Policy AD16 REPORTING REQUIREMENTS FOR VEHICLES ACQUIRED OR DISPOSED OF BY THE UNIVERSITY

Policy Steward: Vice President for Administration

Contents:

  • Purpose
  • Responsibility
  • Applicability
  • Reporting Information to the Vehicle Management Office in Auxiliary and Business Services
  • Vehicles On Lease Or Loan
  • Review of Contracts and Agreements
  • Vehicle Disposition
  • Department Annual Review of Vehicle Inventories
  • Further Information
  • Cross References

  • 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 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 Fork Lift Trucks Passenger Vans
    ATV Golf Carts PatrolCars
    Automobiles Grain Bins Riding Mowers
    Boats High Lifts Snowmobiles
    Boat Trailers House Trailers Snow Plows
    Back Hoes Maintenance Vans Tractors
    Buses Maxivans Trailers
    Campers Mobile Equipment Trucks
    Cushman Vehicles Mobile Homes TV Vans
    Combines Mobile Laboratories Wagons
    Commuter Vans Motorcycles  

    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:

    Revision History (and effective dates):

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