Vehicle acquisition guidelines
Overview of vehicle acquisition, department responsibilities, maintenance requirements, and end-of-lease procedure.
Acquisition
All vehicles are the property of University Fleet and will be leased to the requesting department. This will ensure standardization of vehicles used by the University and the most cost-effective method for the University.
When a department needs an additional vehicle or desires to replace a current vehicle, they should contact Fleet Services. Fleet will send the Vehicle Acquisition & Approval form to the requesting department. The department should complete Part 1 of the form, explaining the vehicle’s intended use, miles driven, and any special requirements. The form will be returned to Facilities.
Fleet Services will evaluate the department’s needs and determine which vehicle is required. When Fleet has pricing, either for a new vehicle or to transfer a current vehicle, they will complete Part 2 with the vehicle information, pricing, and lease term and forward it to the department, which will review and obtain the appropriate approval signatures. Once approved, the form will be returned to Fleet.
An approved University decal and, if necessary, a DOT# for vehicles over 10,000 lbs will be placed on the vehicle.
Department responsibilities
Anyone who drives a University vehicle must have agreed in writing to the University Safer Driver program. A signed copy of the program understanding should be kept by the department.
At the beginning of each driver’s shift, they should perform a visual inspection to verify that there is no damage to the body of the vehicle. If damage is found, the Vehicle Damage form
should be completed, and the vehicle brought to the Auto Shop to verify it is safe to drive.
Any vehicle incident must be reported immediately and paperwork completed, whether or not there was damage to the vehicle. If on University property, contact Public Safety to file a report. If offsite, the appropriate police authority should be contacted, and a copy of the police report retained.
The Vehicle Damage form is to be completed for all vehicles. If the vehicle has a license plate, then the Vehicle Accident Insurance form should be completed for insurance purposes. The vehicle needs to be brought to the Auto Shop to verify it is safe to drive.
Vehicles should be kept clean, both inside and out. Fully brush off the vehicle of snow and ice before driving.
If any repair service is needed, the department should call 3-5816 with the University vehicle ID number. If work is needed immediately, they may then contact the Auto Shop at 3-5816 or stop by to arrange a service time with the auto shop planner/scheduler.
Vehicle maintenance
All maintenance is managed by the Auto Shop. When a vehicle is obtained/transferred, the Auto Shop will establish a preventative maintenance schedule based on the manufacturer’s recommendations and department usage. When preventative maintenance is due, the auto shop will contact the department to schedule a day and time for this work to be performed.
Vehicle warranties will be used whenever applicable.
The vehicle must be brought to the auto shop for scheduled preventative maintenance as required. If a department does not respond after two attempts to bring the vehicle to the Auto Shop for service, the Auto Shop may take the vehicle to complete the service.
Each vehicle will have a maintenance agreement included in its monthly charges. If a repair is not covered, the department will be charged through the work order to the listed billing account.
The Auto Shop receives all manufacturers’ recall notices and will coordinate with the department to have them addressed.
All vehicles are the property of University Fleet and may be reallocated to improve customer satisfaction and reduce the University’s costs. The department will be notified 4 weeks in advance so they can prepare for the trade. An equal replacement vehicle will be provided that meets department specifications.
End of lease
Prior to the end of the lease term, the Auto Shop will inspect the vehicle and determine the overall condition, including mileage. Based on the vehicle condition and the expected usage by the department, Facilities will determine if the department will continue to use the vehicle at a reduced rate or if a replacement vehicle is more appropriate. A new lease quote will be provided.
Related offices and departments
Browse related offices for contact information and related resources.
Other Fleet and Auto Shop resources
Safer Driver Program
Eligibility, training, and safety requirements for employees who operate University vehicles.
Tool
Vehicle accident insurance form
Report an accident involving a University vehicle and provide required driver, vehicle, and incident information.
Form
Vehicle damage report
Report damage to a University vehicle or equipment and document details needed for repair and review.
Form
Maintenance agreement for licensed vehicles
Access vehicle maintenance agreements, service details, and required forms for University-owned vehicles.
Policy or guideline
Drive and manage University vehicles
Learn about the requirements, responsibilities, and resources for driving a University-owned vehicle, including driver safety, vehicle acquisition, maintenance, and reporting vehicle damage.
How-to
Services offered for University vehicles
Maintenance and repair services for University-owned vehicles, including preventive maintenance, inspections, and repairs performed by ASE-certified mechanics. Services are available to University departments for official University vehicles only.
How-to