3.19. Organizational Responsibilities. Vehicle operators and using organizations are
responsible for and will perform at a minimum the following inspections, servicing, and
maintenance:
3.19.1. Using as a guide, and documenting completion on the applicable AF Forms (AF Form
1800, (Operator’s Inspection Guide and Trouble Report) or AF Form 4427 (Operator’s
Inspection Guide and Trouble Report (Fuel Servicing Vehicle and Equipment)), using
organizations/operators will perform a full serviceability/functional check of vehicles under
their control IAW established intervals for vehicle types, located in TO 36-1-191, Table 3-1,
or applicable TO for FSE (when the fuel support equipment is not in WRM storage). Refer
to Chapter 7 for documentation instructions.
932nd owned/leased vehicles that require a “documented” vehicle serviceability
/functional check daily when used and weekly when not used are the forklifts. All
others will have the “documented” vehicle serviceability/functional check done
monthly.
3.19.1.1. During the “documented” vehicle serviceability/functional check, operators will
check all fluid levels IAW applicable operator/owner‘s manual or TOs. General- purpose
vehicle operators will check and service fuel, engine oil, and the windshield washer
reservoir. A ll other fluid levels, i.e., coolant, automatic transmission, power steering, brake
and batteries are checked by the vehicle operators and reported to Vehicle Management
for servicing when required. Vehicle Management checks non- operator serviced
automatic and manual transmissions and differential fluid levels at PM&I intervals.
Additionally, for special purpose vehicles, vehicle operators check and service hydraulic
fluid reservoirs on special units or attachments.
GSA leased vehicles will be serviced by a dealer or authorized service station.
Notes:
1. Some vehicle types do not require a documented “full” serviceability/functional check daily,
and/or before use. However, vehicle operators will perform a visual inspection or “walk-around”
prior to use. The vehicle operator will ensure the vehicle does not have unreported damage, visually
low/flat tires, fluid leaks or puddles forming under the vehicle.
2. Vehicle operators are responsible for checking and servicing Diesel Exhaust Fluid (DEF) levels
for vehicles that require that product.
3.19.1.2. Tire pressure checks/adjustments will be accomplished at intervals listed in TO
36-1-191, Table 3-1, and documented on the applicable Operator‘s Inspection Guide and
Trouble Report form. Vehicles equipped with electronic Tire Pressure Monitoring System
(TPMS), are not exempt from performing this requirement. Refer to Section 7B Operator's
Inspection Guide and Trouble Report Forms for further guidance.
Note: During tire pressure check/adjustment, operators will check spare tire pressure and adjust
as needed (if applicable).
3.19.1.3. Keep vehicles clean at all times to include the interior. Vehicle management will
not accept dirty vehicles. If excessively dirty vehicles are towed in, the using
organization must clean the vehicle prior to being accepted in the CSC.
3.19.1.4. Keep tires properly inflated and change flat tires. Operators may request
assistance from Vehicle Management for removal and installation of outsized tires.
3.19.1.5. Operators assist tire shop personnel in the removal and installation of tires on
vehicles when vehicles are taken to Vehicle Management for tire-only repair work.
3.19.1.6. Unit VCO/VCNCO will ensure adequate assembled spare wheels/tires and tools
are on hand to support their requirements. Spare tire and wheel assemblies received with
new vehicles will be given to the using organization. If no spare is included with a vehicle
as original equipment and a unit requires a spare, or if a unit requires more spares, then
the unit must purchase the initial requirement, and vehicle maintenance covers the cost of
replacement tires after the original purchase.
3.19.1.7. Tighten loose nuts, bolts and screws, install light bulbs and windshield wiper
blades (with CSC assistance).
3.19.1.8. Using organizations are responsible for purchasing wire-ropes/cables on
assigned vehicles equipped with these items. Operators of these vehicles are responsible
for replacing defective wire-ropes/cables. Operators will notify and provide recertification
paperwork to FM&A as soon as possible after making the replacement. They also make
adjustments to mechanisms affecting operating characteristics of the unit (for example,
crane and dozer clutches and brakes, power control units, shoes, deflectors, etc.). Inspect
and grease vehicles as required by the TO or manual, and report any problems to vehicle
management.
3.19.1.9. Fire truck operators maintain and replace accessory firefighting equipment such
as power saws, air breathing apparatus, smoke extractors, ladders, portable fire
extinguishers, pike poles, prying or cutting tools, nonattached hoses, rescue and first-aid
equipment and portable lights or lighting systems even if equipment is shipped as part of
the vehicle purchase.
3.19.1.10. Medical personnel maintain and replace non-vehicular medical equipment such
as life sustaining or support equipment, oxygen systems, rescue, and first-aid equipment,
even if they are shipped as part of the vehicle purchase.
3.19.1.11. Organizations assigned tracked vehicles procure and replace track shoes.
3.19.1.12. Base communications or contract maintenance (arranged for by the using
organization) repairs two-way mission radio and intercom systems, even if these are
shipped as part of the vehicle purchase.
3.19.1.13. Maintenance of locally procured vehicle-mounted equipment and attachments.
Organizations must coordinate with the VFM/VMS before vehicle-mounted equipment
and attachments are acquired. Associated O&M costs are paid by the owning organization.
This topic will be briefed at VCO/VCNCO meetings.
3.19.1.14. Include maintenance and parts publications in the request to locally purchase
equipment to be supported by Vehicle Management. Send the publications to Vehicle
Management after the equipment is received. The VFM/VMS do not assume management
responsibility for locally purchased equipment without the necessary technical data if, in
their opinion, inspection, servicing, adjustment or repair work cannot be performed
properly.
3.19.1.15. Buying jacks, jack handles, lug wrenches, wax, highway warning kits, spare
tires, wheels, tire chains, fire extinguishers, wheel chocks, placards, shoring, dunnage,
lubricants, lubrication equipment, starting fluid, windshield washer fluid, special tools, and
accessories to meet operating requirements.
Note: When equipment operators are responsible for lubricating equipment before and during use,
Vehicle Management will advise operators regarding the lubricant to be used, tools needed and
frequency of lubrication. The using organization procures required tools and lubricants, and is
responsible for replacing equipment and special tools lost, worn or damaged beyond economical
repair.
3.19.2. Vehicle Discrepancies and Maintenance Turn-In.
3.19.2.1. Vehicle operators record all discrepancies as they perform inspections, or when
discovered in the appropriate section of the applicable Operator's Inspection Guide and
Trouble Report. All non-safety related discrepancies/items will be reported to Vehicle
Management within one normal duty day.
3.19.2.2. When operators discover discrepancies that can adversely affect the safety of
personnel or the operation of vehicles/equipment (as referenced in paragraphs 3.19.2.2.1 thru
3.19.2.2.7) the operator will discontinue use, record discrepancy on the appropriate Operator‘s
Inspection Guide and Trouble Report and report the discrepancy to Vehicle Management
as soon as possible. If the discrepancy occurs outside Vehicle Management duty hours,
discontinue vehicle use, record discrepancy and notify Vehicle Management the next duty
day. Discrepancies for the following items are considered "Safety related” and reported to
Vehicle Management immediately:
3.19.2.2.1. Tires or brakes.
3.19.2.2.2. Steering mechanisms.
3.19.2.2.3. Operating levers controlling power transmission, hoisting, dumping and
tripping devices. Warning lights such as turn signals, brake lights, emergency and
rotating flashers.
3.19.2.2.4. Headlights, reflectors and clearance lights (unless the vehicle or equipment is
not used during hours of darkness and restrictions are identified by a decal).
3.19.2.2.5. Windshield wipers and defrosters (when weather conditions require them to
be operated).
3.19.2.2.6. Other similar safety and warning equipment and devices peculiar to special
purpose units.
3.19.2.2.7. Any other condition reasonably deemed a safety hazard.
Note: The above list is not all-inclusive or may not cover all vehicle type. Vehicle operators
must contact Vehicle Management if there are any questions concerning vehicle discrepancies
and/or safety.
Section 7B—Operator's Inspection Guide and Trouble Report Forms
7.13. Procedures for Recording Discrepancies and Delaying Maintenance.
7.13.1. Operators record any discrepancies found during inspections which require
maintenance in the “Vehicle/Equipment Discrepancy and Maintenance Report” section of the
appropriate Operator’s Inspection Guide and Trouble Report form, and report them to Vehicle
Management. Note: Operators do not make entries in the “Maintenance Report Status”
section of the forms, except for end-of-month closeout as stated in paragraph 7.17.1.
7.13.2. When an operator reports discrepancies in any of the safety-type systems or devices,
as described in paragraph 3.19.2.2, that could adversely affect the safety of personnel or the
operation of equipment, that maintenance is not delayed and the vehicle or vehicular equipment
item will not be continued in service. The VFM/VMS, or a qualified representative, resolves
any question about the seriousness of a discrepancy, decides whether the discrepancy can be
delayed and if it can, initials the maintenance report section on the inspection guide. At contract
Vehicle Management locations, the Functional Area Chief (FAC) or QAP resolves any
discrepancy issues.
7.14. Instructions for the Operator’s Inspection Guide and Trouble Report. The following
instructions apply to all both forms. These forms are described in three sections.
Notes:
1. AF Forms 1800 and 4427 allow VCO/VCNCOs to electronically enter “Heading”, “Items to
be Checked” information and proper front and rear tire pressures, as well as “Beginning and/or
Ending of the Month Operating Miles/Hours” information.
2. 441 VSCOS may approve form entry/completion variations for contracted vehicle
management activities, provided such variations are in keeping with the spirit and intent
(operator maintenance/accountability documentation and monthly maintenance documentation)
of the forms.
7.15. Heading Information. The using organization enters the heading data (top portion of front,
page 1) and issues forms for each vehicle or vehicular equipment item on the 1st duty day of the
month. The operator who performs the first inspection of the new month closes out the previous
month‘s form by carrying forward the required entries according to the following paragraphs. The
operator will ensure the previous month‘s form is returned to the using organization‘s
VCO/VCNCO. The new form will be kept with the vehicle while in use.
7.16. Items to Be Checked, Operator’s Signature and Monthly Tire Pressure Check. A
general listing of items to be checked during the Operator‘s Inspection are listed on the forms.
Specific areas/items requiring inspection will be identified by using organization by placing an
“X” in the column adjacent to the specific area/item row. The numbered rows that are labeled
“OTHER” can be used for locally added items. This is especially useful when adapting one of
the forms to a peculiar equipment item. Items to be added will be coordinated between the user
and the maintenance shop.
7.16.1. Each item requiring an Operator‘s Inspection is serviced, checked and/or operationally
tested during each inspection (refer to paragraph 3.19) To keep the form neat, operators will
not make any entries, check marks or initials, on the rows where items are listed other than the
“X” mentioned above.
7.16.2. Space is provided for an operator's signature corresponding to the numbered day of the
month (and shift on the AF Form 1800) on page 1. An operator's legible signature consisting
of first initial and last name (opposite the appropriate day of the month) shows completion of
inspection or servicing for each item.
7.16.2.1. Further, the operator's signature shows the entry of item numbers (AF Form 1800
only) for which a discrepancy is being reported on the discrepancy and maintenance report or,
the signature could show that the operator is aware that the entry is already being carried in a
delayed or waiver status. Leave blank or void entry on the operator signature lines opposite
the days of the month an inspection was not performed (non-use days) or required.
7.16.2.2. The operator certifies completion of the inspection even though the discrepancies
found and reported to Vehicle Management may result in placing the vehicle NMC. If the
vehicle is returned to service that same day, the operator has only to make a brief visual
check.
7.16.3. Vehicle operators will perform monthly tire pressure check (to include spare tire) at
the interval listed in TO 36-1-191, Table 3-1, and document completion on page 2 of the AF
Form 1800 or page 3 of the AF Form 4427. VCO/VCNCOs may electronically enter the
vehicle‘s manufactures recommended tire pressure on the form, however operators must
check and adjust pressure as required.
Notes:
1. Monthly tire pressure checks will be completed and documented regardless of organizational
utilization of the vehicle.
2. Documentation of spare tire pressure check on the appropriate Operator’s Inspection Guide
and Trouble Report is not required.
3. Vehicles equipped with electronic Tire Pressure Monitoring System (TPMS), are not exempt
from performing this requirement.
Exception: The monthly tire pressure check for vehicles that are NMC during the first
10 calendar days of the month will be completed and documented by the operator at the
time the vehicle is released/pick-up from maintenance.
7.16.4. The Fuels Manager/Superintendent will review all AF Form 4427 monthly; sign and
date appropriate block on page 1 to certify review completion.
7.17. Discrepancy and Maintenance Report Section (page 2). This section is used by operators
and vehicle management personnel for documenting vehicle discrepancy and reporting actions,
and the disposition (maintenance action/status) of discrepancies listed. However, Vehicle
Management may also use this section to record the completion of scheduled inspections and/or
discrepancies found during service/repairs.
7.17.1. Before entering a discrepancy, both Vehicle Management personnel and operators
must check the discrepancy list, and status to avoid duplicate reporting and processing of
discrepancies. When a new monthly form is initiated, all open discrepancies (when the date
under “Maintenance Report Status” is blank) are transferred to the new form and “C/F”
(carried forward) entered in the blank "Date" block of the old form.
7.17.2. Additional instructions for completing this part of the form are as follows:
7.17.2.1. Item No. Enter the "item number" of the inspection guide‘s "Item to be Checked"
list against which a discrepancy is being reported. Leave blank when the discrepancy is
not related to a numbered item. (AF Form 1800 only)
7.17.2.2. Discrepancy. Enter a brief description of the discrepancy.
7.17.2.3. Date Disc (Discovered). Enter the date the discrepancy is found and entered.
7.17.2.4. Date/Time. Enter the date and time (24-hour clock time; e.g., 1730) that the
vehicle or equipment was turned in for repair or request for maintenance support (mobile,
wrecker, etc.) was received (reflect period that vehicle is not operational).
7.17.2.5. Miles/Hours. Enter the current hour meter or odometer reading next to the
discrepancy.
Note: Do not include “tenths”.
7.17.2.6. Name. The individual completing the "Reported to Maintenance" part of this
form prints their name in this space.
7.17.3. FM&A personnel, VFM/VMS, a work center representative or shift supervisor,
CSC personnel or Mobile Maintenance technicians complete Maintenance Report Status
entries. The VFM/VMS will prescribe permanent waiver forms use and/or a locally
developed system to track waivered deficiencies.