College Vehicle Use and Upkeep

Administrative Rule
Council: Administrative Services Council
Board Policy Reference: CJ, Transportation Management
Effective date: 02/28/08

Value Statement

The Austin Community College District will responsibly treat college vehicles as community-funded resources.

Administrative Rule


  1. Employees who are assigned a college vehicle because of their work responsibilities will provide preventive maintenance on the vehicle, follow the manufacturer’s service schedule, keep the vehicle clean and drive it responsibly and only for college purposes, and maintain mileage and service records.
  2. Any employee who has regular access to a college vehicle shall annually declare under established procedure the percentage of the vehicle usage that was for personal use. Such personal use shall be governed by Board Policy CDDA requiring pay deduction.
  3. Each college vehicle must carry insurance. The insurance must meet or exceed Texas law.  The amount and level of insurance coverage will be determined jointly by the department head to which the vehicle is assigned and the Risk Manager.
  4. Assigned drivers of college vehicles are responsible for preventive maintenance as stipulated by the Physical Plant department. Preventive maintenance includes, but is not limited to:
    • Changing engine oil, filter and lubricate chassis every 3000 miles or 6 months (whichever comes first)
    • Inspect, rotate and balance tires at the following intervals; 6000, 18000, 24000, 30000, 45000 and 60000 miles
    • Inspect belts, cooling system, hose clamps, boots, wiper blades and have a tune-up at 12000, 24000, 36000, 48000 and 60000 miles
    • Change automatic transmission fluid and replace filter at 30000 and 60000 miles
    • Replace belts at 36000 miles
    • Inspect brakes at 15000, 30000, 45000 60000 miles
    • Check and adjust wheel alignment at 24000 and 48000 miles
    • Ensure that the vehicle meets safety standards (e.g.: properly working seatbelts)
    • Ensure that the vehicle meets emission standards

The department to which the vehicle is assigned is responsible for maintaining receipts to document that the work was performed.  Physical Plant will periodically review records of college vehicles.  As vehicles become older, different/other maintenance will be required.  The maintenance mechanic will inform the person responsible for the vehicle, in writing, of the necessary upkeep required.  This maintenance will differ from vehicle to vehicle depending on past records and wear and tear of each vehicle.

  1. The person to whom the vehicle is assigned is responsible for ensuring that the vehicle has an appropriate fuel card and that the card is valid (obtained through the purchasing office). The card may be kept secured in the vehicle.  A copy of all receipts for fuel used must be forwarded to the Business Office for payment.
  2. If a vehicle experiences mechanical or body damage the Risk Manager must be informed the next working day. The damage will be repaired at a business specified by the Risk Manager and all records must be forwarded to the Rick Manager for the purposes of keeping accurate records on that vehicle.

Accidents must also be reported to the Campus Police and Risk Manager.

The department to which the vehicle is assigned is responsible for any and all charges related to the vehicle.

    • The department is responsible for payment of any insurance deductibles.
    • If the college is reimbursed for any vehicle damage, the reimbursement will be placed in the department’s budget.

Back to Top