Buildings & Grounds Maintenance

Do I need to go through the Fleet Garage to buy a car?

Buying your vehicle in collaboration with the Fleet Garage is required. The Fleet Garage will work with you to understand your organization’s needs and find an appropriate vehicle. The garage has access to preferred pricing, knows when to recommend an alternative-fuel vehicle in keeping with Stanford’s sustainability policies, and may know of suitable vehicles that other organizations no longer need. Initiating the process with the Fleet Garage also ensures that the vehicle is properly purchased, equipped, titled, inventoried and insured.

Do I need to use the Fleet Garage for maintenance?

You don’t—but if your vehicle is housed within 15 miles of campus, you do need to get advance written approval from the Fleet Garage Supervisor if you wish to use an alternate service provider. University policy requires that you have the same preventive maintenance inspections conducted whether or not your vehicle is serviced at the Fleet Garage. You must provide all documentation of all service to the Fleet Garage within a week so the garage can keep your vehicle’s records complete.

My organization hardly ever uses this vehicle. Why does it need an inspection every 4 months?

For safety and liability reasons, it is University policy to conduct preventive maintenance inspections of internal combustion vehicles every 4 months. Electric vehicles are inspected monthly in the field and annually at the Fleet Garage. Vehicles that sit for a long time may be in greater need of inspection than those that are used frequently. For example, such vehicles may become homes for rodents that destroy vehicle systems.

If your organization has a vehicle that is used infrequently, you may want to consider alternatives to the cost of maintaining and insuring it. The Fleet Garage can assist you in forming a motor pool with nearby organizations, or you can consider using the Zipcar car-sharing service or Enterprise Rent-A-Car.

Why does my organization need to designate a local fleet manager?

Owning and using vehicles is a big responsibility. Each organization must designate a local fleet manager to be responsible for ensuring that the organization’s vehicles and drivers are in compliance with Stanford’s policies.

What do I have to do to drive a University vehicle?

University vehicles may only be used in connection with official University activities. To drive a University vehicle, you must 1) be an authorized driver under the terms of Section 1 of Administrative Guide Memo 8.4.2, Vehicle Use; 2) complete the Vehicle Operator’s Agreement and, for employees, the Driver Authorization Forms; 3) have a valid business purpose; and 4) sign out the vehicle as provided in Section 3 of Administrative Guide Memo 8.4.2, Vehicle Use. Additional requirements may apply for operation of a commercial vehicle.

What do I have to do to drive my own vehicle in connection with official University activities?

To drive your own vehicle in connection with official University activities, you must 1) be an authorized driver under the terms of Section 1 of Administrative Guide Memo 8.4.2, Vehicle Use; 2) complete the Vehicle Operator’s Agreement; and 3) have a valid business purpose. In addition, if you drive your personal vehicle in connection with official University activities more than 20 hours per month, you are required to have the following minimum insurance coverage: bodily injury coverage of $100,000 per person and $300,000 per accident and $100,000 for property damage, or $300,000 combined single limit. This level of insurance is strongly recommended for those driving their personal vehicles in connection with official University activities less than 20 hours per month. Employees who drive their personal vehicles more than 20 hours per month must also complete the Driver Authorization Forms.

Why does my organization need to approve drivers under 21?

Drivers under 21 present a greater liability risk than those over 21. The University requires organizations to use drivers over 21 whenever possible. Organizational approval is required before a driver between 18 and 21 may operate a vehicle in connection with official University activities. This ensures the organization is aware that the driver is planning to operate the vehicle and allows the organization to consider whether a driver 21 or older may be available instead.