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Policies and Procedures

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Introduction

The Chancellor has delegated authority for oversight and management of the University System of Maryland fleet to the University of Maryland Motor Transportation Services (MTS).

The University System of Maryland Fleet Management Program administers the safe, effective, and economical use of University vehicles.

The University Fleet Administrator (i.e., University of Maryland Motor Transportation Services) is responsible for the development, coordination, and overview of fleet activities and dissemination of fleet information to the Institutions to ensure the safe, effective, and economical management of University vehicles. The scope of Motor Transportation Services' responsibilities include, but are not limited to, procurement, disposal, maintenance, and operation of University of Maryland vehicles.

The University Fleet Administrator:

  • Develops and coordinates fleet policies and procedures to achieve the goals of safe, cost-effective, and appropriate use of University of Maryland vehicles
  • Recommends policies and procedures as appropriate to the University in order to achieve the above goals
  • Implements and coordinates approved policies and procedures with Institutional Fleet Coordinators
  • Establishes systems for vehicle accounting and associated reporting
  • Ensures compliance with Federal, State, and University regulations and reporting requirements
  • Administers the Commute Assessment Program, as established by the State of Maryland
  • Coordinates yearly fringe value reporting as required by the Internal Revenue Service
  • Coordinates communication with State Fleet Management Services

Institutional Fleet Coordinators oversee the Institutional vehicle activities that are included in the University System of Maryland Fleet Management Policies and Procedures and will be responsible for the dissemination of information and the collection of vehicle data.

Each Institutional Fleet Coordinator:

  • Implements campus vehicle programs consistent with policies and procedures developed by the University Fleet Administrator in order to promote safe, cost-effective, and appropriate operation of campus vehicles
  • Is responsible for the dissemination of vehicle-related policies, procedures, and information to the campus
  • Collects, reviews, and provides information such as monthly vehicle usage reports, quarterly personal mileage reports, and commute and fringe value reporting information to the appropriate office
  • Provides reports, as requested, to the University System of Maryland Fleet Administrator (i.e., University of Maryland Motor Transportation Services)
  • Coordinates vehicle tag, title, insurance, and safety programs
  • Ensures departments conduct a periodic driving record review
  • Assures departmental compliance with timely accident and vehicle damage reporting requirements, vehicle safety inspections, and emissions inspections
  • Coordinates communication with the University Fleet Administrator (i.e., University of Maryland Motor Transportation Services)

Departmental Fleet Coordinators oversee the departmental vehicle activities that are included in the University System of Maryland Fleet Management Policies and Procedures and are responsible for the dissemination of information and the collection of vehicle data.

Each Departmental Fleet Coordinator:

  • Implements departmental vehicle activities consistent with policies and procedures developed by the Institutional Fleet Coordinator to promote safe, cost-effective, and appropriate operation of departmental vehicles
  • Disseminates vehicle and safety information to drivers
  • Collects, reviews, and maintains information such as monthly vehicle usage reports, quarterly personal mileage reports, etc.
  • Provide reports, as requested, to the Institutional Fleet Coordinator
  • Provides departmental drivers with University Driving Rules and maintains a record of written acknowledgment by drivers
  • Conducts periodic driving record review
  • Assures departmental compliance with timely accident and vehicle damage reporting requirements, vehicle safety inspections, and emissions inspections
  • Coordinates communication with the Institutional Fleet Coordinator
  • Assures departmental compliance with University travel policy as it pertains to vehicle travel (e.g., Travel Approval Request)

The policies and procedures in this document apply to all vehicles and drivers within the University System of Maryland. In addition, practices specific to the needs of an Institution may be implemented provided that such practices are consistent with the University System of Maryland policies and procedures. Where used in this document, "University" and "University of Maryland" refer to "University System of Maryland."

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