8.2 Vehicle Maintenance and Repair Expenses within the Fleet Information Management System

DOAS OFM requires all vehicle maintenance and repair expenses to be captured and recorded in the Fleet Information Management System. The Fleet Information Management System generates expense reports that allows both DOAS OFM and agency management the ability to review vehicle total cost of ownership. 

Agencies may use their existing fleet information management system to capture and maintain fleet maintenance and repair data. However, agencies must coordinate with DOAS and format their data into a standard format that will allow their maintenance and repair data to be imported into the state’s Fleet Information Management System monthly. 

In order to facilitate the gathering of maintenance data and ensure proper maintenance of older vehicles, all light duty (under 9,000 lbs. gross vehicle weight rating) vehicles must be enrolled in the maintenance program overseen by OFM unless the vehicles are being maintained at an on-site repair facility. However, all state vehicles, regardless of their participation in the OFM maintenance program, must be populated in the state’s Fleet Information Management System for proper recordkeeping and documentation purposes as mentioned above.