THE SCHOOL BOARD
MIAMI-DADE COUNTY, FLORIDA
Mr. Agustin J. Barrera, Chair
Dr. Martin Karp, Vice Chair
Mr. Renier Diaz de la Portilla
Ms. Evelyn Langlieb Greer
Ms. Perla Tabares Hantman
Dr. Robert B. Ingram
Ms. Ana Rivas Logan
Dr. Marta Pérez
Dr. Solomon C. Stinson
Superintendent of Schools
Rudolph F. Crew, Ed.D.
MIAMI-DADE COUNTY PUBLIC SCHOOLS
Policies & Procedures
The following guide is issued to assist employees in
understanding the legal and tax consequences, as
well as the limitations and responsibilities of
employees that are assigned Miami-Dade County
Public Schools vehicles. This manual can be found
online at http://ehandbooks.dadeschools.net
THIS MANUAL SHOULD BE KEPT IN THE
VEHICLE’S GLOVE COMPARTMENT AT ALL
MIAMI-DADE COUNTY PUBLIC SCHOOLS
DISTRICT POLICIES & PROCEDURES
I. Statutes.................................................................................................... 1
II. Vehicle Acquisition...................................................................................... 1
III. Vehicle Assignment, Temporary Vehicles & Vehicle Transfers ......................... 1
IV. Motor Pools................................................................................................ 2
V. Insurance & Liability ................................................................................... 2
VI. Authorized Use of Miami-Dade County Public Schools Vehicles ....................... 3
VII. Tolls, Parking Fees & Traffic Violations ......................................................... 4
VIII. Fuel........................................................................................................... 4
IX. Fuel Credit Card ......................................................................................... 5
X. Vehicle Maintenance ................................................................................... 6
XI. Taxable Income Implication to Employees .................................................... 7
XII. Monthly Mileage Reporting Procedures ......................................................... 7
XIII. Annual Lease Valuation Method of District-Owned Vehicles ............................ 8
XIV. Appendices ................................................................................................ 9
Policies & Procedures
Florida Statutes Section 1001.32 (3), states, “Responsibility for the administration and management
of the schools and for the supervision of instruction in the district shall be vested in the superintendent
as the secretary and executive officer of the district school board, as provided by law.”
Pursuant to Section B-13 School Board Vehicles, in the Manual of Procedures for Managerial Exempt
“The Superintendent of Schools is authorized to assign School Board
vehicles to selected administrators when necessary for the performance
of their duties and in the best interest of the school system. The school
system will provide maintenance and gasoline for these vehicles.”
II. Vehicle Acquisition
Vehicles are purchased according to need, age, mileage and general condition as evidenced by individual
vehicle maintenance logs. Every effort will be made to maintain the vehicle in optimum working
condition during its serviceable life. Purchases of vehicles will be done through the normal budgetary
and purchasing processes. Vehicle acquisition, replacement, or transfers must be authorized by the
Deputy Superintendent for Business Operations.
III. Vehicle Assignment, Temporary Vehicles & Vehicle Transfers
The Superintendent may delegate his authority to assign vehicles. Vehicles will be assigned to the
Superintendent’s cabinet, regional superintendents and selected District staff based on job responsibilities
as approved by the Superintendent or his designee. Business Operations will review assigned vehicles on
an annual basis. When a vehicle is assigned, each employee will receive a copy of this manual, which
contains important contact numbers, such as, designated Transportation Vehicle Maintenance shops,
after-hour tow truck companies, and liability insurance information. Additionally, the employee will
receive a vehicle registration, insurance cards, and spare keys. This manual should be kept in the
vehicle’s glove compartment at all times.
The Department of Transportation will complete an outgoing property form and a vehicle acceptance
form. The vehicle acceptance form acts as a checklist that all documentation and pertinent property has
been delivered to the employee at the time of assignment. The employee should review the vehicle
acceptance form to ascertain that all the information is correct and sign the form. The mileage
recorded on this form will be your beginning mileage. The Department of Transportation is then
responsible for forwarding a copy of said form to the Office of the Controller, Vehicle Log Section – SBAB,
Employees who are assigned vehicles are ultimately responsible for notifying the Vehicle Log Section at
(305) 995-1671 of their assignment in a timely manner. An employee can only have one vehicle assigned
to him/her at a time. At no time should any employee assigned a District-owned vehicle loan
their vehicle to anyone, including, but not limited to relatives, friends, or any other school
If another vehicle is a temporarily assigned (“loaner”), the change must be documented on the monthly
mileage log. The log should indicate the beginning and ending odometer readings, as well as, the
business miles driven for the temporary assigned vehicle.
M-DCPS vehicles are assigned to a specific location or to an individual. Transfers within the same
location should be notified to Property Accounting—(305) 995-2285, as well as, to the Vehicle Log
Section (305) 995-1671. Vehicle transfers to another work location need to be reported on Outgoing
Control Equipment Forms with copies forwarded to Property Accounting (SBAB Room #656) and to the
Vehicle Log Section (SBAB Room #650). All Outgoing Control Equipment forms should include the
vehicle’s mileage at the time of transfer or assignment. In addition, any changes in the assigned vehicles
should be documented on the Monthly Automobile Log of each individual prior to submission to the
Vehicle Log Section.
Every 90 days, the Vehicle Log Section and Property Accounting will compare and update vehicle
assignments to ensure that all assigned vehicles are being properly accounted.
Misuse of District-owned vehicles by employees may result in confiscation of vehicle and
loss of privileges.
IV. Motor Pools
The SBAB Building Operations has a small motor pool for temporary use by employees who have to
travel to different locations. These vehicles are also used as “loaners” when take-home vehicles are
being serviced by the Miami-Dade County Public Schools Department of Transportation. All provisions of
the vehicle use policy are applicable during this assignment. Additionally, each Regional Center will be
provided with two pool vehicles to be used by Regional Center directors to support the operations and
monitoring of the schools. The Maintenance department also has a small pool of vehicles to be used by
maintenance administrators who visit work sites as part of their regular duties or attend assigned District
meetings. All pool vehicles are to remain at the work location at the close of business on a daily basis.
At no time should any employee take pool vehicles home, unless vehicle is a “loaner” per
V. Insurance & Liability
The Board’s liability insurance program and the limited immunity provided to the Board and its
employees, pursuant to the provisions of Florida Statutes Section 768.28, is limited to injury or loss of
property, personal injury, or death caused by the negligent or wrongful act or omission of any employee
while acting within the scope of the employee’s office or employment function with the Board.
As such, the liability of a Board employee resulting from or during the personal use (incidental or
otherwise), of a Board-provided vehicle is not covered by the Board’s liability insurance program.
All Board provided vehicles should have two Miami-Dade County Public Schools Vehicle Information cards
kept in the glove compartment, along with other required forms. An example of this card is provided:
MIAMI-DADE COUNTY PUBLIC SCHOOLS
VEHICLE IDENTIFICATION INFORMATION
Governmental Miami-Dade County Public Schools
The above political subdivision/government agency is self-funded under FSA
163.01, FSA 768.28, Florida Session Law 87-134, and the FSA 324.051 (2) (a)
In the case of an accident, please contact your work site supervisor and the
Office of Risk and Benefits Management immediately.
Physical damage coverage is provided only on a catastrophic basis; therefore, any repairs to a District-
owned vehicle resulting from a collision, vandalism, etc. must be handled through Transportation Vehicle
Maintenance. However, a School Police Accident Report (SPAR) should be filed with the Division of
School Police for any damage to your assigned vehicle.
In the event of an accident, or other occurrence whereby proof of insurance is required, this vehicle
information card should be provided to the appropriate authorities (i.e. local or state police). It is also
important to promptly notify the Office of Risk and Benefits Management in order to establish a claim.
Employees should also call the Division of School Police at (305) 995-COPS (2677) and generate a School
Police Accident Report (SPAR) incident number. A copy of the traffic accident report provided by the
local authority must be provided to Office of Risk and Benefits Management and Division of School Police.
Because of the inability to always determine personal use from business use, it is strongly
recommended that employees with Board-provided vehicles endorse their individual personal
automobile insurance policy by adding liability coverage for “non-owned and hired vehicles”.
Additional information and vehicle identification cards can be provided by calling the Office of Risk and
Benefits Management at (305) 995-7182.
VI. Authorized Use of Miami-Dade County Public Schools Vehicles
Official use of vehicles includes, but is not limited to, travel to and from:
2. Related meetings
5. School sites
6. M-DCPS non-school work sites
7. Delivery of reports or documents
8. Other school business requiring out-of-county travel that has been approved prior to the
date of travel
VII. Tolls, Parking Fees & Traffic Violations
District provided toll transponders (Sun Pass) are to be used for official business only. Accordingly, toll
transponders are not to be used for unauthorized purposes, to include, but not limited to:
•Toll usage not within the scope of M-DCPS duties.
•Toll usage for personal business, or commuting to and from your home.
•Toll usage for out-of-county travel, unless it directly corresponds to an
on-line travel request.
Lost or stolen transponders must be reported to the Office Manager of the Department of Transportation
at (305) 234-3365. This would facilitate the deactivation of the unit and prevent any further liability to
the District on the missing equipment. In addition, transponders can be replaced by paying the
applicable fee. Therefore, when requesting a replacement, please make a check payable to Miami-Dade
County Public Schools for the applicable amount and send to the attention of the Office Manager of the
Department of Transportation, via school mail - Location 9230, or to the Department of Transportation,
15401 SW 117 Avenue, Miami, Florida 33177.
Employees may also pay tolls and parking fees themselves. These fees are generally reimbursed to the
employee if paid during the course of conducting official business. The employee must submit original
documentation (i.e., receipts) as proof of expenses on the In-County Travel Form forwarded to the
Payroll Department, Mail Code 9999 - SBAB, Room#607, Location 9321 to the attention of the Travel
Reimbursement Section. Any questions regarding reimbursements should be directed to the Travel
Reimbursement clerk at (305) 995-1675.
Traffic or parking violations are not covered by M-DCPS. The employee must pay for such violations,
whether or not they were incurred during business related activity.
Fuel is available 24 hours/7days a week at one of the following Transportation Vehicle Maintenance
shops. Employees are strongly urged to fuel at these sites whenever convenient as it results in savings
to the District.
Garage Telephone Numbers
Central East 7011 S.W. 4th St. 786 275 0711
North 16150 N. W. 42nd Ave. 305 625 1531
South 660 S.W. 3rd Ave. 305 248 2627
Northeast 5901 N. W. 27th Ave. 305 633 1433
Southwest 11601 S. W. 160th St. 305 278 5120
Redland 24601 S.W. 160th Ave. 305 248 5243
J. Schee 2755 N. W. 122nd St. 305 681 7989
*Central West at 13775 N. W. 6th St. – 305 554 6182
will be added to the list upon completion of the new terminal.
IX. Fuel Credit Card
The District issues a fuel fleet card to those employees that have been assigned a District-owned vehicle
and to schools providing a driver’s education program. Cards assigned to the Division of Life Skills and
Special Projects for use in the driver’s education program will be handled as follows:
High school principals assume custody of the gas card and designate the driver education
teacher who will use the card. The card is to be kept in the school treasurer’s office when not in
A log will be kept to track usage of the fuel
At times it may be impractical for employees to fuel at the District’s fueling sites due to logistical
limitations, the fuel credit card is to serve only as a secondary fueling source and employees are highly
encouraged to fuel at District-owned fueling sites.
In order to obtain a fuel credit card a written request must be sent to the Office of the Controller, Cost
and Business Services, Room #656 from the employee who has been issued the vehicle or from the
District Supervisor, Division of Life Skills for the driver’s education program. The memo should include
the requestor’s name, title, employee ID#, location and telephone number. All fuel credit cards will be
issued in the name of Miami-Dade County Public Schools employee or in the name of the school offering
driver’s education classes. No blank cards will be issued. Prior to the fuel credit card being issued,
verification will be obtained that the applicant has been issued a District-owned vehicle or that the school
requesting the card offers driver’s education classes.
Fuel Credit Cards will be received within seven to ten business days after the request is received and
processed. The Office of the Controller, Cost and Business Services receives all cards. The employee
will be contacted to pick-up the card and required to sign a receipt to acknowledge that he/she has
received the fuel credit card.
Fuel Credit Card Replacement/Cancellation
Lost or stolen fuel credit cards must be immediately reported to the Office of the Controller,
Cost & Business Services at (305) 995-3006 in order to limit the District’s liability.
Occasionally, fuel credit cards must be replaced or cancelled due to problems with the magnetic strip,
lost/theft, or normal wear and tear. In order to receive a replacement fuel credit card, a written request
must be sent to the Office of the Controller, Cost and Business Services, Room #656, requesting the card
be reissued. The memo should include the requestor’s name, title, employee ID#, location, telephone
number, account number, and reason for replacement.
Fuel Credit Cards will be cancelled as follows:
• When the District terminates the cardholder.
• When the cardholder is no longer issued a District-owned vehicle.
• When a school no longer provides driver’s education classes.
All cancelled cards are to be cut in half and returned to the Office of the Controller, Cost and Business
Services, Room #656 before issuance of a replacement card. The fuel credit card company will be
notified immediately to cancel and deactivate the card upon our knowledge of any of the above three
It is the responsibility of the employee and the District Supervisor, Division of Life Skills if issued a
District-owned vehicle to notify the Office of the Controller, Cost and Business Services, Room #656
when possession of the vehicle changes. If an employee separates from service, the immediate
supervisor of the employee must promptly return the card to the Office of the Controller for cancellation
Monthly Fuel Credit Card Reconciliation
• The fuel credit card user must retain all original fuel charge receipts or invoices.
• A copy of the monthly fuel credit card statement will be sent via email from the Office of
the Controller, Cost and Business Services.
• Each fuel credit card user must reconcile all charges on the statement with
corresponding receipts to ensure accuracy of the payment to the fuel credit card
company. Once validated, the credit card user must acknowledge the accuracy of the
statement via e-mail communication to the Office of the Controller, Cost and Business
Services. All discrepancies are to be researched and resolved by the cardholder within 10
days of notification.
• Each fuel credit card user MUST keep all the above documentation on file for audit
purposes at their site/department.
X. Vehicle Maintenance
All assigned vehicles will undergo a comprehensive inspection by the Miami-Dade County Public Schools
Department of Transportation. This inspection will vary depending upon mileage driven. The majority of
assigned units are scheduled for inspection every 120-calendar days. This may vary for high mileage
vehicles that may travel a higher number of miles between intervals. Employees with assigned vehicles
will receive a call from their designated Transportation Vehicle Maintenance Shop to schedule the
vehicle’s inspection. Whenever possible, depending on availability, a loaner vehicle will be provided.
If the assigned vehicle breaks down or requires additional repairs between its regularly scheduled
maintenance, employees must call their designated Transportation Vehicle Maintenance shop (see
Important Phone Number Listings or the Information Card provided at the time the vehicle was
assigned). If the vehicle cannot be moved, a tow truck will be provided. Please provide as much
information as possible about the nature of the breakdown on the Driver’s Request for Repair Form
(DRR-available online). See copy of DRR form in Appendix C.
If a vehicle needs to be towed after regular work hours, please direct the tow company to tow the
vehicle to your nearest Transportation Vehicle Maintenance shop. Security guards are assigned to all
vehicle maintenance shops 24 hours a day, seven days a week and will be able to receive the vehicle.
The vehicle should not be left unattended, therefore, please remain with the vehicle until it is towed
away. There are two towing companies on bid that employees must use when M-DCPS tow trucks are
not available. Due to the fact that these companies change from time to time, please refer to the
information provided to you at the time of assignment. If there is a change in towing companies, the
updated information will be provided to you via e-mail by the Department of Transportation.
There is always one person from the Department of Transportation that is on call 24 hours. Therefore, if
you need additional assistance, you may contact the Department of Transportation at the telephone
numbers listed on page 9 (see Important Phone Number Listings or the Information Card).
If the vehicle is not going to be towed until the next day, the employee should take all precautions
possible to secure the vehicle.
XI. Taxable Income Implication to Employees
When an employer provides a vehicle to an employee that is available for the employee’s personal use,
that availability is generally considered to be a taxable fringe benefit. Vehicle expenses incurred
commuting between an employee’s home and the employee’s main or regular place of
business (including weekends and holidays) are non-deductible personal expenses. An
employer is required by the Internal Revenue Service (IRS) to include the value of personal
use of an employer assigned vehicle, in the employee’s wages for income and employment
When a vehicle is used for both business and personal purposes, (i.e.,
commuting between home and your assigned post of duty) an allocation
between the two types of use is required to be made on the basis of the
number of miles driven. The portion allocable to the employee’s
personal use is taxable. The portion allocable to business use is
excludable from the employee’s income.
Employees will be responsible for taxable income resulting from personal use of the vehicle derived from
1. Mileage between your home and your main or normal place of business and back home
(including weekends and holidays). This is considered personal commuting expenses, and will
result in taxable income to the employee.
2. Any additional mileage you might incur between two business related stops that would be
personal in nature. For example, if you are visiting two different schools and you run a personal
errand in between those visits. The additional mileage incurred would be considered taxable.
3. Personal use of a vehicle constitutes all travel that is not for the expressed or implied benefit of
Miami-Dade County Public Schools.
In cases of personal use, please read the section regarding insurance and liability coverage for further
XII. Monthly Mileage Reporting Procedures
According to the Internal Revenue Tax Code, a taxpayer is required to substantiate an employer-assigned
vehicle’s business expenses by providing adequate records. Accordingly, a Monthly Automobile Log (FM-
4817) is the official record to be used to report vehicle mileage. This log is available on the intranet and
can be filled out on your computer at http://forms.dadeschools.net/webpdf/4817.pdf
The following procedures should be observed in recording daily travel usage. These procedures meet the
minimum recording requirements of the IRS.
On the first and last day of each month, the odometer reading should be recorded in the
space provided on the top right corner of the Monthly Automobile Log
During the month, only miles driven for School Board official business should be
recorded in the log.
Each official business entry in the mileage log must be substantiated with a purpose for
Mileage must be rounded to the nearest whole number. At no time should tenths of
miles be used.
Monthly Automobile logs need to be signed by the immediate supervisor on a monthly
The difference between the total miles traveled during the month and the total number of miles traveled
on business will constitute personal use miles. This mileage will be used to compute the employee’s
taxable fringe benefits from the use of a District-owned vehicle. At no time, should any employee include
as business mileage travel to or from their home to an alternate work location, unless there is excess
mileage (business miles in excess of the round trip commute between your home and your normal place
The following web site should be used to identify the reportable mileage between two points:
The Monthly Automobile Log should be remitted each month to the Office of the Controller, Mail Code
9999 - SBAB, Room #650, to the attention of the Vehicle Log Section, no later than the 15th of the
following month. The monthly automobile log must be typed and signed before being
submitted by the deadline date. Any mileage log received that lacks the appropriate information will
In October of each year, a memorandum will be sent via e-mail, for the employee to attest to their
ending mileage on October 31.
A determination will be made as to the amount of additional compensation to be included in the current
year W-2 wages. The amount is based on the personal use of the vehicle from November of
the previous year through October of the current year. Accordingly, the mileage for
November and December of the current year will be reported in the following year’s W-2
All uses by an employee assigned a District-owned vehicle can be treated as personal use
and reported as compensation if:
1) The employee fails to provide a Monthly Automobile Log (FM-4817)
2) The employee’s records are inaccurate
3) The employee reports no business use
XIII. Annual Lease Valuation Method of District-Owned Vehicles
The amount included in an employee’s wages for income and employment tax purposes, due to personal
use of a M-DCPS provided vehicle, is determined by the approximate fair market value of the vehicle.
Generally, this value is determined by using the lease valuation method. A vehicle’s annual lease value is
based on the fair market value of the vehicle when it is first available for personal use and is determined
under the annual lease value table published by the IRS. Fair market value will be determined using Kelly
Blue Book valuation.
The IRS table is based on a four-year lease term. The annual lease value taken from the table must be
used for each of the three subsequent years if the vehicle continues to be available to the employee. At
the beginning of the fifth year (and every four years thereafter) the annual lease value will be
recalculated based on the fair market value of the vehicle taking into consideration the vehicle’s age and
mileage. A recalculation will also be made if a vehicle is transferred to another employee, based on the
fair market value as of the year the transfer occurred.
The annual lease value table does not include the value of employer-provided fuel. Employer-provided
fuel must be included in the employee’s gross income, in addition to the annual lease value. At the time
of printing, the current rate of 5.5 cents per personal mile is imposed in accordance with IRS guidelines.
This amount is subject to change as determined by IRS regulations.
For your convenience included are supplemental attachments for your reference:
Appendix A: Important Telephone Numbers
Appendix B: M-DCPS Monthly Automobile Log
This form was designed to record the business (and personal) mileage use of District-owned
vehicles, and may be duplicated as often as needed. It may also be obtained via the intranet
Appendix C: Driver’s Request for Repair Form (DRR)
This form should be used to report mechanical problems related to your assigned vehicle. The
attached copy of the form is supplied to serve as a point of reference. This form must be printed
in triplicate and may be obtained online at http://forms.dadeschools.net.
If additional information is needed, please contact the Office of the Controller, Vehicle Log Section at
IMPORTANT TELEPHONE NUMBERS
Department of Transportation (305) 234-0849
Department of Transportation (after hours) (786) 229-1969
(Department of Transportation (Sun Pass) (305) 234-3365
Office of Risk and Benefits Management (305) 995-7155
Gallagher-Bassett Services, Inc.(8:30am-4:30pm) (305) 995-7449
Gallagher-Bassett Services, Inc. (4:30pm-8:30am) 1-800-428-5428
Division of School Police (24hours) (305) 757-0514
Vehicle Log Section (305) 995-1671
Cost & Business Services (Fuel Credit Card) (305) 995-3006
TRANSPORTATION VEHICLE MAINTENANCE SHOPS
Office Tel. Garage Tel.
Central East 7011 S.W. 4th St. (786) 275-0712 (786) 275-0725
North 16150 N. W. 42nd Ave. (305) 627-0675 (305) 625-1531
South 660 S.W. 3rd Ave. (305) 248-2657 (305) 248-2627
Northeast 5901 N. W. 27th Ave. (305) 633-1811 (305) 633-1433
Southwest 11601 S. W. 160th St. (305) 278-5117 (305) 278-5120
Northwest 9900 N. W. So. River Dr. (305) 887-1318 (305) 889-0782
Central West 13775 N. W. 6th St. (305) 554-1176 (305) 554-6182
Redland 24601 S.W. 160th Ave. (305) 248-4150 (305) 248-5243
J. Schee 2755 N. W. 122nd St. (305) 953-2062 (305) 681-7989
The School Board of Miami-Dade County, Florida, adheres to a policy of nondiscrimination in
employment and educational programs/activities and programs/activities receiving Federal financial
assistance from the Department of Education, and strives affirmatively to provide equal opportunity for
all as required by:
Title VI of the Civil Rights Act of 1964 - prohibits discrimination on the basis of race, color,
religion, or national origin.
Title VII of the Civil Rights Act of 1964, as amended - prohibits discrimination in employment
on the basis of race, color, religion, gender, or national origin.
Title IX of the Education Amendments of 1972 - prohibits discrimination on the basis of
Age Discrimination in Employment Act of 1967 (ADEA), as amended - prohibits
discrimination on the basis of age with respect to individuals who are at least 40.
The Equal Pay Act of 1963, as amended - prohibits sex discrimination in payment of wages to
women and men performing substantially equal work in the same establishment.
Section 504 of the Rehabilitation Act of 1973 - prohibits discrimination against the disabled.
Americans with Disabilities Act of 1990 (ADA) - prohibits discrimination against individuals
with disabilities in employment, public service, public accommodations and telecommunications.
The Family and Medical Leave Act of 1993 (FMLA) - requires covered employers to provide
up to 12 weeks of unpaid, job-protected leave to "eligible" employees for certain family and
The Pregnancy Discrimination Act of 1978 - prohibits discrimination in employment on the
basis of pregnancy, childbirth, or related medical conditions.
Florida Educational Equity Act (FEEA) - prohibits discrimination on the basis of race, gender,
national origin, marital status, or handicap against a student or employee.
Florida Civil Rights Act of 1992 - secures for all individuals within the state freedom from
discrimination because of race, color, religion, sex, national origin, age, handicap, or marital
School Board Rules 6Gx13- 4A-1.01, 6Gx13- 4A-1.32, and 6Gx13- 5D-1.10 - prohibit
harassment and/or discrimination against a student or employee on the basis of gender, race,
color, religion, ethnic or national origin, political beliefs, marital status, age, sexual orientation,
social and family background, linguistic preference, pregnancy, or disability.
Veterans are provided re-employment rights in accordance with P.L. 93-508 (Federal Law) and Section
295.07 (Florida Statutes), which stipulate categorical preferences for employment.