[Date changed–posted 11/1/23 (last revised 1/7/22)]
[PDF Version]
Operating Policy and Procedure
OP 80.09: Escalation Procedure for Noncompliance with Monthly Vehicle-Use Reporting
DATE: November 1, 2023
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 and forwarded through administrative channels to the Senior Managing Director of Transportation & Parking Services and the Associate 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 | Senior Managing Director of Transportation & Parking Services | Operations Division Associate Vice President | Senior 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 |
OP Categories
01 Chancellor
02 Development
04 Audit Services
10 President
30 Academic and Student Affairs – General
32 Academic Policies – Faculty
34 Academic Policies – Students
36 Academic Programs
40 Equal Opportunity and Affirmative Action
48 Communication Services
52 Information Technology
60 Environmental Health and Safety
61 Facilities Management
62 Financial and Accounting
63 General Services
64 Graduate Programs (Faculty and Students)
65 Research Accounting
66 Libraries
67 Mail Services
68 Communications and Marketing
69 Payroll and Tax Services
70 Human Resources
72 Purchasing, Contracting, and Payables
74 Research
76 Security
77 Student Services and Registrar
78 Traffic and Parking
79 Travel
80 Vehicles
Operating Policies & Procedures
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Address
Texas Tech Downtown Center Room 218 -
Email
officialpublications@ttu.edu