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Handbook of Operating Procedures
Handbook of Operating Procedures
Chapter 8 - Facilities and University Services
Publication Date: May 6, 2026
Policy Reviewed Date: May 6, 2026
Policy Owner: VP for Business Affairs


8.09 Administration, Operation, and Recording of University Vehicles

I. POLICY STATEMENT

The University of Texas at San Antonio (University) academic campus maintains a centralized and compliant fleet management program that prioritizes safety, accountability, and operational efficiency through structured oversight, maintenance standards, and operational controls. All University vehicles, regardless of funding source, must be acquired, operated, and disposed of in accordance with this policy, which is enacted under the authority of Texas Government Code §2171, University of Texas System Policy 157, and Texas Administrative Code Chapter 20, Subchapter K, to ensure institutional accountability.

II. RATIONALE

It is the policy of the University to protect students, faculty, staff and the public, as well as the physical and financial assets of the University, while operating vehicles on official University business. This policy establishes guidelines for the administration, operation and recording of the University vehicle fleet, reinforcing the University’s commitment to safe, lawful, and cost-effective transportation and fleet management practices.

III. SCOPE

This policy applies to any driver and department that operates, manages, or utilizes University-owned, leased, or rented vehicles in the conduct of official state business.

IV. WEBSITE ADDRESS FOR THIS POLICY

https://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

  1. HOP 5.18 – Travel or Events that Involve Students and Other Non-Employee Participants
  2. HOP 9.18 – Drugs and Alcohol
  3. HOP 9.30 – Drug and Alcohol Testing (Certain Holders of Commercial Drivers' Licenses)
  4. UTS102 – Drugs and Alcohol Policy
  5. UTS113 – Drug and Alcohol Testing for Positions Requiring Commercial Driver's Licenses
  6. UTS157 – Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles

Other Policies & Standards

  1. Texas Government Code, Chapter 2171, Subchapter C, §2171.104 – Use of State-Owned or Leased Vehicles
  2. Texas State Vehicle Fleet Management Plan
  3. U. S. Department of Energy, Energy Policy Act of 1992

VI. CONTACTS

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

Fleet Management, UT San Antonio, academic campus
fleet@utsa.edu
https://www.utsa.edu/rpm/services/asset-management/fleet-services/index.html

Office of Safety and Risk Management
fleet.admin@utsa.edu
210-458-5250
https://www.utsa.edu/rpm/services/safety-risk-management/index.html

VII. DEFINITIONS

Accident: An event which causes, or may have caused, bodily injury to a University employee, bodily injury to a third party, physical damage to state property, or physical damage to third party property.

Authorized driver: Employees, including student-employees, and other authorized operators who are eligible to operate a University owned, leased or rented vehicle for official University business. Please refer to https://www.utsa.edu/rpm/services/asset-management/fleet-services/driver-authorization.html for eligibility requirements.

Fleet Management Program: An institutional framework which establishes standards, procedures, and responsibilities related to the operation, procurement, maintenance, and oversight of University vehicles. The program also addresses driver qualifications, training, compliance reporting, and risk mitigation measures.

Fleet Oversight and Advisory Group: The Fleet Oversight and Advisory Group is a cross-functional advisory body that provides institutional guidance on fleet policy, regulatory compliance, operational priorities, and program improvement. The Group is composed of the University Fleet Manager, Risk Manager, and appointed stakeholders representing key departments and user groups on the academic campus involved in University vehicle operations.

Operations: The full range of activities related to the lawful and authorized use of University vehicles, including driver authorization and oversight, vehicle assignment and utilization, fueling, preventive maintenance and repairs, accident and incident reporting, compliance with insurance and safety standards, and the recording of vehicle data and usage in accordance with state, UT System, and institutional requirements.

Recording: The process of documenting and maintaining official records on the acquisition, assignment, use, maintenance, fueling, and disposition of University vehicles, in compliance with Texas Administrative Code and UT System policy.

University Vehicle: Any motorized vehicle that is owned, leased, or rented under the authority of the University and used during official University business.

Vehicle maintenance: The preventative or corrective services necessary to keep University vehicles in proper working condition. Please refer to the Texas State Fleet plan for more information.

VIII. RESPONSIBILITIES

  1. Supervisors and Departments Operating Vehicles (Custodians) are responsible for:
    • Ensuring that only authorized drivers operate University vehicles under their supervision.
    • Verifying that driver training, licensing, and medical certification requirements are current for employees in their department operating University vehicles.
    • Submitting timely data on vehicle utilization, maintenance, and fueling to Fleet Management for centralized reporting.
    • Enforcing prohibitions on personal or unauthorized use of University vehicles.
    • Removing from departments any vehicles with unsafe conditions or leaks that are likely to cause adverse environmental impacts.
    • Promptly reporting any accidents, incidents, or suspected misuse to the Office of Safety and Risk Management (OSRM) and Fleet Management.

  2. Drivers (Employees, including student-employees, and other authorized operators) are responsible for:
    • Operating University vehicles only for official University business and in accordance with all applicable laws, policies, and manufacturer’s instructions.
    • Maintaining current and valid driver’s licenses and completing required training programs.
    • Complying with federal, state, and University requirements for safety, including defensive driving and, if applicable, of Commercial Driver's License (CDL) drug and alcohol testing.
    • Promptly reporting accidents, damage, or vehicle-related incidents to their supervisor and OSRM.
    • Ensuring accurate trip logs, mileage reports, and fueling documentation are recorded as required.

  3. Office of Safety and Risk Management is responsible for:
    • Overseeing program-level compliance with fleet-related insurance, driver safety, training, and risk mitigation standards.
    • Managing and maintaining the University’s centralized driver database, including the tracking of driver eligibility and authorization status.
    • Administering driver safety training programs, including those specific to high-risk vehicle types such as 12–15 passenger vans and utility/golf carts.
    • Coordinating the activities of the Fleet Oversight and Advisory Group (FOAG) and facilitating implementation of its approved recommendations.
    • Reviewing and approving documented exceptions to this policy in consultation with appropriate administrative leadership.
    • Maintaining a central registry of CDL drivers across all departments, in coordination with area supervisors and Occupational Health Program.
    • Ensuring CDL driver compliance data (testing, licensing, training) is recorded, tracked, and reported in accordance with applicable federal and state laws.
    • Providing procedural guidance and policy interpretation for departments managing their own CDL personnel.

  4. Fleet Oversight and Advisory Group (FOAG) is responsible for:
    • Advising on the development, review, and improvement of fleet-related policies, procedures, and risk mitigation strategies.
    • Reviewing fleet performance data and the Fleet Management Program on a recurring basis, no less than annually.
    • Representing a diverse group of operational stakeholders, including members from fleet stakeholders across the University.
    • Supporting alignment of fleet operations with institutional goals, regulatory requirements, and emerging best practices.

  5. Fleet Management is responsible for:
    • Administering and updating the UT San Antonio academic campus, Fleet Management Program in alignment with state law, University policy, and evolving best practices.
    • Coordinating the activities of the Fleet Oversight and Advisory Group (FOAG) and supporting the implementation of approved recommendations.
    • Managing comprehensive vehicle lifecycle data, including acquisition, surplus, fuel consumption, mileage, maintenance, and repair tracking, in accordance with Texas Administrative Code requirements.
    • Maintaining accurate fleet inventory records and preparing required internal and external reports related to vehicle capacity, utilization, and compliance.
    • Overseeing vehicle readiness by coordinating documentation, preventive maintenance schedules, inspections, and operational logistics.
    • Communicating to Departmental Supervisors and Departments Operating Vehicles (Custodians) when vehicles are not safe to operate or have leaks causing or likely to cause adverse environmental impacts.
    • Preparing and submitting all required federal, state, and local reports related to University fleet operations.
    • Collaborating with departments, the Office of Safety and Risk Management, and University leadership to ensure the fleet program remains compliant, cost-effective, and aligned with operational and strategic goals.

  6. Campus Services is responsible for:
    • Maintaining oversight of CDL-certified drivers within Campus Services, including scheduling, training coordination, and operational compliance.
    • Ensuring CDL driver compliance data (testing, licensing, training) for CDL-certified drivers within Campus Services is recorded, tracked, and reposted in accordance with applicable federal and state laws.
    • Ensuring adherence to Department of Transportation (DOT)/CDL medical, licensing, and testing requirements for Campus Services personnel.
    • Submitting CDL compliance documentation to the Office of Safety & Risk Management for centralized recordkeeping.

  7. People Excellence is responsible for:
    • Partnering with departments/supervisors to ensure compliance with applicable Federal/State rules, laws and University policies and addressing violations as appropriate.
    • Maintaining results of mandatory drug and alcohol screening for CDL Drivers in accordance with UTS113 and UTSA HOP 9.30.

  8. Financial Affairs is responsible for:
    • Managing purchasing, contracting, and financial reconciliation for vehicle acquisitions.
    • Overseeing surplus vehicle disposition in accordance with UT System and state asset management policies.

IX. PROCEDURES

Procedural standards governing vehicle acquisition, maintenance, driver authorization, training, usage, and surplus disposition are established in the University Fleet Management Program. Maintained by University Fleet Management in coordination with the Office of Safety and Risk Management, the University Fleet Management Program serves as the authoritative reference for ensuring operational consistency and regulatory alignment. It is reviewed annually and updated as needed to reflect changes in institutional priorities, legal requirements, or best practices.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

None

XI. FORMS AND TOOLS/ONLINE PROCESSES

Fleet Services | Real Estate and Property Management | UTSA | University of Texas at San Antonio

XII. APPENDIX

Draft Version Date: March 2025
Policy Published Date: May 2026