Applies when a department is purchasing a vehicle for university business.

When purchasing a vehicle, the department has two purchasing options:

• Option A: Buy a vehicle
  • The department needs to obtain and attach three dealership quotes to the requisition
  • The department must provide the delivery date
• Option B: Lease a vehicle
  • When departments want to spread out the payments into multiple equal payments normally 36 to 60 months
  • When lease payments apply, your Supply Chain Management buyer will work with the supplier’s in-house financing or will seek financing with a UCOP approved lessor

• Three quotes need to be obtained and attached to the requisition.
• Attach all necessary documents per instructions on the Capital Equipment Form
• A four-digit inventorial Custody Code must be provided on the requisition. If you do not know your Custody Code, inquire with your department’s designated Asset Custodian.
• Delivery Date – Engage early with your buyer since vehicle purchase may take a longer lead time if the vehicle is specifically made to UC specifications
• Dealership contract must be signed by Supply Chain Management (not by department)
• Need recipient or receiver of the vehicle when it is delivered, the name of a departmental person who is authorized to receive the vehicle on behalf of the University upon delivery.

Capital Equipment Form

BFB-Bus-8: Acquisition and Disposition of University Vehicles