Motor Vehicle Inspection

Facilities Services & Operations (FSO) has been designated as the primary point of control for all CSUMB state-owned or leased vehicles.

The written delegation of authority comes from President Dianne Harrison, as required by Executive Order 691 and Educational Code 89031.5 and California State University Use of University and Private Vehicles Policy Guidelines. These regulations require that a campus motor vehicle inspection program is established and enforced. These procedures are intended for the safety of the vehicle operators and the general public and extend the general life cycle of the vehicles.

Departments responsible for leased vehicles and lease/purchase vehicles must consult the respective lease agreements for vehicle inspection and maintenance requirements. Failure to comply with the requirements may result in revocation of driving privileges and/or surrender of the motor vehicle.

1. Procedures

Maintenance

In order to guarantee the maximum useful life of CSUMB state-owned or leased vehicles, a maintenance service is required every 6,000 miles or six months, whichever comes first, for normal use, or 4,000 miles for severe use. This maintenance service shall be done or directed by FSO. The maintenance service must be recorded in TMA, the computerized maintenance management system used by the auto mechanic and reviewed by the campus motor vehicle inspector (MVI). The maintenance services include:

Every 6,000 miles or 6 months (4,000 miles for severe use):

Vehicles

  • change oil and oil filter
  • check air cleaner
  • lubricate chassis
  • check differential fluid
  • check battery
  • check steering gear
  • check master cylinder for leaks
  • inspect for hydraulic leaks
  • inspect cooling system for leaks & condition
  • adjust brakes
  • inspect all lights
  • check tire condition for wear & pressure
  • inspect all tires for nails, screws, etc.

Carts

  • chassis lube
  • check differential fluid
  • inspect and clean battery cables
  • check steering gear
  • check master cylinder
  • change oil and oil filter
  • check air cleaner
  • adjust brakes
  • inspect all Lights
  • check tire condition for wear and pressure
  • inspect tires for nails, screws, etc.

Every 12,000 Miles or Twelve Months (8,000 miles for severe use):

Vehicles

  • complete brake inspection
  • inspect wheel bearings and pack
  • check tension belts
  • inspect exhaust system
  • inspect fuel system/replace fuel filter
  • inspect suspension
  • perform an engine tune-up
  • inspect axle seals
  • change fuel filter
  • change air cleanser
  • service transmission
  • balance wheels and rotate tires

Repair

Written estimates of additional repair work noted during the vehicle maintenance inspection will be provided before any repair work is performed.

If the Auto Shop elects to use an outside vendor, a written estimate by the outside vendor must be received and a purchase order issued before any repair work is performed. For any repairs where the cost of parts exceeds $350, a documented approval from the MVI must be obtained prior to the beginning of any repair work. Documentation of services performed must be filed in vehicle file upon completion of repair. A complete inspection of vehicles by the MVI upon completion of work conducted by an outside vendor is required. This includes inspection of new vehicles purchased.

Purchasing and repair assistance and information are available to campus departments through the MVI and the University Purchasing department to assure the most competitive price and quality of service are obtained.

Replacement

Vehicle replacement procedures vary according to department needs. As a general rule, upon inspection by the MVI and approval by the Director of FSO, when estimated repairs exceed the value of the vehicle or evolving departmental needs render the use of the vehicle to be prohibitive, replacement or re-utilization is recommended.

Support

Pursuant to Executive Order No. 691, The Office of the Chancellor, through the Office of Risk Management, will assist in obtaining competent advice on related matters, and is available to assist university management in meeting their responsibilities to control the risks associated with vehicle operations. Additionally, information is routinely disseminated to the CSU from the State Department of General Services (DGS), Office of Fleet Administration or may be obtained by contacting DGS or accessing their web site at www.fleet.ca.gov.

Vehicle evaluation

Disposition

Pursuant to CSU Policy Manual For Contracting and Procurement (Formerly “SUAM”) Section 603 “Disposal of Vehicles” (Reference: California Vehicle Code 24007 et seq.):

A campus vehicle may be discarded, traded in, or sold whenever the campus determines it is within its best interests to do so, regardless of age or mileage, or at such time as the vehicle has been determined to be unsafe for continued use, or when it no longer serves the purpose for which it was required. Options for the disposal of a vehicle can include (1) surveying it to the DGS State Surplus Property Division, (2) transferring it to the DGS Fleet Administration Division, and (3) liquidating it through competitive bidding or auction at the maximum price attainable in the open market.

Surplus/re-utilization

Pursuant to routine vehicle inspection (See Item 1), vehicles are maintained in a safe manner until such time that they are removed from service in compliance with Section 603 above or are surveyed to be removed from University inventory by the MVI. An annual analysis will be performed by the MVI of overall maintenance cost excluding bodywork and preventative maintenance but including breakdown information. At the point the cost to operate a vehicle becomes more costly than the value, the MVI may elect to take the vehicle out of service or restrict its use. This analysis shall be done annually at the beginning of the fiscal year for all CSUMB state-owned or leased vehicles.

Information dissemination

Motor vehicle information is coordinated and interpreted by the campus MVI. The MVI is responsible for communicating and disseminating information to campus departments when requested; as changes in policies occur, e.g., changes in the California Emission Requirements; or on an as-needed basis to relevant campus parties, e.g., recall of a particular make and model vehicle with a specific repair requirement.

Campus contact

The campus MVI serves as the FSO liaison to campus departments for all matters related to motor vehicle maintenance, inspection, repair, disposition, and general information. To maintain currency with advances in engineering, changes in warranty policies, dealer services, etc., the university auto shop subscribes to an electronic database that is updated annually in coordination with a complex network of automotive dealers and equipment manufacturers. The database serves as an on-line technical service manual which details comprehensive automotive information to automotive professionals, including but not limited to; recall bulletins, warranty information, maintenance and repair specifications and diagrams, manufacturer defects, and any and all other information related to motor vehicle inspection, maintenance, and repair.

Documentation and reporting

Repair costs

Copies of all weekly, periodic, and annual vehicle inspections, work orders and repairs performed by campus personnel, and outside vendor invoices are kept on file in FSO. Records are retained for 3 years, or as otherwise indicated in the CSU systemwide retention guidelines for vehicle maintenance.

Operating costs

All motor vehicle expense data including labor, materials, charge-backs to departments, and charge-back revenue is maintained electronically within TMA. Costs are calculated based on actual labor, material costs and indirect costs incurred. All transactions are monitored on an on-going basis through an internal system of checks and balances between the Auto Shop, Purchasing, and Budget managers within FSO, campus departments, and the University.

Reporting

Year-end management reports are generated by FSO to quantify and reconcile any variances that may exist between charge-back revenue and expense. Final reports are forwarded to the Director of FSO and are available for general review upon request.

Authorization of drivers

Authorized Drivers: Under no circumstances will a CSUMB state-owned or leased vehicle be operated by a driver who is not currently authorized to operate a motor vehicle. FSO maintains a database of CSU Monterey Bay authorized drivers. Authorized drivers must complete a Daily Operator Checklist according to instruction. Monthly Travel Logs must be completed at the beginning and end of each day’s use of the vehicle except when the vehicles are driven short distances (less than 1 mile) on job sites by survey or similar crew members, or within campus property. The documents must be forwarded by the department contact to the campus MVI or designee by the 5th calendar day of each month. These records are monitored and additional inspections/repairs performed as necessary.

Any potential driver should visit the Driving on University Business site to become authorized.