POLICY 10 REVISION 8 Changes and impact on UGA

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

There are three mandatory requirements for state vehicles that are driving the changes to the policy. DRIVERS OF CHANGE 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

CHANGES IN POLICY The following major policy changes effect UGA:  State records sharing capabilities  Vehicle accident reporting

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

AVAILABLE ARI PROGRAMS Option 1: ARI Maintenance Management System Service and repairs must be performed at an ARI participating garage DOAS system, Vital, will track vehicle maintenance records maintained by ARI $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 Maintenance : Cost :

AVAILABLE ARI PROGRAMS Option 2: ARI Garage Management System 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 $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. Maintenance : Cost :

IMPLICATIONS All vehicles that do not meet mandatory requirements will be surrendered to Surplus 10 days following the 90 th 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.

ACCIDENT REPORTING Accidents or body damage resulting in repair costs of $ 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

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

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

 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 CONTACT LIST

 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 POLICY 10 TIMELINE