The Physical Plant Division, Vehicle Transportation and Maintenance (VTM) Department adheres to policies and procedures set forth by the State of Georgia, Office of Planning and Budget, Department of Administrative Services (DOAS). Specifically VTM applies rules, regulations and procedures governing the use and assignment of motor vehicle purchases, operation and disposal, and associated recordkeeping as defined in Policy No. 10, Revision No. 6, dated September 30, 2005. For details, follow link below:
Motor Vehicle Policy Memorandum No. 10 Rev. 6 Sept. 30 2005
Justifications for purchasing a new or replacement vehicle are:
Requests will include the following information:
Trade-ins are generally for like kind of vehicle. If you are upgrading vehicle type (i.e. sedan to SUV) then include justification for upgrade with request. If you need additional information or if you have questions regarding vehicle purchasing, please contact either:
Bill Fox, UGA Fleet Manager, or Barry Coleman, Procurement Specialist
jwfox@uga.edu, ccole@arches.uga.edu
706-542-6477 706-542-7083
Vehicle Identification Marking
Using the standard University of Georgia logo (1 1/2" and 1 1/8" lettering) on each front door of vehicle. See Design "A", or When approved, an alternate method for marking would be placement of the standard logo (½" and 5/16" lettering) on the bottom left of tailgate on station wagons.
If alternate logo is selected and approved, the vehicle number is placed beside or just under the logo which would be on the rear trunk lid or tailgate.
What types of vehicles can I rent?
Vehicle Type Daily Rate Mileage Rate
Station Wagon $15.00 .30
12 Passenger Van
$18.00 .45
How can I make rental reservations?
Users can reserve vehicles no less than 48 hours and up to 30 days in advance for a maximum of two weeks by reserving online at Reservations On-line Vehicle Reservation Request, or by calling the Automotive Center at 706-543-7525.
What will I need to rent a vehicle?
A valid Georgia driver’s license and a UGA employee identification card.
How do I pay for additional gas?
Fuel for rentals is purchased using the a University fuel card (WEX Card). The card is located in the key pouch for each rental vehicle and may be used at most major retail gas stations.
Where can I use the Fuel Card?
The Fuel Card can be used in all 50 states and at over 7,000 locations in Georgia, including private fuel sites located at state entities.
What are the benefits of the Fuel Card Program?
The major benefit of the Fuel Card Program is a fully integrated electronic system, designed to remove applicable taxes from the cost of fuel. The program also provides an electronic fuel management program, including monthly reports, ad hoc reporting, electronic billing, full security, and customized purchasing limitations for individual accounts. Customers may also request the use of an online program that provides electronic access to their organization-specific fuel data, including transactions, vendor information, and specialized search options.
What other purchases, besides fuel, can I make using the Fuel Card?
VTM recommends non-fuel items be limited to small vehicle repair items such as oil, coolant, wipers, etc. These purchase transactions are conducted manually resulting in the potential loss of applicable tax credits.
Is every vehicle in the program required to have a fuel card?
Each vehicle will have its own assigned fuel card. The card will have the same unique vehicle number used to identify the vehicle by the customer. This will enable the customer to track fuel transaction data over the lifetime of the vehicle.
Is each driver required to have a Driver Identification Number (DID/PIN)?
Each driver will need their own personal four (4) or six (6) digit driver identification to be used at the time of purchase. This DID/PIN can be used by the driver with any fuel card associated with the customer account. Use of the DID/PIN allows the customer to track the activities of each driver.
DOAS has contracted with a vendor partner to provide a full range of fleet related services. These services include vehicle repair authorizations, emergency roadside service, accident management, vendor negotiations, and more. The vendor partner issues vehicle operator packets for quick information and provides technical advice to the operator, as well as to vendors.
Who can join the Motor Vehicle Contract Maintenance Program?
The program is available to all state and local governments. For additional information, you can call the vendor partner at 1-800-227-2273 or 404-656-6295.
How do I join the Motor Vehicle Contract Maintenance Program?
Joining the program is easy. You can begin by contacting the Fleet Support Services program manager at 404-656-6295 or toll free 1-800-537-1670. In addition, you may visit the vendor partner’s Web site at www.arifleet.com for information pertaining to the program.
What will it cost me to participate in the Motor Vehicle Contract Maintenance Program?
The current fee is a monthly charge of $10.00 per vehicle and a nominal administrative fee.
What type vehicles are covered under the Motor Vehicle Contract Maintenance Program?
Any type of vehicle can be placed in the program, from sedans to trucks and over the road tractors.
How do I contact the vendor partner outside of normal business hours for repair authorization?
The contractor is open for business 24 hours, seven days a week, and 365 days a year. The driver is never left without assistance. The vendor partner is always available to the driver or agency fleet coordinator at 1-800-227-2273.
How long before I can use the Motor Vehicle Contract Maintenance Program, once requested?
Generally, within 30 days a new customer will have access to the program. The billing address and vehicle information is requested from the vendor partner for entry into the contract maintenance system. After all the requested data is entered, billing begins the following month. Agencies will receive a direct bill from the contractor, with all pertinent information by vehicle number, repairs made, location, and cost.
What happens if I have a breakdown?
You can call the vendor partner at 1-800-227-2273 and give the technician the lessee data and vehicle number. The technician will ask if towing service is needed and will arrange to have the vehicle repaired at an authorized shop. If you need transportation to complete the trip, the vendor partner can make these arrangements as well.
How does my agency get billed for services?
The vendor partner invoices the agency once per month with all repair charges and includes information such as vehicle number, mileage, location of repair, and type of repair. Each repair cost is itemized and sorted by organization. The invoice is sent directly from the vendor partner to your agency for payment.
How else can I obtain information about the Motor Vehicle Contract Maintenance Program?
Additional information can be found at the Fleet Support Services Web site ( http://www.ofm.doas.georgia.gov) or vendor partner’s Web site at www.arifleet.com.
What are the benefits of using the Motor Vehicle Contract Maintenance Program?
The program offers the following benefits:
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