13.4 Vehicle Disposal: On-Site Disposal Option

On-site disposal will generally be the disposal method of choice if:

• Transportation costs exceed the vehicle’s FMV.
• Secured storage is available.
• Entity has other compelling reason not to transport to vendor.
• Have staff available for customer inspection at designated times.

1. Entity Responsibilities
   1. Custodian entity enters the Transaction Request in Asset Works (one vehicle per Transaction Request), selects 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. Completed Vehicle Inspection Form
      6. Market quality photos of the vehicle (See 13.6 Vehicle Photo Requirements for guidance.)
      7. A copy of the front and back of the title (Note: The title must be in the custodian entity’s name.)
      8. Original title must be available and transferred with the vehicle.
      9. The purchaser’s information and buyer’s signature are left blank until the vehicle is sold or redistributed. This information is completed when the vehicle is picked up by the donee or the internet customer.
      10. Do not sign the title over to DOAS Surplus.
2. Entity manager approves transaction.
3. Surplus receives the request.
4. Custodian verifies that the keys for the vehicle are available.
5. Custodian removes:
   1. License plate
   2. Entity decals (Please do not spray paint over the decals. This is the number one customer complaint about surplus vehicles. A hair dryer or heat gun will loosen most decals for easy removal.)
6. Once a bill of sale or paid invoice from Surplus is provided, the Custodian will:
   1. Sign the title over to the buyer.
   2. Give the keys to the customer. 

Note: The bill of sale will be the custodian’s authorization to remove the vehicle from their inventory records. If someone other than the buyer listed on the bill of sale picks up a vehicle, they must have a power of attorney executed by the buyer in addition to the bill of sale. (Please see Power of Attorney Usage - Motor Vehicle on the Department of Revenue website for more information regarding power of attorney in these instances.)