Dropping Off and Picking Up Vehicles/Equipment at the Maintenance Center
When you bring vehicles or equipment to the Maintenance Center for a scheduled PM or repair:
*The Maintenance Center is closed on University Holidays and/or when the Univerity is closed, such as bad weather days.
Department owned vehicles will be charged for services according to the rate schedule below, plus the cost of parts, sublets and fees. Additional labor charges may be applied for services to heavy trucks and equipment. The Service Manager can provide repair estimates upon request.
Departments that lease vehicles from Fleet Services will not be charged for maintenance services, unless repairs are required due to neglect or abuse that go beyond typical 'wear and tear'. Otherwise maintenance costs are included in the lease rate.
Charges will be billed to departments on a monthly basis and can be reviewed in the monthly Fleet Services statements that are available on the laserfiche system.
Other fees may apply at the discretion of the shop manager. Fees include costs associated with shop supplies, wheel weights, shop truck, tire recycling, EPA and technology.
For additional information, contact the Service Manager at 325-5662.
| Type of Service | Rate |
|---|---|
| Heavy Equipment/Diesel Mechanic Service | $135 per hour |
| Light Service | $45 per hour |
Fleet Services is the exclusive provider of services for ALL OU vehicles and employs ASE certified technicians qualified and trained to provide preventive maintenance and repair services for all OU vehicles.
PM Services
Every vehicle is assigned a preventive maintenance (PM) schedule upon delivery to OU. Fleet Services will contact the department (by email or phone) that operates the vehicle when service is due. Departments must comply with PM schedules to ensure the safe condition of the vehicle, maximize life-cycle, reduce repair expenses and downtime. Sometimes other mechanical problems will be identified when the vehicle is in for service. These repairs will usually be completed before it is released.
Vendors and Suppliers
Vehicles can be taken to an authorized vendor for maintenance/repair only with the consent and authorization of the Fleet Services Administrator or Service Manager. Departments are not authorized to perform maintenance/repair services on OU vehicles.
It is important for all OU vehicles to be serviced and repaired at the Fleet Services Maintenance Center to ensure consistent, reliable and quality services are performed by certified technicians.
Fleet Services is responsible for compiling and maintaining all vehicle maintenance and fuel consumption records for reports to the University administration and State of Oklahoma Fleet Management division.
In 2009 NAPA Auto Parts was awarded a contract to operate the parts storeroom. This contract has resulted in the use of quality parts at a lower overall cost to OU. Improved inventory management, procurement practices and delivery services have also reduced repair downtime for vehicles and equipment.
This store is dedicated to serving the equipment needs of OU. Only parts purchased for OU vehicles and equipment are allowed. Purchasing items for personal use is prohibited.
Departments can purchase routine maintenance items for OU vehicles, such as quarts of oil, wiper blades and bulbs. Employee identification, vehicle number, and department number are required and a NAPA Parts Request Form (pdf) must be completed and submitted to the NAPA Parts Manager. ALL parts requests are subject to Service Managers approval before the order form can be submitted to NAPA.
The NAPA Store is located just south of the main entrance to the Theta M. Dempsey Transportation Operations Center. Call the NAPA Manager for questions at 325-1423.
All OU vehicles can be washed/cleaned by Fleet Services (time permitting). Contact the Fleet Maintenance Manager at (405) 325-5662 to determine available days and times. The cost will depend on the level of cleaning desired and the size of the vehicle. The manager can provide an estimate upon request.
Vehicles leased from Fleet Services are allowed one wash/clean service per month. Additional services will be charged back to the vehicle and the leasing department. Leased vehicles are also washed/cleaned when they come in for PM services.
For department owned vehicles - wash/cleaning services must be requested by the driver. Fleet Services does not have a 'self serve' facility available for employees to use to wash OU vehicles.
Drivers can take vehicles to any car wash that accepts the Comdata MasterCard that was issued to the vehicle. Applicable charges will appear on the department's monthly fleet statement (available on laserfiche). Under no circumstances can the card be used to pay for services for personal vehicles. The card can only be used to pay for services for the vehicle number stamped on the card.
Some nearby car wash facilities: Take 5 Car Wash, Club Car Wash, Crystal Clean Car Wash, Zips Car Wash , Okie Express Car Wash. These services are in Norman and usually have an attendant on duty, and vacuums are also available. Check for credit card acceptance prior to washing.
All OU vehicles must be fueled at Transportation Operations Center fuel station located at 510 East Chesapeake (south of the facility). This automated fueling facility is monitored by cameras, available twenty-four (24) hours a day and offers:
This facility also serves as a fuel resource for other public fleets like the State of Oklahoma, City of Norman and Norman Public Schools.
Need to know how to use a fuel station kiosk? Watch this video.
Fleet Services issues unique fuel 'keys' programmed and assigned to each vehicle. The key is required to use the kiosk and operate the fuel pumps. These keys are only issued by Fleet Services. The Fuel Master fuel management program reads the fuel key, controls access to the pumps and records fuel data for each vehicle.
If a department does not have a fuel key for a particular vehicle, one may be obtained by contacting Fleet Services at (405) 325-1795.
There may be a charge for lost or damaged keys.
Fuel charges for vehicles will be included in your department's monthly Fleet Services statement, available via the laserfiche repository.
There may be circumstances when fuel purchases must be made by cash or personal credit card for OU vehicles. These expenses may be reimbursed by the department operating the vehicle. Refer to OU's travel and expense reimbursement policy. These reimbursements will not be processed through Fleet Services. However, to maintain accurate OU vehicle records, copies of receipts for these purchases should be forwarded to Fleet Services. Please note the vehicle number in this correspondence.
A Comdata Mastercard is issued/assigned to most OU vehicles and can be requested for any OU vehicle. The Comdata card can be used to purchase fuel only for travel away from the OU campus. These cards are accepted at over 140,000 locations nationwide that accept Mastercard. These credit cards can be used to purchase fuel and some limited repair services for OU vehicles only.
The department and operator is responsible for the credit card. A fee of $20 may be charged to the department if a card is lost or damaged. Contact Fleet Services at (405) 325-1795 to order a card for a vehicle or to obtain a card for temporary use.
COMDATA DOES NOT PROVIDE ROADSIDE ASSISTANCE. PLEASE REFER TO THE WEX CARD BELOW.
A Wright Express(WEX) card is also provided in the event the Comdata card is not accepted at a fueling location.
Credit Card charges will be included on your monthly Fleet Services statement.
**Credit Card charges for daily rental vehicles will be assigned to the reservation and included on your Motor Pool rental receipt.
OU's fuel station is located south of the Transportation Operations Center. Four service islands offer a full complement of alternative and conventional fuels including fast fill compressed natural gas(CNG), ULSD diesel and bio-diesel, E10 ethanol and unleaded(no ethanol) fuel.
Alternative Fuel Vehicle Policy
Since 2008 OU has required that whenever possible, every new vehicle purchased be capable of using an alternative fuel, or utilize hybrid or electric drive technology. This policy has resulted in a growing and diverse number of vehicles serving the transportation needs of the OU campus.
Whenever possible, new small utility vehicles must also utilize an alternative fuel source such as electricity or biodiesel fuel.
About one-third of OU’s vehicle fleet is composed of alternative fuel vehicles and equipment.
