Type of Policy
Administrative
Last Revised
Review Date
Policy Owner
Facilities Fleet Services
Contact Name
Hyacinth Ide
Contact Title
Associate Director, Landscape Services & Vehicle Management
Contact Email
hyacinth.ide@facilities.gatech.edu
Reason for Policy

As part of the University System of Georgia (USG), Georgia Tech adheres to overarching state policies regarding state-owned vehicles. The Georgia Department of Administrative Services (DOAS) Office of Fleet Services established the Georgia Fleet Management Manual which serves as the primary policy document governing the purchase, maintenance, repair, and replacement of state-owned vehicles.

The purpose of this policy is to establish uniform maintenance protocols for motor vehicles owned or controlled by Georgia Tech.

Policy Statement

All Georgia Tech departments that own or control motor vehicles must comply with the DOAS Georgia Fleet Management Manual, as well as the Georgia Tech Motor Vehicle Maintenance Procedures set forth by Facilities Fleet Services.

Scope

This policy applies to all Georgia Tech departments that own or control motor vehicles.

Policy Terms

Motor Vehicle
Any motorized vehicle carrying a driver and capable of being tagged and titled in the state and driven on highways or streets, including motorcycles and utility vehicles.

This policy concerns motor vehicles purchased, leased, or controlled using Institute funds.

Procedures

All departments who own or control motor vehicles must follow the Georgia Tech Motor Vehicle Maintenance Procedures.

Responsibilities

6.1. DOAS

DOAS sets out many of the procedures for state-owned/operated motor vehicles in its Georgia Fleet Management Manual, including:

  • acquisition
  • use and operations
  • fuel, maintenance & inspections
  • disposal
  • liability
  • fleet management system
  • environmental compliance
  • maintenance and repair

In addition to DOAS, the following Georgia Tech departments have procedures in place to help with motor vehicle maintenance issues:

6.2. Facilities Fleet Services

  • preventive and demand vehicle services
  • vehicle acquisitions
  • fueling necessities (WEX Cards)
  • emergency assistance

6.3. Insurance & Claims Management

  • auto insurance cards
  • auto liability claims
  • claims and liability coverage questions

6.4. Purchasing

  • placing orders for all vehicles (including GEM cars and Club cars)
Enforcement

Facilities Fleet Services in partnership with Insurance & Claims Management will monitor for compliance with this policy. Failure to comply with this policy will result in notification of the Department Head and may lead to suspension of fuel privileges and or delay the acquisitions of new vehicles for the department.

To report instances of suspected noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/media/en/gui/7508/index.html

Policy History
Revision Date Author Description
March 2015 Facilities Fleet Services Updated Procedures Section
August 2014 Facilities Fleet Services New Policy