Fleet Services

1. The driving record of each employee required to drive a UMB vehicle as a part of his/her assigned duties must be reviewed by the Risk Management Division of Environmental Health and Safety at the time the employee begins work at UMB and each time a significant change is noted thereafter. A significant change could include administrative circumstances (e.g., the employee's move to another state, loss or forfeiture of a current valid driver’s license or other cause that may affect the employee's eligibility to operate a motor vehicle) or a significant moving violation (e.g., driving under the influence of alcohol or drugs, reckless driving or leaving the scene of an accident) that may affect the employee's eligibility to operate a motor vehicle. These reviews will be conducted by the Vehicle Accident Review Board (VARB) within three (3) business days of the accident whenever possible. The VARB may recommend to the employee's supervisor sanctions up to and including suspension of the employee's driving privilege for state-owned or leased vehicles.
2. Schools/departments are responsible for obtaining initial certification for all prospective authorized drivers. For drivers licensed in the state of Maryland, this is accomplished by the employee providing the information requested on the Authorized Driver Acknowledgement Form after they have read the Authorized Driver Policies and Procedures which is provided by the Office of Risk Management. This information must be returned to the Office of Risk Management. Subsequent necessary reviews of the driving records of employees licensed in the state of Maryland will be conducted by Risk Management. The driving records for employees licensed in the state of Maryland are available to UMB at no cost.
3. Employees who possess a valid driver’s license from another state are responsible for submitting a certified copy of the driving record from the Motor Vehicle Administration in that state to the appropriate school/department administrator at the time the employee begins work at UMB. This information should be forwarded to Fleet Safety c/o Risk Management. The employee is subsequently responsible for providing a newly certified copy annually, and/or when a significant change in the record occurs, to Fleet Safety/Risk Management who administers the VARB. The expense of securing an out-of-state driving record is the responsibility of the employee.
4. Exchanging an out-of-state license for a Maryland license. New Maryland residents must obtain a Maryland driver’s license within 60 days for a noncommercial driver's license and within 30 days if it is a commercial driver's license (CDL). 
5. Any authorized driver who has accumulated three (3) or more points for moving violations on their driving record will have the record reviewed by the VARB. If the VARB believes that the record reflects any type of violations that make the employee a risk when operating a UMB-owned or -leased vehicle, the VARB may recommend to the employee's supervisor sanctions up to and including suspension of the employee's privilege to operate a UMB-owned or -leased vehicle until the accumulated point total for moving violations is reduced below three (3) points.
6. Any authorized driver who has accumulated five (5) or more points for moving  violations on their driving record will have their privilege to operate a UMB-owned or -leased vehicle suspended automatically until the accumulated point  total is reduced below three (3) points. It is recommended that a suspended employee attend an approved defensive driver course at their own expense and time before the privilege to drive a UMB-owned or -leased vehicle is reinstated.
7. Each authorized driver shall have an affirmative duty to report the accumulation of three (3) or more points for moving violations, as well as the suspension or revocation of license, to their department head.
8. An employee found to be ineligible as an authorized driver will be so advised by the chair of the VARB. The employee's school/department also will be notified of the VARB's finding.
9. Any employee whose driver's license is suspended or revoked by the Motor Vehicle Administration of Maryland or the state in which the employee is licensed to drive shall not be allowed to operate any motor vehicle on UMB business while such suspension or revocation is in effect.
10. Any employee who operates a UMB-owned or -leased vehicle during a period when said employee fails to secure or maintain a valid driver's license and knows or should have known that their driver's license is invalid, suspended, or revoked may be subject to disciplinary action up to and including dismissal from University service for willful misconduct.
11. Any employee who cannot perform the essential functions of their UMB job because of suspension or revocation of driving privileges for any reason may be subject to administrative/disciplinary action such as reassignment, suspension without pay, demotion, or termination of employment.
12. University-owned vehicles shall be driven only by University officials and authorized employees. University-owned vehicles shall not be used to conduct personal business, to transport members of the family (e.g., transporting children to or from school), or for pleasure. All passengers in University vehicles must be authorized persons on University business.
13. All traffic and parking laws are to be obeyed. Posted speed limits are not to be exceeded, nor is the vehicle to be operated above safe driving speeds for road conditions. All violation fines shall be the responsibility of the driver involved.
14. All vehicle accidents are to be reported immediately to the driver’s supervisor and within 24 hours to UMBRiskManagement@umaryland.edu or interoffice mail, Office of Risk Management, 220 N. Arch Street, 14th Fl., Rm: 03-143, Baltimore, MD 21201. Vehicle accident reports must be filed even if another vehicle is not involved or there are no apparent injuries or damages.
15. A daily travel log shall be maintained in each University-owned vehicle on a monthly basis. Logs must indicate all destinations by official and commute mileage even if driven by different individuals. UMB and its departments are required to have these logs available for audit purposes.
16. University-owned vehicles are to be efficiently maintained. Vehicles assigned to departments unable to provide scheduled maintenance are to be guided by oil change, lubrication, and maintenance recommendations of the manufacturer. All warranties are to be exercised.
17. Operators of University-owned vehicles are personally responsible for vehicles operated by them and may be charged for damage resulting from misuse, abuse, or willful negligence.
18. The use of state of Maryland or University credit cards is restricted to University-owned vehicles and under no circumstances are cards to be left in the custody of service station attendants.
19. Willful disregard of these rules will be considered just cause for disciplinary action under applicable personnel rules and state law.

1. Any UMB driver, regardless of job classification, whose duties and responsibilities include transporting hazardous materials (HAZMATS) in a vehicle of any size that requires placarding must possess a valid commercial driver's license with a hazardous materials endorsement.
2. Any UMB driver who transports HAZMATS and fails to secure or maintain a valid commercial driver's license as required by law may be subject to administrative/disciplinary action.
3. Any UMB driver whose duties and responsibilities require the possession of a valid commercial driver's license is required by federal law to be tested for alcohol  and drugs as follows:     
   • Post-offer/pre-employment following an accident
   • For reasonable suspicion of the misuse of alcohol or drugs
   • For reasonable suspicion of the misuse of alcohol or drugs to return to duty following an absence involving misuse of alcohol or drugs
   • As randomly selected to be tested during the term of employment
   • Follow-up 
4. All alcohol and drug testing required under this policy will be conducted under guidelines and procedures consistent with the regulations issued by the Federal Department of Transportation under the Omnibus Transportation Employee Testing Act of 1991. Any costs associated with this testing will be the responsibility of the employee's school/department. Fleet Safety c/o Office of Risk Management will coordinate all alcohol and drug testing with the medical provider and notify supervisors of test locations, dates, and times for employees under their supervision. Employees will then be notified through their supervisors of the test location, date, and time for any required testing.
5. Any UMB driver who as a result of a substance abuse screening is found to be under the influence of alcohol or drugs while on duty will be subject to administrative/disciplinary action consistent with all applicable federal and state statutes and UMB/USM policies. Specifically, on the first occasion, the employee will be subject to a 15-day suspension and mandatory participation in a treatment program designated by the Employee Assistance Program. Other sanctions including but not limited to temporary reassignment, denial of pay increase, and/or unsatisfactory performance evaluation also may be imposed. An employee who is temporarily reassigned from duties and responsibilities for transporting HAZMATS will continue to be required to participate in a treatment program and to be randomly tested for alcohol and drugs. On the second positive test for alcohol or drugs while on duty, the employee will be terminated from employment.

The University of Maryland has direct authority to procure and dispose of vehicles. (State Finance and Procurement Article, Section 12-107.) The quantity and composition of its institutional fleet may increase or decrease from year to year as appropriate.

The acquisition of standard state automobiles, light trucks, and vans is usually limited to models approved by the Board of Public Works (BPW) upon the recommendation of the Department of Budget and Management (DBM). Minor changes for specific vehicle requests may be approved by the institutional fleet coordinator based on needs and budgetary considerations. Specifications must take into consideration the most economical type of vehicle available in a particular model year that will be efficient for the needs of the Institution.

The UMB Fleet Manager will coordinate the purchase of other classes of vehicles as warranted to more efficiently serve the needs of the University.

The UMB Fleet Manager must approve vehicle purchase requests from state or University standard specifications prior to procurement to ensure that funds are authorized and that the request is appropriate and in accordance with policy. Vehicle specifications/requests not in accordance with approved standard specifications must be approved by the UMB Fleet Manager prior to procurement.

All acquisitions (including leasing) of motor vehicles must be approved by the UMB Fleet Manager before the institution may enter into a contract or make use of the vehicle. The sole exception to this policy is for passenger vehicles rented through the travel services contractor for use that begins away from the institution.

The University of Maryland, Baltimore operates a fleet of vehicles within a framework of rules and regulations developed to satisfy both state and University System of Maryland requirements.

Departments must complete the vehicle purchase approval form prior to purchasing a vehicle. Learn about UMB's EV policy in the section below.

Beginning in Fiscal Year 2023, all vehicles purchased as part of UMB’s fleet must be Zero Emission Vehicles (ZEVs), pursuant to the State of Maryland’s Climate Solutions Now Act of 2022. First responder/emergency vehicles and heavy duty-vehicles (vehicles with a gross vehicle weight rating (GVWR) of 8,501 pounds or more) are currently exempt from the ZEV mandate.

To see the full policy, visit the Policies and Procedures library.

The Climate Solutions Now Act of 2022 requires state agencies to increase the purchase of zero emission vehicles (ZEVs) for their fleet. This fleet purchasing policy will ensure that UMB maintains compliance with the requirements set out in the Climate Solutions Now legislation.

Climate Solutions Now states that by FY2030, 100% of passenger cars in the state vehicle fleet must be ZEVs and that by FY2036, 100% of other light-duty vehicles in the state fleet must be ZEVs. Additional purchasing benchmarks set out in the law are:

• In FY23, 25% of passenger cars purchased must be ZEVs
• In FY24 and FY25, 40% of passenger cars purchased must be ZEVs
• In FY24, any passenger car purchased that is not a ZEV must be a hybrid
• In FY26, 75% of passenger cars purchased must be ZEVs
• In FY27, 100% of passenger cars purchased must be ZEVs
• From FY28 to FY30, at least 25% of all other light-duty vehicles purchased must be ZEVs
• In FY31 and FY32, at least 50% of all other light-duty vehicles purchased must be ZEVs
• Beginning in FY33, 100% of all other light-duty vehicles purchased must be ZEVs

The Department of General Services holds statewide contracts through which state agencies (including UMB as part of the University System of Maryland) can purchase electric vehicles.

Use the UMB and EV Charging Map to find EV charging stations in Maryland and throughout the United States. You can use the map to type in an address and select a radius between 0 and 15 miles to find nearby EV charging stations.

If you believe that your vehicle is exempt from UMB's requirement for all purchases to be Zero Emission Vehicles (ZEVs), please fill out the Vehicle Purchase Exemption Request Form here to start the administrative review process. Please note: Emergency Vehicles and Heavy-Duty Vehicles (GVWR > 8,501 lb.) are exempt from the policy and do not require an exemption request.

Disposition of institutional vehicles must be approved in advance by the UMB Fleet Manager. Vehicle replacement criteria are determined by the UMB Fleet Manager. Current guidelines are as follows:

1. The vehicle accumulates 100,000 miles on or before the anticipated replacement date, or,
2. The vehicle is at least 10 years old and the fleet coordinator determines that it is appropriate to replace, or
3. The institutional fleet coordinator determines that the repair expenses for a particular vehicle have exceeded acceptable parameters.

If an institutional vehicle is damaged beyond repair, as a result of misuse or gross negligence, the operator may be required to make restitution. Restitution will be limited to the amount of the then-current wholesale value of the vehicle as reported in the National Auto Research Black Book Used Car Market Guide, MD Edition. The employee having made such restitution will then be entitled to the damaged vehicle.

Any defacement to the body of the vehicle resulting from the removal of accessories added by the employee (e.g., CB radios) must be repaired before disposition at the employee's expense.

The institution must submit a disposal notice to the UMB Fleet Manager for all disposed sedans and light tactical vehicles (LTVs).

Visit the SSAS website for information about the disposal of excess surplus property at UMB. Visit the Office of the Controller site to learn about policies and procedures regarding the management of capital and non-capital assets at UMB.

1. The statewide Automated Fuel Dispensing and Management System Program is available to state agencies purchasing fuel for state-owned vehicles and equipment.

2. The department fleet coordinator must create a purchase order (PO) for their estimated fuel usage. SSAS can assist with creating the PO. P-cards cannot be used to pay fuel invoices or to purchase fuel.

3. The department fleet coordinator and the department’s designated Accounts Payable representative must request access to the Carroll Fuel Portal by contacting UMB’s Fleet Manager. The portal will allow the department to access invoices, track fuel usage, add/delete drivers (which will generate a pin number for an added driver and deactivate a pin number for a deleted driver), and add/delete vehicles (which orders a Prokee for new vehicles and deactivates a Prokee for deleted vehicles). See theCarroll Fuel Portal Manual for more information.

4. Fuel invoices are generated bi-weekly by Carroll Fuel. The department fleet coordinator and Accounts Payable representative are responsible for processing the invoices for payment.

5. Authorize Driver responsibilities and instructions on how to purchase fuel can be found under the Driver’s Responsibility When Refueling section below.

Because the University of Maryland, Baltimore is located in the Metropolitan Baltimore Intrastate Air Quality Control Region, all sedans and light trucks are required to undergo an exhaust emissions test every two years. (Vehicles excluded are those with a gross vehicle weight in excess of 26,000 pounds, ambulances, and fire and rescue apparatus.)

Upon receipt of notification by the Motor Vehicle Administration, the UMB fleet coordinator will advise the department of the emission test notice. It is the responsibility of the department to have the vehicle inspected and to forward a copy of the certificate to the UMB fleet coordinator. Failure to comply with this requirement will result in revocation of the registration of the vehicle in question.