R27. Government Operations, Fleet Operations.R27-8. State Vehicle Maintenance Program.
R27-8-1. Authority and Purpose.
(1) This rule is established pursuant to Subsections 63A-9-401(1)(d)(i) and (iv), which require the division to establish rules governing maintenance operations and PM programs for state vehicles.
(2) Unless specifically exempted in writing by the division, agencies shall comply with this rule.
R27-8-2. Preventive Maintenance.
(1) PM shall be performed in accordance with the schedule set forth in the Preventive Maintenance Program Coupon Book that accompanies each full-service lease vehicle. The Preventive Maintenance Program Coupon Book is located in the glove compartment of each full-service lease vehicle.
(2) The authorized driver or agency shall take the state vehicle to a vendor that participates in the division's service network. If an authorized driver needs to locate a service facility, the division will direct the authorized driver to the nearest service facility that participates in the division's service network.
(3) Agencies leasing state vehicles are responsible for complying with annual inspections.
(a) Inspection compliance certificates shall be forwarded to the division's offices for vehicle registration.
(4) When taking a state vehicle for PM, the authorized driver shall present the Preventive Maintenance Coupon Book to the vendor.
R27-8-4. Repairs.
(1) If a state vehicle is in need of repairs, either the authorized driver or the service facility shall contact the division before having any services performed. A toll-free telephone number is listed on the front cover of the Driver Operating Manual and the Program Information Booklet located in the glove compartment.
(2) The authorized driver or the service facility shall provide the VIN and the odometer reading to the division.
(3) If a driver needs to locate a service facility, the division will direct the driver to the nearest service facility that participates in the division's service network.
(4) If the vehicle is already in a service facility, the authorized driver shall direct the service facility to contact the division. Authorization to perform the required repairs shall be given by the division.
(5) When taking a state vehicle in for repairs, the authorized driver shall identify the vehicle as belonging to the division, and not to the agency or department to which the vehicles are leased.
R27-8-5. Agency-Maintained Repair Shop.
(1) Agencies with capital lease vehicles may, at their own expense, maintain and operate maintenance and repair facilities to care for leased vehicles.
(2) Maintenance and repair shop personnel working on capital lease vehicles shall be trained in the use of the division's fleet information system, specifically for the system's work-order ticket module.
(3) All maintenance and repairs performed on capital-only lease vehicles shall be entered into the fleet information system work-order module within 24 hours of the next business day, following the completion of the work.
(4) All maintenance and repairs performed or done on full-service leased vehicles shall require prior approval from the division for PM and repair services. The agency maintenance and repair facility shall bill the division for services rendered.
(5) Agency maintenance and repair facilities shall comply with state and federal laws, rules and regulations governing vehicle maintenance and repair facilities.
KEY: vehicle maintenance, repair, vendor approval
Date of Last Change: February 21, 2023
Notice of Continuation: August 3, 2026
Authorizing, and Implemented or Interpreted Law: 63A-9-401(1)(d)(i); 63A-9-401(1)(d)(iv)
