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Comprehensive manual covering vehicle administration responsibilities, purchasing, maintenance, records, and safety at Mississippi State University. Includes appendices with agreement forms, checklists, and incident reporting instructions.
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Fleet Management at MSU Training for the Vehicle Administrator – May 2011
Overview • Introductions • Purpose of Manual • Overview of Manual • Vehicle Administrator Responsibilities • Using InCircuit to make your job easier • Questions and Answers
Introductions • Don Buffum, Fleet Manager • dbuffum@procurement.msstate.edu • Ashley Anderson • anderson@property.msstate.edu
Purpose • This document exists to promote the safe, legal, and responsible use of vehicles owned or operated for the benefit of Mississippi State University (MSU). The protection of life, property, and the good stewardship of public resources is at stake.
Overview • General – Responsibilities and enforcement • Management – Vehicle Administrator role • Purchasing – How to purchase • Records – What records are required • Risk Management – Insurance, wrecks, etc. • Use – Authorized, qualifications, safety, etc • Fuel – on campus vs off campus
Overview (cont.) • Maintenance – monthly, warranty tracking, etc. • Contracting for vehicles and drivers • Vehicle rental • Privately owned vehicles • Disposition of vehicles
Overview (cont.) • Appendix • A. Business Use Agreement • B. Privately owned vehicle agreement • C. Rental Policy Acknowledgment • D. Incident Reporting Instructions • E. Incident Factors to Consider • F. Driver’s Inspection Checklist • G. Damaged/Malfunction Vehicle Form
Overview (cont) • Appendix • H. Driver Records Request • I. IHL Van Safety Recommendations • J. Guide to Hiring Bus Companies • K. Loss Notice Form • Request for Insurance Approval • Certificate of Coverage • Loss Notice Instructions • Roles and Responsibilities
Responsibilities of Vehicle Administrator • http://www.procurement.msstate.edu/links/FleetManagementGuidelines.pdf • Page 68, Appendix L
Prepare a file showing each vehicle and the name and contact information for the Vehicle Administrator for each vehicle. Copies on file at dept and at Property Office • For each vehicle owned by MSU, a Vehicle Administrator shall be named. • The name and contact information on file at the department with a copy on file at the Property Office. • Responsible for ensuring appropriate appearance of the vehicle as well as proper maintenance and proper record keeping as set forth herein.
A department may have one Vehicle Administrator responsible for its entire fleet or they may choose to assign each vehicle a different Vehicle Administrator. • The basis for this requirement is that unless someone is named as the responsible party, in most cases, nobody will be responsible.
Ensure appropriate appearance of vehicle • It is the department's responsibility to ensure the vehicle represents the University appropriately. Vehicles should be cleaned inside and out as appropriate for the intended use of the vehicle. Passenger vehicles that drive up and down the roads of the university, city and state, obviously would need to be kept cleaner than a truck that is used on a farm in the delta. Common sense should rule. If in doubt, clean it.
Ensure appropriate appearance of vehicle • It is the department's responsibility to ensure that scrapes, dents, and other visible damage is properly repaired. Vehicles should not appear to be in disrepair.
Ensure proper maintenance of vehicle • The maintenance and upkeep of fleet vehicles is the responsibility of the Vehicle Administrator to which the vehicle is assigned. Departments are encouraged to develop a specific vehicle maintenance procedure or schedule for each class of vehicles operated. The Vice President shall enforce the procedures and schedules to ensure routine service is completed as scheduled.
Ensure proper records for each vehicle • Location and assignment of vehicles • Identification of employee assigned a vehicle • Purpose • Inventory control number • Vehicle tag is obtained by P&C and sent to the Dept • Expense report should be keyed into InCircuit by Dept • Vehicle logbook should be kept in the vehicle and maintained by Dept
Ensure proper records for each vehicle • History of repairs and operating expense can be located by searching the vehicle inventory number in InCircuit • Tag receipt and bill of sale should be kept at the Dept • Vehicle Administrator should be assigned by Dept and maybe different from responsible person in InCircuit • Brand/Make/Model Year (recorded in InCircuit by RPC via Acquisition Form submitted by Dept) • Cost per mile is calculated by running the MPG reports listed under the Reports section in InCircuit
Place documentation in the vehicle file if any fuel other than regular unleaded or diesel is used, showing adequate justification • If any fuel other than regular unleaded or diesel is used there should be documentation from a reliable third party (vehicle manufacturer, independent testing laboratory, etc) indicating the requirement and this documentation should be placed in the vehicle file
Ensure appropriate markings on vehicle • All State vehicles, owned or leased by MSU, shall have a permanent decal or be painted on both sides of the vehicle in letters at least three (3) inches in height and on the rear in letters not less than one and one-half (1 1/2) inches in height, stating the name of the state agency. The marking must be in a color which is in contrast with the color of the vehicle as set forth in Section 25-1-87, Mississippi Code of 1972, Annotated
Establish and maintain a vehicle maintenance program for each vehicle • All departments are urged to establish a written procedure which shall describe the planned maintenance program for its fleet
Track vehicle and parts warranties • The Vehicle Administrator shall track vehicle and parts warranties to achieve maximum savings on maintenance and repairs. A good warranty tracking system can prevent MSU from paying for repairs or parts that are still covered under manufacturer warranties.
Ensure monthly vehicle checks The Vehicle Administrator is responsible for ensuring the monthly checks of: Brake tension and condition Hose condition Power steering fluid level Tire pressure, to include the spare tire Air cleaner Tire wear Battery connections Inspection sticker, current • Engine fluid levels • Radiator coolant level • Windshield washer fluid level • Turn signal/hazard flasher operation • Air Condition - run for 15 minutes each week (even in winter) to keep system and seals lubricated Automatic transmission fluid level
Ensure annual inspection • Each department shall schedule and complete the annual state inspection at a state approved maintenance facility for each vehicle assigned to their agency.
Ensure vehicle is equipped with proper emergency equipment • Vehicles should be equipped with appropriate emergency equipment for use in the event of mechanical failure, crash, or other circumstance that results in a disabled vehicle. Items may include but are not limited to: warning triangles, first aid kit, fire extinguisher, water, blankets, and other equipment depending on vehicle type and use.
Ensure records of all modifications are properly recorded and in the vehicle file • Modifications such as radio equipment, towing equipment, security devices, navigational devices, etc. shall only be installed by a qualified individual. The items being added or modified should not detract from the performance or safety of the vehicle. The Vehicle Administrator shall ensure that a list of all such modifications, including the date work was completed and the cost of the modification, are included in the vehicle file.
Ensure a copy of Appendix D, Motor Vehicle Incident Reporting Instructions for Drivers, is placed in each vehicle • Several good documents to provide “how to” information for drivers
Review and use Appendix F as appropriate • Ensure periodic safety inspections as set forth in appendix F are completed and recorded • Appendix F is the Drivers Inspection Checklist
AllUnderstanding of all manual to include but not limited to proper use and maintenance of vehicles • Review and understand entire manual
InCircuit Fleet Management • Fleet Module for InCircuit • Data Entry into InCircuit • Location Updating • Vehicle Expense • Vehicle Log Books • Monthly Reconciliation to BANNER
Fleet Module • Fuel, Maintenance, and Repairs • Shortcut for maintenance • Use transaction date • Create new record, please do not overwrite existing record • Key monthly in conjunction with the BANNER monthly reconciliation process (using the fuel invoice) • Reconcile monthly with vehicle log book • Vehicle Cost and MPG Analysis Report – YTD • Vehicle Cost and MPG Analysis Report – Custom • Print Fuel Reports 24hrs after data entry
Entering Data into InCircuit • Departments have the ability to change location information and MUST keep this data current: • Change location information • Enter monthly vehicle information • Fuel • Maintenance • Repairs • Run reports • Provide Unit Head a copy of Reports
Location Updates • Building Field • Official MSU building – drop down list • Essential for determining the federal cost recovery rate based on space usage • Vehicle is assigned to Dept’s building • Location Field • Department’s discretion • Responsible Person
Location Building Responsible Person
Vehicle Expense Data Entry • Report due to IHL (Institutions of Higher Learning) on the 15th of each month • Data should be entered by the 11th of each month by Dept. • Check your data for accuracy – (data will not be available until 24 hours later) • Provide Unit Head with the Monthly Custom Vehicle Report and the YTD Report each month • Notify us by email when you complete your data entry and if you have no data to entry • Do not enter odometer reading if you do not have any fuel
Fuel and Maintenance Data Entry (1) Enter Fuel Enter Maintenance Enter Repair
Maintenance Data Entry (2) Shortcut Must Select Suggested Enter repairs – must add desc Don’t forget
Maintenance Data History Actual Data Entered
Vehicle Cost and MPG - Custom Enter Start & End date Enter Agency # & Dept Id Note: Data will not show up in report until 24hrs later
Monthly Report Miles Per Gallon
Vehicle Cost and MPG - YTD Enter Agency # & Dept Id Note: Data will not show up in report until 24hrs later
Year to Date Report Miles Per Gallon
Vehicle Log Books • Provided by Receiving & Property Control • Use for all vehicles including Federal Surplus • Must enter odometer, gallons, amount, etc. • Receipt at pump does not reflect final cost • Reconcile to BANNER ledger • Plastic enclosure included for protection & storage of receipts, insurance card, etc.
