Fleet Management

Value Statement

Austin Community College District (“ACC” or “the College”) is committed to the effective management, operation, and maintenance of its vehicle fleet to ensure safety, accountability, and efficiency.

Administrative Rule

1. Fleet Management Oversight
   Risk & Fleet Management is responsible for the administration, acquisition, insurance, maintenance, operation, and disposition of all ACC fleet assets. Fleet Assets are defined as any motorized or towable transport equipment used for official College business, such as cars, trucks, vans, trailers, cargo containers, and utility vehicles. Fleet assets shall be assigned, utilized, and maintained in accordance with College policies.
2. Vehicle Use and Assignment
   1. ACC fleet assets are to be used exclusively for official College business. Personal use of ACC fleet assets is prohibited. Exceptions must be approved by the Executive Vice Chancellor (EVC), Finance & Administration.
   2. In certain circumstances in which there is a legitimate business justification or need for an employee to take a College vehicle to their residence, usage guidelines will apply and prior approval must be obtained from the EVC, Finance and Administration.
   3. Risk & Fleet Management will assign fleet assets to departments based on operational needs. At the time of assignment, the fleet asset will be in proper operating condition.
   4. ACC fleet assets shall be used with adherence to all College policies, state laws, and local regulations.
   5. ACC fleet assets shall not be used to transport unauthorized passengers, including family members, unless explicitly approved in writing for College-sponsored activities.
   6. Fleet assets must be properly insured and licensed to be operated.
3. Authorized Operators/Drivers
   1. All drivers must be authorized by Risk & Fleet Management before operating an ACC fleet asset. Authorization will generally be restricted to full-time employees of the College.
   2. Operators must hold a valid driver license appropriate for the vehicle class being operated.
   3. Operators must adhere to restriction codes placed on their license by the Texas Department of Public Safety.
   4. Operators must complete required driver training as determined by Risk & Fleet Management.
   5. The College reserves the right to conduct Motor Vehicle Record (MVR) checks to ensure driver eligibility.
   6. Drivers with excessive violations, license suspensions, or other risk factors may be restricted from operating ACC fleet assets.
4. Fleet Asset Care and Maintenance
   1. Operators are responsible for ensuring fleet assets are in a safe operating condition before each use, including checking fuel levels, tire pressure, and fluid levels.
   2. Preventative maintenance, inspections, and necessary repairs must be coordinated through Risk & Fleet Management.
   3. All fleet asset issues (e.g. malfunction, damage, or accident) must be reported immediately, or as soon as practical, to the driver’s supervisor and Risk & Fleet Management.
   4. Smoking, vaping, and the use of tobacco products in ACC fleet assets are prohibited.
   5. Tampering with, obstructing, or disconnecting equipment installed in ACC fleet assets is prohibited.
5. Fuel and Expense Tracking
   1. Fuel must be purchased with ACC fuel cards. Fuel purchases must be reported as defined by Risk & Fleet Management procedures.
   2. Fuel and mileage logs must be maintained as directed by Risk & Fleet Management.
   3. Employees who make unauthorized purchases or misuse fuel cards will be subject to the College’s disciplinary rules.
6. Enforcement and Compliance
   Failure to comply with this Administrative Rule may result in suspension of fleet asset use privileges or further disciplinary action up to and including termination.