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Alternative fuel: The Energy Policy Act of 1992 includes the following as alternative fuels:

• Biodiesel (B100)
• Natural gas and liquid fuels domestically produced from natural gas
• Propane (liquefied petroleum gas)
• Electricity
• Hydrogen
• Blends of 85% or more of methanol, denatured ethanol, and other alcohols with gasoline or other fuels
• Methanol, denatured ethanol, and other alcohols
• Fuels (other than alcohol) derived from biological materials

Alternative fuel vehicle (AFV): A dedicated, flexible fuel or dual-fuel vehicle designed to operate on at least one alternative fuel.

Vehicle: A device used for transporting people or goods, especially on land, such as a car, truck, or van, all-terrain vehicle (ATV) or utility task vehicle (UTV).

All faculty and staff requesting a vehicle for purchase must complete a Vehicle Request Form administered online by Transportation and Parking Services (TPS).

Vehicle need justification

In order to ensure the University does not invest in unnecessary or underused vehicles, the form asks for the vehicle’s estimated usage (in hours per week) and estimated number of users. The form also asks if the vehicle can be shared between departments. TPS and the Office of Sustainability (OS) will work with departments to facilitate sharing of vehicles when appropriate. 

Addition or Replacement Vehicles

Requestors must indicate whether it is an addition or replacement vehicle. Replacement vehicles take the place of a vehicle currently owned and operated by the requestor, which must be retired upon delivery of the replacement, and not before. In order to progress toward  additions to the fleet are generally not approved. 

Vehicle sized for purpose

To ensure procurement of an optimally sized vehicle, the Vehicle Request Form asks for details on the operational purpose and type of vehicle requested.

Vehicle screened for Alternate Fuel Vehicle (AFV) suitability

To prioritize the purchase of AFVs, requestors must search for their desired vehicle type using the s (light-duty on fueleconomy.gov; medium and heavy duty on afdc.energy.gov). The DOE AFV database is continuously updated and provides a comprehensive list of AFVs currently available in the U.S. market. If a suitable AFV is found, the form asks for the specific make and model. If no AFV is found, an explanation must be given before the requestor can proceed to requesting a gasoline or diesel vehicle. 

Vehicle compared for fuel economy 

If requesting to purchase a gasoline or diesel vehicle, only the vehicles with high fuel economies will be considered. The requestor must search for their  and fill in the form with the highest fuel economy currently available on the market. The requestor must also provide the fuel economy of the requested vehicle. Requested vehicles should be within 10% of the highest fuel economy vehicle available in its class. 

The Director of TPS (or designee) will review the completed Vehicle Request Form submitted by the Department and respond within 10 business days. TPS and OS will provide technical assistance, research, and funding information to departments during the review of the application. 

Following review, the Director of TPS will accept, offer cost comparable amendments, or deny the vehicle request and will contact the requestor with the decision. This process will be sensitive to the operational needs of each department. 

Acceptance of vehicle request

The Director of TPS (or designee) will contact Purchasing Services and copy the vehicle requestor. The vehicle requestor will then continue the purchasing process. 

Amendment of vehicle request

If the Director of TPS finds the requested vehicle does not meet this procedure’s criteria (for example, the requestor asks for a full-size vehicle when a compact will suffice or requests a fuel inefficient vehicle when a comparable efficient vehicle exists), the Director may suggest an alternative vehicle to the requestor. If the requestor accepts the suggestion, the Director of TPS will contact Purchasing Services and copy the vehicle requestor.

Denial of vehicle request

The Director of TPS reserves the right to deny a vehicle request (for example, if it is deemed unnecessary or duplicative, or inappropriate for other relevant reasons). The Director of TPS will communicate the decision to the requestor. 

Appeals Process

Any department wishing to appeal the decision of the Director of TPS may make a written request to the Vice President for Finance and Administration who will make a determination in their sole discretion. There shall be no further appeal.

Once a vehicle has been selected, approved, and purchased, an initial intake appointment must be scheduled with Transportation and Parking Services. The vehicle should arrive to the intake appointment with a second set of keys for the Automotive Repair Shop (AMR) to retain. During this appointment vehicle will be entered into the maintenance system, checked for registration and insurance documents, preventative maintenance intervals will be established, and University branding decals can be installed at this time by AMR if provided by the department owning the vehicle. All drivers are required to comply with ¶¶Òõ̽̽’s Driver Safety and Motor Vehicle Use policy. If the vehicle is a replacement, the University Vehicle decal must be removed by the department before sale. The University Automotive Repair Shop maintains University fleet vehicles and records. If a departmental vehicle receives service from a third party, records must be provided to the Automotive Repair shop. 

No training is required under this University Operating Procedures to complete the vehicle request process. The Transportation and Parking Services website contains all of the information needed to complete the vehicle request process detailed under this procedure. 

Education about vehicles and related systems applied to this procedure will be provided on an as-needed basis by Transportation and Parking Services.