POLICY AND PROCEDURES

GENERAL INFORMATION

  1. Fleet Services provides vehicles and vehicle support to departments of the University of Oklahoma. Fleet Services is located in the West end of Building 87 on the South Campus (2805 S. Jenkins). Regular hours are 7:30 A.M. to 4:30 P.M. Monday through Friday. Telephone: (405) 325-1795, Fax: (405) 325-0827.
    When calling long distance or after hours call 1-800-522-0772 and ask for extension 2864, the OU Department of Public Safety. When placing a call to the OU Department of Public Safety, please inform the dispatcher that you are calling in reference to a University vehicle and provide the vehicle number. The dispatcher will contact the on-call technician to assist with the problem

  2. All vehicles, other than special purpose vehicles, i.e., heavy trucks and off road equipment, are to be purchased and maintained by Fleet Services. Requests for purchase of all vehicles must be processed through Fleet Services. All vehicle purchases must be approved by the Vice President for Administrative Affairs and State Fleet Management.
  3. LEASE/LONG-TERM RENTAL AGREEMENT - Upon the long-term lease of a vehicle from Fleet Services, a department is liable for the depreciated life of the vehicle from the beginning date of lease. If a department requests a depreciation schedule different than the established depreciation schedule for that type of vehicle, then the department making the special request and Fleet Services will decide upon a mutually agreed length of time for the vehicle's depreciated life. Regardless of any and all exceptions the ownership of the vehicle will remain with Fleet Services. This policy includes the scheduled replacement of long-term lease vehicles.

    In the event that a long-term lease vehicle is turned in before the end of its depreciated life, the renting department will be liable for the expense of the remaining depreciation on the vehicle. Fleet Services will charge this depreciation to the responsible department.

  4. State Law requires detailed information on licensed vehicles owned and operated by state agencies. To comply, Fleet Services has the responsibility of coordinating with departments within the University to obtain and report the information required by the State Fleet Management Division.
  5. University policies and procedures governing the use of vehicles are in accordance with Title 47, 1971 Oklahoma Statutes and apply to the purchase and use of all University vehicles owned by a department or Fleet Services.
  6. All persons operating University owned vehicles must be employees of the University of Oklahoma and must have a valid driver's license appropriate for the vehicle being driven.
  7. University owned vehicles shall be identified by a decal or painted sign to comply with State law.
  8. It is a violation of State Law for any person to ride to and from their place of residence in a State (department or Fleet Services) owned vehicle, or to otherwise use a University vehicle for private purposes except in performance of official duty.

    Employees of the University cannot be assigned a University-owned vehicle for use on a permanent 24-hour basis unless an exception under the statute has been granted. In order to receive an exception, the President of the University must certify in writing to the Governor, the President Pro Tempore of the Senate, and the Speaker of the House of Representatives that the employee regularly receives emergency phone calls at his or her residence when off duty and the round trip to and from the employee's residence is less than 50 miles.

    It is the policy of the University that passengers shall not be transported in State vehicles unless they are on State business. When private vehicles are used for State business purposes and one expects to be reimbursed pursuant to 74 O.S. Supp. 1987, 500.4(B), the transporting of private passengers not on state business is not prohibited, however, it is suggested and requested that the practice be held to a minimum.

    Requests for an exception must be submitted in writing to the President of the University (President, 5-1-88).

  9. Accidents involving University owned vehicles must be investigated by the proper police agency having jurisdiction where the accident occurs. Procedures for handling accidents and all necessary forms are supplied with each Fleet Services vehicle. When the police are not notified and no police report filed, the department will be responsible for the total cost of repairs to the vehicle. Departments are required to keep such written procedures in their own vehicles. Copies of written procedures may be obtained from the University Legal Counsel at 325-4124 and Risk Management at 325-2981. Also, please contact Fleet Services at 325-1795. Responsibility for the proper reporting of vehicle accidents rests with the vehicle driver.
  10. Grant Accounts
    The University must comply with the United States Government's Office of Management and Budget (OMB) Circular A-21, Cost Principles for Educational Institutions, Cost Accounting Standards (CAS), as it pertains to Auxiliary or Service Centers and any subsequent regulatory or statutory requirement that are promulgated.

    Circular A-21 stresses the need for consistency in treatment of cost as pertains to the government and the principles stipulate recognition of the full allocated costs of research work according to general accounting principles. There is no provision for profit or other increment above cost to be charged or billed to accounts allocated to the government. Recipients of federal funds are not to recover more than cost.

    Fleet Services incorporates a replacement cost in rental rates. This is not an allowable charge on grant accounts under Circular A-21. Therefore Fleet Services has modified its billing process to separate and designate the replacement cost on its statements for grant accounts. For long term leases the "replacement" amount will appear with the description "OVERHEAD OR REPLACEMENT" and on the daily rentals it will be in the section with the description "MISCELLANEOUS/MILEAGE". All departments using a grant account will need to be aware of this and make provisions to transfer this charge into another account or provide Fleet Services with a separate account number to bill the replacement cost

RENTING A VEHICLE FROM FLEET SERVICES

  1. WHO CAN RENT A UNIVERSITY VEHICLE
    1. Any staff or faculty representing a University account with adequate funds for authorized expenditures may rent a Fleet Services vehicle to conduct official business. The Account Sponsor must authorize the request and is responsible for all rentals.
    2. Fleet Services is required to check for a valid driver's license before releasing a daily rental vehicle. Departments who own University vehicles and/or have long term lease vehicles from Fleet Services will verify that operators have a valid driver's license.
    3. Fleet Services is allowed to release vehicles to employees of the University who are using the vehicle for a purpose which is within the scope of their employment
    4. Student Organizations are not allowed to use University vehicles unless a faculty or staff member will be driving the vehicle. Students are not allowed to use vehicles unless it is related to a function of the department in which they are employed.
    5. The above policy is also applicable to all department owned vehicles.
  2. HOW TO RENT A UNIVERSITY VEHICLE
    1. Reservations may be made by calling Fleet Services at 325- 1795, Monday through Friday, 7:30 A.M. to 4:30 P.M. Please be prepared to give your name, department, account number, destination and times of departure and return. A confirmation memo or vehicle request form which validates that the account sponsor is aware of the charge to the account should be submitted to Fleet Services.

      If it becomes necessary to extend your reservation beyond the estimated return time, call Fleet Services as soon as possible. Failure to notify the reservationist may result in penalty charges and could result in a vehicle being unavailable for the next scheduled user. Reservations not used and not canceled will be billed to the department.

    2. Vehicle rental request forms are available at Fleet Services, Building 87, South Campus. The Vehicle Rental Request form can also be found here.
  3. PERIOD OF RENTAL
    1. Period of rental may be monthly, daily or half day. Rates vary according to rental period. A monthly rate requires a minimum rental period of three (3) months. Daily rentals cover from 8:00 A.M. to 7:30 A.M. the following day. Half day rentals are available covering the period of 8:00 A.M. to 12:00 noon or 12:00 noon to 4:00 P.M.
    2. Daily rentals and half day rentals not returned as scheduled will result in a late charge. The late charge to be equal to one additional period of rental (i.e., a daily rental returned late will be charged for one additional day). This is necessary to insure that vehicles are available to other renters at the time requested.
    3. Late charges will be waived if they occur as a result of vehicle breakdowns, etc., which are beyond the control of the driver.
  4. CANCELLATION OF VEHICLE RESERVATIONS

    Cancellation of a reservation must be received 24 hours before scheduled time of pickup or there will be a penalty charge equal to two day's rental. This is necessary so that vehicles are available for departments on a waiting list.

  5. PICKING UP VEHICLES
    1. Vehicles may be picked up from Fleet Services Monday through Friday between the hours of 7:30A.M. through 4:30 P.M.. If an earlier pickup time is necessary, please inform the reservationist.
    2. Fleet Services is closed on Saturdays, Sundays and holidays. If for any reason, a vehicle or the keys to a vehicle are not picked up during normal working hours and this results in an employee being called out to issue the vehicle (or keys), there will be a charge for a service call in addition to the rental.
    3. Keys for vehicles rented for Saturdays, Sundays or holidays may be picked up between 12:00 P.M. and 4:30 P.M. on the last working day before the rental period. Minimum rental for these periods shall be one day's rent.
    4. There shall be a ten dollar ($10.00) fee assessed to customers who book a vehicle for early departure and pick up keys the day preceding the day of rental but fail to pick up the vehicle by 7:30 A.M.the day rental begins. Customers that wish to pick up keys early and have obtained the vehicle before 7:30 A.M. will not be charged.
  6. RETURN OF VEHICLES
    1. Monthly rentals must be returned between 7:30 A.M. and 4:30 P.M., Monday through Friday, excluding holidays. Written notification of a termination date must be sent to Fleet Services at least thirty (30) days in advance. Otherwise, the renting department may be charged a penalty.
    2. Daily rentals may be returned anytime (day or night).
    3. After hours, the vehicle may be parked on the north side of Building 87, locked and the keys placed in the key drop on the office door on the north side of Building 87 S.C., 2805 S. Jenkins Avenue.
  7. PERSONAL VEHICLE PARKING Personal vehicles may be parked in the N.E. corner of the Lloyd Noble Center parking lot while using Fleet Services Daily Rentals. Personal vehicles are not permitted to park in the fenced compound south of Building 87 or on the north side of Building 87.
  8. REPAIRS AND SERVICE ON RENTAL VEHICLES
    1. All purchases of parts and/or labor must be reported to Fleet Services upon the return of the vehicle to Fleet Services.
    2. Purchases amounting to $200.00 or more must be approved by Fleet Services prior to purchase to ensure reimbursement.
    3. Purchases may be approved by calling Fleet Services, 1-800- 522-0772, extension 1795, during regular hours (7:30 A.M.-4:30 P.M.) and after regular office hours, on weekends and/or holidays ask for extension 2864, the OU Department of Public Safety. When placing a call to the OU Department of Public Safety, please inform the dispatcher that you are calling in reference to a University vehicle and give the vehicle number.
  9. PARKING LOT GATE CARDS

    Fleet Services rental vehicles are assigned gate cards. The operator is responsible for the gate card and lost or willfully damaged cards will be charged to the department at $20.00 each.

  10. PIKEPASSES

    Pikepasses are available with rental vehicles. Your department's account number will be charged once a month for use of the pikepass. If your department has a permanent rental and uses the turnpikes frequently, we will install a pikepass in the vehicle (Fleet Services owned vehicles) upon request. Your department may check out a pikepass on a temporary, daily basis to use either with a Fleet Services vehicle or a personal vehicle on a trip for University/State business. Upon return, the pikepass is to be returned to Fleet Services. If your department uses a Fleet Services pikepass in a personal vehicle, they will need to have the velcro strips on the windshield to attach our pikepass, otherwise there is a possibility of receiving a ticket for improper installation for which your department will be responsible. If a pikepass is lost or damaged, there will be a charge of $75.00.

  11. VEHICLE EQUIPMENT
    1. The equipment installed on University vehicles may not be changed or altered in any way.
    2. Trailer hitches or devices for carrying baggage or equipment on top of vehicles may be authorized only through Fleet Services.
    3. Loud speaker systems, banners, bumper stickers, radio antennas, spotlights, etc., will not be displayed on a University vehicle unless it is part of the regular equipment or specific written approval of Fleet Services has been given.
  12. OBTAINING FUEL FOR RENTAL VEHICLES
    1. Whenever possible, rental vehicles should be fueled at Fleet Services located at Building 87 on the South Campus (2805 S. Jenkins Avenue). Regular hours for the fueling facility are 7:30 A.M. through 4:30 P.M. Monday through Friday. If for any reason your department doesn't have a fuel key for a particular vehicle, a key may be obtained by contacting Fleet Services at 325-1795.
    2. Gasoline Credit Cards. Wright Express credit cards will be issued upon request. The Wright Express card is accepted at 9 out of 10 fuel stations nationwide (over 140,000 locations). These credit cards may be used for purchases exclusively for Fleet Services vehicles, such as fuel and necessary parts/repairs. Charges for parts/repairs are limited. The operator is responsible for the credit cards and lost or willfully damaged cards will be charged to the department at $20.00 each.
    3. Cash or Personal Credit Card. Purchases by cash or personal credit cards may be reimbursed by the department renting the vehicle. These reimbursements will not be processed through Fleet Services. To have accurate records, copies of these purchases for the vehicle need to be forwarded to Fleet Services upon return of the vehicle.

INSURANCE COVERAGE

  1. Comprehensive/Collision
    1. Fleet Services' vehicles are self-insured for comprehensive/ collision with a $500.00 deductible per incident. It is advisable for the person picking up the vehicle to inspect the vehicle for body damage. Any damage should be noted on the reservation.
    2. The department renting a vehicle from Fleet Services is responsible for any physical damage to the vehicle beyond normal wear and deterioration.
    3. In the event of vehicle damage, repairs will be made by Fleet Services and the renting department will be billed for the first $500.00 of repairs per incident. If two University owned vehicles are damaged in the same accident, then the department at fault will be responsible for the first $500.00 on each vehicle.
  2. Liability Deductible

    State Risk Management Division charges a $500.00 deductible per occurrence for payments to claimants under the Oklahoma Governmental Tort Claims Act. The University of Oklahoma's Risk Management personnel will contact the responsible department which the at-fault driver was representing at the time of the accident to request an account number which they will charge the $500.00 liability deductible.

UNIVERSITY POLICY ON THE USE OF GASOLINE CREDIT CARDS

POLICY

As a general policy, the use of gasoline credit cards for University vehicles will be limited to those instances where it is not practical or possible to use Fleet Services' gasoline pumps. Unleaded, diesel and compressed natural gas (CNG) are available from Fleet Services on the south campus. The increased cost of off campus gasoline and the necessity to maintain the University's gasoline allocation level dictate strict adherence to this policy.

PROCEDURES
  1. For All University Vehicles
    1. Fleet Services will secure and assign all gasoline credit cards to each University vehicle.
    2. Fleet Services will be responsible for reviewing all charges/invoices, approving for payment and forwarding to Financial Support Services.
  2. For Vehicles Owned, Leased or Otherwise Provided to Individual Departments
    1. Fleet Services will secure and issue gasoline credit cards for departments operating departmental owned vehicles.
    2. Fleet Services will maintain a master list of issued credit cards with the corresponding department account number and responsible individual.
    3. The individual department will keep the credit card receipt issued at time of purchase for its records. These receipts would be used to verify the charges billed to their account by Fleet Services.
    4. University gasoline credit cards used in conjunction with leased or courtesy cars are to be used strictly for official University business. This is the responsibility of the account sponsor. Periodic review will be made to ensure that the gasoline charges are consistent with the use of all University vehicles.
    5. Fleet Services will periodically verify all credit cards to ensure that the cards have not been lost or stolen.
  3. For Privately Owned Vehicles

    No University credit cards will be used to purchase gasoline for privately owned vehicles. Reimbursement for travel expenses in connection with the use of privately owned vehicles will be in accordance with travel claim procedures. This is mandated by State travel regulations which require strict compliance.

  4. Invoice Approval Guidelines
    1. The location of the gasoline station should generally be well outside the Norman area. With the exception of certain vehicles at the North Campus, all other Norman Campus vehicles must use Fleet Services' gasoline pumps rather than local gasoline stations.
    2. Charges other than gasoline must be specifically itemized in accordance with existing Fleet Services procedures. No items shall be charged on a credit card that do not relate to the maintenance of a vehicle.
    3. Cards will be specifically assigned to each department and/or vehicle.
    4. The department will be responsible for reviewing all charges/invoices, retaining a copy of the charge document and reconciling the charges on their account.