Mileage Recording - University of Georgia

Report
POLICY 10
REVISION 8
Changes and impact on UGA
POLICY 10
 Rules, regulations and procedures governing the use and
assignment of the motor vehicles, purchase, operation
and disposal of motor vehicles and associated record keeping.”
DRIVERS OF CHANGE
There are three mandatory requirements for state vehicles
that are driving the changes to the policy.
Utilization
•
•
Ownership Justification
- 14,000 miles annually
- 3,500 miles quarterly
Enforcement
- Institution level, at this time
Mileage Recording
•
•
Mileage reported monthly, regardless of use
Capture Points - WEX Fuel Card, ARI Insights, maintenance records
PM Currency & Risk Management
•
•
PM required to be current and up to date on all vehicles.
Risk due to lack of PM data
CHANGES IN POLICY
The following major policy changes effect UGA:
 State records sharing capabilities
 Vehicle accident reporting
VEHICLE RECORDS
The DOAS policy includes the use of an ARI (Automotive
Resources International) program to track and maintain
vehicle operational and maintenance records.
Guidelines:
• All light duty trucks (9,000 lbs. GVW)
• All passenger vehicles if:
- 10+ years old
- 135,000 miles or greater
AVAILABLE ARI PROGRAMS
Option 1: ARI Maintenance Management System
Maintenance:
• Service and repairs must be performed at an ARI participating garage
• DOAS system, Vital, will track vehicle maintenance records maintained
by ARI
Cost:
• $4.82 monthly charge per vehicle
• An added 4% charge on every invoice that goes back to the State
- 4% capped at $200 per invoice
AVAILABLE ARI PROGRAMS
Option 2: ARI Garage Management System
Maintenance:
• Vehicle service will be performed at the University’s Auto Center
• Web based ARI program records and reports all maintenance activity to
DOAS system, Vital
Cost:
• $0.82 monthly enrollment charge per vehicle
• 4% add-on cost will be waived
- 4% capped at $200 per invoice
*Vehicle in this program will not have access to outside ARI garages.
IMPLICATIONS
• All vehicles that do not meet mandatory requirements will be
surrendered to Surplus 10 days following the 90th day of
noncompliance.
• Vehicle fuel cards will be deactivated.
• Departments will not be allowed to purchase new vehicle(s).
• Departments will not be allowed to back-date the required
information in order to avoid the surrender of the vehicle.
ACCIDENT REPORTING
• Accidents or body damage resulting in repair costs of $200.00 or
greater must be reported to the state and will be repaired within 120
days
• If notification of repair is not reported within the 120 day period the
vehicle will be surrendered to Surplus within the next 10 days
VEHICLE OWNER AWARENESS
PM and accurate data collection is the key to operating a healthy and efficient fleet.
• Controls risk
• Minimizes cost of fleet ownership
Vehicle Owner Awareness
• Requirements
• Compliance
CURRENT IMPACT
• Currently 861 vehicles in UGA’s fleet meet the criteria for
mandatory enrollment into one of the two ARI programs
• 561 of the 861 vehicles are in the Athens area
• 120 vehicles have no FY13 maintenance records
• 48 vehicles show no mileage updates in 2013
CONTACT LIST
 The following are the departments which have been contacted
concerning Policy 10.
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Forestry (Mike Hunter)
Housing (Biff Tant & Ken Goyen)
4H (Johnny Parker)
Griffon (Dale Hess)
Tifton (Paul Fowler)
College of Agricultural and Environmental Sciences
 Administrative Counsel Meeting
 Facilities Management Division
POLICY 10 TIMELINE
 Policy 10 Revision 8 – ef fective July 1 , 2013
 State’s expectation of enrollment into ARI – August 31 , 2013
 DOAS Mileage update deadline – November 10, 2013
 Target implementation date for Garage Management System
(GMS) at the University Auto Center – Jan 1 , 2014

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