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Facilities Management
FM Employee Section

Fleet Services Replacement Fund

Purpose

The Fleet Services Replacement Fund holds limited funds to help purchase new and replacement vehicles according to the established schedule. It is funded by monthly payments from departments participating in the vehicle leasing program. Because the Church prefers not to lock excess funds in this account, the fund typically does not cover the costs for all scheduled replacements each year. Any remaining funding must be requested through the annual budgeting process.

Roles and Responsibilities

Fleet Services

Fleet Services owns, manages, and maintains all university vehicles. The Fleet Services Manager is responsible for ensuring the fleet meets the university’s needs by establishing maintenance and replacement schedules that promote safety, operational reliability, and cost efficiency.

Departments

Departments assigned vehicles shall pay a monthly fee, which is deposited into the Replacement Fund to support future vehicle replacements. These funds are owned by Fleet Services and are used at its discretion to best meet the needs of the university. Funds are non-refundable to departments if they no longer participate in the Fleet Services leasing program.

Financial Services

Financial Services manages the Fleet Services Replacement Fund to maintain a specified level of funds for future vehicle replacements, recognizing that additional funds may be requested through the annual budgeting process as needed. Monthly rates are recalculated annually using industry-standard forecasting methods based on vehicle purchase costs and projected growth trends.

President’s Council

The President’s Council provides oversight for vehicle acquisition and long-term fleet planning. It reviews departmental vehicle requests, considers recommendations from Fleet Services, approves or denies new vehicle purchases, and guides overall fleet strategy and prioritization.

Acquisition of New Vehicles

Request Process

  • Departments may request new vehicles during the annual budget request period.
  • Requests are reviewed by Fleet Services, the Director of Facilities Management, and the VP of Operations, then presented to the President’s Council for approval.

Initial Funding Requirements

Appropriated and Non-Appropriated Cost Centers

  • If approved, Fleet Services will purchase the vehicle using Replacement Fund dollars in the next fiscal year. Facilities Management will request additional funds from the President’s Council as needed.
  • Non-Appropriated cost centers may not purchase vehicles using department funds as all vehicles are required to participate in the Fleet Services Lease Program.
  • The President’s Council may authorize a purchase during the current fiscal year if extenuating circumstances exist.

CNA Funded Vehicles

  • Upon approval, Fleet Services purchases the vehicle using CNA Funds
  • The vehicle is not entered into the Lease Program, as it will be replaced with CNA Funds.

Contributions to the Replacement Fund

After a Vehicle Is Received

  • The vehicle is entered into the Lease Program.
  • The department begins paying the monthly lease amount.
  • These funds accumulate in the Replacement Fund for the purchase of new or replacement vehicles.
  • Monthly contributions are non-refundable, even if it is later determined that a replacement vehicle will not be purchased for that department.

Vehicle Transfer

  • A vehicle may be transferred to a different department if:
    • the original department determines it no longer requires the vehicle, or
    • the President’s Council identifies a greater need elsewhere.
  • When a vehicle is transferred, the original department will not receive reimbursement for any funds previously contributed to the Replacement Fund.
  • The receiving department assumes responsibility for all future monthly lease charges.
  • Generally, funds contributed by non-appropriated departments shall not be used to purchase vehicles for appropriated department use and vice versa.