Chapter 3: Fleet Management Plan
3.1 Purpose
Texas Government Code, Chapter 2171, Subchapter C, Vehicle Fleet Services, mandates the Office of Vehicle Fleet Management (OVFM) of the Office of the Texas Comptroller of Public Accounts (CPA), as directed by the State Council on Competitive Government (CCG), to develop a management plan for the state's fleet. This plan is to provide detailed recommendations for improving administration and operation of the state's vehicle fleet.
The State Vehicle Fleet Management Plan (the plan) addresses state agencies to include institutions of higher education and provides additional direction to implement the provisions of the plan.
The University of Texas at El Paso (UTEP) follows the guidelines of the Statewide Support Services Procurement Division, Office of Vehicle Fleet Management.
The Fleet Manager serves as the central point of contact for all vehicles owned by UTEP, provides appropriate coordination with offices affected by any changes, and assures 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 documentation of UTEP’s vehicle fleet. This includes cars, trucks, golf carts, utility vehicles, buses, and construction vehicles.
3.2 General Policy
3.2.1 Vehicle Acquisition
To initiate a request for a vehicle acquisition, the requestor must communicate with the Fleet Manager, who will engage OVFM to ensure compliance. All vehicle acquisitions must follow University procurement and inventory practices.
3.2.2 Vehicle Replacement
The guidelines adopted by UTEP aim to minimize fleet capital and operating costs. In general, vehicles will be evaluated for replacement when they reach nine (9) years of service or 100,000 miles, whichever comes first. However, there may be circumstances in which vehicles may be replaced earlier (such as excessive maintenance or repair costs) or retained longer (such as unusually low maintenance costs).
Specialized equipment, such as heavy construction equipment, may not fall under any of the above categories. Such equipment may be considered for replacement according to other criteria, such as hours in service.
3.2.3 Driver Authorization
To become an authorized driver, a vehicle operator must possess a valid driver’s license and be added to the approved drivers list maintained by the Fleet Manager.
Authorized drivers of University vehicles are also required to participate in the Defensive Driving Training. This training is required once every three (3) years as required by policy UTS 157.
If either of these requirements lapse, the driver will not be authorized to drive University vehicles, which may affect their job duties.
3.2.4 Vehicle Assignment and Use
Motor vehicles owned by UTEP must be used solely for official business. Official business is defined as use that supports and provides a direct benefit to this University.
Motor Pool - UTEP maintains a portion of its fleet in a Motor Pool for use by University faculty/staff on official University business. Follow this link to the Facilities Motor Pool website.
Field Operations - Vehicles purchased with state appropriated funds may be assigned to field employees, provided that specific criteria are met. The vehicle must be utilized to serve a mission critical function for an approved activity. Annual utilization must meet the minimum use criteria established by the plan. UTEP does not assign vehicles to individual Administrative or Executive employees.
Departments - Vehicles purchased with state funds and assigned to service departments on a permanent basis, must meet mission critical and specific use criteria. Department-assigned vehicles are generally assigned to provide on-campus service needs (e.g., plant maintenance, grounds, electric, plumbing, carpentry, paint, etc.)
3.3 Fleet Fueling
UTEP utilizes the statewide contract with Voyager for retail fuel dispensing services. Fuel cards are issued to specific vehicles. The Physical Plant maintains two regular unleaded fuel pumps and one diesel fuel pump on campus. Unless specifically prohibited by manufacturer warranty or recommendations, all state vehicles operating on gasoline shall use regular unleaded gasoline.
3.4 Relevant State Statutes and UT System Policy
Texas Government Code, Chapter 2171, Subchapter C, Vehicle Fleet Services
Texas Government Code, Chapter 2158, Subchapter A, Purchase of Passenger Vehicles
Texas Government Code, Chapter 2203, Use of State Property, Section 2203.004
Texas State Vehicle Fleet Management Plan
