Fleet Services

State Vehicles - To Own / Lease

• Are you optimizing the use of your current vehicles? How many vehicles does your department currently have?
• Does your department have funding to purchase a vehicle? Or maintain a vehicle annually? Gas, maintenance and repairs should all be factored into the departments annual budget.
• Identify the type or need of a vehicle - Truck, Van (Passenger or Cargo), SUV,  Box Truck (Cargo) or Sedan
• How many miles will you drive the vehicle? Leasing a state vehicle, with limited annual mileage may be a better option?
• How long does your department need a vehicle? Long or Short-term
• Will your department drive more than 14,000 miles per year? University System Office (USO) requirement as of 2019
• Additional information and comparison on leasing vs. purchasing
• State vehicle Contract information and vehicle options, can be viewed in PeopleSoft - Epro under mandatory state contracts.
• Complete and return the Written Justification Page (Highlighted Yellow Sections) to the Fleet Coordinator / link
• The UWG Fleet Coordinator will submit all associated procurement documents to University CBO, USO, DOAS / OPB for approval, prior to the issuance of a Purchase Requisition to the Mandatory contract vendors.
• Agencies may enter into a lease agreement for vehicles, in lieu of Purchasing a vehicle,  only with prior written approval from DOAS. All leasing shall be conducted through contracts established by DOAS state purchasing services and will only be valid for 12 months.
• If damage should occur to any state vehicle, the following departments must be notified - Risk Management and University Police
• Refer to DOAS Policy # 10 (Fueling & Accidents / Repairs)  

• All Cart (Golf or Utility - Gas / Electric), UTV and ATV purchases are directed to Risk Mgt. for approval to purchase. Please contact Risk Mgt. for approval and Purchasing for acquisition procedures. 

State Fueling Policy - Rules / Regulations / Procedures 

DOAS requires all state owned or leased vehicles to be fueled a minimum of (1) gal of fuel every 30 days. Please reference the State policy #10 attached for more information:

Policy regarding Damage to State Vehicles

All accidents or losses that result in damage to the state vehicle (owned or leased) or a third party must be called into the claims reporting vendor as established by DOAS’ Risk Management Program. All agencies are required to provide DOAS the cost of all repairs resulting from an accident, vandalism, or any event which damages the state vehicle in excess of $200, or involves any safety related equipment. DOAS will establish a field in their Fleet Management Database to accommodate that information. All repairs must be completed and reported within 120 days of the loss or the damaged vehicle will be surrendered to Surplus at DOAS within 10 days following the referenced 120 day period. Damage handled through the Auto Physical Damage Program at DOAS will be automatically entered into the management system.

  Fleet Management Rules, Policy, and Compliance

Wex Fuel Card Training and Personal Fuel Pin

All authorized state vehicle drivers shall undergo Wex Fuel Card training. Please contact UWG Human Resources for Develop West training assignment.

• Wex Fuel Card DevelopWest training module "UWG Fuel Card & Fuel Pump Training" will cover all aspects of fuel card training and requirements. Please contact Human Resources with any further questions.
• Effective October 1st, 2019 - DOAS in partnership with the Office of Planning and Budget (OPB) will require all state employees, who have received and comply with all driver and fuel pin training, must complete and certify they have reviewed the Fuel Card Acknowledgement training.
• Fuel User Agreement must be completed and returned to Purchasing at: purchasing@westga.edu
• UST / Class C Form must be completed and returned to Purchasing at: purchasing@westga.edu
• Any Fuel Card personal pin numbers not used for fueling within 12 months are terminated by DOAS. One recorded fueling transaction is required annually, using your personal pin to keep active. In the event your pin is not working, contact Purchasing to have reset or reissued.

Reserved Vehicles

The UWG Motor Pool has various types of vehicles that can be reserved for University Faculty and Staff:

• Daily Rental Rate - $ 14.20 per day + mileage (Weekends / Holidays are excluded)
• Chevrolet Impala Limited - 5 Passenger sedan ($0.31) per mile
• Kia Sedona Minivan - 6 passenger MiniVan ($0.31) per mile
• Chevrolet Express Passenger Van - 12 passenger Full Size Van ($0.35) per mile
• Vehicles are expected to be returned reasonably clean or a cleaning fee of up to $ 125.00 will be charged.

Please contact Facilities and Grounds Main Office for reservation information and availability - (678) 839-6576

• All employees are required to take the University Drivers Safety Training prior to operating a UWG vehicle. They must also possess a valid state drivers license and are a current employee.
• Pickup / Return Motor Pool Vehicles - All UWG Fleet Vehicles will be found in the small parking area between the Campus Planning & Facilities Admin. buildings. Reserved vehicle keys are available for pick at the Facilities Admin Office between 8:00 AM - 4:00 PM, Monday through Friday, except on holidays. Upon completion of trip, lock the vehicle and leave the keys in the drop box located on the building outside the WIC office.  Please place any gas receipts in the brown envelope found on the dash of the vehicle. 
• Vehicle Request Trip Ticket - please return to Facilities Mgt.
• Please leave envelop containing the trip ticket and all fuel receipts (if fuel was purchased during trip) inside car upon completion of trip.
• Fuel Cards are assigned to specific vehicles and not individual drivers. Fuel Cards are generally located inside the passenger side glove box in all University vehicles.
• Individual Fueling Pin numbers are specific to the driver only. See "Wex Fuel Card Training" tab for additional information on how to obtain a personal fuel pin number.

Maintenance / Vehicle Inspection

All maintenance of University vehicles must be preformed or approved by the University Motor Pool 

• Call WIC at 678-839-6311, use the Vehicle Inspection / Report an Issue Form, or scan the QR code on the sticker located at the top left side of the windshield for any other maintenance or service issues during normal business hours (8 A.M. – 5 P.M. Monday to Friday). 
• University vehicles are required to have at least (1) recorded maintenance service (oil and lube) each year at the expense of the assigned department.
• It is suggested that Drivers perform a "walk a-round inspection" before each use of the vehicle in order to identify any obvious hazards or defects (i.e., broken taillights, fluid leaks, low tire pressure, etc.).
• A Vehicle Inspection should be submitted monthly.

Reporting an Accident / Roadside Assistance

State of Georgia Insurance Coverage: For liability insurance, all state vehicles are uninsured. DOAS instead insures state employees using the vehicle while performing official state duties. If you use the vehicle while doing personal business, the state does not cover you. Should you have a vehicle accident while performing personal business in a state vehicle, you would be personally responsible for all damage and injuries you cause.

Please visit the Department of Administrative Services for more information on Driver Emergency Resources.

• The UWG Vehicle Shop has placed a Georgia Liability Insurance Identification Card in the glove box of every State vehicle and available for download. Drivers must keep a copy of the Georgia Liability Insurance Card even when you are using a personal, rental, or leased vehicle for travel.

 

In the event of an accident in a UWG Vehicle, please complete the following: 

• For accidents off Campus – Call 911 and follow their instructions to receive an incident report. 
• For accidents on Campus – Call 911 or University Police 678-839-6000 and follow their instructions to receive an incident report. 
• For any accident, immediately notify your supervisor. 
• The police report or incident report must be submitted to UWG's Compliance and Risk Management Office as soon as possible following the accident. Be sure to reference the vehicle's VIN (last 6 characters) or the full state ID number. The vehicle's VIN is typically located on the driver's side dashboard, viewable through the windshield, and the vehicle's state ID number is located on the bumper. For example, the number on the bumper is 999. This makes the full state ID number 554-0999.
• For additional information regarding accident reporting, please email compliance@westga.edu or call 678-839-1043.

 

Roadside Service

Call WEX Roadside Assistance at 866-329-3471. You will be asked to provide your Fuel Card PIN. 

WEX Roadside essential services: 

• Towing
• Winching
• Tire Change
• Fluid Delivery
• Jump-start
• Lockout Service
• No out-of-pocket expense for your drivers
• Roadside Assistance 24/7 with one toll-free call or by placing a digital service request
• Service any vehicle class or equipment by NAC's* national network of service providers

For additional information: Roadside Assistance Program Information. 

 

• Report the claim to Telephonic Reporting Vendor (TRV)
• Automobile Insurance ID Card is located in the glove box of every vehicle. Follow the instructions on the back of card.
• Report all accidents to Risk Management - (678) 839-6278 or (678) 839-6279
• Off Campus Accidents - Call 911
• On Campus accident reporting to University Police - (678) 839-6000
• All Police Reports for Vehicle Accidents should be submitted to Risk Management & Fleet Services
• Roadside Assistance Program Information