501: Vehicles

Property Management Policy & Procedure Manual
Section 500: Vehicles
Effective: 05/27/2003
Revised: 05/05/2013

The Oregon State Legislature has mandated an annual fleet review to document the utilization of all government owned vehicles.  Oregon State University must also report this information to the OSU Department of Administrative Services (DAS) Risk Management Division for insurance purposes.  All state-owned vehicles licensed for road use, regardless of value, are capitalized and added to the Fixed Asset Inventory.  Accurate record keeping facilitates the production of these mandated reports.

Departmental purchases of vehicles must be made in accord with PaCS policy 301-007 Vehicle Purchase and Leasing.

Donated Vehicles

Vehicles received as gifts must also be added to inventory.  Follow the procedures outlined in PRO 207: Gifts to properly acknowledge the Gift and add it to inventory.  The OSU Foundation’s policy on donated vehicles requires the vehicle's value to be verified using a blue-book search.  The lesser of the donor’s value or the blue-book value will be used as the inventory value. 

Asset Information

See PRO-Ex1: Creating an Asset Record from a Banner Invoice for information required for the asset record.  In addition to the regular information required for equipment, the ‘E’ license plate number is also required for the Fixed Asset Record for vehicles.   See  PRO 1002: Inventory Records Maintenance for record management requirements for vehicles. 

Title Requirements

Departments can register and title a vehicle, but may wish to have Motor Pool manage this process.  All OSU vehicles must have State of Oregon license plates.  Vehicles for on-road use must have an "E" plate, which has an "E" as the first letter in the license plate.  Vehicles for off-road use must have a "N" plate, which has an  "N" as the first letter in the license plate.

Once a title is received, the title should be scanned and sent to Property Management so an asset number can be referenced on the title and confirmation can be made that the vehicle is on OSU inventory.

Payments processed on the FIS Banner system should use account code 40104 for general funds and A8012 for Service Centers or Auxiliaries.  See PRO 202: Equipment Purchases for the procedure for vehicle acquisitions. 

Vehicle Purchases via OSU Foundation (OSUF) or Ag Research Foundation (ARF) funds and Not Processed Through Banner

Complete and submit a Fixed Asset Data Entry (FADE) form to Property Management.  A copy of the OSUF Check Request form and invoice should accompany the form.  FADE forms may be obtained from the Inventory Control website. See PRO-Ex3: Fixed Asset Data Entry (FADE) for instructions and a sample FADE form.

Additional Information

See the Motor Pool web site for additional information on basic vehicle rules and regulations.

See the Vehicle Incident Prevention Project (VIPP) Toolkit on the State of Oregon Risk Management Web page.