Report all vehicle accidents within 48 hours to DOAS Fleet Management by calling 877-656-7475. 

The staff is trained to assist you by ensuring that the entity is properly represented and that the state vehicle is repaired or replaced in a cost-effective manner.

If the vehicle is totaled and is not covered under the state’s Auto Physical Damage (APD) program, it is the entity’s responsibility to conduct the surplus disposal by entering the disposal request into Asset Works.

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.

Supplier disposal will generally be the disposal method of choice if:

• Vehicle is within 50-mile radius of vendor facility.
• There are no secure storage options at the state location.
• State facility is not open to the public for security reasons.
• Vehicle has been disabled or damaged and storage will add cost to disposal.

1. Entity Responsibilities
   1. Move vehicle to supplier. Entities have the following choices for transporting vehicle to vendor:
      1. Entity may deliver the vehicle(s) to the supplier once Surplus approves and establishes a delivery appointment.
      2. Entity elects to utilize the supplier’s transport company. The contract includes negotiated towing fees, contact Surplus for current entity rates. Vendor bills entity directly for transportation costs.
   2. Entity will remove the license plate and all state markings or stickers.
   3. Entity will send the original, signed title with the vehicle.
      1. The owning entity must print their entity’s name on the Transferor’s (Seller’s) first line. The authorized representative must sign on the Transferor’s (Seller’s) second line.
2. Supplier Responsibilities
   1. Inspect the vehicle and complete any required inspection form.
   2. Remove decals if entity has failed to (this will be billed back to the entity)
   3. Take required photos (See 13.6 for minimum requirements.)
   4. Make available for redistribution to eligible donees
   5. Sell to the public any vehicles not redistributed

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.)

1. The custodian must print their entity’s name on the transferer’s (seller’s) first line. The authorized representative must sign on the transferer’s (seller’s) second line.
2. The purchaser’s information and buyer’s signature are completed when the vehicle is picked up by the donee or the internet customer.
   1. When the vehicle is sold to a company rather than an individual, the purchaser’s legal name must be the company name. In this case, the company representative receiving the vehicle prints their name, followed by the word “for” and the company name. For example, John Public for ABC Auto. 

1. Take the pictures on the lowest density setting for the camera. This is the setting that allows the most pictures to be taken. Software for editing photos (included with your camera) should be loaded onto the PC. In case you cannot find this software, contact your agency computer support for available photo editor options.
   1. Format: .jpg.
   2. File size: maximum of 1MB (600x400 pixels).
   3. Store your pictures in designated folder(s) for easier retrieval.
2. Record picture numbers on the Vehicle Inspection Form. This is an important step that will allow you to quickly identify the desired pictures for uploading. Use the form to make notes about the item as photos are taken.
3. Designate a staging area. This area should allow pictures to be taken without other items in the background. The background should not have activity and should be clear. For example, when taking vehicle pictures, other vehicles should not be in the background. 
4. Any lighting or sun should be behind the camera. Do not let your shadow show in the photo.
5. Required Views: These are the minimum required views. Photos generate interest and bring better sales value. “More is better” when it comes to photos. 
   1. Take one picture from front driver corner and one from the rear passenger corner. These two views should allow a good presentation of the vehicle’s exterior.
   2. Take two interior photos or the front and rear seats (if applicable) with the door(s) open.
   3. Take a picture of engine and any special items you may want to feature.
   4. Any other damage must also be photographed.
   5. Unusual features: Take as many views as necessary to accurately show all aspects of the vehicle.
      1. Take additional interior photos of the back of vans and pickups
      2. Take photos of any attachments, such as ramps, hoists, or other specialized equipment.

Acquisition Guidelines for Agencies

• Vehicle transfers between state entities are approved by DOAS Office of Fleet Management (OFM). See Policy 10 for full instructions.
• Law enforcement pursuit vehicles will not be transferred to any state entity, except where required by law. Local government law enforcement agencies will have priority for all pursuit vehicles.
• The service charge to local governments and nonprofits for vehicles and light-duty pickups will generally be determined to be 35 percent of the published Kelly Blue Book retail vehicle value (adjusted for mileage and condition). Vehicle condition, type and availability may affect this pricing.
• Vehicles may be placed on “Hold” for five business days for local governments and nonprofit organizations to review for redistribution. State entities must submit a vehicle request to OFM for the vehicle on file and the hold will remain in place for as long as necessary to obtain authorization.
• Vehicle requests must meet the needs of the donee organization as established in their eligibility determination. Special purpose vehicle transfers will be restricted to agencies whose mission meets the purpose for which the vehicle was intended.
• Depending on model availability, Surplus may authorize the usage of special use vehicles to donee agencies rather than selling at auction.
• DOT heavy equipment redistribution values are determined by averaging the sale prices of all like vehicles in the inventory history and the current market value. This price is not negotiable. If there are extenuating conditions, only Surplus may change the price.
• DOAS Surplus reserves the right to deny any transaction at its discretion.
• No vehicle more than 15 years old (counted as the difference between the model year and the current year) may be made available for purchase or transfer
• No vehicle with a broken or rolled over odometer may be made available for purchase or transfer, unless: 
  • Mileage can be established by OFM records
  • The vehicle is non-road worthy and will be used by a technical school or public safety training center for educational purposes
  • The vehicle is a historical vehicle and will be used for display or public relations