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VUMC Supply Chain is responsible for general oversight of the Medical Center's vehicle fleet.  This website will serve as an information resource for Medical Center departments which use vehicles on either a regular or occasional basis.



VUMC has contracted with Opus Inspection to provide emissions testing services on campus, using their mobile testing station. The on-campus mobile testing station is available for all Vanderbilt fleet vehicles.  (Personal vehicles cannot be tested there.)

The on-campus Opus Testing station will be open each Monday, from 9:00 a.m. to 12:00 noon, except for holidays--Memorial Day, Labor Day, and when any other major holiday falls on Monday.  Also, please note that for safety reasons, Opus reserves the right not to operate if there is a threat of thunderstorms, or if there is severe winter weather.

The testing station will be located at the back end of lot 75A, off Childrens Way, just west of Natchez Trace.  Click on the map below for a downloadable version.  (If you would prefer a Google Earth view, click here.)

 Lot75-A location map

Before the Monday on which the department wishes to test, the responsible person should contact the Vehicle Manager to obtain a coupon for testing.  The driver must bring this coupon and present it at the testing location as the coupon covers the cost of the test.  Nine dollars, the standard Metro testing fee, will be debited to the department budget.  If the coupon is lost, it can only be replaced at the cost of an additional $9 charge.  These coupons are the only payment accepted at the mobile testing station.  Cash, checks, or pcards cannot be used.

If the vehicle passes inspection, no further action is required.  All paperwork is handled by Opus, Supply Chain, and (for Enterprise-leased vehicles) Enterprise Fleet Management.  When your new plate or registration sticker is ready, you will be notified.

If the vehicle fails the emissions check, Opus will give the driver a fail notice. Keep this fail notice as it entitles the vehicle to one free re-test. Make whatever repairs are necessary and then bring the vehicle and the fail notice back to the testing location at the next scheduled date to have the vehicle retested.

NOTE ON OVERSIZE VEHICLES - Vehicles over 10,500 lbs. (a bit over 5 tons) are exempt from emissions testing.  What this means for our fleet is that shuttle buses and ambulances are generally exempt, but even the largest pickups and vans need to be tested. 



SERVICE

VERY SMALL MAINTENANCE ITEMS

These can genrally be purchased with the Voyager Fuel card--see the end of the Gasoline section below.


VEHICLES LEASED FROM ENTERPRISE

These units come with provision for routine maintenance at no extra charge.  You should have a maintenance card in your glove compartment.  Simply take the vehicle to one of the Enterprise-approved shops in the Vanderbilt area--for a PDF list, click here--and present the card.

We very strongly encourage regular maintenance under this plan.  It is a service we are already paying for and helps to maintain the resale value of the vehicle.  Better resale saves us money at lease-end time!


VEHICLES OWNED OR LEASED FROM OTHER SOURCES

If you already have an established relationship with an off-campus service provider for your vehicle, you may continue to utilize it.

If not, you may wish to consider Enterprise Fleet Management as a source.  They offer a plan called "pass-thru" service which is available to any VUMC department.  Enterprise makes a flat $5 monthly charge per vehicle to administer this program.  Enrolled vehicles will be issued a maintenance card which can be used at several Enterprise-approved shops in the Vanderbilt area--for a PDF list, click here.  The card is good for both minor and major repairs.

The shop will perform the work at Enterprise's negotiated rates.  If the cost exceeds $500, the shop is obligated to consult with Enterprise to validate the cost before proceeding.  When the work is complete, Enterprise bills the repair cost back to Vanderbilt at a "pass-thru" price which is the same as the shop charge.  There is no long-term obligation with this plan, and the vehicle may be removed from it at any time.

If you would like to enroll a vehicle in the pass-thru plan, first you will need to send the following information to the Vehicle Purchasing Agent. 

1.  VU Vehicle #;
2.  VIN #;
3.  Date when the vehicle was first placed in service;
4.  Current odometer mileage;
5.  Estimated miles driven annually;
6.  Address where the card should be sent (include campus zip).

Once this is done, you must create a blanket requisition in eProcurement as a mechanism for payment.  One requisition per vehicle should be created.  The requisition should be formatted as shown below:
EprocurementSampleForEnterprise


Most vehicles can be covered under this plan.  If you have any questions about your vehicle's eligibility, please contact the Vehicle Manager.  Note also, that if part of your vehicle's service is done elsewhere, i.e., by a specialty shop, you should only show the part you expect to spend with Enterprise on the second line of the purchase order.



GASOLINE

We recommend the Voyager Fuel Card program administered by VUMC Procurement.  These cards are accepted at multiple locations, including the Mapco at 1507 21st Ave. S., which is convenient to the Medical Center. 

If you would like to look into a new Voyager card, please contact Deb Jamerson at VUMC Procurement.  Please be prepared to furnish the following information:

  • Vehicle number (cards are tied to vehicles and not individuals);

  • Department name;

  • Account and center to charge;

  • Approximately how many times a day the card will be used;

  • Dollar limit per month for the card.

NOTE ON VERY SMALL MAINTENANCE ITEMS - things such as washer fluid, wiper blades, etc., are generally available at places like Mapco, and can usually be purchased with the Voyager card. 


Our preferred provider for rental vehicles is Enterprise Holdings, parent company of the National and Enterprise brands.  In order to maximize savings and build future volume discount opportunities, Procurement asks that everyone please comply with the following when making car rental reservations. 

Make your reservation through the Concur website(Keep in mind that like hotel and airfare expenses, rental cars must be paid for with a T&E card and not a p-card.)

Use the National brand whenever possible. The Enterprise brand is to be used only in circumstances when National is not a reasonable option, such as when travel does not require the renter to be at or in an airport.

Reserve only intermediate size (mid-size) vehicles during booking. Upon arrival you can then choose any car from the “Emerald Aisle”. The “Emerald Aisle” is stocked with mid-size or larger vehicles when renting with National at airport locations.

If you would like on-campus pickup and dropoff, after making your reservation as shown above, please call our closest Enterprise location on Layfayette St. at (615) 254-6181 to make your request. Please call at least an hour beforehand. 

Existing status with Hertz and/or Avis will be the same with National/Enterprise--VUMC customers will get “match” status. If you have any questions regarding your status with N/E contact the Enterprise rental contact below.

Note on mileage reimbursement vs renting:
If you are traveling over 100 miles roundtrip, please rent a vehicle according to the instructions above. 


INSURANCE

This is coordinated by VUMC Risk Management under the new VUMC policy. 

All vehicles should have updated insurance cards in their glove compartments showing the insured entity as VUMC and the effective dates running with our fiscal year, July 1 to June 30.  If you need a new card, please contact the Fleet Manager below.



VEHICLE WASHING

We have made arrangements to use Shur-Brite Car Wash, which is very near VUMC, between Broadway and West End (address is 1713 West End).

You will need a wash coupon to present to the attendant there--no appointment is necessary.  Coupons are $16 each, debited to the budget associated with the vehicle, and may be obtained from the vehicle manager as with the Opus coupons.  Each coupon is good for one general interior and exterior cleaning.

For a PDF map to Shur-Brite, click here.


CONTACTS


FLEET MANAGER PURCHASING AGENT INSURANCE MANAGER ENTERPRISE FLEET MGMT. ENTERPRISE RENTALS
Frank Ashe, ext. 3-2537 Dustin Groves, ext. 2-3692 Theodore (Beau) Baker, ext. 6-0655 Tia Price, (615) 309-9662
Damon Nickson, (615) 373-8743
Emission or car wash coupons,
General questions
Purchase order questions Insurance Questions Questions on units leased from or serviced through Enterprise Car Rental Questions

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