13.2 How to Complete a Surplus Vehicle Transaction

The general process consists of the following steps:

  1. Custodian entity enters the Transaction Request in Asset Works, selecting T under the method. The listing must contain:
    1. Vehicle Description (Make, Model, Year)
    2. Vehicle Identification Number (VIN)
    3. Mileage
    4. General Condition (Excellent, Good, Fair, Poor)
    5. Copy of front and back of original title as an attachment.
  2. Entity manager approves transaction.
  3. Surplus receives the request.
  4. Surplus staff will determine the disposal method that best meets the state’s needs, including redistribution or public sale. The transportation costs will be established as part of this decision.
  5. Office of Fleet Management (OFM) will move or remove the asset record in VITAL when a vehicle is transferred or sold
  6. Entity releases the vehicle, title, and keys to the new owner upon transfer to the donee or public buyer sale.
  7. Custodian removes from entity inventory property records.