Vehicle Purchases and Disposals

Department Procedures for Purchasing Vehicles

Departments purchasing a vehicle must complete the following steps to ensure the vehicle is properly purchased, registered, inventoried, insured, and documented.

Vehicle Purchasing Procedures

1. Submit the Requisition

   Submit the requisition and obtained quotes to purchasing@wtamu.edu. Use object code 7371.

2. Submit the Receiving Report and Invoice

   Upon delivery or pickup of the vehicle, complete the receiving report on the purchase order and submit it with the invoice to purchasing@wtamu.edu.

3. Register the Vehicle in Department Inventory

   Provide copies of all documentation to the Asset Coordinator for placement on department inventory. Request an Equipment ID Number and Asset Tag Number assignment. Contact: sbrown@wtamu.edu.

4. Obtain the Vehicle Title and Exempt Plates

   Visit the Randall County Tag Office at 501 6th St., Canyon, TX, to obtain the vehicle title and exempt license plates.

   Required documentation:

   • Application for Texas Title and Registration
     • Use WT Box 61001, Canyon, TX 79016 as the address on the form.
   • Application for Texas Exempt License Plates
   • Mileage verification
   • Certificate of Origin
5. Register the Vehicle for State Mileage Reporting

   Provide copies of all documentation to the State Fleet Vehicle Coordinator so the vehicle can be added to the state mileage reporting database. Contact: jwilmeth@wtamu.edu.

6. Request a Vehicle Fuel Card

   Contact Purchasing at purchasing@wtamu.edu. Include the account to be charged, license plate number, and vehicle description.

7. Request Vehicle Insurance Coverage

   Provide the Equipment ID, Asset Tag Number, license plate number, and account to be charged to rcsmith@wtamu.edu, copying zworkman@wtamu.edu.

8. Obtain Required Vehicle Decals

   Take the vehicle to SSC Transportation to have the Equipment ID Number decals applied. These decals are required for vehicles with exempt license plates.

Vehicle Disposal Procedures

Departments disposing of a university vehicle must complete the following steps to transfer the vehicle, close its fuel card, remove insurance coverage, and update inventory records.

1. Complete the Property Transfer Form

   Complete a Property Transfer Form, signed by the Department Head, transferring the vehicle to Surplus.

2. Deliver the Vehicle to Central Supply

   Drop off the vehicle, all sets of keys, and the completed Property Transfer Form at Central Supply.

3. Close the Vehicle Fuel Card

   Return the vehicle fuel card to Purchasing so the card can be closed and the Fleet List updated.

4. Remove Vehicle Insurance Coverage

   Contact Risk & Compliance at Jramos@wtamu.edu or rcsmith@wtamu.edu to have the vehicle removed from insurance coverage.

5. Update Department Inventory

   Send a copy of the Property Transfer Form to the Asset Coordinator at sbrown@wtamu.edu to update department inventory records.