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Fleet Procedures
Vehicle Maintenance
VSU procedures are designed based on maintenance for all VSU owned vehicles being coordinated the Fleet Coordinator in Business Services and utilizing the state contract with ARI. All departments with vehicles have online access to ARI Insights reports and maintenance locations. Users can sign up on the ARI Insights web page for online system training.
The State Accounting Office requires that all operating costs for vehicles be entered in the State Fleet management system. The purchase cost and insurance cost will be entered by the state. The cost of fuel purchased on the State fuel card will be entered through that system. All maintenance through ARI includes all repair, maintenance, and operating costs for all VSU vehicles which will be entered through that system.
Departments with posession or control of a vehicle are required to pay for any maintenance or repair needs to keep the vehicle operationally safe and to help maintain the value of the asset. Departments with control of a vehicle need to be sure the ARI information package, and state fuel card, are in the vehicle every time the vehicle is used. VSU vehicles are registered with ARI for maintenance management and all drivers need to use ARI services and approved service centers for any repair needs. If a department is unsure of which approved station is best for the vehicle problem being addressed, whether in town or out of town, then the ARI 1-800-227-2273 number in the information package is to be called to determine what to do and where to take the vehicle for repair.
When a vehicle is taken to the vendor for repairs, vendor needs to figure the “estimated” cost and then call ARI at 1-800-227-2273 for purchase order or proper procedure for repairs. ARI issues the purchase order as parameters allows, repairs are completed, vendor then closes repair ticket thru ARI, ARI then processes invoice for payment and ARI sends thevendor their payment. It is NOT necessary to call ARI before going to dealer if you know the vendor. Only call them prior if you may need info on where to take vehicle.
The VSU purchasing staff will see the approved amount for the repair and add that to the purchase order using the fact the department took the vehicle for service and aproved the amount through the ARI system as the audit trail.
A list of local repair shops that will come to campus to pick-up a vheicle is at the following link
The most current list of all service centers under ARI can be found by login to the ARI Insights page by selecting the Fleet Management link in the left column and selecting the Vendor Locator link. Sort by City or use ZIP 316% to find local companies.
A somewhat current list can be found at is at the following link. It is by city but can be sorted by other criteria.