Operation

State Fleet Policy
Fleet Maintenance Work Order Request
Safety Inspections

Driver Authorization

  • Policy & Form– Driver authorization request form. All URI drivers must first complete this form and submit it to the Office of Risk Control, please allow 2 weeks to process.
  • Off Campus Authorization form–
    Permission is hereby requested to operate a URI vehicle off campus.  Planned use for this 
    vehicle is in accordance with State and University Policy and should its use change, the URI Fleet 
    Manager and/or the Director of Facilities Services will be notified in writing.

Fueling

  • Wex Fuel Card Policy– Wex cards can be used as a form of payment for vehicle expenses with department preapproval. Please contact Fleet Operations with questions.
  • Replacement Fuel Key Request – please fill out and return to Fleet Manager Bonnie Jacob. Requested by will be Fleet Manager Bonnie Jacob
  • RI State Fleet Fuel Site Locations– This is a list of Rhode Island fuel site. The blue fuel fob can be used at any of these locations.

Registration

Duplicate Registration Request Form – All plated vehicles must retain a copy of their State of Rhode Island vehicle registration usually found in the glove box. If a duplicate is required, please fill out and return to this form to the Fleet Manager. (Requested by will be the Fleet Manager)

Keys

The University of Rhode Island Automotive Shop is required to maintain a complete set of all University vehicle keys. When purchasing a new vehicle it is delivered with 2 sets of keys, one designated for the Automotive shop. If a department requires any additional keys they must be purchased and added to the requisition.

Violations

Department Responsibility: Toll Violations

  1. Violation Receipt: When toll violations arrive, the Fleet Manager will log and track them. An email will be sent to the Department fleet contact requesting payment and proof of payment.
  2. Vehicle Identification: Match the violation to the specific company vehicle and time of occurrence.
  3. Driver Verification: Identify which employee was using the vehicle during the violation.
  4. Payment Processing: Department handles payment of all toll violations and must submit verification to the URI Fleet Manager within 5 days.
  5. Record Keeping: Maintain documentation of all toll violations for accounting and vehicle history.

Employee Responsibility: Driver Violations / Tickets

  1. Consequences: Consequences for excessive tickets or failure to report will be handled by assigned Department..
  2. Notification Requirement: Employees must immediately report any driving tickets received while operating company vehicles.
  3. Documentation: Employee provides a copy of the ticket to their supervisor within 24 hours.
  4. Payment Obligation: Employee is responsible for paying all driver tickets (speeding, parking, moving violations, etc.).
  5. Proof of Resolution: Employee must provide proof that the ticket has been paid or contested.