Illinois Administrative Code

Section 5040.110 Policy The Department of Central Management Services (CMS) shall be responsible for the proper operation of the State garages and for ensuring that vehicles necessary for the operation of State government are maintained and used in the most efficient and least co…

Section 5040.120 Applicability a) This Part applies to all State entities in the executive branch of State government. b) State colleges and universities may administer their own garages and are not required to abide by this Part, except for Section 5040.210. c) Vehicle Services …

Section 5040.130 Definitions "Agency Head" – The top appointed or elected person within a State entity or the person authorized to act on the State entity's behalf. "Agency Vehicle Coordinator/Vehicle Use Officer" – The individual designated by each State agency utilizing CMS, Di…

Section 5040.200 Acquisition of Vehicles CMS shall make contracts for the acquisition of all passenger cars necessary for the operations of the executive branch of State government. Vehicles will be acquired in accordance with Section 405-280 of the Law and this Part. (Source: Am…

Section 5040.210 Fuel Economy Standards All new passenger automobiles purchased or leased by any State entity or used passenger automobiles obtained from Property Control (including inter-agency transfer) must be rated by the U.S. Environmental Protection Agency as meeting the mi…

Section 5040.220 Availability of Vehicles Vehicles will be made available to State agencies under one or more of the following plans: a) Agency Purchase b) Surplus Acquisition c) Motor Pool Lease or Rental d) Private Firm Lease or Rental (Source: Amended at 9 Ill. Reg. 13720, eff…

Section 5040.230 Agency Purchase With the prior approval of CMS, an agency with sufficient appropriation may purchase vehicles under a CMS contract or, if approved, through a bid let or awarded in accordance with Section 5040.270. The vehicle will be assigned to the using agency …

Section 5040.240 Motor Pool Lease or Rental (Repealed) (Source: Repealed at 38 Ill. Reg. 16839, effective July 25, 2014)

Section 5040.250 Private Firm Lease or Rental CMS will determine when it is in the State's best interests to establish contracts for use by executive agencies for vehicle purchase, sharing, rental or lease. Executive agencies will utilize contracts established by CMS for these pu…

Section 5040.260 Use of Personal Vehicles on State Business a) In specific instances for specific travel requirements where a state-owned vehicle is not available or where it is otherwise in the best interest of the State, the agency head or his/her designate may authorize an emp…

Section 5040.270 Requests for Acquisition of Vehicles All requests to purchase (new or used), lease or acquire surplus (including inter-agency transfer) general purpose passenger and light duty vehicles (other than rental) shall require submission including the signature of the r…

Section 5040.300 Use of Vehicles a) Vehicles shall be used in accordance with the policies and conditions set forth in this Section. b) Each State agency, with the assistance of the Vehicle Use Officer, shall draft a vehicle use policy. All vehicle use policies, other than those …

Section 5040.310 Title and Registration All vehicles purchased under this Part or donated to the State shall be titled to CMS and the owner agency. Vehicles purchased exclusively from federal funds will be titled in the same manner unless federal regulations require other title a…

Section 5040.320 License Plates a) Each vehicle, except as otherwise provided in this Section, shall display valid Illinois license plates that are distinct from plates issued to the general public. b) Conventional plates will be issued as allowed by law (see the State Vehicle Id…

Section 5040.330 Identification of Vehicles All State-owned or controlled vehicles shall be assigned unique equipment numbers by CMS. CMS may use numbering schemes in effect at selected agencies. Agencies requesting further identification beyond State license plates (e.g., decal …

Section 5040.340 Assignment to Individuals Vehicles may be assigned to specific individuals if authorized in writing by the head of the agency to which the vehicle is assigned. Agencies will be required to report to CMS annually and when changes occur, including the name of each …

Section 5040.350 Authorized Use a) State-owned vehicles shall only be used for public purposes and in the best interests of the State. When performing official duties on behalf of the State, authorized uses include: 1) travel between places of State business, places of temporary …

Section 5040.360 Use and Condition Review a) CMS reserves the right to periodically audit use and condition of State vehicles (e.g., for suspected abuse or improper use). Any vehicle that is being used improperly or inefficiently, is not being maintained, is in poor condition, or…

Section 5040.370 Exceptions to Use Rules Vehicles operated by sworn enforcement personnel engaged in duties of an enforcement nature are exempt from the reporting requirements of Sections 5040.320 and 5040.340 of this Subpart, Use of Vehicles. (Source: Amended at 4 Ill. Reg. 30, …

Section 5040.380 Motor Pool (Repealed) (Source: Repealed at 38 Ill. Reg. 16839, effective July 25, 2014) SUBPART D: MAINTENANCE

Section 5040.400 Maintenance of Vehicles All state-owned (including federally funded vehicles) or leased vehicles which fall under this Part shall undergo regular service and/or repair in order to maintain the vehicles in road worthy, safe, operating condition and appropriate cos…

Section 5040.410 Scheduled Inspection and Maintenance a) Agencies shall have vehicles inspected by CMS or an authorized vendor at least once per year or as required by law and shall maintain vehicles in accordance with the schedules provided by CMS or with other schedules accepta…

Section 5040.420 CMS Garages a) All maintenance and repairs to State vehicles shall be performed at CMS garages with the exceptions allowed in subsection (b). b) Exceptions: CMS may authorize repairs by private vendors in the following situations: 1) CMS garage is unable to perfo…

Section 5040.430 Warranty Work Warranty work shall be performed by a CMS garage or in a manufacturer's authorized service center as directed by CMS. In determining whether the work should be done in-house, DOV shall consider the effect on the State garage, State garage capabiliti…

Section 5040.500 Driver Requirements All drivers of state-owned or leased vehicles must possess a valid driver's license appropriate for the vehicle being driven. (Source: Amended at 9 Ill. Reg. 13720, effective August 21, 1985)

Section 5040.510 Insurance The State of Illinois self-insured motor vehicle liability plan ("Plan") provides coverage to vehicles driven by State employees in the scope or course of their employment. Agencies with questions regarding the Plan, or regarding insurance coverage for …

Section 5040.520 Accidents Report Procedures a) The driver of any vehicle that is involved in an accident of any type while the driver is acting within the scope or course of the driver's employment shall report the accident to the appropriate law enforcement agency, the CMS Risk…

Section 5040.530 Tickets The driver of a State-owned or -leased vehicle is responsible for immediately reporting to the vehicle coordinator for his or her agency all citations for moving or parking violations received by the driver. Citations received due to mechanical defects ar…

Section 5040.540 Vendor Fleet Cards a) CMS approved Vendor Fleet Cards are utilized for outside purchases of full tanks of fuel. Prior to using a Vendor Fleet Card for repairs and maintenance, State entities must receive prior CMS approval. Exceptions to this requirement are mino…

Section 5040.550 Gasoline Purchase Purchases of fuel, oil, and related items for the operation of State-owned equipment must be made from the most economical source. Unleaded gasoline (with ethanol blended in, often called Gasohol) shall, however, be used where available. Drivers…

Section 5040.560 Charges CMS shall charge each agency a fee for the maintenance and repair of the agency's State vehicles. In addition, CMS shall separately charge each agency for any costs associated with repair of a vehicle due to accidents. Such fees and costs shall be related…

Section 5040.570 Payment of Charges Payment from using agencies is due within 45 days after receipt of invoice from CMS. Chronic failure to submit a voucher in the allotted time or chronic late payment may result in suspension of credit card, repair, or vehicle use privileges if …

Section 5040.580 Credits From time to time it may be necessary for CMS to issue credits against invoices billed to agencies. Agencies are to pay invoices upon receipt. Credits issued by CMS shall be applied against subsequent invoices. (Source: Amended at 38 Ill. Reg. 16839, effe…

Section 5040.590 Cost Information (Repealed) (Source: Repealed at 13 Ill. Reg. 13829, effective August 22, 1989)

Section 5040.600 Designation and Role of the Agency Vehicle Coordinator/Vehicle Use Officer a) Using agencies are required to designate to DOV an individual (or individuals in agencies with large fleets) to serve as Agency Vehicle Coordinators/Vehicle Use Officers who will act as…

Section 5040.610 DCMS Annual Statement (Repealed) (Source: Repealed at 38 Ill. Reg. 16839, effective July 25, 2014)

Section 5040.620 Required Forms and Information All forms required for compliance with this Part and other information may be obtained from the Department by Agency Vehicle Coordinators/Vehicle Use Officers on the DOV website. (Source: Amended at 38 Ill. Reg. 16839, effective Jul…

Section 5040.630 Agency Signature Authority No signature other than that of the agency head of the requesting agency shall be honored unless the agency head has delegated signature authority to one or more persons. The agency head shall file the delegation, along with any restric…

Section 5040.700 Rate Schedule Rates for the following are published by CMS annually or as changes occur through distribution to Agency Vehicle Coordinators/Vehicle Use Officers and on DOV's website, or equivalent. a) Repair Program Rate (MRP) b) Labor rates c) Annual vehicle adm…

Section 7000.10 Purpose and Applicability a) The Act and This Part 1) The Grant Accountability and Transparency Act (Act or GATA) is intended to comply with the General Assembly's directives to: A) develop a coordinated, nonredundant process for the provision of effective and eff…

Section 7000.100 GOMB Responsibilities GOMB will execute the specific requirements and responsibilities set forth in Section 55 of the Act, including the establishment of GATU. GOMB will provide technical assistance and policy interpretation to State awarding agencies. GATU will …

Section 7000.110 GOMB Adoption of Supplemental Rules for Multi-Year Grants a) The Issuance of One-Year Grants 1) An awardee must have a minimum of 5 years of experience in administering grants (federal, State or private sources) to be eligible for a multi-year award. 2) All award…

Section 7000.120 GOMB Adoption of Supplemental Rules for Grant Payment Methods a) Payments to states are governed by the Cash Management Improvement Act and the Treasury-State Agreement (TSA) default procedures codified at 31 CFR 205. 1) State agencies must have implemented, writ…

Section 7000.20 Grant Accountability and Transparency Unit (GATU) a) Under Section 55(b) of the Act, the Governor's Office of Management and Budget (GOMB) shall establish a centralized unit within GOMB known as the Grant Accountability and Transparency Unit. b) GATU will be respo…

Section 7000.200 State Agency Responsibilities a) The specific requirements and responsibilities of State agencies and non-federal entities are set forth in Section 50 of the Act. b) State agencies making State-issued awards to non-federal entities must adopt rules reflecting UR …

Section 7000.210 State Agency Implementation a) State agencies shall implement the policies and procedures applicable to federal pass-through awards by adopting rules for non-federal entities. The federal rules took effect for fiscal years on and after December 26, 2014, unless d…

Section 7000.220 State Cognizant Agency Responsibilities and Implementation a) The State Cognizant Agency is the State agency that provides the most funding to the awardee based on State agency entries into the CSFA. Each awardee is assigned a State Cognizant Agency. The State Co…