SERVICING SBU'S VEHICLE FLEET

Inspection Services

Our preventative maintenance scheduling is designed to provide University-owned vehicles with a periodic safety and operational inspection, as well as ensure adherence to industry-standard regiments of servicing. Scheduling frequency may vary according to the projected use of the vehicle, but is typically performed on a six month rotation, coinciding with an annual New York State Inspection, and the six month anniversary in between. Notification of impending preventative maintenance and/or State Inspection dates are sent out to each department accordingly.

Inspection services include:

• Oil and filter change
• Service all other fluids as appropriate and check for abnormal appearances (color) of antifreeze, transmission fluid, brake fluid, etc.
• Complete lubrication as per the manufacturer's specifications
• Inspection of electrical system including battery testing, connections, wiring conditions, lighting, instrument panel, etc.
• Inspection of windshield wipers, all glass, brake system and components, exhaust system, vehicle flooring integrity and all under vehicle components such as the transmission, differential, transfer cases, etc.
• Review front end, steering, suspension system, cooling system, and all engine compartment components such as belts, hoses, wiring, lines, sensors, etc.
• Check tires, adjust inflation, determine alignment quality
• Perform a road test to assess general vehicle operation

New York State Emissions and Safety Inspections

The SBU Fleet Services Facility is a fully-authorized Enhanced State Emissions and Safety Inspection Station under the aegis of the applicable laws of the State of New York and under the direction of the New York State Department of Motor Vehicles. All automotive repair personnel are certified New York State Motor Vehicle Inspectors.

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Maintenance Services

The Fleet Services Facility is open Monday through Friday from 7am-3pm, and is closed for business during New York State holidays. Vehicle maintenance/repair services may be requested by users of Stony Brook University-owned vehicles by completing and submitting a "Squawk Sheet" (see below). Once maintenance/repairs are complete, the user will be contacted to come pick up the vehicle and sign the work request (a copy of the work request detailing all work performed and parts used will be forwarded to the appropriate Department for payment processing).

Vehicles may be dropped off to the facility after hours, by placing the vehicle keys, and a completed Squawk Sheet in the mail slot located at the front entrance to the facility. 

Vehicle and Equipment Maintenance Service Expenses

University Departments are required to cover expenses associated with vehicle/equipment procurement, maintenance, repair and fuel. Estimates for vehicle/equipment maintenance/repair will be given to departments for approval when vehicle work is performed by an outside vendor. No estimates will be given by work done by Fleet Services. 

Fleet Services staff reserves the right to make a determination whether the cost of maintenance/repair is appropriate with respect to the present value of the vehicle or piece of equipment. In addition, facility staff reserve the right to hold and/or remove from service any vehicle or piece of equipment which may have unresolved safety related issues.

Maintenance Warranties

All maintenance/repairs that are covered under the manufacturer's warranty must be scheduled by the Fleet Services Facility to be addressed by the appropriate vendor. In the event that the facility has utilized components either new or remanufactured in the repair of vehicles, all warranty rights will be pursued in cases of failure or unacceptable performance.