Drivers Manual

Georgetown/Orcas Street Motor Pool Shop

206-263-9800

Monday-Friday 6am-4pm

Renton Maintenance and Repair Shop

206-477-2540

Monday-Friday 5am-5pm

Fleet Administration/Motor Pool Vehicle Dispatch

206-477-3880

Motorpool.dispatch@kingcounty.gov

Only King County employees with a valid Washington State driver's license are permitted to operate a King County vehicle. Individuals not employed by the county are prohibited from driving county vehicles without prior written approval from the Deputy King County Executive. (Per Executive Policy FES 12-1-4-EP)

Each agency director, or designee, is responsible for verifying that the agency’s employees have valid Washington State driver’s licenses before authorizing an employee to use a King County vehicle. An employee’s license must cover the class of vehicle that the employee is assigned to operate—for example, a motorcycle license or a commercial driver’s license (CDL) may be required. The Fleet Services Division may request the driving records of any King County vehicle operator from the State Department of Licensing. Employees may have to meet additional requirements before using a King County vehicle (for example, drivers operating with a CDL may be required to undergo drug testing).

Every person requesting permission to operate a county Motor Pool Dispatch vehicle must indicate that they have a valid Washington State driver’s license each time they reserve a vehicle.

1. Stop as soon as it’s safe to do so.

2. Serious injuries? Call 911 for medical assistance.

3. Assess the situation. Protect the scene to prevent further injury or damage.

4. Call 911. The dispatcher will tell you if an officer will be sent to the scene.

5. Call a Fleet maintenance shop for assistance and to report the incident:

6. After hours, call and leave a message at one of the shops.

7. Gather data and exchange information with all parties involved and any witnesses. Take photos of accident scene and damage. 

8. Report the vehicle collision to the Office of Risk Management at the scene or immediately after, regardless of the amount of damage. 

9. Notify your supervisor within 24 hours. 

Bodily injury sustained through a vehicle accident by a county employee on county business is covered by the King County self-insured worker's compensation program. The injury must be reported to the safety and claims management office and the employee's supervisor as soon as possible. 

King County is self-insured for automobile liability. Any authorized King County employee acting in good faith within their scope of employment is covered by the county’s self-insured program while driving or riding in a county vehicle.

Government vehicles are exempted from the requirement that vehicles carry proof of insurance papers (see RCW chapters 46.30.020 and 46.29.630).

The public often perceives King County employees as public servants with a duty and authority to assist in emergency situations. King County employees who are not trained professional responders are not obligated to provide medical care or assistance. However, the county offers the following guidance for responding to a severe vehicle accident.

If you observe or come upon the scene of a vehicle accident before professional responders have arrived, and all of these things are true:

• You believe the accident may have resulted in serious injuries; and

• You have a way to summon assistance; and

• You can safely stop your vehicle out of harm’s way.

Your primary concerns, in order, are:

1. Maintain your own safety.
2. Summon assistance.
3. Protect the victim(s) from further injury.
4. Communicate with others to manage the scene until professional responders arrive.

The Automatic Vehicle Location (AVL) System collects the geographic location of a vehicle and transmits data about the vehicle to a user interface in real time. 

All fleet-owned assets are equipped with AVL. The system is used to collect vehicle odometer readings and usage information, to view engine diagnostic data, vehicle speed data, measure vehicle idling, and planning routes and dispatching resources. A full list of AVL uses is available in the AVL Policy. 

The AVL System shall not be used as a tool for random monitoring of employee vehicle operators. Data collected by the AVL System may only be used for the purpose of disciplinary action when there is a good faith reason to do so, based on reasonable suspicion that an employee has committed an offense that could result in discipline.

Employees shall operate all vehicles and equipment and conduct themselves in a manner that reflects the highest regard for the safety of the public, other King County employees, and the property of our community members and organization. As a provider of various public services, King County holds safe operation above all other performance criteria.

When operating county vehicles and equipment, employees shall show every courtesy and consideration to other motorists, cyclists, and pedestrians. Behavior that endangers others will not be tolerated. Unsafe equipment should be reported to the appropriate vehicle maintenance shop manager.

King County defensive driving is required for employees who drive a county vehicle an average of once a month or more. Classroom and online courses are offered periodically through the NeoGov course catalog. 

Five defensive driving habits that will help you drive safely and avoid accidents:

• Get the big picture. Watch over a wide and deep traffic scene rather than any one detail.
• Keep your eyes moving. Move your eyes about every two seconds and much more often in heavy traffic.
• Aim high in steering. Don't focus your attention on the vehicle in front of you. Instead, focus three to four vehicles ahead.
• Make sure that others see you. Get eye contact before taking action. Make sure that other people (drivers, pedestrians, bicyclists, etc.) see you and show by their actions that they are aware of you. 
• Leave yourself an "escape route". Pace yourself so you always have an "out" if trouble develops. Do not follow any moving vehicle ahead of you too closely. Give yourself enough braking distance for stopping. Avoid driving side-by-side with other vehicles or in their blind spots. 

Personal use of county vehicles is prohibited except where reasonably necessary to accommodate the employee’s meals and other physical needs (per Executive Policy 12-1-4-EP).

County vehicles should not be used to transport any person or employee other than the vehicle operator unless that transport is directly related to county business (per Executive Policy 12-1-4-EP).

County vehicles may be driven outside the county or outside the state of Washington on county business. Fuel cards are only valid in Washington, Oregon, Idaho, and Montana. For authorization to fuel outside of these states, contact Fleet to have the state temporarily added on the fuel card. 

If you are pulled over by law enforcement while driving a county vehicle, the officer may ask you for the vehicle’s registration and proof of insurance. The vehicle registration certificate is in the glove compartment of each county vehicle managed by Fleet Services. Per RCW chapters 46.30.020 and 46.29.630 government vehicles are exempt from the requirement to carry proof of insurance. A copy of this certificate of self-insurance is available online.

Vehicle parking and moving violation citations are the responsibility of the vehicle operator. Citation fines must be paid promptly. Employees must report to their supervisor or manager when cited while driving a non-revenue County vehicle or an employee-provided vehicle on County business. If an employee is cited for a moving or parking violation while driving a county vehicle, the employee is responsible for paying any fines (per Executive Policy 12-1-4-EP). If an employee does not pay the fine, the employee’s agency is responsible for paying it.

King County vehicles are not exempt from paying for metered parking. Parking in a space reserved for disabled persons may result in a $250 fine unless a disabled parking permit is clearly visible in the windshield (per RCW 46.19.030).

Employees are responsible for paying any fines resulting from automated photo enforcement of traffic laws. These tickets are mailed to the King County. Fleet Services will forward them to the driver via the driver’s department or division. If the driver of the vehicle cannot be identified, the agency that employs the driver and/or operates the vehicle must pay the fine.

Smoking is prohibited in all county vehicles, per King County Code Section 12.50.030. This includes electronic smoking devices, such as e-cigarettes, hookah pens, e-hookahs, and vaping pens. The use of these devices is prohibited in county vehicles as well as in all places where smoking is prohibited under state law and King County policy. This regulation comes from Title 19 of the Board of Health Code. Using chewing tobacco in county vehicles is also prohibited per Executive Policy 12-1-4-EP. 

It is against the law to use a personal device while driving.

Per RCW 46.61.672 the use of cell phones or other personal electronic devices (whether personally owned or county-provided) while driving any vehicle violates state law and is prohibited. This includes:

• Holding a personal electronic device in either or both hands,

• Using your hand or finger to compose, send, read, view, access, browse, transmit, save or retrieve email, text messages, instance messages, photographs, or other electronic data, 

• Watching a video

There are five exemptions from the infraction

1. A driver summoning emergency services. 

2. A driver operating an authorized emergency vehicle.

3. A transit system employee using a system for time-sensitive relay communication with transit dispatch services.

4. Minimal use of a finger to activate, deactivate, or initiate a function on a device such as hands-free calling or Global Positioning System (GPS) maps. 

5. A commercial motor vehicle driver with a valid CDL using the device within the scope of their employment as allowed by federal law. 

Although using devices in hands-free mode remains legal, even "hands-free" doesn't necessarily mean the driver is distraction free. The law addresses more than just personal electronic devices. It is also illegal to drive dangerously distracted in any manner that interferes with the driver's ability to operate the vehicle safely. 

The County encourages employees to use mobile phones to call for help or to help others in emergencies. However, do not place yourself or others in danger while doing so. If you witness a series auto accident, a crime in progress, or another serious emergency that puts lives in danger, call 911 and give the exact location and other relevant information.

State law requires drivers to secure all loads transported in vehicles or trailers before driving on public roads in Washington (RCW 46.61.655). Even if you are driving a short distance, your load-and any items used to cover or secure the load, such as tarps or straps - must be secured. By taking the time to make sure your load is safe to transport, you can prevent harm to others and save yourself a costly fine. 

For the complete King County executive order, refer to PER 18-9 (AEO). 

Agencies are responsible to pay for all toll charges for the vehicles their drivers operate for county business. Drivers may use Good to Go toll roads for county business in accordance with rules and policies set forth by the Washington State Transportation Commission and Washington Administrative Code 468-270 and at their agency’s discretion. This may include use of Express Toll and High Occupancy Toll (HOT) lanes for county business. Drivers who frequently use toll roads for county business are encouraged to request a Good to Go window sticker from Fleet Services or their agency’s Good to Go account manager.

Tolls associated with Fleet-owned vehicles (i.e. most of the non-revenue fleet) are managed through a Fleet Services Division account. They are automatically paid by Fleet using license plate recognition or the assigned Good to Go window sticker. These charges are passed through to the agency through monthly interdepartmental billing.

Agencies that own their on-road vehicles (e.g. Metro, KCIA and Solid Waste) pay Good to Go directly for any toll charges. They may establish additional related procedures or requirements for drivers.
Authorized take-home vehicle drivers, who use toll roads as part of their commute, must work with their agency to establish procedures to reimburse the County for any commute tolls charged to the agency. This includes reimbursement for Express Toll Lane and/or High Occupancy Toll (HOT) lane charges during commute trips.

All Motor Pool Users must register for WeGo and complete the NeoGov Motor Pool Dispatch training. The training must be successfully completed prior to gaining access to reserve county vehicles in the new system.  

Motor Pool Dispatch Vehicles are available 24 hours a day, seven days a week through the Motor Pool Dispatch online reservation system (WeGO). Please schedule vehicle reservations online if possible, saving telephone reservations for those who lack access to the Internet or e-mail, or for emergencies, such as network failures or severe time constraints. 

Detailed information on picking up a vehicle and returning a vehicle can be found at the Motor Pool Dispatch WeGo How-to Guide. This guide provides comprehensive instructions to ensure a smooth and efficient process. 

When returning a vehicle, ensure it is parked in its assigned space and locked. If the vehicle requires services, cleaning, or refueling, please add a note in the WeGo App or email Fleet Services.

You must inspect the vehicle before you accept it and leave the Motor Pool Dispatch parking area. Walk around the vehicle and examine its exterior to determine its general condition and inspect the interior—including the trunk—to be sure it is clean and free of debris, dirt, and smoke odors.

• Exterior: check the tires (for over-inflation, under-inflation, or extreme wear) and lights, and look for body damage. The applicable tire pressure for each vehicle is listed on a plate on the driver’s-side door jamb or on the glove compartment door.
• Interior: check the mirrors, gauges, horn, wipers, defrosters, lights, emergency equipment, and seat belts, and secure all loose objects. Clean the windows and mirrors if necessary.
• Do a test stop to check the brakes.

Report any problems or concerns to the Fleet Services Division at 206-477-3880 or motorpool.dispatch@kingcounty.gov.

Take-home vehicle booking is available for occasional use and must be approved before booking the vehicle. The frequency of these bookings should be less than 12 times (on average) per quarter. Users are required to report commute mileage as a taxable benefit. 

After approval by the employee's supervisor and department director, the Occasional Take-Home Vehicle Booking Approval Form should be submitted to Fleet Services.

Drivers are responsible for ensuring that their vehicles are adequately fueled, both before leaving and before returning the vehicles to the garage. Each vehicle must be returned with no less than half a tank of fuel. If a driver returns a dispatch vehicle with low fuel:

• First Instance of not refueling: The driver will receive an email reminder to refuel.
• Second Instance of not refueling: The driver and their supervisor will receive an email reminder.
• Third instance (and each subsequent instance): The driver and their supervisor will receive an email and POETA on file will be charged $50.

Report any fueling problems to the Fleet Services Division at 206-477-3880.

MPD charges for all reservations, used or not, so please be sure to edit and cancel your bookings accordingly.

A vehicle may be assigned to a single employee or retained by an agency for use by several employees at the division or agency leadership's discretion.

On a case-by-case basis, employees may obtain authorization for occasional take-home use, or approval for a take-home vehicle assignment. In either case, they must provide justification and prior written approval from the department director or their authorized representative. King County Code 3.30.020 defines occasional overnight use (or occasional take-home use) as no more than 12 times per quarter, on average. Employees who need to take county vehicles home more frequently must request an authorization for a take-home vehicle. 

Whenever possible, pick up or drop off a county vehicle at a designated county parking area to avoid unnecessary assignment of a take-home vehicle. 

County parking garages are operated by third-party vendors. Authorization to park assigned vehicles in county parking garages through their department director. Parking access cards can be obtained from the management company for each garage. Loaning or sharing garage access cards is prohibited.

Take-home vehicles are authorized for emergency response, for economic benefit, or as a benefit of a collective bargaining agreement (employees in this category are exempt from the need to request authorization).

The Fleet Services Division must approve, monitor, and evaluate the assignment of take-home vehicles. Employees seeking authorization to take county vehicles home must complete the Take-Home Vehicle Assignment Authorization Request form, have it signed by their department or division directors, and then forward it to the Fleet Services Division for review and approval.

Provisions for take-home vehicle assignments are outlined in Executive Policy FES 12-2-3-EP and King County Code 3.30.

A commuting trip is considered personal use for the driver and each rider. Employees who commute more than once per month in vehicles assigned to other employees are personally responsible for reporting the total number of commute trips or miles each month on their respective log form. If an employee makes only one round-trip commute in the month, the IRS considers this inconsequential, and no reporting is required. 

Fleet Services assigns a specific fuel card to each vehicle. The card may be used at county fuel sites or commercial vendor stations. The cards are coded with the vehicle's fuel type and tank capacity.

Commercial fuel cards may be used: 

• Only for vehicle to which it is issued. Never share the card to fill up other vehicles/containers

• At most self-service islands.

• For discounted car washes at county-approved commercial car wash facilities.

• To pay for vehicle emergency services if the total cost (including tax) does not exceed $150. 

The use of commercial fuel cards to fuel personal vehicles, or for any uses other than those specified is prohibited. Employees who violate this policy are subject to disciplinary action, up to or including termination. 

1. Insert the commercial fuel card or King County card.

2. Enter your PIN which is the last 5 or 6 digits of your employee ID (PeopleSoft number).

3. Enter the current odometer/mileage reading and press “Enter.”

4. Enter the hose/pump number and press “Enter.”

• Does the station accept the King County commercial fuel card?
• Verify that you are entering a valid PIN (the last 5 or 6 digits of your PeopleSoft number, without leading zeros).
• Was the odometer value you provided accurate?

If you swipe the fuel card more than three times, it will be locked.

If the card is locked, call the toll-free number on the back of the card (1-800-987-6591) to have it unlocked.  If you are still unable to purchase fuel, you may pay out-of-pocket. Write the vehicle number and odometer reading on the receipt and keep it as a record of your purchase. Submit the receipt for reimbursement to your department.

If you are fueling at a county in-house facility and the fuel card assigned to your vehicle is damaged so the card reader cannot read it, go to the card reader, type in the vehicle number then push "enter" and follow prompts to obtain fuel. If you have questions, contact Fleet Services.

Each agency with assigned vehicles must maintain a list of all active fuel cards. The list must contain fuel card numbers and vehicle numbers, verifying that each vehicle has its own respective assigned card. If you find additional fuel cards, report them immediately to Fleet Services. 

Each driver is responsible for safeguarding the vehicle's fuel card. Do not keep your PI with the fuel card. Do not expose the card to magnetic items, heat, or direct sunlight. BE sure to store it in a place that is not exposed to these things and always keep it in its cardholder. On most county vehicles, the cardholder is permanently attached inside the glove compartment door or to the key ring. 

If the vehicle's fuel card is lost, damaged, or not working, or if the system states that the vehicle has a bad odometer, report the problem immediately to Fleet Services so that the issue can be resolved. 

• Black Diamond
• Fall City
• Renton Maintenance Facility (gas, propane, and compressed natural gas available)
• Renton Wastewater Treatment Plant
• Vashon Island

Fleet services has issued Pacific Pride cards to agencies and vehicles that are participating in the Pacific Pride program. Any county department who leases a Fleet vehicle can request a Pacific Pride fuel card if a station is within their work area. Do not use the Fleet-issued Voyager cards at Pacific Pride stations.

Pacific Pride stations are unattended and require a Pacific Pride fuel card to buy fuel. For assistance with fueling at Pacific Pride stations, please call 1-800-950-3835. For a list of Pacific Pride sites, visit their website and select "show Pacific Pride Cardlock Only".

The cleanliness and condition of our vehicles influence the public's perception of King County government. Agencies and individuals with assigned vehicles are encouraged to keep them clean. At a minimum, vehicles should be cleaned and washed once a month. Fleet Services has made arrangements for discounted vehicle washing. See the Brown Bear car wash website to find car wash locations. 

Several Brown Bear car wash locations have implemented RFID technology. Fleet Services is installing new Brown Bear car wash RFID tags when vehicles come into the shop for service. Drivers may stop by the Georgetown or Renton Shops to request the installation of the RFID tag on their assigned vehicle. 

The Brown Bear car washes that do not sell gasoline still accept the Voyager card, but you must select "discount coupon" on the kiosk to get to the cashier.

To Purchase a car was using the new RFID tags: 

1. Drive up to the car wash kiosk.

2. The Kiosk should read the RFID tag on the windshield and raise the lift arm gate.

3. The car wash attendant will signal for you to enter the car wash. DO NOT give the attendant the Voyager card since this would cause us to be double-billed for the car wash. The RFID will record the car wash charge. 

If your vehicle has an RFID tag and you want to purchase a car wash at a location which does not sell fuel, and does not have a new kiosk:

1. Pull up to the cashier. 

2. The cashier will open the driver's side door and scan the bar code sticker in the door jamb.

3. Then you may enter the car wash. 

 If you are not within a reasonable distance of a county facility and you are buying retail fuel at commercial station that offers ad discounted car was for $9.00 or less, you may use the Voyager Card for this car washing service. Please provide the vendor with the vehicle's current odometer/mileage reading and your PeopleSoft ID number.

Some Chevron stations are now requiring the entry of a zip code. When using a Fleet fuel card, enter 98056. 

Both the Georgetown and the Renton Maintenance and Repair Shops offer 24/7 drop-off and pickup services for agency vehicles, motor pool vehicles, assigned vehicles, and Sheriff vehicles.

For drop-off: Each shop has a blue box with repair request forms. Complete a repair request form with your name, telephone number, and exact mileage (odometer reading), and put it in the blue box along with the vehicle keys. If you've made arrangements for a loaner vehicle, the keys will be in the drop box. 

For pickup: If you have made arrangements to pick up your vehicle after hours, the keys will be in the blue drop box. If you are returning a loaner vehicle, put the keys - with a copy of the dispatch slip with the date, stall number, and mileage fields completed - in the drop box. 

Scheduling preventative maintenance is the responsibility of the vehicle operator or the agency's fleet coordinator. Fleet Services will contact Fleet Coordinators when a vehicle is overdue for preventative maintenance. When possible, preventative maintenance will be performed in conjunction with another emergency or unscheduled maintenance event. 

General Purpose:

• 7,500 miles or 12 months (whichever is sooner) for lube/oil/filter

• 12,000 miles or 12 months for safety inspections

Patrol:

• 5,000 miles or six months for lube/oil/filter and safety inspection

A 15% variance is allowed before or after the actual miles reached.

If your vehicle requires an immediate unscheduled repair, notify the shop maintenance supervisor if possible before bringing the vehicle in to have the repair done. If the vehicle is not drivable or unsafe to operate, call the appropriate maintenance shop to make arrangements to have it towed. After normal work hours, call the nearest after-hours towing company. 

If the emergency occurs between 5 pm and 5 am or on a holiday or weekend, use your best judgement on how to get the vehicle to either the Georgetown or Renton Shop. Drivers may incur reimbursable charges of up to $150 or make arrangements to have the vehicle towed. It is your responsibility to inform your supervisor, as well as the Fleet Shop the vehicle was brought to vehicle maintenance managers, of your vehicle's problem and to notify the Georgetown Maintenance and Repair Shop or Renton Maintenance and Repair Shop. 

If a vehicle becomes unsafe to operate, do not continue to operate. Safely maneuver the vehicle to a safe place off the road. 

If you are outside the county's boundaries and need towing, please contact the Georgetown Maintenance and Repair Shop, 206-263-9800, or Renton Maintenance and Repair Shop, 206-477-2540. 

For after-hours and weekend towing outside King County, call the primary towing company closest to your location. If you are unable to call a towing provider, call the Roads 24-hour line at 206-477-8100. 

If you need to use a vehicle while your assigned vehicle is being repaired:

• Intra-agency loaners are preferred. If no vehicle is available within your agency, check with the appropriate Maintenance and Repair Shop supervisor to see if a loaner vehicle is available for temporary use. There is no charge to customers for the use of the loaner vehicle. 
• If no loaner vehicle is available, you may rent a vehicle from Motor Pool Dispatch at the applicable rental rate.