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Acquiring Vehicle Procedures

Due to State Legislation, USU and all other State Agencies cannot increase the size of their fleets without approved legislation from the State.  Here at USU we have split up our number among the departments that have vehicles and consider each vehicle as being in a slot.  Currently these slots are assigned to the department unless the slot remains open (meaning the department has been assigned 6 vehicle slots, but only has 5 vehicles) for 5 years.  Departments can give an open slot to another department at any time as long as a memo is received by Fleet from the department that is giving the slot.  A slot is needed for all vehicles whether purchased new, used, leased, bought from USU Surplus, borrowed from Federal Surplus, or donated to USU.

Prior to making any vehicle acquisition/purchase, the following steps are required.

1.  Please contact USU Fleet Services at 435-797-3148 to speak with the Fleet Coordinator to determine if your department has a vehicle slot available before you continue with the purchasing process.

2.  Once the slot has been approved by the Fleet Coordinator the department requesting the new vehicle will create a requisition to purchase the vehicle either through the State Contract, University Bid process, Used Vehicles, Federal Surplus, etc.  The requesting department will work with the Purchasing Service department to make the purchase according to purchasing policy.  The EZ-BUY system will notify the Equipment Management Office (EMO) of the purchase.

3.  After the vehicle purchase is approved, the person responsible for the vehicle within the department must fill out a New Vehicle Worksheet.  This form should be completed and sent to the USU Fleet Coordinator at fleet@usu.edu with a short description of the vehicle that is being purchased. (i.e. Ford f150 with standard features, extended cab.)  Fleet will work with the department to insure that we stay within State policy.  Vehicles that are being replaced must be sent to the USU Surplus department to be sold.    

4.  Once the vehicle is acquired, it must be delivered to Fleet Services at the Motor Pool building for additional inspection, paperwork, signature of acceptance, assignment of inventory number, license and registration and assignment of a gas card. (The department is required by State Law to obtain a gas card through Fleet Services for fueling the vehicle). Once everything is completed the department will be notified by the Fleet Coordinator that the vehicle is ready to be picked up and used.  This process will usually take two to three business days.