Administrative Policies

AD16 Reporting Requirements for Vehicles Acquired or Disposed of by the University

Policy Status: 

Active

Policy Steward: 

Vice President for Administration

Contents:

PURPOSE:

This policy has been developed to ensure that all University vehicles are properly reported to Property Inventory and the Vehicle Management office in Auxiliary and Business Services. For this policy, University vehicles are defined as either owned by, leased to, or on loan to the University.

No vehicles are to be purchased or leased by a University department from an outside vendor if a vehicle adequate for the service needed can be obtained through Fleet Operations. (See Policy BS18, "Procurement or Acquisition of Light-Duty Motor Vehicles (8,500 GVW or less)" formerly "Procurement of Passenger Vehicles.")

RESPONSIBILITY:

The Department of Purchasing Services is responsible for forwarding a copy of all Purchase Orders for vehicles to the Vehicle Management office in Auxiliary and Business Services. This office is located at 110 Housing and Food Services Building and can be reached by phone at 863-2526.

Departments leasing a vehicle, or to whom a vehicle has been loaned, must forward all lease contracts, agreements, or other terms and conditions to the Vehicle Management office in Auxiliary and Business Services.

Departments assuming ownership of vehicles as part of a research contract termination must forward all contracts to the Vehicle Management office in Auxiliary and Business Services.

APPLICABILITY:

This policy is applicable to all University vehicles whether licensed and titled or not, and includes vehicles which are not self-propelled. Typical examples are given below. This list is not all-inclusive, and the Office of Risk Management may be consulted when there are questions concerning vehicle types, licensing and insurance.

Ambulances
ATV
Automobiles
Boats
Boat Trailers
Back Hoes
Buses
Campers
Cushman Vehicles
Combines
Commuter Vans

Fork Lift Trucks
Golf Carts
Grain Bins
High Lifts
House Trailers
Maintenance Vans
Maxivans
Mobile Equipment
Mobile Homes
Mobile Laboratories
Motorcycles

Passenger Vans
PatrolCars
Riding Mowers
Snowmobiles
Snow Plows
Tractors
Trailers
Trucks
TV Vans
Wagons

REPORTING INFORMATION TO THE VEHICLE MANAGEMENT OFFICE IN AUXILIARY AND BUSINESS SERVICES

VEHICLES ON LEASE OR LOAN:

All information regarding vehicles acquired by lease or loan must be reported on a Report of Tangible Assets Acquired by Consignment, Lease or Loan form.

REVIEW OF CONTRACTS AND AGREEMENTS:

All contracts and agreements prepared by the University involving vehicles must be reviewed by the Office of Risk Management to ensure that adequate personal liability and physical damage insurance is provided.

VEHICLE DISPOSITION:

For information regarding reporting the transfer or disposal of a vehicle or the termination of a lease or loan agreement, please see Policy BS15 - Disposal and Purchase of Obsolete, Surplus or Scrap University-Owned Equipment, Supplies and/or Materials.

DEPARTMENT ANNUAL REVIEW OF VEHICLE INVENTORIES:

Each University department shall review their inventory of vehicles annually from the listing forwarded to them by the Vehicle Management Office in Auxiliary and Business Services. All additions, corrections and deletions should be made to ensure that the listing is as accurate as possible. The revised listing should be returned to the Vehicle Management office in Auxiliary and Business Services within thirty (30) days of receipt.

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact the Vehicle Management Office in Auxiliary and Business Services.

CROSS REFERENCES:

BS15 - Disposal and Purchase of Obsolete, Surplus or Scrap University-Owned Equipment, Supplies and/or Materials

Procedure BS2011 -Lion Surplus Operation, Including Sales Store

Effective Date: May 12, 2015
Date Approved: May 11, 2015
Date Published: May 12, 2015

Most Recent Changes:

  • March 12, 2015 - Changes to the PURPOSE, RESPONSIBILITY, APPLICABILITY and REPORTING INFORMATION sections to reflect current operations. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.

Revision History (and effective dates):

  • February 5, 2008 - Editorial change - correction of addresses for Risk Management.
  • February 10, 2005 - Editorial change - removed reference to General Forms Usage Guide.
  • October 17, 1994 - Risk Management Office room number change.
  • September 22, 1997
    • Added reference to Policy PC-13, "Procurement of Passenger Vehicles."
    • Added contact information for the Office of Risk Management.
    • Deleted requirement for all passenger vehicles to be purchased or leased through Fleet Operations.
  • December 23, 1981 - Changed "Office of Risk and Insurance" to "Office of Risk Management"
  • January 1, 1977 - New Policy.