Fleet Services

The Office of Fleet Services provides vehicle services in support of Georgia Institute of Technology. Our goal is to provide exceptional customer service, procure safe, dependable and cost effective vehicles and equipment, while providing sustainable business and fleet operations.

Fleet Services is responsible for all motor vehicles owned, rented, leased, donated or otherwise under the possession and control of the Georgia Institute of Technology.  Fleet Services manages all policies, rules and regulations governing the purchase, operation, use, assignment, maintenance, service, repair and disposal of vehicles. The management of vehicles is required under the administrative requirements of the Governor's Office for Planning and Budget Policy 10, revision 6 found at OPB/OFM Policy 10.

GEORGIA TECH FUEL CARD PROGRAM

Effective July 1, 2015, Georgia Tech Fleet Services has implemented a new Fuel Card Program, which requires all current and potential PIN users to complete a Fuel PIN Packet. The Office of Fleet Services strongly suggest that all individuals who utilize a gas powered vehicle obtain a GT Fuel PIN.

To obtain a New GT Fuel PIN, applicants must complete and submit the following:

1. Fuel PIN Request & Agreement Form

2. Complete the Fuel Card Certification Tutorial

3. *NEW* Complete the DOAS Fuel Card Acknowledgement

Per the Georgia Tech Campus Information Security Policy, we are not allowed to accept PIN Request via email, due to the sensitivity of information (i.e. Driver’s License #). Forms and Certificates must now be sent one of the following ways:

  • In-person delivery to the Office of Fleet Services
  • Interdepartmental mail (Mail Code: 0350)
  • Fax to 404-385-2401
  • US Postal Service - Please send to 306 Tenth Street, NW, Atlanta, GA 30318

All documents sent via email will not be processed and automatically deleted.

Fuel PINs are processed in 1-2 business days from fuel PIN request submission.

For additional information or questions on obtaining a new fuel PIN, please contact the Office of Fleet Services at 404-385-4232

FORMS

 

IMPORTANT INFORMATION

 

RECORDS

  • Preventive maintenance and repair records shall be kept for the life of the vehicle by Fleet Services. Any costs associated must be recorded in VITAL Insights (DOAS Fleet Management System) by Fleet Services.
  • Documentation of work performed by an outside repair shop (i.e. invoice) must be submitted to Fleet Services within 5 business days.

 

VEHICLE USAGE LOGS

  • All departments that own or control motor vehicles must have procedures in place to track vehicle usage by employees and volunteers (i.e., vehicle logs, key check-in/check-out, individual vehicle assignments, etc.).

 

REPAIRS

  • All departments that own or control motor vehicles must have procedures in place for routine and safety repairs that have been identified through preventative maintenance, weekly inspection, and driver “walk arounds.”
  • Any repairs recommended by Fleet Services involving vehicle safety issues that are declined for repair by a department will be brought to the attention of the Department Head with the recommendation that the vehicle should be taken out of service until repairs are completed, in accordance with the Governor’s Office of Planning and Budget Policy 10, Rule 9: For more info, click here.
  • If the Fleet Services Manager determines that a vehicle is unsafe to drive, the Department Head and Insurance & Claims Management will be notified and the vehicle will be taken out of service until the repairs are made.

 

FLEET NEWS AND RECOGNITION

Blue Seal of Excellence Recognition

In March 2016, Georgia Tech’s Fleet Services department earned the Blue Seal of Excellence Recognition as prescribed by the National Institute of Automotive Service Excellence (ASE), a non-profit organization dedicated to improving the quality of vehicle repair and service by means of voluntary testing and certification for automotive repair and service professionals. To be eligible for this recognition, an organization must have 75% of its automotive professionals ASE certified. In addition, there must be a certified technician in each area of service offered.

WORK REQUEST FORM

For all Georgia Tech vehicle service and maintenance request, please click the link below to submit a SERVICE REQUEST.

Service Request

CUSTOMER ACCESS PORTAL

*For Fleet Custodian Use Only - Username & Password Required

Click here

User Job Aid

CONTACT INFO

Georgia Tech Fleet Services
306 10th Street
Atlanta, GA 30318
(404) 385-4232 -- Office
(404) 385-2401 -- FAX
GTFleet@gatech.edu

Samuel Evans, III
Fleet Services Manager
Sam.Evans@facilities.gatech.edu
(404) 385-4394

Quinae Ford
Admin Manager/Fleet Coordinator
quinae.ford@facilities.gatech.edu
(404) 894-4109

Afterhours Roadside Assistance for Georgia Tech vehicles
(800) 227-2273

INSPECTION AND MAINTENANCE

Departments must do the following inspection and maintenance for all motor vehicles they own or control:

  1. Preventative maintenance/safety inspections at least every 3 to 6 months done by either Fleet Services or an outside mechanic repair shop. Fleet Services provides a Preventive Maintenance Check List for guidance and scheduling.
  2. If a vehicle is under warranty, Fleet Services will ensure the vehicle has at least the normal preventative, scheduled maintenance performed as required by the vehicle manufacturer and that materials used meet specification, so as not to void warranty coverage.
  3. It is suggested that departments conduct weekly vehicle inspections. EH&S provides a Weekly Motor Vehicle Inspection Checklist for guidance.
  4. It is suggested that Drivers perform a “walk a-rounds inspection” before each use of vehicle in order to identify any obvious hazards or defects (i.e., broken taillight,low tire pressure, etc.).