Vehicle Service Requirements

Scope

All campuses, all departments using vehicles leased to or owned by the University.

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Policy Statement

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.

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Reason for Policy

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.

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Procedures

The IUB Motor Pool Indiana University Fleet Services Garage (Fleet Services) or its "approved facility 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.

Fleet Services maintains a contact list for all vehicles. It is the department’s responsibility to provide updated contact information for scheduling maintenance and repair. It is the department’s responsibility to ensure all required services are completed.

All university vehicles will be serviced in compliance with the service standard identified by the Fleet Services (see Service Requirements section). Fleet Services identifies the usage category of the vehicle and assigns a preventative maintenance plan based on that usage. It is the department’s responsibility to notify Fleet Services if the usage of the vehicle is changed after assignment so maintenance schedules can be updated accordingly.

Fleet vehicle changes (additions, reassignments, or retirements) shall be reported to Fleet Services and the Office of Insurance, Loss Control & Claims within 30 days:

• Vehicle number (IU number)
• License number
• Vehicle year, make and model
• VIN
• Leased or purchased

Category 1 – Vehicles Leased or owned by IU and located on Bloomington Campus.

• All vehicles will be serviced by Fleet Services the IUB Motor Pool in compliance with its regular Preventative Maintenance program as described below.
• All vehicles refueling in Monroe County will fuel at Fleet Services' the Motor Pool’s location on Discovery Parkway Range Road. Fueling is available 24 hours a day, seven days a week.
• Fleet Services The Motor Pool will contact each department and schedule preventative maintenance when it becomes due.
• The Motor Pool maintains a contact list for all vehicles, but it is the department head’s responsibility for ensuring the required services are completed.
• All vehicles will be serviced in compliance with the service standard identified by the IUB Motor Pool.

Category 2 3 – All other vVehicles leased or owned by IU and located away from the Bloomington Campus (does not include vehicles leased or owned by IUI Campus Facility Services "CFS" and Parking Operations). (This excludes vehicles located at and maintained on the IUB campus and vehicles on the IUPUI campus.)

• All vehicles will be serviced by a Fleet Services "approved alternate" facility the Authorized Dealer or Repair Facility approved by the IUB Motor Pool in compliance (at a minimum) with IUB Motor Pool’s regular Preventative Maintenance program and with the service standard identified by Fleet Services the IUB Motor Pool as the minimum standard. The Fleet Services Garage IUB Motor Pool garage is available for use as practical or when vehicles might be in Bloomington.
• Fleet Services The Motor Pool will issue credit cards for purchase of fuel at local fueling stations. Card transactions will report meter readings to Fleet Services electronically to assist with maintenance monitoring and reminders.
• The campus will report current meter readings at least once each month for all vehicles and/or equipment units that do not obtain fuel through use of a Fleet Services Motor Pool issued fueling credit card.
• Fleet Services The IUB Motor Pool will contact each department as preventative maintenance becomes due and allow sufficient time to schedule the required service. The campus will be responsible for scheduling service and taking the vehicle to the approved alternate for service. The approved alternate will contact Fleet Services for authorization of service and repair and for payment of the invoice.
• The campus will forward a copy of the work order from the repair facility to Fleet Services the IUB Motor Pool to become part of the vehicle’s service record.
• The Motor Pool maintains a contact list for all vehicles, but it is the department head’s responsibility for ensuring the required services are completed.
• If lease agreements are arranged where the leasing company is responsible for vehicle service (preventative maintenance and repairs), the IUB Motor Pool service standards are to be maintained including the Motor Pool’s responsibility to maintain the official service record for the University.
• If a new vehicle is purchased or leased (or sold or returned) it shall be reported to IUB Motor Pool and the Office of Insurance, Loss Control & Claims within 30 days:
  • Vehicle number (IU number)
  • License number
  • Vehicle year, make and model
  • VIN
  • Leased or purchased

Category 3 2 – Vehicles Leased or owned by IUI Campus Facility Services (CFS) and Parking Operations and assigned to the IUPUI Campus. 

All vehicles will be serviced at a facility(ies) approved by CFS in compliance with the regular Preventative Maintenance program as described below.

• CFS & Parking Operations-Managed vehicles: CFS shall ensure that preventative maintenance is performed when it becomes due.
• Other vehicles: The person responsible for management of the vehicle shall ensure that preventative maintenance is performed when it comes due. The campus administration shall audit all vehicles annually to ensure compliance.The department CFS shall forward to Fleet Services IUB Motor Pool “meter readings” for their vehicles on or about January 1 and July 1 each year. This report shall include:
  • Vehicle number (IU number)
  • Vehicle year, make and model
  • VIN
  • Mileage
• All vehicles will be serviced in compliance with the service standard identified by Fleet Services the IUB Motor Pool as the minimum standard.
• CFS-Managed vehicles: CFS will forward an annual report to IUB Motor Pool and the Office of Insurance, Loss Control & Claims that includes:
  Other vehicles: The campus administration will forward an annual report to IUB Motor Pool and the Office of Insurance, Loss Control & Claims that includes:Vehicle number (IU number)
  Vehicle year, make and model
  VIN
• If a new vehicle is purchased or leased (or sold or returned) it shall be reported to Fleet Services IUB Motor Pool and the Office of Insurance, Loss Control & Claims within 30 days:
  • Vehicle number (IU number)
  • License number
  • Vehicle year, make and model
  • VIN
  • Leased or purchased
• The purchasing arrangement for fuel will be the responsibility of IUPUI campus administration CFS. Fleet Services fuel cards are available for CFS managed vehicles upon request.

SERVICE REQUIREMENTS 

PREVENTATIVE MAINTENANCE SERVICES

The goal of our Preventative Maintenance program is to:

1. maintain vehicles which are safe to operate,
2. to extend vehicle life,
3. to reduce overall operating costs by discovering service issues before they become more expensive repairs, and
4. to satisfy the annual inspection requirement from the Office of Insurance, Loss Control and Claims.

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 Fleet Services identifies the usage category of the vehicle and assigns a preventative maintenance plan based on that usage for the vehicle. Refer to the following details:

Other preventative maintenance programs may be established as needed for specialty vehicles.

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 Fleet Services 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.

Unsafe vehicles will be grounded at the repair facility until the minimum safety repairs are performed or the vehicle will be retired and removed from service.

If the inspection is not performed by Fleet Services IUB Motor Pool, a copy of the inspection report shall be forwarded to Fleet Services 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 stephenl@iu.edu.

REPAIR SERVICES

• In the event an operator or any other person becomes aware of a need for service or maintenance (e.g., a warning light on the dash or some malfunction) the vehicle will be taken to the regular service point as soon as possible.
• If the operator is away from their home location, the operator will take the vehicle to the nearest Authorized Dealer facility or Fleet Services approved alternate facility.
• Fleet Services will be contacted with details on the condition of the vehicle and the location it has been taken to for service. Fleet Services will review repair and preventative maintenance status, then work with the department to determine next steps for repair and approvals.
• Unsafe vehicles will be grounded at the repair facility until the minimum safety repairs are performed or the vehicle will be retired and removed from service.
• CFS managed vehicle repairs will be authorized and approved by CFS.
• If estimated repairs are minor (less than $250) a copy of a bill with an explanation of the problem will be sent to the IUB Motor Pool. (Categories 1 and 3)
• If a major problem has developed, the IUB Motor Pool (Categories 1 and 3) or IUPUI Campus Facility Services (Category 2, CFS-Managed vehicles) shall be contacted before repairs are undertaken.If it is an IUPUI vehicle not managed by CFS, approval of repairs rests with the department head. IUB Motor Pool is available for consultation.
  In either case, the IUB Motor Pool (Categories 1 and 3), IUPUI Campus Facility Services (Category 2, CFS-Managed vehicles) or the department head (Category 2, non-CFS-managed vehicles) shall approve the finished work and provide settlement for the repair bill.

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Definitions

Approved Alternate: IUPUI Campus Facility Services for Category 2 3 vehicles. Authorized Dealer or other repair facility approved by IU Fleet Services for all other 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 Fleet Services Motor Pool.

Repair Facility: Any vehicle repair facility approved by Fleet Services Motor Pool. Contact Fleet Services Motor Pool for the approval process.

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Sanctions

Any department failing to meet the standards established by this policy shall receive a letter of non-compliance from Fleet Services 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.

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Additional Contacts

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History

This policy defines and centralizes responsibility for oversight of the inspection, repair and maintenance of university vehicles, whether owned or leased.

In July 2024, references to the renamed IU Indianapolis campus were updated in this policy.

A substantive review of the policy was conducted by the Office of Insurance, Loss Control & Claims and substantive revisions were made to the policy on DATE.

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