Employee Name:	Effective Date:
SECTION 1 – Agreement
This agreement is entered into on [Effective Date] between [Employee's Name], herein referred to as “the employee”, and the Virginia Department of Forestry, herein referred to as “VDOF”. The employee is employed in a position approved by the state forester to commute in a state vehicle at his/her own expense under the following terms. “Commuting” is defined as driving between the employee's home and assigned office on his/her regular workdays. This commuting time is not considered work hours and is unpaid time. The employee resides at [Employee's Home Address]. The state-owned vehicle may only be parked overnight at this residence, a VDOF facility or a state-owned facility approved by the employee’s supervisor. The only exception is when the employee is using the state-owned vehicle for approved overnight travel. The state-owned vehicle may only be used for commuting to and from work locations and the employee’s residence listed above. It may not be used at any time for any personal business. The state-owned vehicle may only be driven by the employee or another authorized VDOF employee. No other individual, including members of the employee’s family, may drive the state-owned vehicle at any time. The employee must abide by VDOF Policy and Procedure 5-1, Motor Vehicle Operation in regard to the distance between the employee’s residence and assigned work location. This agreement is effective [Effective Date]. This agreement is effective through the end of the fiscal year. The agreement is automatically renewed effective July 1 each year unless the employee opts out in writing between May 1 and May 31. The employee may not opt out or terminate this agreement at any other time except as expressly outlined in this agreement. VDOF may modify or terminate this agreement at any time at its discretion and/or in the event of changes to the Department of General Services’ Office of Fleet Management Services policies and procedures regarding the use of state-owned vehicles. All modifications and terminations must be in writing (e-mail is acceptable). VDOF has the right to ensure that all terms and conditions of this agreement are being properly adhered to. Failure by the employee to follow the terms and conditions and/or misuse of the state vehicle is grounds for disciplinary action under the state’s Standards of Conduct policy.
SECTION 2 – Commute Fee Agreement
The employee listed above is in a position exempt from paying for commuting per §2.2-1179 of the Code of Virginia.
The employee listed above is not in a position exempt from paying for commuting per §2.2-1179 of the Code of Virginia and is required to pay VDOF costs associated with commuting.
The semi-monthly cost for commuting is based on the following formula: round-trip mileage between employee’s home and assigned office ([Round-trip Mileage]), multiplied by 112 days, multiplied by the current fleet mileage rate ([$.246])and divided by 24 pay periods. The employee agrees to pay $[Bi-Monthly Cost] for commuting costs through a payroll deduction. Payment is made in advance and is non-refundable. The payroll deduction amount remains constant unless the fleet mileage rate changes; the employee changes the location of his/her residence, or VDOF assigns the employee to a new office location. Changes to the commuting costs must be made in writing (e-mail is acceptable). The payroll deduction may be suspended if the employee is absent for an extended period due to Family and Medical Leave Act (FMLA) approved leave. In the case of FMLA approved leave, the employee must contact the Director of Human Resources to request a temporary suspension of commuting costs.
SECTION 3 – Employee Agreement
I have read and agree to the terms and conditions outlined in this agreement.
VDOF Employee Name (Print)	VDOF Employee Signature	Date

SECTION 4 – Human Resources Authorization
The employee is eligible to commute in a state-owned vehicle pursuant to approval by the state forester; VDOF Policy and Procedure 5-1, Motor Vehicle Operation; VDOF Policy and Procedure 4-3 Readiness and Mobilization, and the terms and conditions of this agreement.
Director of Human Resources Name (Print)	Director of Human Resources Signature	Date
SECTION 5 – VDOF Approvals
Employee’s Supervisor Name (Print)	Employee’s Supervisor Signature	Date
State Forester Name (Print)	State Forester Signature	Date