Overview
Guidance on purchasing a vehicle for work-related use at UCSF.
Vehicle Purchase policy guidance
When acquiring vehicles for University business, departments have an option to buy or lease. Vehicles are considered capital equipment. Departments should work closely with their Supply Chain Management buyer on the purchase to ensure that all purchase requirements are met.
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
Things I need to know or do
- 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.
BearBuy Form to Use