Vehicle Maintenance & Reporting

Purpose

Establish the process for reporting vehicle maintenance needs and ensuring Spartan Plumbing fleet vehicles are properly maintained.

During your daily vehicle inspection, note any maintenance items

Warning lights on the dashboard should be reported immediately — do not ignore them

Unusual sounds, vibrations, or handling changes should be reported

Check your mileage against the maintenance schedule posted in the truck

Report maintenance needs to the office via Slack or by calling the office

Include: vehicle number, mileage, description of the issue, and urgency level

Urgency levels: URGENT (unsafe to drive — immediate stop), SOON (within the week), ROUTINE (schedule at convenience)

URGENT issues mean you stop driving and contact the office for instructions

Oil changes are scheduled by the office based on mileage

Tire rotations and brake inspections are on a regular schedule

The office will schedule maintenance appointments — do not take the truck to a shop on your own

If you are notified of a maintenance appointment, make the vehicle available on time

Use your Enterprise gas card for all fueling

Your PIN is the last four digits of your phone number

Fuel up when the tank reaches one-quarter full — do not wait until empty

If your gas card is declined or lost, contact the office immediately

Keep the interior clean and professional — this is your mobile office

Wash the exterior at least weekly — a clean truck builds customer confidence

Remove trash and personal items daily

The truck should always be presentable enough for a customer to see inside

Driving a vehicle with a known safety issue (bad brakes, bald tires, warning lights) puts you at personal liability risk
The office tracks maintenance schedules through fleet management — but you are the first line of defense during daily inspections
Vehicle maintenance costs are covered by Spartan Plumbing — never pay out of pocket
GeoTab data helps predict maintenance needs based on driving patterns and mileage