Vehicle Use – General Info

Vehicles that are not driven a minimum of 10,000 miles per year for three consecutive years may be assigned to a motor pool managed by Facilities Management and be available for checkout by all CES employees through Fleet Commander. This is to ensure that the total fleet is used most efficiently.

Vehicles left at the Little Rock State Office (LRSO) overnight are to be parked in the fenced lot at the back of the complex. Vehicles should be locked at all times. Equipment such as computers, cameras, etc., should not be left in vehicles overnight.

Vehicles should be returned to the LRSO fenced lot with no less than half a tank of fuel. When vehicles in use are down to a quarter of a tank of fuel, they should be filled as soon as possible.

Vehicle Card-Wright Express (WEX)

WEX cards should be used for all vehicle fuel and maintenance charges. WEX cards are associated with vehicles, not the cardholder. Do not use a WEX card for a vehicle not associated with that card.

If there are questions, contact the Procurement Department for help in locating suitable vendors to follow state purchasing guidelines.

All drivers allowed to drive UADA vehicles should have their own WEX driver prompt ID (PIN). Do not use other drivers’ prompts. Prompt requests are made to vehicles@uada.edu.

Fuel Expense Accounting

Fuel purchases are submitted for accounting in Workday through the Expense Report process. When a fuel transaction posts to Workday, the employee responsible for the purchase will be listed in the charge description line 2, based on the driver prompt ID (PIN) input at the time of purchase. The transaction will be reassigned to the responsible employee and submitted for accounting, attaching the receipt for fuel purchased as supporting documentation. 

AES Monthly Reporting:

Mileage reporting will be through monthly vehicle reports – the MV-2. Reporting will include beginning and ending mileage for each month, fuel costs, total gallons, insurance monthly charge and any maintenance charges incurred each month. Due no later than the 5^th business day of each month, by email submission to: vehicles@uada.edu.

CES Monthly Reporting:

Reporting in the Reservation System

Vehicle mileage reporting will be through the online Fleet Commander fleet management system. Vehicles using the reservation system will not submit monthly vehicle reports, since reservations created in Fleet Commander will capture the destination, purpose, Cost Center and Worktag information that was previously submitted in a monthly vehicle report. Gas tickets will need to be attached to the WorkDay Expense report process.

Reporting Outside the Reservation System

Vehicles not using the reservation system will enter the mileage log into Fleet Commander by the 5th of each month. Each unit will have a designated person to access Fleet Commander and submit the mileage log. Gas tickets will need to be attached to the WorkDay Expense report process.

 

Vehicle Purchasing QRG

All UADA vehicles are purchased on a mandatory state contract, unless exception is approved by the Department of Finance and Administration (DFA) due to insufficient contract stock availability. The state contract website includes a full list of available vehicles and their related options and pricing schedules. The procurement process for this contract is as follows:

• Documentation and Submission:
  1. For AES vehicles: vehicles@uada.edu or Gina Rentfrow, Procurement Coordinator.
  2. For CES vehicles: gpeterson@uada.edu or Graham Peterson, Director of Facilities Management.
  1. All MV-6 requests for vehicle purchase receive prior approval from DFA. As the DFA approves requests for all state-owned vehicles, this approval process can take a significant amount of time.
  1. After receiving approval to purchase, UADA will issue a purchase order and remit payment in full to the DFA to secure the needed vehicle. DFA will order the vehicle on our behalf. All state contract vehicles are built after order, based on state specifications. Upon completion of vehicle construction, the new vehicle will be delivered directly to UADA.
• All purchases of new vehicles require funding documentation and completion of the MV-6 form. Vehicle specifications shall be added to the MV-6 form using details available on the state contract pricing schedule.
• The completed MV-6 form should be submitted to the appropriate contact:
• Approval Authority:
• Purchase Order:

 

New Vehicle Delivery

AES vehicles will be delivered to Gina Rentfrow, located at 2549 N. Hatch Ave, Fayetteville, AR 72701

CES vehicles will be delivered to Graham Peterson, located at 2301 S. University Ave., Little Rock, AR 72204

Upon delivery, notification will be sent to the requesting department with details on next steps to register the vehicle. Should you require any further clarification or assistance, please do not hesitate to contact vehicles@uada.edu.

 

Insurance Requirements

To have a new vehicle added to UADA’s auto insurance policy, recipients of new vehicles must contact the property accounting team at: property@uada.edu.

 

AES Vehicle Transfers

• As part of our organization's vehicle transfer protocol, notify Gina Rentfrow at vehicles@uada.edu before initiating any transfers of vehicles between departments.
• This notification requirement ensures proper documentation and tracking of vehicle movements, facilitating transparency and accountability within our organization.

 

Maintenance

Unit heads or program leaders will designate a responsible person to assure safe operation and routine maintenance of the department’s assigned vehicle(s).

The Division of Agriculture Vehicle Maintenance Schedule should be followed.

All state purchasing regulations must be followed in the purchase of tires, batteries, and other repair parts for the vehicle. Contact the Procurement Department in Office of Finance for assistance with appropriate regulations.

Emergency Repairs

Emergency repairs on a vehicle may be handled at a vendor without a blanket account established if the employee is able to verify with the vendor that they will invoice for payment rather than requiring a purchase order number before releasing the vehicle. Call Purchasing for help in locating suitable vendors. The employee should complete an online requisition upon returning to the office and send the invoice to Office of Finance. Please check the warranty for any possible coverage before authorizing repairs. 

Vehicle License Plates

State regulations require that all state vehicles, except those exempted by executive order, bear two state license plates, front and back. It is the responsibility of the person driving the vehicle to make sure that both plates are affixed to the vehicle at all times.

Vehicle Decals

State regulations require that all state vehicles, except those exempted by executive order, bear an approved decal affixed to each front door. Division of Agriculture decals are the approved decal. Facilities Management applies these decals to each new vehicle when purchased.

Drivers should note the presence and condition of the decals, and if damaged or missing, report this immediately to the appropriate person.

Employees involved in motor vehicles accidents while driving a Division of Agriculture vehicle must follow the procedures outlined below:

Notify the police immediately to ensure a proper investigation.

Gather the following information:

• Name, address, driver’s license number and insurance company name and policy number of other drivers.
• Make model, year, and license plate number of other vehicles.
• Name and address of all witnesses.
• Do not volunteer information or admit fault.
• Assist where needed.

Notify Facilities Management and the Chief Operating Officer then the Senior Associate Vice President for Agriculture - Extension as soon as possible with the following information: 

• Date, time, and location of accident.
• Number of Division of Agriculture personnel involved.
• Report any injuries and how serious.
• Report the number of vehicles involved.
• Whether the Division of Agriculture vehicle can be driven or must it be towed.
• Complete an Accident Reporting Form