Vehicle Approval Process

The multi-step vehicle purchasing process starts with the department reviewing this document, reviewing the Fleet Management Fleet Manual https://fleetmanagement.ua.edu/fleet-manual/  and filling out the Vehicle Request Form and obtaining all the necessary signatures before submitting the form to the Fleet Management Office.  For additional information, please get in touch with Angel Driver with Fleet Management (205-348-4809),  Tony Johnson with Fleet Management (205-348-8798), or Catherine Johnson with Purchasing (205-348-0064).

Please review the following before completing the Vehicle Request Form for options of obtaining a vehicle:

Leasing Program:

The department will pay a monthly lease for each vehicle they operate.  The vehicle’s lease will continue until the department turns the vehicle in and determines it is no longer needed.  Otherwise, the department will follow a replacement cycle defined by Fleet Management.  Departments will be required to sign and follow the fiscal year lease agreement. The lease agreement will expire on September 30^th, and departments will enter into a new lease agreement for the new fiscal year, beginning in October.

Monthly Lease Payment:

The monthly lease payment includes the following:

• Monthly use of the vehicle
• University insurance for physical coverage (Effective October 1, 2024, the deductible cost is $3,000/incident)
• Basic Preventive Maintenance (PM) Services intervals, such as:
  • Oil and Filter Change
  • 30 Point Inspection
  • Tire Rotation
  • Wiper blades (twice a year)
  • Refilling Vehicle Fluids:
    • Windshield Wiper Fluid
    • Engine Coolant
    • Transmission Fluid
    • Power Steering Fluid

 

Departments are financially responsible for the following (during the lease or at the end of the lease):

• Damage caused by failure to have routine preventive maintenance performed.
• Repairs performed that are not covered by the manufacturer’s warranty due to neglect, departmental abuse, accidents, vandalism, insurance deductible, wear and tear items, etc. Fees for these repairs will be charged back to the department at the established Automotive Services rate.
• Fuel costs are billed to the department.
• Departments that have been assigned a vehicle give prior approval to Automotive Services of authorizing repairs up to $2,500 when the Director of Automotive Services or Fleet Management determines repairs are the best option.
• Excessive wear and tear include, but are not limited to, damaged glass, damaged body panels, lights, fenders, paint, dysfunctional accessories, any damage to the interior, and any items that interfere with the safe and lawful operation of the vehicle.
• Departments are responsible for knowing and following Risk Management and Fleet Management Policies related to University vehicles https://fleetmanagement.ua.edu/fleet-manual/

 

Monthly Lease Rate (subject to change each October)

* Upfittings defined: Toolboxes, bin packages, ladder racks, inverters, camper shells, etc.

** Fleet Management will determine the lease rate for vehicles that cost above $55,000.

Note: All departments within Finance and Operations are required to lease vehicles.

 

Outright Purchase Program:

Departments that Fleet Management approves to purchase a vehicle by state, university, or grant funds will be required to:

• Pay a non-refundable $2,500 administrative fee for each vehicle purchased in addition to the cost of the vehicle
• The administrative fee will be required to be paid when the department takes ownership of the vehicle.
• The grant agency may reject the administrative fee; therefore, the department is still required to pay the administrative fee.
• The purchasing department agrees to replace the vehicle within 3 to 4 model years

 

Department Responsibility:

Departments are financially responsible for the following:

• Routine preventive maintenance and repairs that are not covered by the manufacturer’s warranty due to neglect, departmental abuse, accidents, vandalism, insurance deductible, wear and tear items, etc. Fees for these repairs will be charged back to the department at the established Automotive Services rate.
• Fuel costs are billed to the department.
• Departments that have been assigned a vehicle, give prior approval to Automotive Services of authorizing repairs up to $2,500 when the Director of Automotive Services or Fleet Management determines repairs are the best option.
• Excessive wear and tear include, but are not limited to, damaged glass, damaged body panels, lights, fenders, paint, dysfunctional accessories, any damage to the interior, and any items that interfere with the safe and lawful operation of the vehicle.
• Departments are responsible for knowing and following Risk Management and Fleet Management Policies related to University vehicles https://fleetmanagement.ua.edu/fleet-manual/
• Physical Insurance Coverage paid to Risk Management.
  • Note: The department must request this coverage with Risk Management before an accident occurs.
  • If a department elects to have no Physical Insurance Coverage, then the department will be responsible for all damages. Please contact Risk Management for additional information.

 

Vehicle Rental Requirements:

Rental vehicles are for official UA business only.  Personal use of these vehicles is strictly prohibited.

All drivers must complete a Motor Vehicle Release (MVR) form and be approved by Risk Management to operate a University vehicle.

In addition, all approved drivers must complete an online defensive driving course.

Prior to operating a 12-passenger van, drivers must contact Risk Management at (205)348-4535 for instructions on completing an additional online van training course.

Student groups requesting to reserve a vehicle must have their advisor or appropriate supervising faculty/staff member submit the request on their behalf.  Students are prohibited from submitting reservation requests.

Please note: All fleet rental vehicles are covered under the University’s Motor Vehicle insurance policy.  However, in the event of an accident or damage to a rented vehicle, the department will be responsible for the deductible cost.  Effective October 1, 2024, the deductible cost is $3,000/incident.

 

Vehicles & Rates

Please visit https://fleet.ua.edu/vehicle-rental/ for updated rental rates, types of vehicles available for rent, and how to make a reservation.