Texas Tech University

 

[New – initial posting 10/17/17]
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Operating Policy and Procedure

OP 80.09: Escalation Procedure for Noncompliance with Monthly Vehicle-Use Reporting

DATE: October 17, 2017

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to establish procedures and assign responsibility for escalating requests for vehicle-use reports for Texas Tech University vehicles.

REVIEW: This OP will be reviewed in August of odd-numbered years by the Fleet Manager forwarded through administrative channels to the Operations Division Managing Director for Services and the Assistant Vice President for Operations.

POLICY/PROCEDURE

The Fleet Management (FM) Office notifies all Vehicle Coordinators/Custodians of required and/or missing information needed to keep the vehicle and Texas Tech University in compliance with monthly requirements set forth by the Office of Vehicle Fleet Management (OVFM) in Austin.

Notices, such as delinquent Vehicle Use Reports, documentation of Preventive Maintenance completed, notices of inspection needed, or new registration stickers and/or license plates are sent by FM. If these notices are not fulfilled, they will be escalated per the below guidelines.

 

  1st Escalation 2nd Escalation 3rd Escalation 4th Escalation
Notice from: Fleet Manager Operations Division Managing Director of Services Operations Division Assistant Vice President Vice President for Administration & Finance and Chief Financial Officer
Notice to: Vehicle Coordinator/Custodian Director/Chairperson of delinquent department Dean/Assistant Vice President of delinquent department Senior Vice President of delinquent department

 

Operating Policies & Procedures