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The Director of the Motor Transportation Facility at the College Park campus is the University System of Maryland (USM) Fleet Administrator.
Specific duties and responsibilities of the USM Fleet Administrator are:
- Develops and coordinates fleet activities to achieve the goals of safe, effective, and economical use of USM vehicles.
- Insures that USM complies with state and USM regulations governing the acquisition, disposal, maintenance, and operation of USM vehicles.
- Recommends policies and procedures as appropriate to USM to achieve the above goals.
- Implements and coordinates approved policies and procedures with Institutional Fleet Coordinators.
- Administers a vehicle accounting and performance/cost reporting system to replace the existing state MFOMS System.
- Administers the Commute Assessment Program, as established by the state of Maryland, and yearly fringe benefit value reporting as required by the Internal Revenue Service.
- Coordinates the resolution of citizen complaints lodged against drivers of USM vehicles.
The University of Maryland, Baltimore fleet coordinator is responsible for the dissemination of information and the collection of vehicle data as required by state and University policies and procedures. The coordinator is ultimately responsible for the coordination and monitoring of all institutional activities.
Specific responsibilities of the UMB Fleet Coordinator are:
- Implements campus vehicle activities consistent with policies and procedures established by the USM and the state of Maryland to promote safe, efficient, and economical operation of UMB vehicles.
- Serves as focal point for dissemination of fleet administration-related information to the campus.
- Collects, reviews for accuracy, and forwards various data such as vehicle usage reports, monthly mileage reports, commuter, and IRS reporting information.
- Coordinates vehicle acquisition, disposal, and tag and title acquisition.
- Assures campus compliance with semiannual vehicle inspections (April and October) and compliance with all Maryland vehicle emissions test inspections.
- Serves on the Fleet Safety Board and Vehicle Accident Review Board.
- Acts as liaison in the processing of motor vehicle-related citations, including recommendations to the VARB to suspend a driver's authorization for excessive infraction citations. (Vehicle operators are fully responsible for the payment of all assessed fines, penalties, and costs.)
The UMB Fleet Coordinator is:
Larry Butler, Logistics Manager
Office of Procurement Services
Howard Hall, Room 021
660 W. Redwood St
Baltimore, MD 21201-1596
410-706-6619; 410-706-0759 (fax)
Departmental Fleet Coordinator
Because UMB does not operate a motor pool, all daily operational functions are the responsibility of the department that operates a vehicle owned by UMB. To accomplish this, each department must identify a specific employee to be responsible for the following functions, among others:
- Works with the UMB fleet coordinator to review fleet status to determine the need to replace vehicles and expand or reduce the department's portion of the fleet. When a new vehicle is to be purchased, the UMB Fleet Coordinator will review available options such as purchase from state of Maryland contract or purchase from other agencies. When a vehicle is to be disposed, the departmental fleet coordinator will initiate the surplus property disposal process by completing and submitting an Excess Property Declaration Form:http://www.umaryland.edu/procurement/purchasing-groups/surplus-property/
- Identifies sources of funding and prepares requisitions for submission to the UMB Procurement Office.
- Assures vehicles receive appropriate service and, in general, are maintained in a safe operating condition.
- Receives reviews and forwards monthly mileage reports to the UMB fleet coordinator on or before the 10th of each month.
- Monitors assignment of vehicles and vehicle usage and in general assures compliance with University "General Rules" for vehicle operation.
- When a vehicle is involved in an accident, obtains and reviews accident reports. Submits completed accident reports to: John Jensen, Fleet Safety Program c/o Central Administration Support Service (CASS). UMB Accident Packet: http://www.umaryland.edu/cass/services-/auto-coverage/
University Fleet Administration Program
The University of Maryland, Baltimore shall administer a Fleet Administration program in accordance with all applicable state, federal, University System of Maryland, and University procedures and policies.
To authorize the creation and administration of a campus Fleet Administration Program (FAP) in accordance with regulations and guidelines developed by the state of Maryland and the University System of Maryland (through its designee, the Fleet Administrator at UMD).
Definitions and Terms:
The term "driver" refers to all part-time, full-time, or student employee authorized to operate a University vehicle.
The term "vehicles" includes but is not limited to all cars, trucks, vans, buses, golf carts, lift trucks, and multipurpose vehicles.
The procedures governing these programs shall be contained in the Fleet Administration section of the campus Fleet Manual, which shall be maintained by campus fleet coordinator.
This policy, which covers all University vehicles, governs the administration of the following in accordance with the procedures in the University's Fleet Manual as outlined above.
- Acquisition — Purchase, Lease, Gift, or through a grant
- Traffic Citation Administration
- Emission Testing
- Inventory and Inspection
- Proper Disposal
Restrictions and Exclusions:
Authority and responsibility for the administration of the campus Fleet Administration Program (FAP) has been delegated to the Director of Procurement Services (PS). The PS personnel responsible for the FAP shall develop and implement procedures dealing with all aspects of campus fleet administration.
Departments or units that operate University vehicles are required to abide by all procedures outlined in the university's Fleet Manual and applicable local, state, USM, and federal laws.
UMB drivers receiving citations for any vehicle-related violation are personally responsible for all fines and costs and can be, depending on the type and number of citations received, be required to attend a driver improvement class to remain an authorized driver.
Authorized Drivers/Use of Vehicles
General Requirements/Rules for UMB-Authorized Drivers
- The driving record of each employee required to drive a UMB vehicle as a part of his/her assigned duties must be reviewed by the Risk Management Division of Environmental Health and Safety at the time the employee begins work at UMB and each time a significant change is noted thereafter. A significant change could include administrative circumstances (e.g., the employee's move to another state, loss or forfeiture of a current valid driver’s license or other cause that may affect the employee's eligibility to operate a motor vehicle) or a significant moving violation (e.g., driving under the influence of alcohol or drugs, reckless driving or leaving the scene of an accident) that may affect the employee's eligibility to operate a motor vehicle. These reviews will be conducted by the Vehicle Accident Review Board (VARB) within three (3) business days of the accident whenever possible. The VARB may recommend to the employee's supervisor sanctions up to and including suspension of the employee's driving privilege for state-owned or leased vehicles.
- Schools/departments are responsible for obtaining initial certification for all prospective authorized drivers. For drivers licensed in the state of Maryland, this is accomplished by the employee providing the information requested on the Letter of Acknowledgment of the Rules for Authorized Drivers, which is provided by the Risk Management Division of Environmental Health and Safety. http://www.umaryland.edu/ehs/programs/authorized-driver/. This information must be returned to Fleet Safety c/o Risk Management in EHS. Subsequent necessary reviews of the driving records of employees licensed in the state of Maryland will be conducted by Risk Management. The driving records for employees licensed in the state of Maryland are available to UMB at no cost.
- Employees who possess a valid driver’s license from another state are responsible for submitting a certified copy of the driving record from the Motor Vehicle Administration in that state to the appropriate school/department administrator at the time the employee begins work at UMB. This information should be forwarded to Fleet Safety c/o Risk Management in EHS. The employee is subsequently responsible for providing a newly certified copy annually, and/or when a significant change in the record occurs, to Fleet Safety/Risk Management who administers the VARB. The expense of securing an out-of-state driving record is the responsibility of the employee.
- Exchanging an out-of-state License for a Maryland License. New Maryland residents must obtain a Maryland driver’s license within 60 days for a noncommercial driver's license and within 30 days if it is a commercial driver's license (CDL).
- Any authorized driver who has accumulated three (3) or more points for moving violations on their driving record will have the record reviewed by the VARB. If the VARB believes that the record reflects any type of violations that make the employee a risk when operating a UMB-owned or -leased vehicle, the VARB may recommend to the employee's supervisor sanctions up to and including suspension of the employee's privilege to operate a UMB-owned or -leased vehicle until the accumulated point total for moving violations is reduced below three (3) points.
- Any authorized driver who has accumulated five (5) or more points for moving violations on their driving record will have their privilege to operate a UMB-owned or -leased vehicle suspended automatically until the accumulated point total is reduced below three (3) points. It is recommended that a suspended employee attend an approved defensive driver course at their own expense and time before the privilege to drive a UMB-owned or -leased vehicle is reinstated.
- Each authorized driver shall have an affirmative duty to report the accumulation of three (3) or more points for moving violations, as well as the suspension or revocation of license, to their department head.
- An employee found to be ineligible as an authorized driver will be so advised by the chair of the VARB. The employee's school/department also will be notified of the VARB's finding.
- Any employee whose driver's license is suspended or revoked by the Motor Vehicle Administration of Maryland or the state in which the employee is licensed to drive shall not be allowed to operate any motor vehicle on UMB business while such suspension or revocation is in effect.
- Any employee who operates a UMB-owned or -leased vehicle during a period when said employee fails to secure or maintain a valid driver's license and knows or should have known that their driver's license is invalid, suspended, or revoked may be subject to disciplinary action up to and including dismissal from University service for willful misconduct.
- Any employee who cannot perform the essential functions of their UMB job because of suspension or revocation of driving privileges for any reason may be subject to administrative/disciplinary action such as reassignment, suspension without pay, demotion, or termination of employment.
- University-owned vehicles shall be driven only by University officials and authorized employees. University-owned vehicles shall not be used to conduct personal business, to transport members of the family (e.g., transporting children to or from school), or for pleasure. All passengers in University vehicles must be authorized persons on University business.
- All traffic and parking laws are to be obeyed. Posted speed limits are not to be exceeded, nor is the vehicle to be operated above safe driving speeds for road conditions. All violation fines shall be the responsibility of the driver involved.
- All vehicle accidents are to be reported immediately to the driver’s supervisor and within 24 hours to John Jensen, Central Administration Support Services (CASS), 220 Arch St., Room 02-110, Baltimore, MD 21201. Vehicle accident reports must be filed even if another vehicle is not involved or there are no apparent injuries or damages.
- A daily travel log shall be maintained in each University-owned vehicle on a monthly basis. Logs must indicate all destinations by official and commute mileage even if driven by different individuals. UMB and its departments are required to have these logs available for audit purposes.
- University-owned vehicles are to be efficiently maintained. Vehicles assigned to departments unable to provide scheduled maintenance are to be guided by oil change, lubrication, and maintenance recommendations of the manufacturer. All warranties are to be exercised.
- Operators of University-owned vehicles are personally responsible for vehicles operated by them and may be charged for damage resulting from misuse, abuse, or willful negligence.
- The use of state of Maryland or University credit cards is restricted to University-owned vehicles and under no circumstances are cards to be left in the custody of service station attendants.
- Willful disregard of these rules will be considered just cause for disciplinary action under applicable personnel rules and state law.
Requirements for Commercial Driver's License/HAZMATS Endorsement for all UMB Authorized Drivers
- Any UMB driver, regardless of job classification, whose duties and responsibilities include transporting hazardous materials (HAZMATS) in a vehicle of any size that requires placarding must possess a valid commercial driver's license with a hazardous materials endorsement.
- Any UMB driver who transports HAZMATS and fails to secure or maintain a valid commercial driver's license as required by law may be subject to administrative/disciplinary action.
- Any UMB driver whose duties and responsibilities require the possession of a valid commercial driver's license is required by federal law to be tested for alcohol and drugs as follows:
- Post-offer/pre-employment following an accident
- For reasonable suspicion of the misuse of alcohol or drugs
- For reasonable suspicion of the misuse of alcohol or drugs to return to duty following an absence involving misuse of alcohol or drugs
- As randomly selected to be tested during the term of employment
- All alcohol and drug testing required under this policy will be conducted under guidelines and procedures consistent with the regulations issued by the Federal Department of Transportation under the Omnibus Transportation Employee Testing Act of 1991. Any costs associated with this testing will be the responsibility of the employee's school/department. Fleet Safety c/o Risk Management in EHS will coordinate all alcohol and drug testing with the medical provider and notify supervisors of test locations, dates, and times for employees under their supervision. Employees will then be notified through their supervisors of the test location, date, and time for any required testing.
- Any UMB driver who as a result of a substance abuse screening is found to be under the influence of alcohol or drugs while on duty will be subject to administrative/disciplinary action consistent with all applicable federal and state statutes and UMB/USM policies. Specifically, on the first occasion, the employee will be subject to a 15-day suspension and mandatory participation in a treatment program designated by the Employee Assistance Program. Other sanctions including but not limited to temporary reassignment, denial of pay increase, and/or unsatisfactory performance evaluation also may be imposed. An employee who is temporarily reassigned from duties and responsibilities for transporting HAZMATS will continue to be required to participate in a treatment program and to be randomly tested for alcohol and drugs. On the second positive test for alcohol or drugs while on duty, the employee will be terminated from employment.
Occupant Restraint Devices
- All UMB-owned or -leased motor vehicles shall be equipped with such occupant restraint devices (seat belts, shoulder harnesses, air bags, etc.) as were mandated by federal motor vehicle safety standards in effect at the time the particular vehicle was manufactured.
- All occupant restraint devices installed in UMB-owned motor vehicles shall be maintained in proper operating condition. The department head or supervisor to which the vehicle is assigned shall be responsible for making sure that these devices are maintained in proper working order.
- No UMB employee or other person shall operate a UMB-owned motor vehicle in which the occupant restraint devices for each occupied seating position in the front seat are not completely operational.
- No person may drive or ride in the front seat of a UMB-owned or -leased motor vehicle, or any other motor vehicle being used to conduct official state business, unless properly restrained by the occupant device available at the occupied seating position. Anytime a front-seat passenger is not a UMB employee, it shall be the driver's responsibility to ensure that the passenger uses the available restraint device.
- Personnel found to be in violation of this regulation are subject to disciplinary action as follows:
- First instance: Counseling by supervisor followed by memorandum of understanding.
- Second instance or any subsequent instances: Counseling by supervisor and notation in the employee's personnel employment record.
- Three instances within any 365-day period: An official reprimand recorded in the employee's personnel employment record.
- Four or more instances within any 365-day period: Suspension of the privilege of using a UMB-owned or -leased motor vehicle for a period of six months.
- Any instance noted in an accident report, or developed in subsequent investigation of an accident involving a UMB-owned or -leased motor vehicle, which indicates that the front-seat occupant restraint devices in the UMB vehicle were not being properly utilized when the accident occurred shall result in the suspension of the UMB vehicle driver's privilege of using a UMB-owned motor vehicle for a period of one year. NOTE: During the time period when any such suspension is in effect, the person subject to the suspension may not be reimbursed for the use of a privately owned vehicle in the conduct of UMB business at a rate greater than one-half the normal private mileage reimbursement rate in effect during the period of suspension.
- Any attempt by a UMB employee to disable the occupant restraint devices installed in a UMB-owned or -leased motor vehicle shall be deemed an act of willful insubordination and destruction of UMB property subject to immediate suspension without pay pending filing of charges for dismissal.
- A UMB employee may operate a UMB-owned or -leased motor vehicle without using the occupant restraint devices only when it is necessary to transport the vehicle directly to the repair facility where the devices are to be repaired or replaced and made fully operational.
- The occupant restraint devices installed in a UMB-owned or -leased motor vehicle may be temporarily disabled or removed by vehicle maintenance personnel only when it is necessary to perform maintenance on or effect repairs to the vehicle or the restraint system.
- The department head or supervisor to which vehicles are assigned is responsible for the implementation and enforcement of this regulation.
The University of Maryland has direct authority to procure and dispose of vehicles. (State Finance and Procurement Article, Section 12-107.) The quantity and composition of its institutional fleet may increase or decrease from year to year as appropriate.
The acquisition of standard state automobiles, light trucks, and vans is usually limited to models approved by the Board of Public Works (BPW) upon the recommendation of DBM. Minor changes for specific vehicle requests may be approved by the institutional fleet coordinator based on needs and budgetary considerations. Specifications must take into consideration the most economical type of vehicle available in a particular model year that will be efficient for the needs of the Institution.
The UMB fleet coordinator will coordinate the purchase of other classes of vehicles as warranted to more efficiently serve the needs of the University.
The UMB fleet coordinator must approve vehicle purchase requests from state or University standard specifications prior to procurement to ensure that funds are authorized and that the request is appropriate and in accordance with policy. Vehicle specifications/requests not in accordance with approved standard specifications must be approved by the UMB fleet coordinator prior to procurement.
All acquisitions (including leasing) of motor vehicles must be approved by the UMB fleet coordinator before the institution may enter into a contract or make use of the vehicle. The sole exception to this policy is for passenger vehicles rented through the travel services contractor for use that begins away from the institution.
The University of Maryland, Baltimore operates a fleet of vehicles within a framework of rules and regulations developed to satisfy both state and University of Maryland requirements. The acquisition process for non-licensed as well as licensed vehicles is as described in the following pages.
Disposition of institutional vehicles must be approved in advance by the UMB fleet coordinator. Vehicle replacement criteria is determined by the University fleet administrator. Current guidelines are as follows:
- The vehicle accumulates 100,000miles on or before the anticipated replacement date, or,
- The vehicle is at least 10 years old and the fleet coordinator determines that it is appropriate to replace, or
- The institutional fleet coordinator determines that the repair expenses for a particular vehicle have exceeded acceptable parameters.
If an institutional vehicle is damaged beyond repair, as a result of misuse or gross negligence, the operator may be required to make restitution. Restitution will be limited to the amount of the then-current wholesale value of the vehicle as reported in the National Auto Research Black Book Used Car Market Guide, MD Edition. The employee having made such restitution will then be entitled to the damaged vehicle.
Any defacement to the body of the vehicle resulting from the removal of accessories added by the employee (e.g., CB radios) must be repaired before disposition at the employee's expense.
The institution must submit a disposal notice to the university feet administrator for all disposed sedans and LTVs.
UMB Policy for the Disposal of Excess Surplus Property: http://www.umaryland.edu/procurement/purchasing-groups/surplus-property/
UMB Policy for Management of Capital and Non-Capital Asset Property: http://www.umaryland.edu/financialservices/general-accounting/capital-equipment-inventory/policies-and-procedures/
Assignment of Vehicles
University vehicles may be assigned to those employees who travel the greatest number of official (non-commute) miles in excess of 10,000 miles per year. In specific cases, the institution head may determine that the use of a vehicle is required for the efficient operation of an institutional program regardless of the number of miles traveled. Assignments may not be made based on the seniority or classification of an individual. Vehicle assignments may be made based only on positions meeting the established criteria.
Vehicles may not be assigned to individuals with driving records that indicate an inability to operate a vehicle in a safe and responsible manner. Assigned vehicles may not transfer with employees who move to another position.
Institutional heads shall continually evaluate the benefit of pooling institution-owned vehicles to increase vehicle utilization and promote flexibility of employee transportation. Assigned vehicles that are not in use must be made available for other employees requiring transportation for official business.
UMB shall monitor vehicle usage to ensure that all vehicles meet the required 10,000-official-mile minimum or other criteria and report the results to the university fleet administrator annually. The 10,000-official-mile minimum applies to vehicles assigned to individuals as well as to pooled sedans that regularly leave the campus. It does not apply to vehicles that are predominately used on campus that are used daily but accumulate minimal annual mileage. Should an improper or inefficient vehicle assignment exist within an institution, the university fleet administrator will notify the institution that the vehicle should be reassigned. If the institution does not resolve the improper or inefficient vehicle assignment after notification, the fleet administrator will initiate the reassignment or declare the vehicle surplus.
Fuel Management (State Vehicles and Equipment Only)
The statewide Automated Fuel Dispensing and Management System Program is available to state agencies purchasing fuel for state-owned vehicles and equipment. http://dgs.maryland.gov/pages/fuelmanagement/index.aspx
- Fleet Manager's Handbook
- How to get a Red Fuel Card and PIN Number
- Site List
- Map of Refueling Locations
- Refueling Instructions
- E85 Ethanol Fuel
- Alternative Fuel Site List
- List of Agency Fleet Managers
Fuel Card Holders' Responsibilities:
- Drivers that are assigned a Fuel Card are responsible for the proper use of that fuel card. Fuel cards are to be used solely for fueling state vehicles or equipment that requires the use of fuel. Fuel cards and state-owned fuel management equipment are to be used for state business only.
- Card holders will be personally responsible for any misuse of a fuel card that is assigned to them. The misuse of a fuel card will result in the card holder losing the privilege of having a fuel card. Any financial damages that are a direct or indirect result of the card holder's misuse of a fuel card will require the card holder to reimburse the state of Maryland for those damages.
- Card holders are not permitted to share fuel cards with anyone. Lost or stolen fuel cards must be reported immediately to the department fleet coordinator and the card holder's immediate supervisor.
- Card holders are personally responsible for the use and care of state-owned fuel management equipment. Any damages to state-owned fuel management equipment that is due to the card holder's negligence or any type of misuse of this equipment is the responsibility of the card holder. Card holders will be required to reimburse the state of Maryland for any damages caused by negligence of misuse of equipment.
Vehicle Emission Testing
Because the University of Maryland, Baltimore is located in the Metropolitan Baltimore Intrastate Air Quality Control Region, all sedans and light trucks are required to undergo an exhaust emissions test every two years. (Vehicles excluded are those with a gross vehicle weight in excess of 26,000 pounds, ambulances, and fire and rescue apparatus.)
Upon receipt of notification by the Motor Vehicle Administration, the UMB fleet coordinator will advise the department of the emission test notice. It is the responsibility of the department to have the vehicle inspected and to forward a copy of the certificate to the UMB fleet coordinator. Failure to comply with this requirement will result in revocation of the registration of the vehicle in question.
Monthly Mileage and Maintenance Forms (UMFS-1)
The UMFS-1 form replaces the MFOMS-1 Operators Report and must be completed monthly for each University-owned sedan, station wagon, and LTV beginning July 1, 1992. Forms are to be submitted to the UMB Fleet Coordinator by the 10th of the next month; departments should retain a copy of each form submitted. Mileage & Maintenance Form
How to Complete the UMFS-1 Form
- Vehicles will be tracked by license number and vehicle serial numbers (last six digits). Check the appropriate box and use the same identification consistently. If license numbers and license plates have been changed, this must be noted this on the form.
- Enter vehicle make and model (i.e., Ford Taurus) and year.
- Enter institution (i.e., University of Maryland, Baltimore).
- Enter the report month and year (i.e., July 2015 or 7/2015).
- Record the starting odometer reading, which should be the same as the previous month's ending odometer reading.
- Enter the assigned driver's name and commute zone only for vehicles that have been assigned to a specific driver who is authorized to commute.
- The daily/trip log section should be completed for each day and/or trip on which the vehicle is driven. Commute miles should not occur or be recorded except for drivers authorized to commute. The last odometer reading should be the end-of-month reading. Attach additional pages if needed.
- Drivers and/or department coordinator (or designee) must record maintenance and repairs as they occur.
- The shaded area at the bottom is to be completed by the fleet coordinator or designee. Expenses incurred during the month, except gas and oil added between changes, should be included as maintenance or body fender and accident repairs. Enter number of tires added and accident frequencies, if any, for the month only.
Vehicle Safety Inspections
All University of Maryland-licensed vehicles must be inspected on semiannual basis to assure that the vehicles are clean, properly equipped, maintained, and in good repair. Requirements include that:
- A copy of a Vehicle Inspection Report (UMFS-19) will be completed at the time of the inspection. Vehicle Inspection Form
- Inspection records are to be kept on file in the Office of the UMB fleet coordinator.
- Unsatisfactory conditions will be corrected within seven days and such action recorded on the inspection sheet.
- Fleet Safety (Risk Management Division of Environmental Health and Safety) will be notified in a timely fashion by the UMB fleet coordinator of all serious or unresolved safety-related issues.
Accident Review Board Members
Fleet Safety, Authorized Drivers, Tort Liability, Fidelity Bond
Risk Management Specialist
Environmental Health and Safety
714 W. Lombard St., Room 304
Baltimore, MD 21201
Motor Vehicle Accidents, Property Damage
Director, Business Administration and Support Services
220 Arch St., Room 02-110
Baltimore, MD 21201
UM Baltimore Campus Fleet Coordinator
Office of Procurement Services
Howard Hall, Room 021
660 W. Redwood St.
Baltimore, MD 21201