Facilities Planning and Management

University Vehicle Management Program

(Motor Vehicle Inspection Program)
Effective July 15, 2004
Rev. 02-11-11


This document sets forth the responsibilities, guidelines and procedures required for compliance with the directives set forth in Executive Order 691 for a Campus Motor Vehicle Inspection Program, and with applicable policies found in the CSU’s Use of University and Private Vehicles Policy Guidelines and the State Administrative Manual. Full compliance with this program will increase the overall safety, efficiency and economic well being of the campus motor vehicle fleet.

Cal Poly Pomona’s Vehicle Management Program has campus-wide administrative responsibilities related to vehicle acquisition, inspection, maintenance, repair, replacement, reutilization, disposition and financial accounting. This program covers any University vehicle (defined as a motorized device used for land transportation that is owned, leased or rented by the University, State or any State agency).

For copies of this program and related links and delegations, visit Facilities Planning and Management’s Website (see What’s New) and the University Administrative Manualonline (see Policies / Executive Orders / No. 691).

The Director of Facilities Management has been designated the campus Motor Vehicle Inspector (MVI). The MVI is responsible for overseeing and ensuring program compliance, and reporting to the Associate Vice President of Facilities Planning and Management, who in turn will report to the President and his Cabinet.

The Facilities Manager of Mechanical Services and the campus Auto Shop provide day-to-day administration of this program.

The Supervisor of the campus Auto Shop provides technical support and shall serve as the liaison with equipment manufacturers to keep current with and derive full benefit from engineering advances, warranty policies, modifications, dealer services, recalls and technical service bulletins.

Facilities Management and the campus Auto Shop will provide assistance with technical studies and reports as required by the Legislature or by management.
The Office of the Chancellor, through Financing and Risk Management, will assist in obtaining competent advice on related matters, and is available to assist University management in meeting their responsibilities to control the risks associated with vehicle operations. Additionally, information is routinely distributed to the CSU from the State Department of General Services (DGS), Office of Fleet Administration (OFA), or may be obtained by contacting these departments.

Departments owning University vehicles are responsible for complying with the minimum safety inspection and preventive maintenance schedule, conducting vehicle inspections, immediately reporting vehicle deficiencies or unsafe conditions to Facilities Customer Service, and as otherwise specified herein. Any changes in vehicle assignments must be reported in writing to the MVI.

Prior to Acquisition: Prior to submitting requisitions for new vehicles to Procurement & Support Services:

  • Vehicle specifications must be reviewed and signed off by the MVI, and must meet the alternative fuel standards set forth in the Department of General Services’ SAM Management Memo No. MM 04-20, Vehicle Purchase and Lease Policy, issued July 6, 2004.
  • The Vice President for the Administrative Affairs Division must grant authorization for additions to the campus motor fleet. 

Maintenance, Repair and Operational Costs: Departments are responsible for the maintenance, repair and operational costs of vehicles added to the fleet. No funds from the campus motor pool budget are available to subsidize either the cost of operation or repair of additional vehicles.

Vehicle Titles: The Certificates of Title shall be maintained by the MVI.

Preventive Maintenance and Safety Inspection Schedule: The following minimum safety inspection and preventive maintenance service schedule has been developed in accordance with CSU policy and State law to ensure that University vehicles are operationally safe, cost-effective to operate, and comply with warranty requirements:

  • Every 6 months or 4,000 miles, whichever comes first: This inspection and service includes the following: change oil and oil filter; check steering gear; lubricate chassis; inspect air cleaner, differential, batteries, master cylinder, transmission, radiator and tires; and top off low fluid levels. 
  • Every 12 months or 12,000 miles, whichever comes first: This inspection and service includes all of the 4,000-mile work plus the following: inspect (clean and replace as necessary) air cleaner, fuel filter, brakes, belts, hoses, exhaust system, fuel system, cooling system, suspension system, emission system, U-joints, wheels and tires, ignition, throttle body, engine and engine mountings, rear axle, under vehicle for signs of leakage, and all lights, instruments and gauges. This service also includes a road test for performance, general operation, and unusual noises. 

Preventive Maintenance and Safety Inspection Scheduling: For the 6 month/4,000 mile and 12 month/12,000 mile preventive maintenance and safety inspections, the campus Auto Shop will schedule the service and inspection and notify the department in advance. Departments with University vehicle(s) are responsible for notifying the campus Auto Shop if the mileage reaches 4,000 before the 6-month maintenance period ends. Each department is further responsible for scheduling additional preventive maintenance service called for in the vehicle Owner’s Manual, if any.

Recall Notices and Retroactive Changes: Manufacturer's recall notices and similar dealer service communications are received by the campus Auto Shop which then schedules the necessary work. Additionally, manufacturers occasionally initiate changes during the model year to be applied retroactively. When notified of such changes, the campus Auto Shop shall ensure the authorized dealer makes the changes at no cost to the University.

Service Location: Whenever possible, minor repairs and all maintenance of University vehicles will be performed in the campus Auto Shop. Contract vendors are used for overflow and specialized work as needed, as determined by the campus Auto Shop.

Service Management: The campus Auto Shop is available for technical consultation as needed, and will provide vendor service scheduling, vehicle transport to off-campus vendors, and similar assistance to the departments on a chargeback basis (when applicable).

State Pool Vehicles: The campus Auto Shop provides routine inspection and maintenance services on vehicles leased from State garages.

Removal of Vehicles from Service: At the MVI’s discretion, a vehicle may be removed from service if the vehicle is determined to be unsafe to operate, is unreasonably delinquent with the preventive maintenance and safety inspection schedule, or is delinquent in payments for operational and repair costs.

Warranty Inspections: CSU policy mandates an inspection of all University vehicles prior to warranty expiration to ensure the University receives the full value of the warranty provisions. The Owner’s Manual supplied with each new vehicle contains the warranty coverage for that vehicle. The campus Auto Shop will track warranty expirations for the University’s vehicles and will schedule the inspections.

Operator Inspections and Checklist: CSU policy directs drivers to conduct an inspection of a State vehicle before driving it to assure the vehicle is in good condition and functioning properly. The visual inspection should include (if applicable) assuring the motor oil level is adequate (may be inspected monthly or every 1,000 miles, whichever is sooner); the coolant recovery reservoir level is adequate; the tires are in good condition and adequately inflated; the side-view mirror is usable; there is a gas cap, spare tire, and jack; and notation of any new damage to the vehicle. The seat belts, brakes, lights, and other controls should be tested for satisfactory performance.

Electric Vehicle Battery Inspections: It is essential that the water in electric vehicle batteries be kept full at all times to ensure the life and performance of the vehicle. Failure to maintain adequate water levels in the batteries may result in costly repairs that could otherwise be prevented.  Electric vehicle battery levels shall be inspected monthly. Vehicle operators are responsible for checking and maintaining the battery water level, but may request assistance from the campus Auto Shop.

Problems and any new damage to the vehicle noticed by the driver should be noted on the Vehicle Operator Checklist or the Operator Checklist for Gas/Electric Carts and Micro-Vehicles that is kept in the vehicle. The completed checklist is to be faxed to Facilities Customer Service at x4363 at the driver’s earliest opportunity. Drivers are to immediately report such problems to the appropriate person in their department, that person to be determined by the department. Problems affecting safe operation of the vehicle should be taken care of immediately.

The cooperation of the drivers of University vehicles is an important supplement to the Auto Shop’s preventive maintenance and safety inspections as it helps prevent problems during subsequent use and minimizes maintenance problems. Departments may wish to establish an additional requirement for inspections at regular intervals (e.g., monthly), utilizing the operator checklists.

To comply with current CSU policies and guidelines set forth in the "Use of University and Private Vehicles Policy Guidelines," the following procedures must be followed: 

Repairs / When Written Approval Required: Whenever possible, minor repairs and all maintenance of University vehicles will be performed in the campus Auto Shop. Written approval by the MVI and the Department paying for the repair is required on any repair where the repair cost exceeds $350 or replacement of the vehicle may be a consideration. When estimated repairs exceed the value of the vehicle, replacement may be recommended.

Estimates / Commercial Repairs: For commercially performed repairs of $350 or more, when the MVI has approved the repair versus vehicle replacement, three estimates must be obtained. If three estimates are not obtainable, an explanation should be retained in the vehicle file. Preferably, one of the estimates should be from an authorized dealer for the make involved. Estimates will quote flat rates on labor for parts replacement and net prices on parts, when applicable, for comparable jobs or job elements. Where parts are to be repaired or straightened rather than replaced, estimated time costs are acceptable. All costs must be itemized.

Estimates will be submitted to the campus Auto Shop, which will make the award to the estimator who has included all the work required to repair the vehicle, not necessarily the lowest bidder. If hidden damage is found after the vehicle has been dismantled, the MVI and paying department may authorize any necessary additional cost.

The accepted estimate is distributed as follows:

  • The original is attached to the invoice
  • One copy is retained in the campus vehicle file
  • In accident cases, a copy is furnished to the Office of Risk and Insurance Management, Department of General Services, 707 Third Street, Third Floor, West Sacramento, CA 95605

The supervisor of the campus Auto Shop will review all estimates and invoices to ensure the State pays only for repairs that are needed at the proper labor rates and parts discounts. Any problems or discrepancies will be brought to the attention of the appropriate manager.

Vehicle Replacement: A campus vehicle may be traded in or sold whenever the campus determines it is within its best interests to do so, regardless of age or mileage, or at such time as the vehicle has been determined to be unsafe for continued use, or when it no longer serves the purpose for which it was acquired. Written approval by the MVI and the Department is required when replacement of a vehicle may be a consideration. When estimated repairs exceed the value of the vehicle, replacement may be recommended.

Reutilization of Surplus Vehicles: Whenever possible, surplus vehicles will be transferred to and/or re-utilized by other campus departments. When evolving departmental needs render the use of a vehicle unnecessary for that department, re-utilization is recommended.

Disposition of Surplus Vehicles: The campus will follow the current CSU Procurement Policy and liquidate surplus vehicles through competitive bidding or auction at the maximum price attainable in the open market. Provisions within the California Vehicle Code govern sales of all publicly owned vehicles, including any owned by the CSU.

Request for Property Survey Report: A Request for Property Survey Report is required for all vehicles being disposed of. This form may be obtained from the Forms section of Procurement and Support Services’ website. The campus department disposing of a vehicle completes and sends the signed form to the Procurement department.

Release of Title / Transfer of Legal Ownership: The MVI, on behalf of the University, signs the Certificate of Title releasing interest in the vehicle, and the Permit to Transfer Legal Ownership of State-Owned vehicles.

Records and Annual Analysis of Operating Costs:

Records: Complete records of all vehicle service documents and expenses (inspections, maintenance and repairs) are kept in a vehicle file maintained by the campus Auto Shop. If a department independently incurs expenses, a copy of the invoice shall be sent to the Auto Shop for the vehicle file.

Annual Reporting and Analysis: Total combined automotive operating costs, including fuels, maintenance and repairs, are to be reported annually by the campus Auto Shop for the purpose of the CSU-mandated annual analysis of operating costs. At year-end, the operating costs of the University vehicles will be analyzed by the MVI.