Fleet Program Policies and Procedures

Departments may procure vehicle maintenance and inspection services in a variety of approved methods: 

• Facilities Services Fleet Services offers in-house services on a recharge basis. Estimates are provided in advance for all requests, except in emergencies. When a department contracts with Facilities Services to meet compliance requirements, Facilities Services assumes responsibility for maintaining all required vehicle inspection reports and scheduled maintenance documentation.
• Campus-contracted vendors operating under existing service agreements approved by Facilities Services and Contracts & Procurement are required to submit documentation of routine services performed. The documentation must be forwarded by the service provider to Fleet Services.
• Other vendors may be used following completion of the assessment outlined below. If the estimated cost and scope exceed $1,500, approval must be obtained from the Supervising Fleet Services Mechanic in advance. When using a non-campus-contracted vendor, proof of routine services performed must be forwarded to the Campus Vehicle Fleet Administrator in Facilities Operations upon completion of work. 

Facilities Services offers a gasoline fuel depot that is available for official campus vehicles. Fuel is dispensed using Voyager State Fuel Cards, which are issued to campus departments with state-owned vehicles. 

To obtain a Voyager State Fuel Card assigned to a vehicle, the Responsible Managing Employee (RME) must submit a written request to the Fleet Services Coordinator. The request must include the appropriate accounting chartfields for billing. Fuel Cards are issued through the Fleet Services Office Monday – Friday from 7:30 a.m. – 4 p.m. 

Facilities Services also offers Liquid Propane Gas (LPG) dispensing. Individuals must receive training and be issued a key before using the LPG station. Keys and training are provided through the Fleet Services Office Monday – Friday from 7:30 a.m. – 4 p.m. 

Gasoline charged on the Corp Yard Fuel Cards is recharged at current wholesale price plus a surcharge of $0.62 per gallon. This surcharge covers the maintenance and regulatory costs associated with maintaining an on-campus fuel storage, dispensing and accounting system. Historically, fuel costs at our pump are $0.10 below public retail prices, but this is not always possible due to changes in delivered prices. 

All requests for new or replacement vehicles must be approved by the Dean or equivalent administrative officer and the Vice President. Specifications for any new or replacement vehicles must be approved by the Motor Vehicle Inspection Program (MVI) to ensure compliance with current inspection standards. Once these approvals are obtained, vehicle requests must be sent to the Purchasing Department, which will coordinate final approval from the President. 

In addition to the standard requirements for purchasing any kind of State property, acquiring new or used motor vehicles for campus use requires additional registration and certification procedures. These are outlined in the California Vehicle Code, sections 4000-6100. It is also campus policy to purchase new vehicles utilizing State contracts negotiated by the Department of General Services (DGS), whenever feasible. Exceptions may be granted in cases of emergency or when a vehicle is available at a more favorable price and meets specifications comparable to those outlined in the State contract. 

When a State contract is not used, vehicles must be purchased through a method that demonstrates price reasonableness. This can include soliciting competitive bids or using reciprocal “cooperative” contracts executed by other governmental or public entities. All campus vehicle purchases where a State contract is not used must be approved by the Associate Vice President for Financial Management (Vehicle Code: 4000-6200; CSU Policy 303.02; PSS 96-14, 96-14a). 

Upon delivery of a vehicle, the Procurement Department will notify the Fleet Operations Coordinator so the purchase can be added to the campus vehicle inventory. This inventory is the basis for scheduling all required motor vehicle inspections. The department Responsible Managing Employee (RME) will arrange for the disposal of campus vehicles, in cooperation with the Motor Vehicle Inspector (MVI), the university’s Purchasing Department and in accordance with EO 691. 

Vehicles may be considered for disposal under the following conditions: 

• Extensive unrepairable damage or cost-prohibitive repairs. 
• The vehicle is no longer economically sustainable (e.g., total lifetime or single repair cost exceeds 50% of the original purchase price). 
• The vehicle is no longer required for operational needs. 
• The associated programs have been downsized or discontinued. 

To ensure new vehicles are tagged appropriately, please ensure the following guidelines are adhered to.  

New vehicles’ labeling requirements include: 

• Affix labels to all vehicles to notify drivers of correct fuel and oil specifications, seat belt usage requirements and no smoking regulation. 
• Notify the Fleet Services Coordinator if additional labels are needed. 
• Label text is as follows: 
• No Smoking in Vehicles 
• Use seat belts if so equipped 
• Report accidents immediately – SFSU Public Safety (415) 338-7200 
• Fuel: Unleaded Gas 
• Engine Oil: SAE 30W 

In accordance with CSU directives, SFSU is required to follow established compliance monitoring practices. The scope of compliance monitoring is outlined below: 

• Safety and Smog Inspections: The status of department vehicles will be tracked through the online Fleet Inventory/Safety & Smog Inspection Schedule, which serves as the central system for compliance certification under Executive Order 691.
• Vehicle History Files: The Responsible Managing Employee (RME) maintains complete records of all automotive service expenses (repairs, inspections and maintenance but not fuels and insurance) in individual vehicle history files. These files are organized by vehicle and made available for annual inspection.
• Daily Operator Inspections: CSU policy directs drivers to conduct a pre-trip visual inspection of the vehicle, including testing lights, brakes and other controls. Written certification of the daily operator inspections must be completed daily and maintained by the RME for six months. Any deficiencies must be reported to the RME for correction.
• Trip Logs: Departments may use trip logs as needed, such as to collect mileage information for scheduling maintenance. 

The campus Auto Shop does not provide services to leased vehicles, except for minor emergency repairs. For guidance on repairs to vehicles leased from the state pool, please refer to the CSU policies stated in the “Use of University and Private Vehicles – Policies and Regulations” handbook. Required inspection services should be arranged through the Department of General Services – Fleet Administration, (916) 327-2085. 

The Auto Shop is available for emergency assistance for service vehicles blocking paths. Please contact the Facilities Services Customer Service Center at (415) 338-1568 for assistance. 
 

Fleet Services’ administrative services’ work recharge rates (being developed) cover the hours required per transaction for service and customer service, including scheduling, transporting vehicles and processing original bills and recharges. Auto Shop recharge rates are recalculated annually to CSU audit standards and approved by the SFSU Vice President and CFO. 

Drivers involved in a vehicle accident must report the incident to the State Office of Risk and Insurance Management (ORIM) within 48 hours. They must also complete and submit form STD 270 (Vehicle Accident Report) to their supervisor and notify SF State Enterprise Risk Management at (415) 338-2565. If a police report was filed, provide the report number (not the report) with the STD 270. 

If you are involved in a rental car accident while on State business, contact SF State Enterprise Risk Management at (415) 338-2565 for assistance. 

Any bodily injury or significant property damage must be reported immediately to the State Office of Risk and Insurance Management (ORIM) by telephone at (916) 376-5300, by fax at (916) 376-5277 or by email at claims@dgs.ca.gov. Weekend voicemail messages may be left at their toll-free number (800) 900-3634. All calls will be returned on the next business day. 

All vehicle-related accidents, no matter how minor, must be reported on the STD 270 (Vehicle Accident Report) and submitted to SFSU's Enterprise Risk Management in Administration 260. 

The campus accidents and reporting program is administered by SFSU’s Enterprise Risk Management.

As required by the CSU Use of University and Private Vehicles Policy Guidelines, a vehicle log must be maintained for all state-owned vehicles. This can be accomplished by keeping a log for check-in and check-out for vehicles with multiple drivers or by documenting specific driver use of a state-owned vehicle. 

Departments must retain all documentation related to the control and monitoring of state-owned vehicles for seven years following the vehicle’s disposal and provide it upon request.