MEMORANDUM

DATE:		March 31, 2004

TO:		Deans, Directors and Department Heads

FROM:		Joel D.Valdez
		Senior Vice President for Business Affairs

SUBJECT:	New Vehicle Policies

The purpose of this memorandum is to alert the campus community to changes that will 
occur in the University's policies concerning University and other governmental vehicles.  
These changes are in response to a recent Arizona Board of Regents audit of the 
University's policies regarding vehicles, including driving while on University business. 
The intent of the audit was to verify that the University is exercising due diligence 
towards the ABOR goal of loss prevention.  

One section of the audit report that is relevant to this memorandum provides 
recommendations to improve the safe operating condition of our vehicles in order to 
reduce both frequency and severity of losses. Specifically; the audit identified the need 
for centralized oversight of vehicle maintenance, safety inspections, and record keeping.

To address the issue of vehicle safety inspections, the following procedures will be 
effective April 1, 2004.  

* University of Arizona Motor Pool mechanics will perform annual safety 
  inspections of all licensed vehicles and trailers. Any detected safety 
  deficiencies will be corrected (at the vehicle owner's expense) or 
  otherwise addressed prior to the concerned vehicle being returned to 
  service.  The Motor Pool staff is authorized to remove, and are expected 
  to remove, from service any vehicle they determine to be unsafe for 
  operation until repairs can be performed. The Motor Pool mechanics are 
  also authorized to correct the unsafe condition or ensure that the vehicle is 
  towed to a commercial facility for repair(s) at the vehicle owner's 
  expense.    

* Departments are responsible for keeping inspections current, and 
  budgeting for vehicle operational costs, including maintenance and 
  repairs.  

New Vehicle Policies

* Primary responsibility for the annual vehicle safety inspection's program 
  for all University of Arizona vehicles is assigned to the University Motor 
  Pool.  The Motor Pool will maintain records of all vehicle inspections.  
  This establishes a centralized means that can be used to determine 
  whether vehicle safety inspections are being performed on all U of A 
  vehicles. 

* Units that are located outside the Tucson area may satisfy the inspection 
  requirement by using Certified Inspection Stations. However; the 
  inspections must include all items listed on the U of A Preventive 
  Maintenance and Service (PMS) Log. Units desiring to use Certified 
  Inspection Stations should contact the U of A Motor Pool to obtain copies 
  of the PMS Log. To facilitate scheduling, it is suggested that inspections 
  be accomplished on the anniversary of the vehicle's acquisition date.

It is our intention to make this transition as smooth as possible. We suggest that units take 
advantage of this annual inspection process while their vehicles are at the campus Motor 
Pool facility, or another maintenance facility, to have other needed services performed, 
such as routine maintenance, oil changes, air filters and emission testing. 

Other vehicle policy changes still in development will address the verification of valid 
Arizona drivers licenses for anyone driving on University business and adding a behind-
the-wheel component to the high occupancy vehicle-training program. As these policies 
are completed and adopted, they will be publicized to the campus community.