Vehicles: Purchase, Sell, Maintain, Fuel

Boston University has partnered with PHH ARVAL (PHH) to develop a university-wide fleet management program which includes vehicle acquisition, maintenance, fuel, roadside assistance, vehicle green house gas reporting, re-deployment and resale of surplus vehicles. PHH is one of the largest fleet management and leasing companies in the country, providing a wide range of services for over one million vehicles worldwide. Please read the following information carefully to understand how the programs work and the benefits to you and Boston University.

Benefits and Highlights of the Program

• Vehicle maintenance assistance
• Roadside assistance
• Easier fuel purchases
• Lower cost vehicle acquisition
• No cost re-deployment of surplus vehicles
• Surplus vehicle re-marketing
• Green house gas reporting
• Streamline billing

Vehicle Maintenance Assistance

The PHH fleet card automatically enrolls your university-provided vehicle in the PHH Vehicle Maintenance Assistance (VMA) program. The PHH fleet card is accepted at over 60,000 maintenance locations in North America. The card is to be used for routine maintenance, repairs, fuel purchases, tires and emergency roadside assistance for university owned and leased (not rented) vehicles. There is no need for requisitions, purchase orders, credit cards and reimbursement.

PHH has a toll free number 1-800-638-7900 for drivers to reach PHH ASE-certified service specialists for all vehicle maintenance and repair questions. The toll-free number is available 7 days a week, 24 hours a day.

Preventive and Routine Maintenance

When preventive maintenance is needed, such as a lube, oil change and tire rotation, take your vehicle to one of the PHH networked facilities. Present your PHH service card to the technician when you arrive. To locate networked PHH facilities in the Boston area and nationwide, visit PHH’s website PHH ARVAL or call PHH at 1-800-638-7900.

When mechanical problems occur, call the PHH toll-free number 1-800-638-7900. Be prepared to give the PHH service specialist the PHH fleet card maintenance number (imprinted in the top, red portion of the service card), the current odometer reading and a description of the problem. The PHH service specialist will provide consultation and direct you to their networked service facility.

• When you arrive at the designated service facility present the PHH fleet card.
• Repairs under $100.00 do not require a call to PHH.
• Repairs over $100 require the service facility to contact PHH to speak with a service specialist to discuss the repair. PHH service specialists work on Boston University’s behalf to make sure the proper repairs will be done without overselling service and that all manufacturer warranty options are utilized.
• Repairs that cost $1,000 or greater require PHH’s vehicle maintenance assistance case manager to contact your department’s designated vehicle manager to discuss the repair and obtain approval to authorize the repair.
• When you pick up your vehicle at the service facility verify all work, sign the receipt and retain for your records. If you are not satisfied, do not sign the receipt and contact a PHH service specialist immediately by calling, toll-free, 1-800-638-7900. Once satisfied, sign the receipt and retain for your records.

There will be an additional charge to your unit/department for using a facility that is not approved by PHH. The card is NOT to be used to repair or fuel personal vehicles used on University business. The card is NOT to be used to purchase non-vehicle related items.

Fuel Purchases

The same PHH fleet card used to obtain maintenance is also used to purchase fuel for your University provided vehicle. PHH and Wright Express (WEX) have teamed up to provide us with the better of their two organizations in one industry-leading fuel management program with over 160,000 fuel locations nationwide. To locate fuel stations in your area, visit PHH’s website at PHH ARVAL. Only fuel can be purchased at the fuel stations and only for University vehicles.

Insert the card into the pump reader or have the attendant swipe the card inside the station. Enter your Driver ID Number (PIN). Like a bank ATM card with PIN, the PIN is assigned to you and prevents the fuel card from being misused in the event it is lost or stolen. The fuel card cannot be used without the PIN. If the card is declined, do not attempt to swipe again. Have the attendant call 1-888-410-9233 for authorization.

Enter the current odometer (vehicle mileage) reading. Entering a correct odometer reading during each fuel transaction is critical since odometer information is used for warranty claims, cost analysis, vehicle replacement schedules and green house gas reporting. Enter only whole numbers.

Fleet Card and Driver PIN

One fleet card is assigned to each vehicle and should remain with the vehicle. The service card is associated with one Boston University unit/department account code for maintenance, fuel charges and program fees. All charges are associated with the vehicle and its assigned account code. If your service card is lost, stolen or damaged you should contact your unit/department fleet manager immediately to report the incident and arrange for a replacement card.

Driver PINs are unique random 4 digit numbers assigned by PHH to each driver. A PIN identifies driver activity in the system for fuel purchases. PINs protect unauthorized or fraudulent use of the card if it is lost or stolen. If you forget your PIN, contact your unit/department fleet manager. PINs should be disabled if an employee leaves the University or is terminated. Unit/department designated vehicle managers must contact Sourcing & Procurement to report changes in employment status of drivers assigned a PHH PIN.

New Vehicle Acquisition

All new vehicles are ordered by Sourcing & Procurement through PHH. Orders are direct purchases from the motor companies and delivered through one of 12,000 conveniently located independent dealers within PHH’s delivery network. Lead time can vary by motor company but average is about 8 – 10 weeks from time of order. New vehicles are delivered to University Police located at 32 Harry Agganis Way. Proper title, registration and insurance paperwork will be completed.

Purchase and replacement planning and budgeting must begin early enough to permit ordering and selling of vehicles early in each model year to optimize the lowest total cost scenario for the University’s fleet. Optimal purchase time is February and August.

Registration Renewal

Risk Management will continue to renew registrations for all University vehicles. For assistance with any questions you may have about the renewal of your vehicle registration, visit Risk Management.

Surplus Vehicles

The sale and disposal of all University owned or leased vehicles will be coordinated through Sourcing & Procurement. Sourcing shall determine the method of sale and disposal, which may include retail sale, auction, trade-in, or re-deployment within the University. Sale prices and disposal costs will be validated by a third party source, not by Boston University.

Unit/department fleet managers must ensure that vehicles are cleaned inside and that all logos have been removed prior to being surrendered for sale, disposal, or re-deployment.

If a used vehicle is being surrendered due to replacement by a new vehicle, the used vehicle should be retained until the department takes delivery of the new vehicle. Funds derived from the sale of used vehicles will be returned to Boston University or the appropriate grant funding agency, and not to individual units or departments who were previously assigned that used vehicle.

PHH manages the disposition of University surplus vehicles through a variety of used vehicle re-marketing techniques, including auction and retail sales.

Green House Gas Reporting

PHH’s service cards provide the University with mileage and fuel consumption data in support of mandatory reporting requirements of green house gas emissions. Therefore, it is very important for drivers to accurately input the vehicle’s odometer reading when purchasing fuel.

For further program information, contact Rosalind D’Amico at rdamico@bu.edu or 353-6693.

For vehicle acquisition, contact Robert Simboli at rsimboli@bu.edu or 353-8753.

To arrange for receipt of new vehicles and to surrender surplus vehicles, contact Larry Mahoney at lmahoney@bu.edu or 353-6511.