Departmental Vehicles
Purchasing a Vehicle
The acquisition of university fleet vehicles involves three departments: the requesting campus department, Transportation Services (TS) and the Procurement Service Center.
- To request a vehicle, the department completes a Vehicle Request form with a signature and the appropriate speedtypes for purchase and future maintenance. Special equipment requests can be included on the form.
- Please work with the Office of Contracts and Grants (OCG) for approval if using a sponsored funds (fund 30,31 or 12 speedtype) to pay for a new vehicle.
- The Fleet Manager works with the Shop Supervisor to provide advice on mechanical specifications and cost estimates using State of Colorado vehicle price agreements.
- The Fleet Manager reviews the specifications, identifies the name of supplier, and verifies the contracted price, terms and delivery.
- The Fleet Manager provides the final quote to the requesting department for approval before submitting a requisition to Procurement Service Center for a purchase order to buy the vehicle.
- At the time of delivery, TS inspects the vehicle to ensure that specifications are met and everything is in working order.
- TS applies a university logo to the vehicle, obtains the title, registration, license plates and fuel card where applicable.
- The Property Accounting Office within the Campus Controller’s Office will process and assign the CU Property Tag to fleet vehicles over $5,000.
Question | Why It Matters | Key Considerations | Potential Requirements / Actions |
Does the vehicle have a VIN? | VIN is typically required for registration and license plates. | • VIN present? • Can it be plated? • Will it be operated on public roads? | • Vehicles with VINs may be eligible for DMV registration. • Vehicles without VINs are generally not public road legal. • Departments purchasing vehicles without VINs must work directly with the manufacturer/vendor. Transportation Services does not manage unplated MOVs. |
What is the Gross Vehicle Weight Rating (GVWR) or Gross Combined Vehicle Weight Rating (GCWR)? | Weight ratings determine regulatory obligations. | • Vehicle GVWR? • Combined vehicle/trailer GCWR? | 10,001+ lbs: CMV requirements may apply. 26,001+ lbs: CDL requirements may apply. May require DOT annual inspections, Driver Qualification Files, DOT medical cards, maintenance records, and driver training. |
Does the vehicle require a USDOT number? | CMVs used on university business must display CU's USDOT number. | • Is GVWR/GCWR 10,001+ lbs? • Owned, leased, rented, or borrowed? | • Display CU USDOT #364146. • Obtain magnetic placards from Transportation Services. |
How many passengers will it carry? | Passenger capacity can trigger CDL requirements. | • Designed seating capacity? | • 15-passenger vehicle: typically, no CDL. • 16+ occupants (including driver): CDL may be required. • Additional training and insurance considerations may apply. |
Will it operate on public roads? | Impacts registration, insurance, and equipment requirements. | • Street legal? • Registration required? • Campus only or public roads? | • Registration and plating may be required. • Additional compliance obligations may apply. |
Who will drive it? | Driver qualifications should be determined before purchase. | • All drivers must be pre-authorized in order to operate University vehicles. | Depending on the type of vehicle or combination, authorized drivers may require: • CDL • DOT medical certificate • DQF • Specific safety training |
Will this vehicle tow a trailer? | Trailer combinations can change vehicle classification. | • What is your towing vehicle? • Trailer GVWR? • Combined GCWR? | • May trigger CMV or CDL thresholds. • Verify towing capacity and GCWR. |
Does the vehicle exceed 10,001 lbs GVWR/GCWR? | This is a key FMCSA threshold. | Weight at or above 10,001 lbs. | May require: • DOT annual inspections • DQFs • DOT medical cards • Pre/post-trip inspections • Maintenance documentation |
Does the vehicle exceed 26,001 lbs GVWR/GCWR? | This is a key CDL threshold. | Weight at or above 26,001 lbs. | May require: • CDL drivers • Drug & alcohol testing program • CDL training and licensing • Increased compliance oversight • DOT annual inspections • DQFs • DOT medical cards • Pre/post-trip inspections • Maintenance documentation |
Who is responsible for maintenance and compliance? | Compliance responsibility remains with the department. | Long-term ownership costs and obligations. | Departments are responsible for: • Maintenance & repairs • Inspections • Regulatory compliance • Safe operation |
Where will the vehicle be parked? | Purchasing a vehicle does not guarantee parking. | • Storage location? • Campus parking needs? | Departments should coordinate with Parking Services before purchase and develop a parking/storage plan. |
Is charging infrastructure available? (EVs) | Charging may require additional investment. | • Available chargers? • Installation needs? | Determine responsibility for charging infrastructure, installation costs, and maintenance. |
Can it safely access campus locations? | Vehicle size may limit access. | • Travel routes • Loading zones • Height/width restrictions | Confirm vehicle can safely access intended work and parking locations. |
Is it a Golf Cart, LSV, GEM, Kubota, or Utility Vehicle? | These vehicles often have unique regulations. Check Campus Use of University Facilities (CUUF) Procedures | Compliance, Ethics and Policy | University of Colorado Boulder | • Does it have a 17-digit VIN or Serial Number? Can it be registered / plated by DMV? | • Most golf carts cannot be plated. Transportation Services does not manage unplated MOVs. |
Is it a rental vehicle? | Rental vehicles may still trigger University compliance requirements if used on CU business. | • Vehicle type? • Weight rating? • Intended use? | Consult Procurement Service Center (PSC) before renting. Rental CMVs may still require DOT compliance.Vehicle Rental | University of Colorado |
Questions?
- Fleet/Garage: garage@colorado.edu
- Safety & Compliance: transposafety@colorado.edu
- Transportation Services: 3100 Marine St.
Transfer of vehicles requires proper authorization from the department heads of both the transferring and the receiving departments. Equipment is not to be transferred between departments without the knowledge of the property accounting office, the fleet manager, and the respective departmental property managers involved.
To Transfer a Vehicle
- The department disposing of the vehicle and the department receiving the vehicle coordinate to fill out the Transfer of Equipment (Department Vehicle) form. Once filled out and signed, this document should be emailed to the Fleet Manager in Transportation Services (TS) and also to the Property Accounting Office.
- The receiving department must also fill out the Vehicle Request form. It must include the department head's authorized signature and the proper speedtypes for the initial purchase and for future maintenance.
- Please contact the Property Accounting Office before processing any transfer of payment for fleet vehicles.
A vehicle being retired from service must be released by its department to Transportation Services (TS). When retiring a vehicle to TS:
Boulder Campus Vehicles
- Submit a property surplus transfer for the vehicle in AssetWorks ReCoup (any department member can create the surplus transfer, but only the Departmental Property Manager can submit the surplus transfer for approval).
- Get emissions testing done before the vehicle is picked up.
- Include the license plate number in the ReCoup transfer notes.
- Once the transfer is fully approved and testing is complete, contact Transportation with the ReCoup transfer number to arrange for the vehicle to be moved to Transportation for processing.
Denver/Anschutz Campus Vehicles
- Denver/Anschutz campus departments should complete a CU Denver/Anschutz Capital Equipment Disposal Form and get pre-approval from their respective Controller's Office.
- The department should remove any special equipment that has been installed. The returning department may schedule the removal of such equipment by Transportation Services and is responsible for any associated costs.
- An emissions test is required one week prior to turn-in.
- Remove trash and personal items from the vehicle.
- The gas credit card, registration, vehicle packet and all sets of keys must be submitted to TS.
- Transportation Services sends the vehicle to auction to be sold. Proceeds that exceed the cost of disposal shall be credited to the department that funded the vehicle.
Data Reporting
All departments must report fleet vehicle mileage to Transportation Services by the 20th of each month. This information is used to inform departments when their vehicles require servicing. Accurate and timely reporting is important.
Insurance
University Risk Management oversees the insurance program for the university fleet. Departments are responsible for funding insurance costs associated with vehicles under their control. All vehicles titled to the University of Colorado or for which the university is responsible must be covered by university insurance unless an exception has been approved by University Risk Management.
Transportation Services distributes proof of insurance cards for fleet vehicles. If your vehicle is missing one, please stop by the Transportation Services' office at 3100 Marine Street, ARCE building, Room #A251, Boulder, CO 80309, or call 303-492-7152 to arrange for a card to be sent to you.