State Vehicle Maintenance Records

Published: October 27th, 1999

Category: Memos

David S. O’Brien, Director

The University Administrative Affairs Handbook on Business Procedures requires departments to ensure that timely maintenance is performed on any State-owned vehicle assigned to their department. Additionally, effective January 1, 1996, the University implemented procedures to provide for the annual safety inspection of all University-owned vehicles.

The University Motor Pool provides routine maintenance, preventative maintenance inspections, and annual vehicle safety inspections for all State vehicles. University departments are encouraged to utilize the Motor Pool for all their vehicle maintenance and preventative maintenance inspections but they have the option to contract with other commercial agencies for these services. Departments are required by University policy to have the annual vehicle safety inspection conducted at the University Motor Pool.

All departments are reminded it is their responsibility to document and maintain all vehicle maintenance records within the owner’s department. Copies of all University Motor Pool maintenance/inspections will be provided to the departments at the time service is completed. Copies of other maintenance/inspections performed on State vehicles are the responsibility of the owning department to document and maintain.

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