University Fleet Standards

Vehicle Signage

1. All university vehicles must display the official university logo.
   1. TTM is responsible for affixing the university logo on university vehicles.
   2. Requests for exceptions to affixing the university logo (e.g., other lettering, insignia, decals, or signs) must be decided by TTM.
2. University vehicles must display the tobacco free signage approved by the university.

License Plates

1. All university vehicles, excluding utility vehicles, must display a state vehicle license plate. Vehicles used exclusively for law enforcement or protective activities may be exempt from this requirement.

Vehicle Exterior Colors

1. All newly acquired university vehicles must be white or silver in color.

Utilization and Business Justification

1. TTM established minimum use standards to ensure the university is maximizing university assets and minimizing capital expenses
2. Units that do not operate a vehicle at least 3,000 miles per fiscal year must:
   1. Return the vehicle to TTM for re-assignment to another unit or removal from the fleet; or,
   2. Demonstrate the vehicle is mission critical to the university’s daily operation and the vehicle is not readily available through a rental agency (i.e., street sweeper, specialized vehicles that serve agriculture operations, etc.).
3. An annual audit will be performed to verify utilization standards are met. Any vehicle that fails to meet this criterion for two consecutive audit cycles will be reassigned or removed from the university fleet.
   1. If the Vehicle is reassigned, the acquiring unit would only be responsible for the fair-market value of the vehicle.
   2. If the vehicle is unable to be reassigned within a six-month period, TTM will coordinate with Surplus to sell the vehicle. The amount received will be returned to the purchasing unit.

Driver Responsibilities

1. Drivers are responsible for inspecting vehicles for obvious defects (i.e., brakes, turn signals, wipers, tires, etc.) prior to operation.
   1. Drivers operating vehicles classified as commercial vehicles are required to complete a Vehicle Pre-Trip Inspection form prior to each use.
      1. Units are responsible for retaining Vehicle Pre-Trip Inspection forms in accordance with the records retention requirements as stated in §396.3 (c) of the Code of Federal Regulations.
   2. Safety deficiencies found must be repaired immediately (see “Safety and Maintenance Standards” go.osu.edu/maintenance-standards).
2. Drivers must comply with all state and local traffic laws. Drivers are responsible for payment of any fines resulting from traffic and parking violations while operating university vehicles.
3. Only authorized passengers may ride in university vehicles. Authorized passengers include faculty, staff, students, or guests of the university.

Overnight and Extended Use of University Vehicles

1. Overnight and extended use of a university vehicle must be authorized in advance by the unit dean/VP or designee using the Personal Use of a Vehicle form.
2. Individuals authorized for personal use of a university vehicle are required to keep documentation for tax and benefits purposes.
   1. Employees must document all personal use of university vehicles in a Mileage Log and submit a Certificate of Personal Use Mileage form annually to the Office of Business and Finance Tax Office by November 5 for the period covering the prior November 1 – October 31.
   2. The employee will be taxed on the annual lease value of the university vehicle for the percent of personal use identified.
   3. If documentation designating the percent of personal usage is not maintained or if it is not submitted to the Office of Business and Finance Tax Office by November 5, the employee will be taxed on the entire annual lease value.

Annual Safety Inspection

1. University vehicles must pass an annual inspection in coordination with TTM.
   1. Deficiencies found in the annual safety and mechanical inspections must be corrected immediately.
   2. Units should contact TTM for inspection of any university vehicle if the unit is uncertain whether the vehicle needs repair or maintenance prior to use.
   3. TTM will monitor adherence to the annual safety inspection schedule and will report non-compliance to the appropriate dean/vice president.
   4. Failure to have deficiencies corrected will result in loss of use of the vehicle and impoundment fees assessed to the responsible unit.

Repair and Preventative Maintenance

1. Units are responsible for maintaining their university vehicles and must establish regular service schedules and preventive maintenance programs in coordination with TTM.
2. All maintenance performed on university fleet vehicles must be serviced by and/or coordinated through TTM unless the vehicles are assigned to a regional campus with its own maintenance shop designated to repair their fleet vehicles (CFAES Wooster, Mansfield, and Lima).
   1. Vehicle repairs performed at TTM or regional campuses with maintenance shops to repair their fleet vehicles will automatically be documented and recorded in the University Fleet Management System.
   2. Units with fleet vehicles not in close proximity to the Columbus Campus or regional campus with maintenance shops to repair their fleet vehicles may coordinate with TTM to have maintenance and repairs done locally by a professional auto repair shop. 
      1.  Units must submit all documentation to TTM (estimates, inspections, damage reports, billing, etc.) within 48 hours after services are performed.
      2. Invoices and warranty documentation for repairs completed at a professional auto repair should must be scanned and emailed to ap-tp-vehiclerepair@osu.edu.

Requirements for Safety and Mechanical Inspection

University vehicles are required to pass a safety and mechanical inspection annually.  The list below is not all inclusive in nature, and other defects found during the inspection that pose a safety hazard will be flagged for repairs.  All items must be in good working condition to pass the safety and mechanical inspection.

Lighting Devices / Horns

1. High and low beam headlights
2. Turn signals
3. Clearance lights
4. Marker lights
5. Stop lights
6. Reverse lights
7. Interior lights
8. License plate lights
9. Back up alarm (if equipped)
10. Horn

Glass and Mirrors

1. Windshield free from cracks, and chips that interfere with line of sight visibility.
2. Windows are in good repair and operate as designed
3. Rear view mirror is in good repair
4. Outside mirrors are free from cracks and operate as designed

Windshield Wipers/Washer

1. Blades wipe properly
2. Nozzles and hoses are in good repair
3. Washer system functions as designed

Steering System

1. Power steering system is free from leaks
2. Ball joints / kingpins do not exhibit excessive play
3. Springs are functioning as designed
4. U bolts and hangers are in good repair and functioning as designed

Exhaust System

1. Free from leaks
2. System is properly placed, mounted and secure
3. Exhaust manifold is in good repair and free of leaks
4. Muffler, resonator, and catalytic converter or after treatment devices are properly functioning

Doors

1. Close securely
2. Handles function as designed
3. Locks function as designed
4. University decal present on exterior

Tires/Wheels

1. Free from cuts and dry rot
2. Tread depth is greater than 2/32^nd
3. Commercial vehicle front tires tread depth greater than 4/32^nd

Brake System

1. Parking brake functions as designed
2. Drums and rotors are above minimum spec, exhibit minimal pulsation, and free from excessive corrosion
3. Friction material is at proper thickness
4. Calipers and cylinders move freely and are free from leaks
5. Master cylinder and power booster provide adequate pressure
6. Lines and hoses are in good repair and free from leaks

Body/Chassis

1. Seats securely mounted
2. Seat belts function as designed

Fuel System

1. Free from leaks
2. Fill cap in place and intact
3. Tanks and lines are securely mounted
4. Emissions control devices function as designed

Cooling System

1. Free from leaks
2. Belts and hoses are in good repair

Miscellaneous

1. Fluids are at proper levels
2. Overall road performance test
3. Engine and transmission are free from leaks
4. Engine operates as designed and free from trouble codes

 

1. TTM established Life Cycle standards to ensure the university maintains a modern, reliable, efficient, and sustainable fleet.
2. Units are required to develop and maintain, in coordination with TTM, a Vehicle Replacement Plan for all vehicles regardless of how they were obtained.
3. Units are required to acquire alternative fuel vehicles in alignment with federal rules and university initiatives.
4. Units are required to acquire alternative fuel vehicles whenever possible
5. All Vehicles are required to have a planned replacement cycle.
   1. TTM will provide units a list of vehicles in need of replacement during the next fiscal year.
   2. Units are responsible for budgeting and funding any vehicles up for replacement.
6. Life cycles by class:
   1. Light duty passenger vehicles used for travel   5 years or 100,000 miles
   2. Light duty service vehicles (up to ¾ ton)                       7 years           
   3. Medium duty truck (More than ¾ ton to 2 ton)  10 years
   4. Heavy duty truck                                                            12 years
   5. Motor Coach                                                                  15 years
   6. Transit bus                                                                     12 years
   7. Cutaway shuttle bus                                                      7 years
   8. Police and security                                                        5 years