Vehicle Acquisitions

All University vehicles are registered as exempt vehicles, and carry no annual registration fees.  There is a one-time registration fee - see recharge rates.

Registration cards are continuously valid.

Examples of Vehicles:

  • Cars
  • Vans
  • Trucks
  • Buses
  • Street legal golf carts

All vehicle acquisitions (purchases, gifts, and leases or rentals of more than 90 days) require the prior written approval of Fleet Services. For more information, please refer to the vehicle acquisition process website.

How to Buy a Vehicle

  1. Use the following Form in BearBUY: “Non-Catalog Form.”
  2. All vehicles / assets ≥$5,000 need to use the BFS account 54210 to track the inventory in BETS.
  3. On occasion, Dealer may need the Buyer’s delegation letter to ensure they are approved for the amount of the purchase.
  4. The department should attach the following Required PO Documents to the Form as directed in BearBUY:
    1. Proof of Price Reasonableness & Source Justification - Federally funded orders need to have a written source justification and price comparison quotes.
    2. The approved Fleet Review form (or email from Eric Anglim, Property Management Director) to the requisition.
    3. If you are purchasing a vehicle (with prior approval of Fleet Services) and the supplier's quote or invoice includes registration fees, please take the following actions:
      1. Remind the Supplier that they are NOT authorized to register the vehicle on behalf of the University.
      2. Inform the Supplier that "Customer Demands Title", and instruct them to forward all title and transfer documents to Fleet Services, 3200 Regatta Blvd Suite E, Richmond, CA 94804.
      3. Instruct the Supplier to issue a corrected quote or invoice.

5. All vehicles under 8,500 lbs GVWR must comply with EPAct regulations (see Federal Regulations section).

Required documents from the Supplier:

  1. Conflict of Interest
  2. Dealer Sales Contract
  3. Buyer to issue PO (dispatch to manual) before contract is signed and send a copy to Fleet Services.
  4. Buyer to sign the Dealers sales contract.  The signed contract should be attached to the PO in BearBUY.  Fleet Services does not need a copy of the contract.
  5. The Dealer’s DMV Coordinator should complete and send the Original title and transfer paperwork to Fleet Services:
    1. Attention to Eric Anglim, 3200 Regatta Blvd. Ste. E, Richmond, CA 94804.
    2. If the documents happen to arrive with the vehicle, please contact Fleet Services.
    3. Important: No power of attorney is assigned by the university to the dealer.

Receiving the Vehicle

The campus end user signs and accepts the vehicle when delivered.  Please note the only document that should be signed is the delivery receipt, which can also be added to the PO in BearBUY for reference.

Paying for Vehicle Registration Fees

For vehicle registration in California, Fleet Services will handle registration.

You may use BearBUY to pay for vehicle registration fees for vehicles registered in jurisdictions other than California.

  1. Use the following Form in BearBuy: “Payment Request Form.”
  2. Attach a copy of the statement from the relevant motor vehicle agency identifying the vehicle and showing the fees due.

Car Rentals

  1. For frequent use, see the Campus Vehicle Rental Program under Fleet Services in the Property Management section. 
  2. You may also visit the Connexxus portal to book a car rental with the discounted rates for Hertz, National, and Enterprise. A personal credit card or corporate card must be used to rent a car. The cost cannot be charged to the department. Once you pay for the rental and use the car, you will need to file a travel reimbursement request.

For additional information on booking and paying for car rentals, please see the Controller's Office Travel Services page.