Vehicle Use, Insurance, and Fuel Card
All vehicles owned or leased by GCSU are to be used only for State business. Like all GCSU property, using a vehicle for personal benefit is not to be done. This exposes the employee to personal risk and the institution to uninsured liability.
If the President authorized a person to have a vehicle specifically assigned for overnight use then all miles must be logged and any commuting miles are to be identified for income tax reporting and reported to Financial Services. A sample log for recording miles is available at this link: Mileage Log.
State of Georgia Risk Management provides Physical Damage insurance for "loss" on vehicles listed on the DOAS Vehicle Inventory Tracking and Logistics (VITAL) system for physical damage coverage.
All fuel purchased for state owned or leased vehicles is to purchased with the state fuel card which is assigned to a vehicle and is to be in the vehicle. This method of purchase avoids taxes and provided data for managing use of the vehicle. The State Fuel card program at GCSU is managed by the Card Administrator in the Purchasing Office. Click here to go to the Fuel Card procedures page..
State Policy requires that the DOAS Office for Fleet Management (OFM) approve vehicle acquisitions, including leases, long term rental over 60 months, donations, leased vehicles, and vehicles from State or Federal surplus, of any vehicle for over the road use. Off road vehicles such as mowers, tractors, and golf carts do not require Fleet Services approval. In most cases, vehicle acquisitions must also be approved by the Governor's Office of Planning and Budget (OPB).
The Fleet Coordinator can submit a request to acquire a vehicle to DOAS and OPB based on either of 2 conditions: 1) GCSU will surplus a vehicle and the new replacement is a similar vehicle; 2) the operational situation for a department has changed (e.g. growth in enrollment requires another van for classes to travel to field work, additional services are being added which require a vehicle).
Acquisition with Surplus
When a vehicle is being surplused, the department and Fleet Coordination need to work together to justify the reason for surplus. As mentioned below under Vehicle Maintenance, the use and maintenance records will be reviewed to determine if the vehicle a department wants to surplus can be re-assigned to another department with a vehicle in worse shape so the worst vehicle can be surplused.
To acquire a replacement vehicle require the request to the state include:
any estimated repair cost to make the vehicle road worthy
the estimated fair market value of the current vehicle
the miles on the vehicle
the specifications and price of the new vehicle.
This information along with a purchase request showing the budget account and the availablity of funds are to be submitted to Fleet Coordination in Business Services.
Acquisition Without Surplus
When a vehicle is being requested and no vehicle is being surplused the State requires the department justify the need for an additional vehicle. The request needs to state:
What conditions have changed that justify the need
The estimated annual miles the department will use the vehicle
The specifications and price of the new vehicle.
This information along with a purchase request showing the budget account and the availability of funds are to be submitted to Fleet Coordination in Business Services.
Renting and Leasing Vehicles
When there is a short term need to rent a passenger vehicle, such as a few days for travel purposes, the individual should rent from the appropriate State contract source
Vehicle Rental, In State
Vehicle Rental Out of State
Long term leases and rentals are possible as an alternate to purchase. The methods of acquisition typically include all maintenance and repair costs in the monthly payment.
When a need is identified to have a vehicle for more than a few months but not permanently, such as for a grant, then a department can request a lease or long term rental be authorized. The same information to justify the lease is required as if the vehicle is being purchased. In most situations, it is probably better for a department to request funding to purchase rather than lease if the need is permanent and use is mostly around campus.
Most GCSU vehicles are maintained by our Physical Plant Automotive Shop. The Automotive Shop can be contacted at 4467.
Vehicle Inventory and Identification
Each GCSU vehicle is assigned to a department. Like all equipment each department is to have someone assigned to know the location and use of the items. All questions about use of a vehicle will be directed to the assigned individual.
The Fleet Coordinator for GCSU will update the State Office for Fleet Management website with vehicle information. Specific about vehicles being re-assigned to another department must be provided before any transfer is made.
As part of the inventory requirements, all GCSU vehicles must be identified as required by law with institutional decals, vehicle numbers, and driving performance reporting telephone numbers. The GCSU Asset Management Office and the GCSU Automotive Maintenance Shop will coordinate the application of the required information.