vehicle be replaced with a more expensive vehicle belonging to another class. For example, when an agency requests to have a standard 1/2-ton truck replaced with a standard 3/4-ton truck, or a compact sedan be replaced with a mid-size sedan.

  (2) Requests for vehicle class differential upgrades shall be made in writing and:

  (a) Present reasons why the upgrades are necessary in order to meet the agency's needs; and

  (b) Shall be signed by the requesting agency's director or the appropriate budget or accounting officer.

  (3) All requests for vehicle class differential upgrades shall be subject to review and approval by the director of the division or the director's designee. Vehicle class differential upgrades shall be approved only when:

  (a) In the judgment of the director of the division or the director's designee, the requested vehicle upgrade is necessary and appropriate for meeting the demands of changing operational needs for which the planned replacement vehicle is clearly inadequate or inappropriate;

  (b) In the judgment of the director of the division or the director's designee, the requested vehicle upgrade is necessary and appropriate for meeting safety, environmental, or health or other special needs for drivers or passengers.

  (4) Agencies may petition the executive director of the Department of Administrative Services, or the executive director's designee, for a review in the event that the director of the division or the director's designee denies a request for a vehicle class differential upgrade.

  (5) Agencies obtaining approval for vehicle class differential upgrades at the end of the applicable replacement cycle shall pay to the division, in full, prior to the purchase of the vehicle, a vehicle class differential upgrade rate designed to recover the difference in cost between the planned replacement vehicle and the actual replacement vehicle when the replacement vehicle is a more expensive vehicle belonging to the same or another class.

  (6) Agencies obtaining approval for vehicle class differential upgrades prior to the end of the current vehicle's replacement cycle shall, prior to the purchase of the replacement vehicle, pay to the division, in full, an amount equal to the difference in cost between the actual replacement vehicle and the planned replacement vehicle, plus the amount of depreciation still owed on the vehicle being replaced, less the salvage value of the vehicle being replaced.