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FML 2.04 - Vehicle Licensing Procedures

Policy

The University assigns responsibility for the registration and licensing of its fleet of approximately 100 power units (e.g., cars and trucks) and 25 non-power units (e.g., trailers) to the Facilities Management Department. Facilities Management is responsible for implementing procedures which promote the timely and current registration of all vehicles. This policy excludes leased vehicles, which are the responsibility of the individual departments who use such vehicles.

Responsibilities

Facilities Management Department

  • Keeps a master list of and files on University-owned vehicles
  • Registers and licenses vehicles with Motor Vehicles Department (both new and renewal)
  • Notifies departments of emissions test requirements
  • Processes sales of DU-owned vehicles
  • Has final approval on sale of DU-owned vehicles

Purchasing

Processes purchase orders for new vehicles.

Property Administrator

Keeps inventory of vehicles for University accounting purposes

Risk Management

Insures vehicles as they are added to the fleet and cancels insurance when they are sold.

Department with vehicle

  • Provides new vehicle purchase documents to Facilities Management
  • Obtains emission tests and provide documentation to Facilities Management
  • Places license renewal stickers on vehicle and keeps the registration form in vehicle
  • Pay any fines which result from expired licenses
  • Initiates process for sale of DU-owned vehicles

Comptroller

Signs Bills of Sales and Titles

General

The Motor Vehicle Division closest to the University is at Dartmouth and Havana. Their policies permit only three to four transactions in person.

Procedures

  1. New Cars
    1. A department purchases a vehicle from its own funding sources.
    2. Department receives purchase documentation (e.g., Bill of Sale, Invoice, emissions test, odometer statement and statement of origin) and sends it to Facilities Management.
    3. Facilities Management assigns a vehicle number to the vehicle.
    4. Facilities Management adds the vehicle to the vehicle master list.
    5. Facilities Management takes vehicle purchase documentation to the Motor Vehicles Office, along with approximately $50 in petty cash, tax-exempt letter and vehicle number, and receives license plates, stickers and registration forms. Motor Vehicles will put DU’s vehicle number on the license record if requested.
    6. Facilities Management signs the registration forms.
    7. Facilities Management creates a vehicle file and places the vehicle records in the file.
    8. Facilities Management sends the license plate, stickers and one registration form to the department.
    9. Facilities Management sends notification of the new vehicle to the Property Administrator (to add to inventory) and to Risk Management (to insure the vehicle).
    10. When the title arrives (6-8 weeks later), Facilities Management places a copy in the vehicle file and the original in the safe, filed by vehicle number.
  2. License Renewal
    1. Motor Vehicles sends a postcard (generally by the 7th of the month) notifying that the vehicle license is due to expire at the end of the month (there is a one-month grace period after expiration).
    2. Facilities Management checks the vehicle list against the postcard.
    3. Occasionally, a postcard is not received. In those cases, steps outlined below must be followed for a vehicle whose license is expiring. The exception is that these vehicles must be renewed in person because the license fee is not known. A copy of the previous registration form can be used in lieu of a postcard to process the renewal.
    4. If a renewal notice is received for a vehicle that has been sold, it is placed in the disposed vehicle file and no other action is necessary.
    5. Facilities Management separates the renewals into three categories:
      1. those not requiring a vehicle emission test.
      2. those requiring a vehicle emission test (1982 and new cars, every two years. Vehicles manufactured in an even-numbered year are due in even-numbered years and vice versa for odd-numbered).
      3. those power units 1981 and older which require an emission test annually.
    6. For those not requiring an emission test, Facilities Management batches the cards, makes any revisions on the cards necessary and requests a check from Accounts Payable, made payable to Denver Manager of Revenue. Each department is charged for its vehicle license fees, using sub-code -6745.
    7. Once the check is received, the postcards and check are mailed to Motor Vehicles. It takes about two to three weeks to receive the stickers and registration back in the mail. If time is critical, the renewals and check may be hand-carried to Motor Vehicles, bundled with an adding machine tape total, business card and a request to call when processed.
    8. For those requiring an emission test, Facilities Management sends a letter to the department requesting that they obtain an emission test by a certain date (usually by the 23rd of the same month) and return the documentation to Facilities. Facilities Management will remind a department if the emissions documentation isn’t received by the deadline.
    9. Once the emissions documentation is received, Facilities Management attaches the documentation to the postcard associated with the vehicle and requests a check (See II.F above).
    10. Once the check is received, the postcards and check are mailed into Motor Vehicles (see II.G above).
    11. When Facilities Management receives the license renewal stickers and registration forms from Motor Vehicles, it signs the registration forms as "agent" and sends the stickers and one copy of the registration form to the department. The department is responsible for affixing the stickers on the license plate.
    12. Facilities Management places the second copy of the registration form in the vehicle file.
    13. The next annual renewal of a vehicle is due 12 months from the month in which it was renewed the previous year. Thus, if a renewal occurs in a month later than the one in which the license expired, the next renewal will be in that later month, and the master list is corrected to reflect this change.
  3. Sale of Vehicles
    1. When a department wishes to sell a vehicle, it contacts Facilities Management to inform them. Facilities Management will send the department information about sale procedures (Attachment A) and will provide assistance in the sale if requested by the department.
    2. Once the Department has completed the sale negotiations and advises Facilities Management, Facilities Management will process the remainder of the procedures, including drawing up an Intent to Sell and a Bill of Sale on letterhead, approving the final sale price, and getting the original title signed by the Controller. Some older vehicle titles may require notarization by the Director of Disbursements.
    3. Once the Bill of Sale and Title are signed, a copy is retained by Facilities Management for the vehicle file and the originals are given to the Buyer to complete the transaction. Copies of the Bill of Sale are sent to the Property Administrator, Risk Management and the Department of Campus Safety.
    4. When a department trades in a vehicle for another one, only the signed title is necessary.
  4. Periodic reporting and other requirements
    1. The vehicle master list is maintained in a notebook under three different tabs:
      1. by vehicle number
      2. by department
      3. by renewal month
    2. Periodic updates. As the vehicle master list is updated, copies are provided periodically to the Property Administrator, Risk Management and Fleet Coordinator in Physical Plant.
    3. Annual report to Payroll. The Payroll Department will request annually a list of vehicles that are assigned to employees for personal use. These are denoted on the vehicle master list by an asterick (*) by the employee’s name. This report is for tax purposes.
    4. Quarterly chargebacks. Facilities Management charges departments $10 per renewal transaction. This charge is done quarterly for the vehicles renewed during that quarter through a transfer voucher.

Approved by:

___________________________________

Jeff Bemelen, Director of Facilities Mgmt.

___________________________________

Keith Heaton, Director of Physical Plant

Effective Date: March 1, 1996

Revised: March 25, 1997

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