TTUHSC Odessa Campus
HomePermian Basin CampusFacilities

Facilities

State Vehicles

Vehicle Fleet Management Program

In the past the Facilities, Operations & Maintenance department maintained complete records of all state vehicles at the TTUHSC at the Permian Basin, including state vehicles at associated outlying clinics. The Vehicle Use Report was due in the Facilities' office as soon as possible after the 1st day of each month. The Vehicle Use Reports are due in the General Services office at TTUHSC - Lubbock by the 5th day of each month. See Monthly Vehicle Use Reports from Dave McMurray, Coordinator General Services.

On January 1, 2004, the Office of Vehicle Fleet Management (OVFM) began levying fines on agencies and institutions that failed to comply.

Because late submissions of the monthly Vehicle Use Report will be penalized with fines according to the State Office of Vehicle Fleet Management, the Vehicle Use Reports are to be sent directly to:

Dave McMurray
General Services
Texas Tech University Health Sciences Center
3601 4th Street STOP 9012
Lubbock, Tx 79430-6217

HSC Building, BA112
Voice 806-743-9020
Fax 806-743-2759

For complete information go to the Operating Policies & Procedures. Click 63 - General Services and go to HSC 63.03. Definitions and procedures for Vehicle Custodian, Vehicle Monthly Use Reports, Preventive Maintenance, etc. are given in detail.

State Liability Listing

A State Liability Vehicle Listing is maintained by Facilities, which lists approved drivers of state vehicles. All requests for employees to be placed on this listing are submitted to Facilities for further processing. A written request, signed only by authorized staff, may be submitted to the Facilities' office to place an employee on the State Liability Vehicle Listing. Along with the written request, the following document is required:

- A Texas Tech University System Driver Approval Request

The Facilities' office will submit the request to the TTU Office of Risk Management in Lubbock for approval. The requesting department will be notified as soon as confirmation is received as "approved or denied." Only employees approved by TTU Office of Risk Management may drive a state vehicle.

It is the department's responsibility to submit in writing a request to remove any employee who has separated from TTUHSC.

Annually, TTU Office of Risk Management submits to Facilities their listing of approved drivers for update and revisions.

Vehicle Insurance

Vehicle insurance coverage for state vehicles is mandatory. Prior to each new fiscal year, General Services expects the person responsible for a particular insured TTUHSC vehicle to provide timely notification whenever changes should be made to the data that General Services maintains for vehicle insurance policy renewal or endorsement and for vehicle insurance premium transactions.

Timely notification to the Contracting Office must include the following information and be sent to:

 Dave McMurray
General Services
Texas Tech University Health Sciences Center
3601 4th Street STOP 9012
Lubbock, Tx 79430-6217

HSC Building, BA112
Voice 806-743-9020
Fax 806-743-2759

  1. Effective Date and Description of Change - Effective date of change and description of change to insurance coverage (including from/to relocation of an insured vehicle)
  2. Vehicle Involved - Year, Make, Model, VIN#
  3. Previously Responsible - Person, Department, and Account Number for insurance premium transactions (if known by currently responsible person)
  4. Currently Responsible - Person, Department, and Account Number for insurance premium transactions (if known by previously responsible person)

Vehicle Account & Authorization Form

In August all departments need to complete the Vehicle Account & Authorization Form for the new fiscal year beginning September 1st and send it to the Facilities' office.

Vehicle Rental

The Facilities, Operation & Maintenance department owned state vehicles are used at times by other departments. A rental charge for this use is computed from the Daily Vehicle Report each month and processed on an (IV) Interdepartmental Voucher at the rate of 55.5 cents per mile.

Send all required paperwork or direct any questions regarding TTUHSC state vehicles to:

Bill Tolbert
Facilities, Operations & Maintenance
TTUHSC BA08 - 432-703-5091

©