R27-3-10. Use Requirements for Monthly Lease Vehicles

  (1) Agencies that have requested and received monthly lease options on state vehicles shall:

  (a) Ensure that only authorized drivers operate monthly lease vehicles.

  (b) Report the correct odometer reading when refueling the vehicle. In the event that an incorrect odometer reading is reported, agencies shall be assessed a fee whenever the agency fails to correct the mileage within three (3) business days of the agency's receipt of the notification that the incorrect mileage was reported. When circumstances indicate that there was an intentional falsification of the vehicle's actual odometer reading at the time of refueling, a fee shall be assessed to the agency even though the agency corrected the error within three (3) days of the notification.

  (c) Return the vehicle in good repair and in clean condition at the completion of the replacement cycle period or when the vehicle has met the applicable mileage criterion for replacement, reassignment or reallocation.

  (i) Agencies shall be assessed a detailing fee for vehicles returned that are in need of extensive cleaning.

  (ii) Agencies shall pay the insurance deductible associated with repairs made to a vehicle that is damaged when returned.

  (d) Return the vehicle unaltered and in conformance with the manufacturer's specifications.

  (e) Pay the applicable insurance deductible in the event that monthly lease vehicle in its possession or control is involved in an accident.

  (f) Not place advertising or bumper stickers on state vehicles without prior approval of the division.

  (2) The provisions of Rule R27-4 shall govern agencies when requesting a monthly lease.

  (3) Under no circumstances shall the total number of occupants in a monthly lease full-size passenger van exceed ten (10) individuals, the maximum number recommended by the Division of Risk Management.