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Billing & Fee Schedule

Fleet Services' Billing Statement

All Fleet Services transactions are transmitted to FIS Banner on the 3rd business day of the following month. Billing statements, work order invoices, and UCruz reservation invoices are packaged together and sent to the mailstop we have on file for each piece of equipment on the 5th day of the month. There are instances where the driver/operator of the equipment and the financial approval staff are not the same people. If you are a driver/operator and want to know what work was performed on a work order, please contact the FOAPAL authorizer in your department and ask for copies of the work order sent to them with your monthly statement. Lease-to-own, administrative, and other fees of this nature are solely described on the statement and no receipt is provided at the "point of sale". Receipts for fuel can be printed at the pumps for reconciliation against your statement. All ledger entries are billed to account code "004600 Garage Charges" due to accounting rules, regardless of activity.

Questions about what you're seeing on your statement and backup docuements? Please read below and click on the available links for a hands-on discussion of the most frequent questions we receive concerning the billing documents we send out each month:

Fleet Services Monthly Statement Fleet Services January 2015 Statement Example
Fleet Services Work Order Invoice Unit 7752 Multipoint Safety Inspection & Service Example
UCruz Invoice Rental Invoice Example

Transactions hit your ledger at the end of each billing period reflected on your statement. However, fees are applied in our database according to a schedule:

Fleet Services Fee Application Procedures

Administrative Fee:

Applied at 00:00 on the 1st day of the month. Surplus paperwork turned in after that time will apply to the next billing period. FOAPAL changes will also apply to the next billing period after that time/date.

Lease-to-Own Fee:

Your lease-to-own payment is applied on the last day of each month. FOAPAL changes submitted on the 1st day of the next month and beyond will apply only to future transactions.

Fuel:

Transactions from on & off campus are uploaded into our database weekly but are timestamped for the time/date which they occurred. The FOAPAL in place at time of transaction will be used.

Wash Station

Fees for the Wash Station are treated as fuel transactions and they are applied with the FOAPAL in place at the time of transaction.

Voyager Fee

Fees for processing Voyager fuel card transactions are applied at the end of the month. The FOAPAL in place on the last day of the billing period will be transmitted to Banner.

UCruz Reservations

The FOAPAL associated with the reservation request will be used.

Work Order

Fleet Services keeps a FOAPAL associated with every piece of equipment under our management on file. The FOAPAL on file when a work order was cut will be used at billing.

The Administrative Fee is a function of our role as Office of Record pertaining to matters of maintenance & vehicle safety, regardless of a University vehicle's physical location. It is applied at two tiers, depending largely on the type equipment under management. The following definitions are used to determine which tier a particular piece equipment falls under when it is inducted into the fleet:

Administrative Fee (Standard)

Any vehicle that possesses an engine or motor that provides motive power for the unit, which is specified by the manufacturer as capable of on-road use. Emergency vehicles for which Fleet Services is not equipped to maintain or repair are considered standard vehicles for the purposes of monitoring maintenance records, ensuring proper registration, and regulatory compliance.

Administrative Fee (Auxiliary)

Any vehicle that does not possess an engine or motor that provides motive power for the unit or any vehicle used exclusively off-road which is not licensed by the State of California. Emergency vehicles for which Fleet Services is not equipped to maintain or repair are considered auxiliary for the purposes of monitoring maintenance records, ensuring proper registration, and regulatory compliance.