University Vehicles and Fleet Management

An introduction to the University vehicle fleet management service, what it does and how it operates. 'Grey Fleet' management is also introduced

About us

The University has a fleet of business vehicles, these include VIP vehicles and vans for Corporate Services Teams (Security, Maintenance, Gardening and Catering) as well as departmentally owned vehicles. The fleet is managed by the Head of Estates Operations who oversees the effective management of the fleet including purchasing, maintenance, driver training and disposal. Each University department manage their own vehicles and authorised drivers on a day to day basis. Licensing and insurance are managed by the Insurance Services.

What we do

We will:

  • advise on the optimum procurement options for new vehicles;
  • advise on the options for disposal of vehicles no longer required, taking note of our environmental requirements;
  • advise departments on routine maintenance, MOT tests and repairs;
  • provide University fuel cards for the fleet;
  • manage the University chauffeurs and VIP vehicles;
  • provide appropriate driver training and familiarisation.

Vehicle Management

All University vehicles are to be managed in accordance with these Fleet Management Procedures.  Daily and weekly log sheets are to be completed by all drivers to record vehicle usage and defects.  Line managers are responsible for ensuring their vehicles  are fit for use and drivers are suitably qualified and fit to drive.

Advice on 'Driving at Work' can be found in the Safety Services web page under General Safety (login required).

Grey Fleet

Grey Fleet is the term given to vehicles owned by individuals but used on University business.  The management of privately owned vehicles being used for business is complex and places an onus on the University to ensure they meet the Duty of Care requirements and provide a 'safe place of work'; that means the drivers and Line Managers must comply with the 'Driving at Work' advice and ensure their vehicle is fit for use. Policy and Guidance on Grey Fleet Management is available online

It is expected that staff using their vehicles for business use would claim mileage and parking, toll charges etc when appropriate from their departmental budgets.  The details on the Expense Claim form are used to provide an accurate return to HEFCE on University Carbon Emissions and also confirms that private vehicles are roadworthy and drivers correctly licenced.

Service Level Statement

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Contact Fleet Management

Lorraine Saddington

Estates and Facilities Management Division

Fielding Johnson Building

University of Leicester

University Road

Leicester LE1 7RH


t: 0116 252 2599

Emergency Contacts


0116 252 2888

Security 0116 252 2023

All other services
0116 252 2319