P&TSP 200-0074; Servicing, Repairs, and Maintenance of Motor Fleet Vehicles

PARKING & TRANSPORTATION SERVICES STANDARD PRACTICE

TITLE: INSTRUCTION NUMBER: Servicing, Repairs, and Maintenance 200-0074 of Motor Fleet Vehicles

I. GENERAL The maintenance of permanently assigned and agency-assigned Motor Fleet Management vehicles (MFM vehicles) is the responsibility of the individual and/or the agency to which the vehicle is assigned. II. PURPOSE The purpose of this P&TSP is to outline operational issues regarding the servicing, repairs, and maintenance of MFM vehicles assigned to the University. III. PROCEDURES A. MFM vehicles temporarily assigned to individual or department 1. Preventive maintenance and repairs The Parking & Transportation Services Central Motor Pool office shall monitor mileage and schedule MFM vehicles for preventive maintenance and repairs. Preventive maintenance and repairs are scheduled based on mileage specified by Motor Fleet Management (MFM). 2. Repairs The Parking & Transportation Services Central Motor Pool office shall automatically schedule required repairs noted by drivers of MFM vehicles. If MFM determines that the driver was “high risk”, the Department may be responsible for the cost of the repairs. 3. Inspection The Parking & Transportation Services Central Motor Pool office is responsible for the annual inspection of MFM vehicles. State law requires that all motor vehicles be inspected annually for safety. 4. Refueling The Parking & Transportation Services Central Motor Pool office is responsible for re-fueling returned MFM vehicles. However, early morning departures may require that the driver fuel the MFM vehicle prior to use. 5. Cleaning MFM vehicles will be cleaned on a monthly basis. The Parking & Transportation Services Central Motor Pool office is responsible for monthly cleaning of MFM vehicles. PREPARED BY: MVD/HRB DATE OF ISSUE: 03/28/06 PAGE: 1 of 3 APPROVED BY: GWH SUPERSEDES: ORIGINAL ISSUE: 03/28/06 PARKING & TRANSPORTATION SERVICES STANDARD PRACTICE

TITLE: INSTRUCTION NUMBER: Servicing, Repairs, and Maintenance 200-0074 of Motor Fleet Vehicles B. MFM vehicles Permanently Assigned to individual or department 1. Preventive maintenance and repairs The Parking & Transportation Services Central Motor Pool office shall monitor mileage and schedule MFM vehicles for preventive maintenance and repairs. Preventive maintenance and repairs are scheduled based on mileage specified by Motor Fleet Management (MFM). The assigned individual or Department is responsible for having the scheduled preventive maintenance and repairs performed by a MFM approved vendor. The Parking & Transportation Services Central Motor Pool office does not provide another MFM vehicle to the assigned individual or Department while the assigned MFM vehicle is being serviced or repaired. 2. Repairs The Parking & Transportation Services Central Motor Pool office shall automatically schedule required repairs noted by drivers of MFM vehicles. The assigned individual or Department is responsible for having the scheduled repairs performed by a MFM approved vendor. The Parking & Transportation Services Central Motor Pool office does not provide another MFM vehicle to the assigned individual or Department while the assigned MFM vehicle is being repaired. If MFM determines that the driver was “high risk”, the Department may be responsible for the cost of the repairs. 3. Inspection The Parking & Transportation Services Central Motor Pool office is responsible for the annual inspection of MFM vehicles. State law requires that all motor vehicles be inspected annually for safety. The assigned individual or Department is responsible for having the MFM vehicle inspected by a MFM approved vendor. 4. Refueling The Parking & Transportation Services Central Motor Pool office is responsible for re-fueling returned MFM vehicles. However, early morning departures may require that the driver fuel the MFM vehicle prior to use. 5. Cleaning MFM vehicles will be cleaned on a monthly basis.

PREPARED BY: MVD/HRB DATE OF ISSUE: 03/28/06 PAGE: 2 of 3 APPROVED BY: GWH SUPERSEDES: ORIGINAL ISSUE: 03/28/06 PARKING & TRANSPORTATION SERVICES STANDARD PRACTICE

TITLE: INSTRUCTION NUMBER: Servicing, Repairs, and Maintenance 200-0074 of Motor Fleet Vehicles The Parking & Transportation Services Central Motor Pool office is responsible for monthly cleaning of MFM vehicles. The assigned individual or Department is responsible for having the MFM vehicle cleaned monthly by a MFM approved vendor.

PREPARED BY: MVD/HRB DATE OF ISSUE: 03/28/06 PAGE: 3 of 3 APPROVED BY: GWH SUPERSEDES: ORIGINAL ISSUE: 03/28/06