Vehicle Services

As of July 1, 2025, we have transitioned to a new asset management and service approval system called Fleetio. What this means for you:

No pre-approval needed for the following five standard maintenance items: 

• Oil change, tire rotation, air filters, wiper blades, and washer fluid.

Service location instructions:

• If your last service was NOT completed at a dealership: 
  • The next oil change and tire rotation must be done at a dealership.
  • Ask the dealership to use Fleetio for the service.
• If your last service was at a dealership:
  • You may go to any convenient service provider.
  • Check if the provider is set up on Fleetio:
    • If yes: Ask them to use Fleetio. You don’t need to do anything further—Fleetio will handle approval and automatically log the service (no receipt needed).
    • If no: The vendor must call OMES Fleet Management for approval if the service includes anything beyond the five standard items listed above, and you must email the receipt to fmd.service@omes.ok.gov.

Payment process: 

• If service is performed at:
  • Fleetio vendors: Submit the payment request directly through Fleetio. Fleetio will pay them.
  • Exceptions (not paid through Fleetio):
    • Tire purchases, body damage repairs, and mechanical issues co-funded by Ford.
    • For these exceptions, payment must still be made using your assigned Comdata card.

Important Reminders

• Automated emails with work request details will no longer be sent to drivers or agency fleet admins.
• For any non-standard issues (e.g., tires, flat repairs, check engine lights, mechanical problems), you must call OMES Fleet Management first to determine next steps.
• Once the appropriate vendor is selected, follow the same Fleetio vs. non-Fleetio guidance above.

• Preventive Maintenance Services for State-Owned Vehicles - OMES Policy FM G001 (rev. 06/17/2019)
• Non-reporting Automatic Vehicle Location (AVL) Units - OMES Policy FM G002 (rev. 06/17/2019)
• Road Assistance - OMES Policy FM A001 (rev. 06/17/2019)
• Accidents and Incidents - OMES Policy FM A002 (rev. 08/04/2020)

Key reminders for servicing/acquiring parts and accessories for Fleet-owned vehicles:

• All repair or service and parts acquisition must be pre-approved by Fleet Management Service. 
  • Note: Authorization by Fleet Management shall be obtained prior to commencement of the work. Unnecessary or unapproved services will be billed to agencies.
• All parts acquisition must be pre-approved by Fleet Management Service prior to payment. Unnecessary or unapproved purchases will be billed to agencies.
• All invoices (service detail and copy of receipt) for services and parts for Fleet-owned vehicles shall be submitted to Fleet Management regardless of value.