Maintenance, Damages and Repairs

Find out the process for maintenance, damages and repairs if your department or office is using a university vehicle by emailing

Preventive maintenance

We try to keep vehicles in the best condition possible. Preventive maintenance services under contract include:

  • Oil change
  • Oil filter change
  • Chassis lube
  • Fluid check
  • Tire pressure check
  • Belt inspection
  • Exterior/Interior cleaning

Inspection of the vehicle may show the need for extra maintenance services. We will tell the driver, and he/she will make the decision to have those done. Extra maintenance services are separate charges.

Departments will be responsible for transporting the university vehicles to the contracted vendor. The driver must remain with the vehicle during the service.

Vehicle Usage Log

You must maintain a vehicle usage log for each state vehicle and include:

  • Name of driver
  • Date(s) used
  • Beginning and ending odometer readings
  • Destination
  • Purpose of use


If a breakdown occurs outside the Springfield area, arrange for minimum necessary repairs. If a major repair is necessary, please call us.

Most repairs are under contract by the university. Some of these include: 

  • Tune-ups
  • Battery testing/replacement
  • Alternator testing/replacement
  • Wheel bearing packing
  • Brake inspection and replacement
  • State inspections
  • Exterior/interior cleaning
  • Engine and transmissions

Tire repair and replacement is your department’s responsibility.


When you pick up a vehicle, inspect the vehicle for body damage. Note any damage on the trip ticket.

Your department is responsible for any damage to the vehicle beyond normal wear. We will repair vehicle damage, but your department receives the bill.

What do I use to buy repairs?

Use the credit card we give you to buy repairs or other parts needed.