Vehicle Administration Fee

Starting fiscal year 2027, all university vehicles will be subject to a monthly administration fee.

Due to late rate approvals, and insufficient time to communicate new rates to our customers in time for inclusion in FY 2027 budgets, Fleet Services will be providing transition support during FY 2027. This gives our customer time to prepare budgets for FY 2028 and beyond. For departments that exclusively own vehicles, the FY 2027 transition credit will be equal to the administration fee. For departments that have a mix of leased and owned vehicles, the credit will be the net of the admin fee and lease savings.

The vehicle administration fee covers the costs of running a large, centralized fleet on behalf of UC San Diego, including:

• Asset management
  • Record management and UCID allocation
  • Adding/removing assets to UC insurance policy and annual verification
  • Documenting and archiving asset maintenance history
  • Key management, storage and audits
  • Updating assets from all systems upon acquiring/disposal
  • Replacement planning and analytics
  • Fleet Management Information System
• Organizational compliance (BUS-46)
  • Organizational level fleet planning
  • Inspection compliance tracking
  • Driver log book tracking
  • Driver records management
  • Vehicle Collision Review Committee
  • Driver reporting hotline, “How’s My Driving”
• Reporting and regulatory
  • UCOP Sustainable Practice reporting
  • CARB Advanced Clean Fleets compliance and reporting
  • CARB Clean Truck Check compliance and reporting
  • Exemption reporting
• DMV coordination
  • Titling and documentation management
  • License plate management and state exempt filing
  • Vehicle sale/salvage/total loss/lien documentation
  • DMV audit coordination
• Fleet management and safety
  • Recall monitoring and warranty coordination
  • Tracking and scheduling preventative maintenance
  • Telematic device, installation, contract management and monitoring
  • UC approved vehicle decal install
  • Fuel card management
• Incident support
  • Incident claim coordination between driver and Risk Management
  • Insurance claim repair coordination and payment
  • Management of vehicles thefts and police reports
  • Management of annual insurance premium payments, distribution and monthly recharging
• Customer support
  • Customer support as the UCSD fleet subject matter experts
  • Service ticket system management
  • Communication, marketing and website management
  • Supplying data and documentation to stakeholders upon request
• Procurement, acquisition and disposal
  • Acquisition research, cost analysis and selection
  • RPF solicitations and vendor agreements
  • Monthly recharge billing of approved rates
  • Lease contract agreement administration and MOUs
  • Commercial leasing vendor contracts, purchase orders and monthly invoice approvals
  • Disposal coordination and payment processing 

Questions?

Call 858-534-3485, 7:30 a.m. to 4 p.m. weekdays