Service Providers
Routine service, maintenance, and repairs can be performed by any licensed service provider who will bill the State of Iowa/DAS directly, following the Billing Procedures outlined below.
State of Iowa vehicles may be taken to any local manufacturer dealership. General Motors, Ford-Lincoln, and Stellantis (Chrysler) dealerships statewide participate in consolidated billing networks, while other manufacturer dealerships must bill directly.
The following government service facilities offer fuel, labor, and parts at competitive rates for preventative maintenance inspections and emergency repairs:
- University of Iowa Motor Pool
603 S Madison, Iowa City
Phone: 319-335-5088 - University of Northern Iowa Motor Pool
1801 W 31st Street, Cedar Falls
Phone: 319-273-2869 - Iowa State University Transportation Services
919 Haber Road, Ames
Phone: 515-294-1828
Service Under $500 and Windshield/Glass Repairs
Pre-authorization is not required for services under $500 or for windshield/glass repairs.
All vehicle expenses must be direct-billed following the Billing Procedures outlined below.
State drivers should not pay for service or repairs to State-owned vehicles. Vehicle expenses cannot be charged to drivers' State of Iowa P-cards or WEX fuel cards. Please refer to the Vehicle Expense Chart for guidance.
The official vehicle number (typically the license plate number) must be included on all invoices.
For windshield or glass repairs, contact one of the State's contracted glass vendors: Kryger Glass, Safelite, or a local glass repair vendor.
Report any glass damage to your agency's Fleet Contact.
If visibility is compromised, contact DAS Fleet Services at 515-281-3162 to arrange for towing to the nearest glass repair vendor.
Scheduled Maintenance or Repairs
- State vehicles must adhere to the manufacturer’s recommended Scheduled Maintenance (formerly known as preventative maintenance inspections/PMI) based on specified odometer readings and/or time intervals. Failing to complete recommended maintenance on time may void warranties.
- Refer to your Maintenance Schedule and note the vehicle specifications. If your vehicle is not listed, consult your owner's manual.
- In general, oil and filter changes should be performed as follows (do not exceed the manufacturer's recommended distance between oil changes if the recommendation is shorter):
- Every 5,000 miles or 6 months with semi-synthetic oil.
- Every 7,500 miles or 6 months with full-synthetic oil.
- For better protection of State vehicles, always use semi-synthetic or full-synthetic oil unless the manufacturer specifies otherwise.
- Do not rely solely on oil life monitors, as they may not adjust for the type of oil used, driving conditions, or weather factors.
Services $500 and Greater ** PRE-AUTHORIZATION REQUIRED **
- Any service or repair costing $500 or more requires pre-authorization from DAS Fleet Services.
- Service providers are responsible for obtaining pre-authorization by contacting DAS Fleet Services at 515-281-3162, Monday through Friday, from 7:30 a.m. to 4:30 p.m. (excluding state-observed holidays).
- Vehicle operators are not authorized to approve repairs on State vehicles or to use loaner or rental vehicles from service providers without prior approval from DAS Fleet Services.
- State drivers should not pay for service or repairs on State-owned vehicles. Vehicle expenses cannot be charged to drivers’ State of Iowa P-cards or WEX fuel cards.
- All vehicle expenses must be direct-billed according to the Billing Procedures outlined below.
- Upon agency approval, a Purchase Order (P.O.) number will be issued.
- For invoices over $500, the official vehicle number and the P.O. number must be included.
Tire Purchases ** PRE-AUTHORIZATION REQUIRED **
- Tires should be rotated every oil change or every 5,000 to 7,500 miles. Tire rotations and repairs to existing tires do not require prior approval.
- Tires may be replaced when tread depth reaches:
- 2/32 to 4/32 for vehicles used in normal conditions (highway and city street driving).
- 2/32 to 6/32 for vehicles used for specialty work or those that frequently drive in snow, mud, or gravel for business purposes.
- All tires must be purchased through Bridgestone/Firestone, Goodyear, or Continental vendors participating in the State’s NASPO ValuePoint master agreements. These vendors provide services and discounted tires for State vehicles. Refer to the Tire Supplier Map for the most current list and locations.
- All tire purchases require pre-authorization. The vendor is responsible for obtaining approval from DAS Fleet Services at 515-281-3162, and a manufacturer product code is required for approval of replacement tires.
- Tires that are removed and replaced must be disposed of by the tire vendor, unless prior approval is granted by DAS Fleet Services.
- Tires, mounting, and other contract-covered tire-related services must be invoiced by the participating tire provider through the manufacturer per the NASPO ValuePoint master agreements. For account information, contact DAS Fleet Services. Other services not covered by the NASPO ValuePoint master agreement, such as oil changes, brake work, or other repairs, must be invoiced separately (see Billing Procedures below).
- Independent repair shops may obtain tires from participating tire providers and charge for installation labor only. Tire providers interested in participating in the NASPO ValuePoint master agreements should contact the manufacturers directly.
- The official vehicle number and purchase order number must be included on all tire invoices.
Towing and Roadside Assistance
- If a vehicle becomes inoperable, towing vendors can be contacted directly by the vehicle's department or driver. Alternatively, DAS Fleet Services can assist with towing arrangements. For assistance, please call DAS Fleet at 515-281-3162.
- Available Towing Services:
- Statewide Service: Hanifen Towing (available 24/7): 800-383-3205
- Des Moines Metro: Perry’s Service & Towing: 515-243-9273
- Roadside Assistance for Disabled Vehicles
The State's WEX fuel card program includes roadside assistance through National Automobile Club (NAC) Fleet Rescue, which offers help with jumpstarts, lockouts, tire changes, and fuel delivery.- Contact NAC Fleet Rescue at 866-329-3471. Be ready to provide the following information:
- Employee Name and Contact Number (reference State of Iowa)
- Vehicle Number, Description, and Location
- Towing Destination
- WEX Card Number (if using NAC Fleet Rescue)
- SERMA – Driver resources are also available online via the State Employees Roadside Mobile Assistance (SERMA) website. A link can be saved to mobile devices for easy access.
- In Emergency Situations – Local towing companies may be used, but the towing company must bill the State directly.
Accidents and Autobody Repairs ** PRE-AUTHORIZATION REQUIRED **
- For information on accident damage procedures, please visit the Risk Management webpage or contact DAS Fleet Risk at 515-281-8008.
Vehicle Cleaning
- Mister Car Wash: If available in your area, Mister Car Wash may be used with an approved RFID sticker from DAS Fleet Services. Drivers must contact their agency's Primary Fleet Contact for more information.
- Outside the Des Moines Metro: Any vendor that will direct bill the state. Car washes may also be purchased on a WEX Card at participating fuel locations with wash stations. The transaction may be made at the fuel pump.
Billing Procedures
- All invoices for vehicle expenses should be submitted to DAS.Finance.Payables@iowa.gov or faxed to 515-281-6140.
- State drivers are not authorized to pay for service or repairs on State-owned vehicles. Vehicle expenses cannot be charged to drivers' State of Iowa Pcards or WEX fuel cards. Please refer to the Vehicle Expense Chart for guidance.
- All invoices must include the official vehicle number (typically the license plate number).
- For invoices related to tires and repairs/services over $500 (excluding glass/windshield repairs), both the official vehicle number and the DAS Fleet Services purchase order number must be included.
- For new vendors, a W9 form is required before payment can be processed. Please submit it to DAS.Finance.Payables@iowa.gov.
- If you have any questions regarding the repair approval process or billing procedures, contact DAS Fleet Services at 515-281-3162 or DAS Finance at 515-281-0887.