PTS: Fleet Services

Purchasing & Disposal

Purchasing a vehicle for the University is only allowed on a one-for-one basis as mandated by the State of Texas Vehicle Fleet Management Plan and the University of Texas Vehicle Fleet Management Plan.

In addition to the procedures below, Fleet Services should be notified of any inter-department transfers or disposals.

Disposal of University property is handled through the Facilities Services Surplus Property section. Questions regarding the disposal process should be directed to Surplus Property at 471-6724. Surplus Property auctions are held twice each year in April and October.

Procedure for Requesting a new vehicle

Fill out the vehicle purchase request form (pdf), print it out and obtain all the necessary signatures. Forward a copy to Fleet Management Services (Campus Mail D3000) and contact Purchasing to develop the vehicle specifications and begin the bid process.

Texas Comptroller of Public Accounts contracts

Texas Purchasing and Support Services division (TPASS)

TPASS Specifications Library:

070-AT-2007/2008 (pdf) 2007/2008 Model Automobiles and Trucks

Addendum No. 1 - 2007/2008 (pdf)

TPASS Term Contracts:

TPASS TXMAS Contracts:
The TXMAS section includes off-road vehicles (alternatives to traditional vehicles) and vehicle leasing

Global Electric Motorcars (GEM cars) are available on the TERM contract for Automobiles under series 330ATL.

Vehicle Leasing - Acme Auto Leasing

Vehicle Receipt and Make-Ready Procedure

All University vehicles are delivered to the Manor Road Automotive Shop with the following exceptions:

Marine Science Institute,
McDonald Observatory, and
UT System Administration vehicles including System PD.

Fleet Maintenance will prepare your vehicle for billing and assign it a UT fuel access key as well as applying statutory vehicle signage. This process is called Make-Ready. When the license plates arrive, we can then order a COMDATA card upon request. This process takes about a week.

Inventory Number

Once the new vehicle has been put in service, your department must notify Fleet Services of the assigned Inventory number for the new vehicle.

Disposal

Property > $10,000 with a depreciated value > $0
- Disposal of University property valued greater than $10,000.00 that has not reached the end of its useful life must be approved by the Office of Accounting by means of a memo directed to Amy Barnard, Associate Director. Along with this memo must be attached the Request for Transfer of Equipment form (pdf).
Property < $10,000 AND property > $10,000 with a depreciated value of $0
- Disposal of University property valued less than $10,000.00 and property valued greater than $10,000.00 with a depreciated value of $0.00 should be transferred to Surplus Property using the CCART System. If you cannot use the CCART Web site, contact Inventory Services.

Inventory Services can be contacted at 471-3838.

Inter-Department Transfers

Use an CCART Item Entry

Services Navigation