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Handbook of Operating Procedures
Chapter 8 - Facilities and University Services
Publication Date: January 31, 2014
Responsible Executive: VP for Business Affairs


8.09 Administration, Operation, and Recording of University Vehicles


I. POLICY STATEMENT


Any modification, alteration, or addition to The University of Texas at San Antonio (UTSA) vehicle fleet by a University department, regardless of funding source, must be coordinated through the Office of Facilities’ Fleet Manager.


II. RATIONALE


It is in the best interest of UTSA for the Fleet Manager to review and discuss fleet changes that may be required for the most efficient and effective utilization of vehicles while maintaining regulatory requirements. The Fleet Manager, with the assistance and advice of the Department of Environmental Health Safety & Risk Management professionals and other subject matter experts, can assure that all changes are fully compliant with necessary Federal and State regulations and other regulatory requirements.

This policy establishes guidelines for the administration, operation, and recording of UTSA’s vehicle fleet. This includes cars, trucks, golf carts, utility vehicles, buses, and construction vehicles.


III. SCOPE

This policy applies to all UTSA faculty and staff.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter8/8-9.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

A. The University of Texas System policy UTS157, Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles

Other Policies & Standards

B. Texas State Vehicle Fleet Management Plan


VI. CONTACTS


If you have any questions about HOP policy 8.09, Administration, Operation, and Recording of University Vehicles, contact the following office:

Associate Vice President for the Office of Facilities
210-458-6143
http://facilities.utsa.edu/avpf.htm


VII. DEFINITIONS


None


VIII. RESPONSIBILITIES


A. University Fleet Manager

1. Serves as the central focal point for any and all vehicles owned by UTSA.
2. Approves all modifications, alterations or additions to the University vehicle fleet
3. Tracks all maintenance, repair, modifications and additions to the University vehicle fleet
4. Provides appropriate communication and coordination with offices affected by such changes.

B. The Vice President for Business Affairs is the senior executive responsible for the University’s fleet management program.

C. The Associate Vice President for Facilities grants any additional exceptions to this policy.

Further detailed responsibilities for all other personnel are outlined in the UTSA Fleet Management Plan (coming soon).


IX. PROCEDURES


  1. Vehicle acquisition, tracking, and documentation
    All established University procurement and inventory practices and procedures apply to the procurement of vehicles. Properly prepared purchase orders are processed through the Purchasing Office and the Fleet Manager.

  2. Driver authorization
    To become an authorized driver, a vehicle operator must possess a valid Texas Vehicle Operator's License and be added to the approved drivers list maintained by the Fleet Manager. Before being placed on the approved drivers list, the individual will submit a Texas Department of Public Safety DR-1 form to the University Police Department. This is an annual requirement UTSA and will be used to verify a safe driving history.

Authorized drivers of University vehicles are also required to participate in the UTSA Defensive Driving Awareness Program (SA 503). Participation in this program is required once every three years..
If either of these requirements lapse, the driver will not be authorized to drive University vehicles, which may affect their employment capabilities.

  1. Operation:
    1. UTSA vehicles are to be used for official University business only.
    2. Utility vehicles, golf carts, and mini vehicles are not to be operated off campus, except when properly transported by trailer for University sponsored events.
    3. When driving on University roadways, carts must stay to the right side of the road at all times to allow for normal traffic to flow unrestricted.
    4. While operating on campus, pedestrians will ALWAYS have the right of way.
    5. Posted speed limits and signs will be observed and enforced.
    6. Vehicles may not be driven off designated roads except by maintenance personnel for service purposes when absolutely necessary.
    7. Violation of any of these guidelines can result in disciplinary action by the University.
  2. Vehicle repairs/modifications - When work is required to modify, alter or repair a University vehicle, a work order request must be completed through the Office of Facilities iService Desk. The certified technicians whom the University has on staff will coordinate with the customer to determine the most cost effective means of providing the service required.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


iService Desk – UTSA Work Request Form:
http://webtma.utsa.edu:180/home.html

UTSA Fleet Management Website:
http://facilities.utsa.edu/departments/omt/Fleet%20Services/Fleet_Services.html

Defensive Driving Awareness Program (SA503):
https://mytraining.utsa.edu/moodle/course/view.php?id=134


XII. APPENDIX


UTSA Fleet Management Plan (coming soon)