From University Rule 25.99.99.M0.04, all acquisitions of vehicles must be processed through Transportation Services in order to meet state reporting requirements.
Texas A&M University vehicles will not be purchased by, nor titled to, individual departments unless Transportation Services determines that a special need exists. Special needs are:
To determine if a special need exists, departments should send a written request, showing justification for the special need, to Transportation Services.
Following review, Transportation Services will forward the request to the Department of Procurement Services for submittal to the Associate Vice President for Finance for approval.
It is the responsibility of Transportation Center to provide vehicles for departments for long term rental. Departments interested in long-term rental of vehicles should call (979) 845-5846.
All Texas A&M University vehicles will be processed through the Transportation Center and procured by Purchasing and Stores Department.
If a vehicle is not available, Transportation Center will order a vehicle. Transportation Center will utilize the Texas Building and Procurement Commissions State Contract published in the fall of each year.
Departments should plan and anticipate their vehicle needs one year in advance. In the event a specific need cannot be met utilizing the state contract, a bid process will be initiated by Purchasing and Stores.
The Transportation Center encourages departmental custodians to consider replacing their vehicles within an estimated useful life of 6 to 11 years depending on make and model.
However, this will remain the decision of the custodian unless the Service Center decides that the vehicle is unsafe or a chronic maintenance problem.
It is recognized that many vehicles get very low mileage and are cared for very well extending useful life for many years.
Custodians are encouraged to utilize our My Fleet dashboards to monitor the fuel and maintenance costs for their vehicles to make better decisions on the cost benefit of retaining vehicles beyond a reasonable useful life.
Shop management will notify a department if they see a vehicle that is becoming a problem and should be considered for replacement.
Departments needing to rent vehicles on a long-term basis from the Transportation Center must complete a Request for Services Form.
Departments requiring special equipment to be added to vehicles must coordinate
such requirements with Transportation Center. Requests for additional equipment
should be made in writing, preferably at the time the request for the vehicle is
made. The installation of after-market equipment is coordinated with the fleet manager
and the auto shop supervisor.
The Transportation Center is responsible for purchasing and installing all add-on
equipment. If the add-on equipment increases the asset value of the vehicle, the
life of the lease will be extended to cover the cost of the equipment. If the add-on
equipment does not change the asset value of the vehicle, the cost of the equipment
and installation will be billed to the department.
Vehicles should not be altered or changed in any way without the written permission
of the Fleet Manager. Equipment added to a vehicle becomes part of the vehicle and
is sold with the vehicle.
If a department determines a vehicle is no longer needed, the Transportation Center
should be contacted to make arrangements to turn in the vehicle. The departments
should clean out the vehicle and return the keys and state fuel cards to the Transportation
Center. The vehicle will undergo a final inspection once it is turned in. Any maintenance
services and mechanical repairs will be completed to return the vehicle or equipment
to rentable condition. The total cost of the services or repairs will be billed
to the department/agency terminating the rental.
Departments are responsible for the care of vehicles while in their possession.
The Transportation Center asks that departments maintain their
vehicles so that the University is able to get the highest return for the
vehicle at the time of sale. Vehicles should be washed and vacuumed routinely. The
Transportation Center offers car wash and detailing services
Tuesday through Thursday. Upon termination of the rental agreement, all maintenance
services, all mechanical repair and all damage repair, necessary to return the vehicle
or equipment to acceptable standards will be accomplished by the Transportation
Center. The total cost of the services or repairs will be billed to the department/agency
terminating the rental.
The following is a guide for the use of University vehicles. The intent is to provide a basic understanding of the Transportation Services standard operating procedures and the appropriate Rules and Regulations.
The use of Texas A&M University vehicles is to be confined strictly to activities that support teaching, research and service missions of the University.
The guidelines presented are not all-inclusive. In some cases, departments develop more explicit policies that should be adhered to.
System Policy 33.04 – Use of System Property No TAMUS employee shall use any vehicle owned by TAMUS for any purpose other than official business of TAMUS.
Employees may not use such vehicles in connection with any political campaign or for any personal or recreational activity including transportation to and from work on a daily basis;
however, a vehicle may be driven to an employee’s home and retained overnight on specific occasions when doing so allows the employee to effect significant time or cost savings
or meet a specific out-of-town appointment to conduct System business.
Departments are responsible for ensuring the drivers of their assigned vehicles are employees. Drivers must be at least 18 years old, possess a valid driver’s license and be approved to drive the departmental vehicle.
When operating a TAMUS vehicle:
Government Code, Section 2203.01 requires that each operator of a state-owned motor vehicle log their use of the vehicle on a per trip basis in the State of Texas Vehicle Use Report. All requested information must be complete.
Departments are responsible for maintaining the original reports within their department and in accordance with the State’s retention policy. Reports are to be filed within the department by the 5th calendar day of each month.
If you are involved in an accident in a University vehicle:
If a vehicle is inoperable and the accident occurred in the Bryan/College Station area, call Fleet Services at (979) 845-7121 and a wrecker will be dispatched to the accident location.
If outside of the Bryan/College Station area, have the vehicle towed to the nearest dealer, arrange for another rental vehicle from a local vendor and proceed with your business.
Regardless of whether or not the driver is liable for the accident, injury to employees may be covered under the TAMUS Worker’s Compensation Insurance Program.
Claims for Worker’s Compensation should be initiated by filing a First Report of Injury through the vehicle coordinator immediately after the injury.
In the event of critical injury or death, the department should notify the Office of Risk Management and Safety at (979) 458-6247. A written report must follow immediately.
The security of University vehicle and contents is the responsibility of the driver. When vehicles are left unattended for any reason, the keys should be removed from the ignition, the hand brake set and the vehicle locked.
Vehicles that become disabled on the road should be secured with all possible precautions taken to prevent theft or vandalism.
In the event a vehicle cannot be secured in its present location, the driver should contact the Transpiration Center to tow the vehicle to a facility where it can be secured.
Vehicles should not be left along highways or in any area where it is more likely for theft or vandalism to occur.
Drivers should be aware that employee’s safety is the first and foremost concern. Driver’s safety should never be sacrifice in order to ensure the vehicle security.
Vehicle break-ins and vandalism on campus should be reported to University Police at (979) 845-2345.
Maintenance purchased for Texas A&M University vehicles must be purchased from the Transportation Center facility located on Agronomy Road.
If the Transportation Center is not able to perform the work in a timely manner, then the Transportation Center will be responsible for subletting the work.
Plan requires that all state vehicles be on a Preventive Maintenance Program. The Transportation Center is responsible for maintaining the program and scheduling for all Texas A&M University vehicles for routine preventive maintenance (PM).
The scheduling supervisor will work with vehicle custodians to schedule Texas A&M University vehicles for PM’s throughout the year. Every effort will be made to provide a convenient date and flexible drop-off time.
Appointments are available on a first-come, first-served basis. If it becomes necessary to re-schedule an appointment, departments should call (979) 845-7121.
Cancellations should be made 48-hours in advance of the scheduled appointment. Mechanic workdays are planned according to the daily appointment schedules. Therefore, a charge may be assessed for missed appointments.
Under no circumstances should departments ignore PM checkups. Ignoring PM check-ups is a safety issue that could result in a serious accident or loss of property.
Departments are responsible for adhering to all vehicle state inspections. Departments will be notified when state inspections are due. Inspections are performed at the Transportation Center.
Customers are welcome to bring vehicles in at any time during the inspection month. Inspections may be performed while you wait.
Fuel purchased for Texas A&M University vehicles within the Bryan/College Station area is to be purchased from the Transportation Center located on Agronomy Road.
Fueling outside of the Bryan/College Station area should be purchase with a state fuel card. The state fuel card is a Comdata card and can be used at any gas station that accepts MasterCard.
The card is issued to a specific vehicle and cannot be used to fuel any other vehicle. For convenience, each card is embossed with the vehicle number.
If the vehicle is not issued a Comdata card, a loaner card can be check out at the Transportation Center.