Vehicle Service Requirements
Vice President and Chief Financial Officer
Users of vehicles leased to or owned by the University shall provide preventative maintenance, inspections and repair services for vehicles in their possession as described in the procedures herein.
All vehicles and equipment require regular mechanical service to ensure safe operation and to extend their useful life. Failure to follow the procedures herein will result in a shortened useful life of our vehicles and may lead to the operation of unsafe vehicles.
The IUB Motor Pool or its "approved alternate" (Category 2) will provide preventative maintenance, inspection, and repair services and maintain appropriate records that the required services have been performed. In the event a campus prefers to have the same preventative services provided locally, the Motor Pool or its approved alternate will approve the service facility and maintain preventative maintenance service records.
Category 1 – Vehicles Leased or owned by IU and located on Bloomington Campus.
Category 2 – Vehicles Leased or owned by IU and assigned to the IUPUI Campus.
Category 3 – All other vehicles leased or owned by IU and located away from the Bloomington Campus. (This excludes vehicles located at and maintained on the IUB campus and vehicles on the IUPUI campus.)
PREVENTATIVE MAINTENANCE SERVICES
The goal of our Preventative Maintenance program is to:
The frequency of preventative maintenance is a function of how the vehicle is used and is based on time and/or mileage. There are basically two types of use in our fleet: "campus" vehicles which are low mileage use and "over the road" vehicles which are higher mileage use. The IUB Motor Pool Service Garage tries to identify and place a vehicle in one of these categories when assigning a preventative maintenance plan for the vehicle. Refer to the following details:
|Low Mileage "Campus" Vehicles||Higher Mileage "Over the Road" Vehicles|
|PM-B @ 270 days or 3,000 miles whichever occurs first, which includes: Lube oil and filter Air Filter as Needed Brake Inspection Rotate and balance tires Test drive 78 Point Inspection Checklist||PM-B @ 270 or 6,000 miles whichever occurs first, which includes: Lube oil and filter Air Filter as Needed Brake Inspection Rotate and balance tires Test drive 78 Point Inspection Checklist|
|PM-C @ 1080 days or 30,000 miles whichever occurs first, which includes: All items on a PM-B Transmission flush and fill Fuel Filter||PM-C @ 1080 days or 40,000 miles whichever occurs first, which includes: All items on a PM-B Transmission flush and fill Fuel Filter|
|PM-D @ 30 days which includes: Lubrication of Packer body||PM-A @ 90 days or 6,000 miles (Police Sedans and SUV in daily rental pool) whichever occurs first, which includes: Lube oil and filter Air Filter as Needed Point Inspection Checklist|
VEHICLES 10 YEARS OLD AND OLDER
Any vehicle in service for 10 years shall, within six months of its tenth anniversary, undergo an additional inspection as defined by IUB Motor Pool. The inspection requirements may differ depending on the type of vehicle and its use. The inspection will be repeated every twelve months.
Other preventative maintenance programs may be established as needed for specialty vehicles.
If the inspection is not performed by IUB Motor Pool, a copy of the inspection report shall be forwarded to IUB Motor Pool. This applies to all vehicles, all campuses.
The Vehicle Inspection Form can be found here. Alternative accessible formats of this document can be requested by contacting Larry V. Stephens, Director, INLOCC, at (812)855-0104 or via email at email@example.com.
Approved Alternate: IUPUI Campus Facility Services for Category 2 vehicles.
Meter reading: Mileage for those vehicles tracked by mileage and hours for those pieces of equipment tracked by hours.
Authorized Dealer: Any local vehicle dealer selling the same make of vehicle as the one needing service or repair unless otherwise advised by Motor Pool.
Repair Facility: Any vehicle repair facility approved by Motor Pool. Contact Motor Pool for the approval process.
Any department failing to meet the standards established by this policy shall receive a letter of non-compliance from the Motor Pool copied to their relevant Responsible University Administrator. Further failure to meet these standards shall result in termination of use of University leased or owned vehicles.
|Motor Pool Operations||Amanda Wilsonfirstname.lastname@example.org|
|IUPUI CFS-Managed Other||Brady McManamaemail@example.com|
|IUPUI CFS-Managed Other||Camille Broekerfirstname.lastname@example.org|