[Major revision–posted 8/23/22 (replaces 8/11/14 edition)]
[PDF Version]

 

Operating Policy and Procedure

OP 80.04: Disposal of Motor Vehicles as Surplus Property or Trade-In Credit

DATE: August 23, 2022

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to implement the State of Texas Vehicle Fleet Management Plan as developed in accordance with Texas Government Code § 2171.104 and to establish procedures for the sale of university motor vehicles.

REVIEW: This OP will be reviewed in May of even-numbered years by the Managing Director of Planning & Administration, the Associate Vice President for Operations, the Chief Accounting Officer, and the Chief Procurement Officer with substantive revisions forwarded through administrative channels to the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  The sale of university vehicles as surplus property will be coordinated with the Surplus Property Manager in accordance with OP 63.07, Disposal of Surplus, Obsolete, or Uneconomically Repairable Inventory, and OP 63.08, Property Management.

2.  The department is responsible for notifying both Vehicle Fleet Management and Property Surplus through written correspondence (preferably email).

3.  After the appropriate paperwork has been processed, the vehicle will be turned in to the Physical Plant garage where the exempt license plates will be removed and forwarded to Vehicle Fleet Management for proper disposal. The Texas Tech University insignia and TTU inventory number will also be removed from the vehicle and/or TTU-owned equipment. The department will submit an asset transfer to Surplus in the Property Inventory System at this time.

4.  If the vehicle for sale has been severely damaged, the Vehicle Fleet Management Office will process the paperwork to convert the title to salvage status.

5.  Once a customer for the vehicle has been established and payment has been received by TTU, the customer must visit the Vehicle Fleet Management Office to collect the title. The new owner should allow for up to five (5) business days to process the title change.

6.  Upon title transfer, the vehicle will be released to the customer with proof of identification. TTU will not collect or pay the retail sales tax on the sale of the vehicle. It is the responsibility of the party taking possession of the vehicle to pay the applicable taxes in accordance with Tax Code Section 152.021 and 152.041.

7.  The Property Surplus Manager will contact the Accounting Services Property Manager to remove the vehicle from the inventory system. Fleet Management will notify the Office of Risk Management to remove the vehicle from insurance coverage.

8.  Vehicles may be used for trade-in on new property in accordance with Texas Government Code 2175.903. In addition to all other steps for the disposal of motor vehicles, requests to use vehicles for trade-in credit must also have prior approval from Procurement Services and are subject to requirements set forth in OP 72.15, Purchasing/Leasing Motor Vehicles.

 

OP Categories

01 Chancellor
02 Development
04 Audit Services
10 President
30 Academic and Student Affairs – General
32 Academic Policies – Faculty
34 Academic Policies – Students
36 Academic Programs
40 Equal Opportunity and Affirmative Action
48 Communication Services
52 Information Technology
60 Environmental Health and Safety
61 Facilities Management
62 Financial and Accounting
63 General Services
64 Graduate Programs (Faculty and Students)
65 Research Accounting
66 Libraries
67 Mail Services
68 Communications and Marketing
69 Payroll and Tax Services
70 Human Resources
72 Purchasing, Contracting, and Payables
74 Research
76 Security
77 Student Services and Registrar
78 Traffic and Parking
79 Travel
80 Vehicles