Each department is responsible for ensuring that their fleet is maintained in good working order, is safe to operate, and is compliant with regulatory standards. Fleet maintenance includes regular inspections, preventive maintenance, and necessary repairs to prevent breakdowns and extend the lifespan of fleet units. The goal is to reduce downtime, lower operating costs, and ensure compliance with safety and regulatory standards.

Facilities Management will provide detailed maintenance guidelines to the departments. The departments are responsible for ensuring that these guidelines are adhered to. Departments should be aware of the manufacturer’s warranty coverage before proceeding with repairs and maintenance.

Fleet cards

The university has a contract with a vendor to provide maintenance, fuel and EV charging for the university's fleet. 

Each fleet unit will receive a fleet card for maintenance and fuel/electric vehicle (EV) charging needs. Any authorized operator assigned to the fleet unit can use the fleet card (where appropriate). The fleet lead will provide instructions to the department on the appropriate usage of the fleet card, but please see below for general information:

• Fleet cards must be presented to a vendor-approved service provider before any repairs, breakdown services, or maintenance work is performed on the fleet unit.
• Fleet cards must be used to purchase all maintenance items, such as tires and oil changes, from a vendor-approved service provider, not from fuel stations.

The following services have been designated as add-on purchase items, and departmental preapproval will be required to purchase:

• car washes (limit once per week
• tires
• vehicle interior detailing (limit once per quarter)
• glass repairs
• windshield washer fluid
• fuel for rental vehicles 
  
  

Winter tires

Winter tires are mandatory for new fleet purchases and strongly recommended for existing fleet. Winter tires are specifically designed to provide better performance and safety in cold weather conditions. They accomplish this through:

1. Improved Traction: Winter tires have a special tread pattern and rubber compound that remains flexible in cold temperatures. This provides a better grip on icy, snowy, and slushy roads, reducing the risk of slipping.
2. Shorter Braking Distances: Winter tires provide better traction, allowing your vehicle to stop more quickly in cold weather, which is essential for preventing accidents.
3. Better Handling: Using winter tires, your vehicle is more likely to perform better in winter conditions, enabling better control even in challenging driving situations.
4. Reduced Hydroplaning: Winter tires are engineered to direct water away from the tire, minimizing the risk of hydroplaning on wet or slushy roads.
5. Cold Temperatures: Winter tires are not just for snow; they perform better in any situation where temperatures fall below 7°C (45°F).

Roadside assistance

Roadside assistance is available 24/7. Please call the phone number located on the back of the fleet card. Roadside assistance includes:

• tire change
• fuel delivery
• towing
• lock-out assistance
• jump starts
   

Please reference the Procedure for Maintenance of Fleet for more information.