Home > V. Administrative, Financial, and Facilities Policies

Chapter 19 – Fleet Services

(Amended 9/93; 10/95; 9/97; 9/98; 9/00; 11/02: 5/03; 3/04; 11/04; 12/05; 12/06; 10/07; 1/09; 2/11; 10/15; 9/17; 10/18; 9/8/22)

19.1 General

(Amended 10/07; 2/11; 10/18)

University Fleet Services is a division of Parking and Transportation. It rents, leases, and maintains a fleet of vehicles necessary for university departmental units to carry out their missions.

  1. Licensable vehicles operated by, purchased for, leased, loaned, or donated to university colleges, units, or departments are to be owned or/and managed by the university's Fleet Services unit. Exceptions to this policy can be made by the Associate Vice President for Finance and Operations.
  2. All new and used vehicle purchases made by The University of Iowa and by University of Iowa Hospitals & Clinics are to be conducted by Fleet Services. Purchased vehicles will be leased back to departments for a fee that covers anticipated operating costs including, but not limited to: the cost of purchase less projected resale value, insurance, maintenance, administration, licensing, and any special fees associated with the vehicle's ownership and or operation. Projected depreciation of vehicles and/or components will be based on available data and may not cover the full cost of ownership when the vehicle reaches the end of its projected life. In these cases Fleet Services reserves the right to charge departments the difference between the projected value and actual sale price.
  3. Donated vehicles are to be inspected by Fleet Services prior to acceptance or receipt in order to ensure safety, viability, and value. These vehicles are to be part of the university's fleet and be managed by Fleet Services. Donated vehicles will be leased back to departments for a fee that includes anticipated operating costs including insurance, maintenance, administration, licensing, and any special fees associated with the vehicle's ownership and/or operation. The sale of donated vehicles are to be managed through Fleet Services with the proceeds, less costs of disposal and any accumulated charges, going to the department.
  4. Exceptions to the above rate-making practices can be made by the Director of Parking and Transportation. 

19.2 Regulations

(Amended 12/06; 1/09; 2/11; 10/15; 10/18; 9/8/22)
  1. General. Fleet Services vehicles may be rented on a short-term or leased on a long-term basis for official university business. The department to which a university vehicle is assigned is responsible for ascertaining that the vehicle is operated by authorized individuals, in accordance with the University of Iowa Fleet Safety Program and used only on official university business. Official university business constitutes business directly concerned with university activities and for which expenses are a proper charge to the university. Authorized drivers and passengers are described in V-15.7 University Driving Policy. Family members may be transported only if they are qualified university employees and also traveling on official university business.
  2. Reservations. Rental vehicles may be reserved by means of a Fleet Services requisition approved by the dean, departmental executive officer, or administrative officer and submitted to Fleet Services as far in advance as possible (at least three days). Requisitions may be accepted on a "same day" basis when vehicles are available. Fleet Services vehicles may be requisitioned on a long-term basis when the need for continued use of a vehicle exists. Minimum lease term is three months and is based on vehicle availability. Requisitions for monthly leases will require a departmental written justification and approval by the university Fleet Services Manager.
  3. Operating laws and regulations. Fleet Services vehicles are to be operated in accordance with all applicable laws and Fleet Services rules and regulations (see V-15.7 University Driving Policy).
  4. Permanent assignments. Vehicles assigned to departments on a permanent basis are to be parked overnight in university parking facilities and are not to be driven to and from work, unless prior written approval has been granted. Approval may be granted by the unit's dean or vice president by sending a letter to Fleet Services explaining the need for the vehicle to be driven to and from work. All other UI fleet and fleet safety policies apply.
  5. Servicing. All Fleet Services vehicles driven in the Iowa City area must be serviced (gas, oil, repairs, etc.) at the Fleet Services maintenance facility. The Fleet Services fueling station is open 24 hours. Appointments for vehicle maintenance can be made by contacting the Fleet Services Shop Supervisor.
  6. Accidents/claims. University drivers must report to Risk Management all vehicle accidents involving injuries immediately and all other incidents within 48 hours/2 working days. Vehicle accidents may be reported electronically online by completing the Vehicle Accident Report Form found at Employee Self-Service under the General Systems & Tools menu or by completing a Vehicle Accident Report form and submitting it to Risk Management at risk-management@uiowa.edu.
  7. Vehicle identification and graphics policy. The university logo and wordmark must be placed on the left and right side of university vehicles, ideally on the driver and passenger doors. Additionally, the name of the college, department, or program that owns or operates a particular vehicle should appear under the wordmark on that vehicle.

    Logo, wordmark, and college/department/program name decals for vehicles are to be installed by Fleet Services. The application of any additional logos or graphics to a vehicle is prohibited without prior approval by Fleet Services.

    For additional information about the university's identity system, see https://brand.uiowa.edu. For more information on this vehicle identification and graphics policy, contact the Director of Parking and Transportation.
  8. Fleet rentals.
    1. Vehicle pickup at Fleet Services — display of license, authorized drivers only. A Fleet Services vehicle will not be released to any person other than an authorized, approved driver of the requisitioning department. A Fleet Services vehicle will not be released to any person unless the person presents an unexpired (no grace period) U.S. driver's license that reasonably identifies that person. International driver's licenses will not be accepted.
    2. Drivers may be required to sign a statement certifying compliance with the University Driving Policy requirements regarding licensing, training, convictions, moving violations, and accidents.
    3. Student drivers (non-employees). UI vehicles will be released to student drivers only if  the student has an assignment in the Risk Management’s Driver’s License Review System and is in compliance with the University Driving Policy driving standards.
  9. Vehicle inspection, service, and maintenance policy. 
    1. University vehicles licensed for operation on public roads are required to be serviced and maintained in accordance with Fleet Services guidelines. Every vehicle must undergo an annual inspection by Fleet Services. If authorized by Fleet Services, university departments with dedicated, full-service vehicle maintenance facilities (e.g., Cambus) with trained staff may provide services, maintenance, and inspections in compliance with this policy.
    2. The annual vehicle inspection shall focus on areas of the vehicle that directly affect its safe operation, including steering, tires, brakes, glass, lights, emissions system, and horn. The inspector will provide a written, signed report of the areas, equipment, or items inspected, including the date, name of facility and inspector, vehicle make/model and identification number, mileage, and notations of operating deficiencies. Provided the vehicle has no operating deficiencies, it shall be deemed to have passed the inspection and may be returned to normal usage. Correction of any operating deficiency must be completed within seven calendar days of the inspection. Repairs are to be performed at the Fleet Services maintenance facility or as otherwise approved in this policy. After correction of deficiencies, the vehicle must pass reinspection.
    3. Fleet Services guidelines for vehicle service and maintenance include complying with manufacturer's service recommendations; using recommended types of gasoline; maintaining proper fluid levels (oil, antifreeze coolant, brakes, transmission, etc.) and ensuring proper tire pressure; working signals, lights (headlamps, turn-signal lights, taillights, brake lights, etc.), brakes, and other vehicle safety items.
    4. Failure to comply with the service, maintenance, and inspection requirements of this policy may result in suspension of driving privileges, increased insurance charges, and/or loss of the vehicle.
  10. Animals. 
    1. With the exception of service or assistive animals, animals are prohibited from university vehicles. Service and assistive animals are specially trained at a recognized training facility to assist a person with a disability. 
    2. Drivers who need to transport a University of Iowa laboratory animal may do so in university vehicles once vehicle approval is received from the Institutional Animal Care and Use Committee (IACUC). Please notify Fleet Services when making the reservation that you have a qualified need to transport an animal. 
    3. Emotional support animals and pets may not enter university vehicles.

19.3 Insurance

See V-15 Risk Management, Insurance, and Loss Prevention. 

19.4 Fines, Charges, and Violations

(Amended 12/06; 10/15; 9/17)
  1. The university is not responsible for fines, impoundment charges, or other costs resulting from violations of traffic or parking regulations by drivers of university vehicles. If a fine or charge is levied, it is paid by the person to whom the vehicle was assigned when the violation occurred. The driver receiving a citation, who believes the charge is not meritorious, is responsible for the defense.
  2. Government jurisdictions assessing fines or charges will present notice to Fleet Services. If the driver of the vehicle is identifiable, Fleet Services transmits the notice of violation to the driver, and the driver is responsible for paying the fines or charges.
  3. In case of reported violations of law or Fleet Services regulations, Fleet Services will notify the departmental executive officer or other appropriated administrator to discuss the alleged violation. (See V-19.5 University Driving Policy.)
  4. The records of a driver with a persistent pattern of violations will be forwarded to the appropriate university departmental administrator and Risk Management for review. Risk Management will discuss with the departmental executive officer or other appropriate administrator possible remediation, training, and/or restrictions on the use of university vehicles for a stated period of time. (See V-19.5 University Driving Policy.) 

19.5 Driving Policy

See V-15.7 University Driving Policy.