UPPS 05.05.03 - Fleet Management Plan

Fleet Management Plan

UPPS No. 05.05.03
Issue No. 6
Effective Date: 9/06/2024
Next Review Date: 6/01/2029 (E5Y)
Sr. Reviewer: Director of Facilities Management

POLICY STATEMENT

Texas State University is committed to managing its vehicle fleet in the most effective and efficient manner possible, consistent with the university’s mission, state and federal regulations, and university policies and procedures.

SCOPE
1. This policy establishes guidelines for Texas State University fleet vehicle acquisition, use, and maintenance as required by the State Vehicle Fleet Management Plan (SVFMP) administered by the State Office of Vehicle Fleet Management (SOVFM).
DEFINITIONS
1. Fleet Manager – a person, designated by the university, responsible for planning, directing, managing, coordinating, and supervising programs for the acquisition, assignment, utilization, maintenance, replacement, and disposal of university vehicles. The director of Facilities Management will serve as the university’s designated fleet manager and the primary contact with the SOVFM.
2. Off-Highway Vehicle – all-terrain vehicles, golf carts, utility vehicles, and other non-road vehicles, which are not licensed for use on roads in the state of Texas. These vehicles are further described in UPPS No. 04.05.13, Operation of Golf Carts and Other Off- Highway Vehicles.
3. Rental Vehicle – a vehicle rented daily from a commercial entity.
4. University Fleet Vehicle – all university-operated vehicles and trailers used by its faculty, staff, students, and sponsored drivers. This includes all university-owned or leased vehicles, regardless of origin of purchase funds.
5. Vehicle – any conveyance that can be legally operated and licensed for use on roads in the state of Texas.
6. Vehicle Coordinator – the individual appointed by the vehicle custodian to coordinate all vehicle use reports, purchases, transfers, and deletions. The coordinator serves as the primary departmental contact for Facilities Management.
7. Vehicle Custodian – the appointed individual listed on inventory records as property custodian (department head/director/dean/chairperson).
8. Vehicle Operator – an individual authorized by the university to operate a university fleet vehicle. Vehicle driver is used synonymously with vehicle operator throughout the fleet-related policies and procedures.
RELATED POLICIES
1. Related policy statements pertaining to the procurement, use, and maintenance of university vehicles include:
UNIVERSITY FLEET MANAGEMENT POLICIES
1. Policy Application
  1. The SVFMP states:
    
    For institutions of higher education, the determination of fleet size (see Section 04.02), the state fleet consolidation requirement (see Section 04.04), and disposal of excess vehicles (see Section 06.03) apply only to vehicles purchased with appropriated funds.
  2. All other sections of this policy apply to all university fleet vehicles.
2. Fleet Size – The university will add new vehicles only to meet legislative mandates, federal program initiatives, and documented need resulting from program growth or changes and will abide by all other SOVFM rules and restrictions regarding fleet size and purchasing. Departments requesting increases in the university fleet size should submit requests and supporting documentation through their vice president prior to forwarding to the fleet manager.
3. Vehicle Acquisition Decisions – The goal is to reduce the total cost of fleet operations by making informed vehicle acquisition decisions. Departments may purchase vehicles following the procedures outlined in Section 06.02. Departments should also consider alternatives to vehicle acquisition, including:
  1. leasing of vehicles – Departments should perform a detailed buy-versus-lease study prior to entering into a lease arrangement to ensure the most cost-effective method of acquisition is utilized;
  2. rental of vehicles – It is highly recommended that rentals be used only to meet temporary, short-term, or seasonal requirements;
  3. use of golf carts and other off-highway vehicles instead of licensed vehicles where appropriate; and
  4. mileage reimbursement for the use of personal vehicles when this option is more effective.
4. Fleet Consolidation – The university will conform to the state-mandated fleet consolidation policy. Fleet consolidation policy for vehicles with a manufacturer’s Gross Vehicle Weight Rating (GVWR) of less than 8,600 pounds:
  1. assigning a vehicle to an individual administrative head or executive employee on a permanent or daily basis will require submission of written justification to the fleet manager and approval of the president stating that the assignment is critical to the mission of the university. The fleet manager will annually report approvals to the SOVFM.
  2. The department will pool all vehicles not assigned to staff employees requiring regular daily use of vehicles for their duties, for use by all employees in that department.
  3. The fleet manager requires documentation of all pooled vehicles.
  4. Departments will forward the names of all employees assigned to vehicles for daily use to the fleet manager.
5. Vehicle Replacement Schedule – The following table details the replacement goals for each type of vehicle. Vehicles may be replaced if either their age or mileage replacement goal is surpassed, and funding is available to acquire the vehicle replacement.
  
  Vehicle Type Replacement Goals Purpose Age Mileage
  
  Sedans, SUVs, and Wagons Staff or Client Transport 9 Years 100,000
  
  Cargo Vehicle and Light Trucks Cargo Hauling or Light Hauling 10 Years 110,000
  
  Specialized equipment, such as heavy highway construction equipment or vehicles rated at over 8,600 pounds GVWR, do not fall under any of the above categories. Other criteria, such as hours in service or age, may make such equipment eligible for replacement.
FLEET MANAGEMENT RESPONSIBILITIES
1. The fleet manager may curtail department or individual use for vehicle misuse or for failure to comply with any of the requirements of this policy. The fleet manager will:
  1. review and approve vehicle acquisition decisions to include purchase, lease, agency transfers, and donations;
  2. review and approve vehicle replacement decisions;
  3. review and approve maintenance decisions;
  4. review and approve repair decisions;
  5. review and approve vehicle assignment to and within university departments;
  6. review and approve vehicle disposal decisions;
  7. manage university vehicle fuel card contracts to ensure utilization of state contracts for designated purposes and acquisition of fleet fueling cards;
  8. control university fuel purchase, restricting all fleet vehicles to regular unleaded fuel only, E-85 (ethanol), diesel, propane, compressed natural gas, or other approved alternate fuel;
  9. review reported inappropriate state vehicle use and inform the accused department of such reports;
  10. obtain fleet insurance cards and provide fleet insurance policy cards for all vehicles;
  11. report vehicle accidents to Environmental, Health, Safety, Risk and Emergency Management (EHSREM) department and disburse insurance proceeds for vehicle repairs;
  12. review every driver’s Department of Public Safety (DPS) driving record initially, then annually thereafter (refer to UPPS No. 05.05.02, Driver Selection for more information);
  13. jointly receive vehicles with Materials Management and verify that vehicles are exactly as ordered;
  14. provide vehicle information to EHSREM upon delivery of vehicles for insurance purposes;
  15. submit fleet reports to the SOVFM as required;
  16. obtain and retain university-owned vehicle titles and license plates;
  17. manage the fleet vehicle GPS tracking system; and
  18. manage university toll road accounts and associated charges.
2. EHSREM will:
  1. monitor the fleet insurance contract and purchase insurance for all university fleet vehicles; and
  2. report accidents to the fleet insurance carrier.
3. Materials Management will jointly receive vehicles with Facilities Management Procurement staff and add asset to university inventory.
4. Vehicle custodians and coordinators must:
  1. follow all policies and procedures outlined in this document;
  2. ensure departmental drivers provide consent to vehicle GPS tracking, as well as receive approval as a fleet driver using the SAP Driver’s Application (see UPPS No. 05.05.02, Driver Selection, for more information);
  3. ensure delivery of vehicles on the scheduled date for preventive maintenance to the Facilities Garage or notify the Garage (512.245.2831) and make arrangements for delivery on an alternative date;
  4. ensure that all vehicle accidents are promptly reported to the fleet manager, as prescribed in FSS/PPS No. 05.02, Driving Safety Policy;
  5. report to the fleet manager, vehicles assigned to individual drivers and document vehicles pooled by the department prior to September 30 of each fiscal year; and
  6. retain gas receipts in accordance with Records Retention Rule FCL840 and UPPS No. 01.04.32, University Records Management.
5. Vehicle operators must:
  1. obtain approval, as prescribed in UPPS No. 05.05.02, Driver Selection, before operating a fleet vehicle;
  2. follow the requirements for vehicle inspections, as prescribed in FSS/PPS No. 05.02, Driving Safety Policy;
  3. ensure passengers are wearing seat belts and the vehicle is not loaded above its rated capacity;
  4. use assigned university fleet fuel card, as outlined in UPPS No. 03.01.28, University Fleet Fuel Cards. Regular fuel must be dispensed, unless otherwise instructed by the fleet manager;
  5. must take personal responsibility for all traffic citations received in a university vehicle and must report such citations to the fleet manager within two business days;
  6. report every accident in which they are involved when driving a university vehicle, as prescribed in FSS/PPS No. 05.02, Driving Safety Policy. The fleet manager should receive accident reports immediately after all accidents; and
  7. avoid tampering with, disabling, or removing installed GPS devices.
UNIVERSITY FLEET MANAGEMENT PROCEDURES
1. Authorized Use of a University Vehicle – The following items regulate and limit the use of university vehicles:
  1. University Employees – Any university employee may use a university vehicle provided they qualify under UPPS No. 05.05.02, Driver Selection.
  2. Student Employees – All university work program students may drive a university vehicle if they qualify under UPPS No. 05.05.02, Driver Selection.
  3. Sponsored Drivers – Students, visitors, and volunteers not employed by the university may drive a university vehicle if they qualify under UPPS No. 05.05.02, Driver Selection. This category of drivers must be sponsored by a department head. Sponsored drivers must also file an Automobile Use, Release, and Indemnity Agreement with their department head prior to driving a university vehicle.
  4. As set forth in the Government Code, Section 2203.004, and Penal Code, Chapter 39, no state-owned or leased vehicle shall be used for personal reasons. As a result, individuals may use university vehicles for official university business only.
  5. Individuals may not use university vehicles for travel outside the continental boundaries of the United States without prior approval of the fleet manager. Such travel requires special insurance and documentation. Account managers or department heads must contact the fleet manager three weeks prior to the departure date to obtain the required documentation.
  6. Fleet drivers may not use university fleet vehicles for transportation to and from their home unless granted advance permission in writing by the president, or designee, in accordance with Texas Transportation Code, Section 2113.013(b).
2. Acquisition and Receipt of Vehicles and Off-Highway Vehicles
  1. Departments seeking to order vehicles and off-highway vehicles must submit written justification for the purchase, including a cost-benefit analysis comparing purchase to leasing or spot rental of a vehicle, the name of the office or shop, and an estimate of the annual mileage to the fleet manager. Departments should use the Request for New Vehicle form. The fleet manager will process all approved requests and obtain purchase price or bids prior to issuing the approval of the acquisition. Facilities Management Procurement section buyers will process all vehicle purchases; requests for departments to procure vehicles themselves must be approved by the fleet manager.
    1. The U.S. Department of Energy (DoE) has levied alternate fuel requirements for state agencies with fleets of 20 or more vehicles, requiring that alternate fuel capable vehicles make up 75 percent of general-purpose vehicles (those under 8,500 pounds GVWR) acquired (purchased or leased) in any given model year. The DoE also mandated that alternate fuel be used if it is available. Texas State uses E-85, compressed natural gas, electricity, or propane as its alternate fuel sources. The fleet manager will determine the distribution of non-alternative fuel vehicle quotas for the university. Any change to the fuel type during the vehicle procurement process must be approved by the fleet manager prior to issuance of a purchase order.
    2. All university-owned vehicles will have exempt titles and license plates issued. All original titles and registration receipts will be acquired and maintained by the fleet manager.
  2. All university fleet vehicles, excluding trailers, must be white in color. Exceptions are outlined in UPPS No. 05.05.06, Standard University Colors for Vehicles, Signs, and Other Materials.
  3. All purchase orders for vehicles and off-highway vehicles must include the following statement: “Ship to Facilities Garage.” The Materials Management department at the Central Warehouse and Facilities Management will jointly receive all new vehicles and hold them until the fleet manager processes the title and EHSREM obtains insurance. Facilities Garage staff will decal, number, and inspect vehicles prior to sending them to departments.
3. Leased Vehicle Requirements – if a vehicle lease option is selected, per Section 06.02, the following applies:
  1. Vehicle custodian or coordinator must send vehicle lease details to EHSREM and the fleet manager for review before leasing a vehicle.
  2. EHSREM will add leased vehicle to the university’s insurance policy.
  3. Facilities Management will add leased vehicle to Texas State’s corporate TxTag toll account. Toll charges will be provided to the vehicle custodian for payment by the department leasing the vehicle.
  4. Leased vehicles will not be registered with Texas exempt license plates, unless approved by the fleet manager. Texas Transportation Code, §721.002, requires an inscription of the state agency’s title having custody of the vehicle visible on each side of the exempt vehicle. The inscription letters must be at least two inches high and plainly legible at a distance of not less than 100 feet. Failure to display the agency inscription is a Class C misdemeanor offense punishable by a fine. For this reason, leased vehicles will be scrutinized closely to ensure that adding an inscription will not violate the lease agreement or negatively impact the university’s financial position upon lease termination. If approved, Facilities Garage will have inscription applied during the vehicle intake process.
  5. A university fleet fuel card will be provided upon request by the department leasing the vehicle.
  6. The department leasing a vehicle will be responsible for ensuring scheduled maintenance and repairs are performed in accordance with the terms of the lease agreement. The Facilities Garage will perform annual safety inspections to ensure the vehicle is being maintained to a roadworthy standard.
4. Vehicle Disposal – UPPS No. 05.01.02, University Surplus Property (Equipment and Consumable Supplies) states the manner in which to dispose of vehicles. Facilities will prepare vehicles by removing all university markings, as well as license plates to ensure the maximum sale price.
5. Vehicle Maintenance
  1. The fleet manager must service all university-owned vehicles and off-highway vehicles unless alternative service methods are approved in writing:
    1. the fleet manager provides service to all Education and General (E&G) funded Facilities’ departments at no cost; and
    2. the fleet manager will charge all other departments for service, maintenance, and repairs.
  2. All university departments, including those approved to service vehicles at alternative locations, must report all vehicle-related maintenance activities monthly to the fleet manager.
  3. The fleet manager will maintain a preventive maintenance schedule for all vehicles serviced through the Facilities Garage and will provide scheduled services to those vehicles.
  4. The fleet manager will maintain warranty information on all vehicles and coordinate all warranty service required during the life of each vehicle warranty. Departments will inform the fleet manager of needed service during the warranty period.
  5. The fleet manager will maintain usage and maintenance records on all vehicles owned by the university and report this information to the SOVFM as prescribed in the SVFMP.
6. Fleet Vehicle GPS Tracking Program
  1. The fleet manager will install GPS tracking devices on university fleet vehicles when cost effective.
  2. Departments will be provided with tracking software access to allow monitoring of assigned vehicle activity.
  3. The fleet manager will use mileage data derived from the GPS tracking program to perform trip-logging, capture vehicle end-of-month mileage, establish usage and maintenance trends, and monitor fleet for misuse.
REVIEWERS OF THIS UPPS
1. Reviewers of this UPPS include the following:
  
  Position Date
  
  Director, Facilities Management June 1 E5Y
  
  Director, Environmental, Health, Safety, Risk and Emergency Management June 1 E5Y
CERTIFICATION STATEMENT

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

Director, Facilities Management; senior reviewer of this UPPS

Associate Vice President for Facilities

Executive Vice President for Operations and Chief Financial Officer

President

Vehicle Type	Replacement Goals Purpose	Age	Mileage
Sedans, SUVs, and Wagons	Staff or Client Transport	9 Years	100,000
Cargo Vehicle and Light Trucks	Cargo Hauling or Light Hauling	10 Years	110,000

Position	Date
Director, Facilities Management	June 1 E5Y
Director, Environmental, Health, Safety, Risk and Emergency Management	June 1 E5Y