The Facilities Management Division’s Automotive Center maintains the master database
of all registered University of Georgia vehicles for the Board of Regents (BOR) and
the State of Georgia Department of Administrative Services. All vehicle information
for UGA will be reported and maintained in coordination with this office.
Reason for policy
The State requires every agency to have a Fleet Coordinator who shall serve as the
head of the organization’s automotive fleet. The coordinator ensures compliance with
the BOR and state fleet policies and procedures. The Fleet Coordinator is responsible
for inventory accountability and ensuring compliance with state policies through the
monthly reporting of mileage and fuel usage as well as annual reporting of maintenance
on all registered vehicles. Departments with UGA vehicles are required to report
this information on a regularly scheduled basis.
Inventory Accountability: All new vehicles should be received at the Automotive Center
from the vendor with the exception of buses and police vehicles. All paperwork concerning
new vehicles must be processed through the Automotive Center regardless of type or
department. Changes to existing vehicles (including departmental contact, account
number, etc.) should be entered through the Automotive Center website. Contact Property Control for additional procedures or call 706-542-4390.
To report fuel usage and vehicle mileage, use your vehicle fuel card monthly. This
information will be sent directly to the state of Georgia. Additionally, mileage
can be reported through the Automotive Center website through the Vehicle Mileage Update link.
To report maintenance on your vehicle, choose from one of the following three options:
- If you service your departmental vehicle through the PPD Automotive Center, the maintenance
information for your vehicle is uploaded directly to the state of Georgia.
- The state of Georgia has a contract with Automotive Fleet Management (ARI) through
local service vendors. If you choose to have your UGA vehicle serviced by any vendor
other than the UGA Automotive Center, you must pay a monthly fee to ARI and any service
costs incurred through the vendor. The vendor then reports the maintenance information
to ARI which is then sent directly to the state of Georgia.
- The department can contact the UGA Fleet Manager to be granted access to the state
reporting system. The department contact is then responsible for inputting the maintenance
data on a regularly scheduled basis. Additional training is required in order to
accurately report the necessary information.
University Administrator: Associate Vice President for FMD
Policy Owner: Fleet Manager
Policy Contact: Brent Canup
Phone Number: 706-542-6477