Vehicle Maintenance
UT San Antonio provides fleet vehicle expertise, recommendations and special equipment maintenance services. Department vehicle custodians are responsible for the care of licensed vehicles and other specialty equipment not supported by maintenance services.
If this is an urgent Facilities issue, call:
210-458-4262 (business hours)
210-458-5277 (after hours)
All UT San Antonio fleet vehicles are required to be maintained according to manufacturer's recommendation.
What UT San Antonio Maintains
- Golf Carts
- Utility and industrial vehicles (e.g., gators, tractors, towable units)
Maintenance includes routine service, safety inspections, and minor repairs, including:
- AC not working
- Battery charge issues
- Cracked windshield or shield installation
- Flat tire repair
- Light not working
- Vehicle not starting
- Cart or equipment not starting
Request Maintenance for supported vehicle types
What Departments Must Maintain
Departments are responsible for all licensed university vehicles and equipment not serviced by UT San Antonio, including
- Passenger van, sedans, SUVS and trucks
- Trailers and law enforcement vehicles
Departments must:
- Arrange for external service or repairs, either through an option like Enterprise or a local vendor
- Track maintenance intervals per manufacturer guidelines
- Report all mileage, fuel usage and maintenance and maintenance recommendations to UT San Antonio Fleet Management
Key Responsibilities
| Role | Responsibility |
|---|---|
| Drivers | Obtain UT San Antonio Driver Authorization, perform visual checks, operate vehicle according to policy, and report issues and accidents promptly. |
| Supervisors | Ensure drivers are trained and vehicles are serviced and reported on per policy. |
| Departments | Schedule service for licensed vehicles, maintain and report service logs to Fleet Management, and report issues and accidents within 24 hours. |
| Fleet Management | Maintain UT San Antonio-supported non-licensed vehicles; provide subject matter expertise and recommendations for licensed vehicle maintenance needs, and report vehicle usage to the state. |
UT San Antonio partners with Enterprise Fleet Management to support fleet owners in maintaining their fleet. Click the accordion below for more information.
UT San Antonio partners with Enterprise Fleet Management to provide UT San Antonio fleet vehicle owners with simple, flexible options to help keep fleet vehicles efficient, safe and running smoothly. Fleet vehicle owners can enroll in Enterprise Fleet Management and have access to maintenance and leasing options designed just for UT San Antonio.
Maintenance Program Enrollment
Need to maintain your vehicle? You can maintain and service currently owned vehicles by enrolling in the Enterprise Maintenance Program. This program provides access to the Enterprise nationwide network of ASE-certified auto shops and service managers, record keeping and cost tracking. Enrollment in the Maintenance Program is $6.00 per month. All repair and maintenance costs outside of the monthly enrollment fee are the responsibility of the operating department.
Vehicles will receive preventative or repair services at any Enterprise partnered shop, supported by fleet experts, the National Service Department. Fleet owners have access to the Enterprise Dashboard that allows tracking of your vehicle’s service needs, costs and billing, and reportable data.
To get started, submit an enrollment request by emailing Fleet Services. The request will connect you with UT San Antonio Fleet Management, who will provide an initial consultation that includes estimated maintenance costs and enrollment recommendations. In addition to the monthly program fee, it is recommended that departments budget appropriately to cover maintenance costs for the year. UT San Antonio Fleet Management can assist in estimating maintenance costs to inform enrollment financing.
Once your department has determined an appropriate budget for your fleet and enrollment financing has been secured, your enrollment will be finalized in collaboration with UT San Antonio Fleet Management and Enterprise Fleet Management.
When your vehicle(s) are enrolled, you can manage and monitor your vehicle(s) through the Enterprise Dashboard.
Leasing Program Enrollment
Need a new vehicle alternative? When your current vehicles become too costly to maintain, leasing a vehicle is an alternative to buying a new one outright. In addition to access to new vehicles, Enterprise leasing:
- Helps departments build equity over the term of the lease that can be reinvested in your fleet.
- Works with you to manage the vehicle lifecycle, including maintenance, in order to maximize your equity benefits.
To get started, submit a new vehicle request form. This request will connect you with UT San Antonio Purchasing and UT San Antonio Fleet Management to initiate a consultation.
Recommendations for a vehicle will be based on your needs and budget.
UT San Antonio Fleet Services is required to report vehicle data to the Texas Fleet System (TxFS) as part of the state’s vehicle oversight program. Your role helps ensure the university stays in compliance with Texas Government Code §2171.101 and the State Fleet Management Plan.
What Needs to Be Reported
UTSA must maintain accurate, up to date records for each university-owned or long-term leased vehicle, including:
- Vehicle details (VIN, make, model, fuel type, etc.)
- Current mileage and usage logs
- Maintenance and repair history
- Assignment details (department and/or driver)
- Fuel card activity and fuel type used
- Vehicle disposal or surplus status
Enrollment in the Enterprise Fleet Management program enables fleet owners to provide required records easily by using the Enterprise Dashboard.
UT San Antonio fleet owners not enrolled in Enterprise Fleet Management will be required to provide records monthly by emailing fleet@utsa.edu by the seventh of each month.
Helpful Links
Need a new vehicle? Visit Vehicle Acquisition and connect with Purchasing for more information.
Need to surplus a vehicle? Visit Vehicle Surplus for more information.
Contact Us
For general fleet questions or to report fleet required information, email Fleet Services. For specific inquiries, contact the Fleet Manager at 210-458-7681.
