Fleet Maintenance

University-owned vehicles must be serviced by UB;  department-owned vehicles do not need to be. 

Individuals requesting access to dispense fuel must complete a Fuel Authorization Request form, have it signed by their supervisor and their department’s Unit Business Officer (UBO) and submit it to University Facilities at fuelaccess@buffalo.edu.

The Motor Equipment Maintenance Supervisor 2 will:

• Review Fuel Authorization forms submitted to fuelaccess@buffalo.edu
• Assign a nine-digit identification number and enter the new user and ID number into the GasBoy system
• Notify the new user of their ID number and provide a Fuel Authorization Confirmation Letter.

University Facilities obtains and keeps no copies of driver’s licenses or full numbers. Once assigned, the identification number must be kept confidential by the user. 

Unit Business Officers (UBOs) or other department supervisors are to notify University Facilities at fuelaccess@buffalo.edu immediately upon an employee’s departure so that GasBoy user access can be removed.

Biannually, the Motor Equipment Maintenance Supervisor 2 will contact each department’s UBO with a list of current GasBoy users, requiring confirmation of active users. 

Authorized users can dispense fuel at the pumps located at the North Campus Warehouse or the South Campus Facilities Office. Operating instructions are posted on the pumps themselves.

Fuel at the Athletics Complex is only accessible to approved Facilities Grounds department members and requires a physical key to operate the pumps.

Facilities Finance will invoice departments for fuel dispensed each month. Invoices will include the following:

• Fuel type (gasoline or diesel)
• Date of transaction
• Equipment/vehicle information
• Quantity dispensed (gallons)
• Cost of fuel (average cost convention)
• Fuel user that dispensed the fuel