Policy 10 revision 8

1. Policy 10revision 8 Changes and impact on UGA

2. Policy 10 • Rules, regulations and procedures governing the use and assignment of the motor vehicles, purchase, operation and disposal of motor vehicles and associated record-keeping.”

3. Drivers of change There are three mandatory requirements for state vehicles that are driving the changes to the policy. • Utilization • Ownership Justification • 14,000 miles annually • 3,500 miles quarterly • Enforcement • - Institution level, at this time • Mileage Recording • Mileage reported monthly, regardless of use • Capture Points - WEX Fuel Card, ARI Insights, maintenance records • PM Currency & Risk Management • PM required to be current and up to date on all vehicles. • Risk due to lack of PM data

4. Changes in policy • The following major policy changes effect UGA: • State records sharing capabilities • Vehicle accident reporting

5. Vehicle records The DOAS policy includes the use of an ARI (Automotive Resources International) program to track and maintain vehicle operational and maintenance records. • Guidelines: • All light duty trucks (9,000 lbs. GVW) • All passenger vehicles if: • 10+ years old • 135,000 miles or greater

6. Available ari programs Option 1: ARI Maintenance Management System Maintenance: • Service and repairs must be performed at an ARI participating garage • DOAS system, Vital, will track vehicle maintenance records maintained by ARI Cost: • $4.82 monthly charge per vehicle • An added 4% charge on every invoice that goes back to the State • - 4% capped at $200 per invoice

7. Available ari programs Option 2: ARI Garage Management System Maintenance: • Vehicle service will be performed at the University’s Auto Center • Web based ARI program records and reports all maintenance activity to DOAS system, Vital Cost: • $0.82 monthly enrollment charge per vehicle • 4% add-on cost will be waived • - 4% capped at $200 per invoice • *Vehicle in this program will not have access to outside ARI garages.

8. Implications • All vehicles that do not meet mandatory requirements will be surrendered to Surplus 10 days following the 90th day of noncompliance. • Vehicle fuel cards will be deactivated. • Departments will not be allowed to purchase new vehicle(s). • Departments will not be allowed to back-date the required information in order to avoid the surrender of the vehicle.

9. Accident reporting • Accidents or body damage resulting in repair costs of $200.00 or greater must be reported to the state and will be repaired within 120 days • If notification of repair is not reported within the 120 day period the vehicle will be surrendered to Surplus within the next 10 days

10. Vehicle owner awareness • PM and accurate data collection is the key to operating a healthy and efficient fleet. • Controls risk • Minimizes cost of fleet ownership • Vehicle Owner Awareness • Requirements • Compliance

11. Current impact • Currently 861 vehicles in UGA’s fleet meet the criteria for mandatory enrollment into one of the two ARI programs • 561 of the 861 vehicles are in the Athens area • 120 vehicles have no FY13 maintenance records • 48 vehicles show no mileage updates in 2013

12. Contact List • The following are the departments which have been contacted concerning Policy 10. • Forestry (Mike Hunter) • Housing (Biff Tant & Ken Goyen) • 4H (Johnny Parker) • Griffon (Dale Hess) • Tifton (Paul Fowler) • College of Agricultural and Environmental Sciences • Administrative Counsel Meeting • Facilities Management Division

13. Policy 10 Timeline • Policy 10 Revision 8 – effective July 1, 2013 • State’s expectation of enrollment into ARI – August 31, 2013 • DOAS Mileage update deadline – November 10, 2013 • Target implementation date for Garage Management System (GMS) at the University Auto Center – Jan 1, 2014