HBP Part 7.7.14. Purchase of Vehicles

Handbook of Business Procedures

Date published: February 12, 2013
Last revised: April 4, 2018
Issued by: Purchasing

7.7.14. PURCHASE OF VEHICLES

A. Introduction

All vehicle purchases at The University of Texas at Austin require approval by Parking and Transportation Services, University Fleet Operations (UFO) before a purchase order (PO) can be finalized. In general, if a conveyance has wheels and a Certificate of Origin/Title it is considered a vehicle. Examples of vehicles include, but are not limited to:

  • trucks
  • vans
  • sedans
  • sports utility vehicles
  • golf carts
  • carryalls
  • trailers
  • bobcats
  • forklifts

For assistance with questions about selecting a new vehicle or retiring an old vehicle, refer to the Purchasing & Disposing University Fleet Vehicles Web page or contact UFO at 512-471-4668 or fleet@austin.utexas.edu.

B. Purchase Procedure

Colleges, schools, and units (CSUs) must follow these steps prior to the purchase of any vehicle:

  1. Go to the UFO Forms & Policies Web page and complete an Equipment Purchase/Replacement Request form. 
  2. Send the completed form to UFO who will review, sign, and return a copy of the form to the originating CSU.
  3. Refer to HBP 7.5. Solicitation Procedures - General Information to determine which requisition and solicitation method to use. Create the appropriate requisition and include the following wording in the Remarks field:

    The Form 130-U, the Manufacturer's Certificate of Origin, and the Odometer Disclosure Statement, should all be made out to:

    The University of Texas at Austin
    PO Box 7546
    Austin, TX 78713-7546

  4. For orders over $15,000, send supporting documentation including the fully signed Equipment Purchase/Replacement Request form, to the appropriate Purchasing Office buyer team.
  5. Prior to final approval of the purchase order, the fleet manager reviews the purchase requisition to determine whether the requested vehicle meets university guidelines for specifications, such as color and approved alternative fuel.
  6. Once the purchase order is finalized, a copy of the PO is sent to the supplier and the UFO.

Note: For orders over $15,000, the Purchasing Office will handle steps 5 – 6 but will not final approve a purchase order for a vehicle purchase without receiving the completed Equipment Purchase/Replacement Request form.

C. Vehicle Delivery and Title Retention

All university vehicles are delivered to the main campus automotive shop and this address must be listed as the Ship to address on the purchase order. A few remotely located departments, such as the Marine Science Institute or McDonald Observatory, may choose to have vehicles delivered directly to their locations or to the main campus. The UFO automotive shop address is:

UT Fleet Operations, Auto Shop
1500 Manor Rd, Bldg. FC6
Austin, TX 78722

Invoices are sent to the UFO and the Bill to address on the purchase order must be listed as:  

UT Austin/Fleet Management
PO Box 7546
Austin, TX 78713-7546

The UFO maintains all vehicle title certificates for newly purchased and transferred vehicles, including transfers in (purchases of used vehicles) and transfers out (sales or donations of used vehicles).

D. Resources

 

Part 7. Purchasing - Table of Contents