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6.10 University Vehicle Procurement, Maintenance & Life Cycle Management Policy

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Policy Information

Policy Number: 6.10Effective Date: April 1, 2025
Responsible Unit: Parking and Transportation ServicesLast Revised Date: April 1, 2025
Phone: 520-626-7275Email: transportation@arizona.edu

Purpose and Summary

The purpose of this policy is to achieve fiscal and environmental responsibility in fleet vehicle procurement, maintenance, and life cycle management for the University of Arizona (University) to advance our academic, research, and service missions.

This policy provides the requirements for the acquisition, routine maintenance and repairs, fueling, and disposal of all licensed University Vehicles, including Low-speed Vehicles (e.g., golf carts, gem cars, utility/service vehicles).

Source

This policy applies to all Units that use licensed University Vehicles including Low-speed Vehicles. 

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

  1. Gifted Vehicles: This term includes vehicles added to the University fleet that are donated and titled to the University and vehicles leased to the University at no charge.
  2. Low-speed Vehicle: A vehicle with a speed of not more than 25 miles per hour and with a gross vehicle weight rating (GVWR) less than three thousand pounds. Includes but is not limited to golf carts, gem cars, and utility/service carts.
  3. Requesting Unit: Any University college, department, program, or other operating unit that submits a vehicle purchase request to Fleet Services.
  4. Unit: Any University college, department, program, or other operating unit.
  5. University Contracted Vendor: A vendor who has entered into an agreement with the University to sell licensed vehicles or Low-speed Vehicles to the University; or to provide routine maintenance and repair services for University Vehicles.
  6. University Vehicle: Any licensed vehicle owned, leased, operated, or otherwise managed by the University, including Gifted Vehicles and Low-speed Vehicles. Excludes non-licensed agricultural equipment, construction equipment, watercraft, aircraft, and other non-licensed equipment. 

Policy

  1. Parking and Transportation Services (PTS) administers and interprets rules, policies, and standards/requirements applied to all licensed University Vehicles and Low-speed Vehicles regardless of the method obtained (purchased, leased, donated, intra-departmental transfer, or other), source of funds, or intended use.
  2. PTS Fleet Services (FS) procures all licensed University Vehicles regardless of the method obtained, source of funds, or intended use to promote efficiency while preserving environmental and economic resources. FS coordinates with the Foundation on the procurement of Gifted Vehicles. FS may grant exemptions in unique circumstances, such as federal programs for vehicle use and purchase. Units may not procure licensed University Vehicles or Low-speed Vehicles outside of the FS vehicle procurement process.
  3. Units must follow a routine maintenance schedule provided by FS for all licensed University Vehicles.
  4. Units must coordinate service requests through the FS Garage for routine maintenance and repairs unless eligible for an exception under the Procedures.
  5. FS will determine when University Vehicles have reached the end of their life cycle regardless of the method obtained, source of funds, or intended use. FS will notify Units when a vehicle needs to be replaced and will manage vehicle disposal to help ensure consistent vehicle end of life processes.
  6. All drivers of University Vehicles are required to comply with the Fleet Safety Policy. 

Procedures

  1. Vehicle Purchasing Request and Process
    1. Units that seek to have a University Vehicle for their use must complete a University Vehicle Purchase Request Form or University Golf Cart Purchase Request Form administered online by FS.
    2. The Fleet Services Director (or designee) will review the completed Vehicle Purchase Request Form submitted by the Requesting Unit. FS will provide technical assistance, research, and fuel economy information to the Requesting Unit during the review. The Requesting Unit may amend their initial vehicle request based on information shared by FS during the review.
    3. Following review, the Fleet Services Director (or designee) may accept, offer cost comparable amendments, or deny the vehicle request and will contact the Requesting Unit with the decision. This process will take into account the operational needs of each Requesting Unit while helping to ensure the University is taking into account fiscal and environmental responsibility in vehicle procurement. Requests may be denied if the acquisition is deemed unnecessary, duplicative, or inappropriate for other reasons.
    4. When a request is approved, FS will submit a requisition to Purchasing. Purchasing will manage the procurement process in accordance with all applicable purchasing and financial policies.  
  2. Vehicle Receipt, Titling, Registration, Fees, and Transfer
    1. FS is the sole receiver for all newly obtained licensed University Vehicles regardless of source, unless the acquisition is determined eligible for exemption.
    2. The FS Director or designee will authorize all titling and registration of purchased licensed University Vehicles, and coordinate registration and licensing with the lessor and the leasing Unit for all licensed vehicles leased by the University.
    3. Units are responsible for vehicle title, license, and registration fees. PTS bills Units the fees for these services.
    4. FS will maintain all legal documents associated with license and registration of licensed University Vehicles. Treasury Accounting will hold all licensed University Vehicle titles.
    5. Before a vehicle can be transferred to the Requesting Unit, FS will ensure that:
      1. The vehicle record is created and entered into the University’s fleet management system;
      2. The University Vehicle decal is applied to the vehicle;
      3. Title, licensing, and registration are properly filed; and
      4. University self-insurance is in effect.
    6. Property Management will bill the annual cost of the required state liability insurance directly to each Unit's designated account.
  3. Routine Maintenance and Repairs
    1. Units must follow a routine maintenance schedule for all licensed University Vehicles in their use. Units are responsible for maintenance costs.
    2. Licensed University Vehicles must receive routine maintenance and repair services from either the FS Garage or from a University Contracted Vendor. Routine maintenance and repair services can also be provided by University employees who provide these services to University Vehicles as part of their job duties.
    3. If a University Contracted Vendor is not available in the geographical location of the University Vehicle, routine maintenance and repair services may be provided by a non-University contracted vendor. Non-University contracted vendors should be Automotive Service Excellence (ASE) certified.
    4. Units must report routine maintenance and repair services performed by a non-University contracted vendor or University professional within 14 business days by completing the Maintenance and Repair Form administered online by FS.
  4. Vehicle Fueling
    1. University Vehicles should be fueled at University operated fueling facilities whenever possible. When purchasing fuel from a non-University location, drivers should use a University-issued fleet fuel card, if possible, at commercial locations or fuel at locations with fueling agreements, such as county fueling stations.
  5. Vehicle Life Cycle
    1. FS uses mileage, years of service, routine maintenance records, and Unit operational needs to determine when licensed University Vehicles have reached the end of their life cycle regardless of the method obtained, source of funds, or intended use of the University Vehicle.
    2. FS will notify Units when a vehicle needs to be replaced and will manage vehicle disposal to help ensure consistent vehicle end of life processes. Sponsor-owned vehicles will be retired at the direction of the sponsor.
    3. When retiring a vehicle:
      1. The Unit must ensure any special equipment that has been installed is removed. The Unit may schedule the removal of such equipment by the Fleet Services Garage and is responsible for any associated costs.
      2. The Unit must remove trash and personal items from the vehicle.
      3. The Unit must submit the University-issued fleet fuel card, vehicle packet and all sets of keys to FS.
      4. University Surplus will remove the University Vehicle decal from the vehicle before sale.

Fleet Safety Policy
Garage Services
Maintenance and Repair Form
PUR 4.10 Insurance
University Vehicle Purchase Request Form         
University Golf Cart Purchase Request Form