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July 1, 1992
I. REFERENCES
A. State of California Motor Vehicles Code: Sections 4001, 4115, 4454,
4456, 5600, 5900, 9103, 11520, 12804.10, 27156.
B. State of California Health and Safety Code Chapter 5, Part 5,
Division 26.
C. Department of Motor Vehicle Manual Section 4.005.
D. State of California Civil Code Section 2985.8.
E. University Policy Concerning Executive Automobiles, April 14, 1988.
II. PURPOSE
This bulletin sets forth the guidelines for the registration and
licensing of University-owned vehicles, the management of vehicle
records, the execution of registration and ownership documents, and the
acquisition and disposition of license plates.
III. DEFINITIONS
A. Campus Address is the address which shall appear on the ownership
and registration documents for all vehicles owned by that campus.
B. Campus Representative is the person(s) to whom the Chancellor has
assigned the responsibility and authority to execute registration
documents and obtain and dispose of license plates, and who
represents the campus in its relations with the Department of
Motor Vehicles.
C. DMV is the acronym for the Department of Motor Vehicles and is used
herein to indicate both the Sacramento Office and local offices.
When correspondence should be sent to the Sacramento office
concerning registration, it should be addressed to:
Department of Motor Vehicles
Division of Registration
Sacramento, California 95806
Attention: Unit 25
The address for the local DMV office can be obtained from the
telephone book.
D. Proof of Insurance shall be a notice that the University is
self-insured, and it shall be carried in the vehicle at all times,
if required by State or Federal law.
E. Univ. of Calif. is the abbreviation used by the DMV to identify
University-owned vehicles and it must be entered in the space titled
Registered Owner on DMV form REG. 217 (Application for Exempt
Registration).
F. Vehicles Exempt from Registration include any vehicles considered to
be "implements of husbandry" which are utilized exclusively for
agricultural operations and only incidentally are operated or moved over
a highway.
G. Vehicles Subject to Registration include passenger cars, trucks,
trailers, semi-trailers, tractors, motor scooters, buses,
fork-lifts, and any other vehicles designed primarily for the
transportation and/or handling of materials, personnel, or
property and which are operated on a highway for a distance
greater than one-quarter mile, and/or which require registration
under State of California or Federal law.
IV. PROCEDURE
A. Designation of Campus Representatives
Annually, the Senior Vice President-Administration or his/her
designee shall request a list of names and campus addresses of the
Campus Representatives. This information will be combined with the
information from all campuses and submitted to the DMV.
B. Documentation Required for Purchase or Lease
1. All vehicle purchase orders shall specify the documents which
must be provided by the vendor to effect registration of the
vehicle(s). Those documents shall reflect the following
ownership data:
Univ of Calif.
(Campus address)
and shall be submitted to the Campus Representative for
processing.
2. Required documents include the following:
(a) If the vendor is a licensed California dealer
(1) Dealer's Report of Sale (DMV form REG. 397); and
BUS-19 Revised
(2) Certificate of Compliance (Consumer Affairs Form).
This form is not required if Dealer's Report of Sale
for new vehicles is signed on the reverse side.
(b) If the vendor is NOT a licensed California dealer:
(1) Manufacturer's Certificate of Origin, or Bill of Sale
(DMV form REG. 135) from the manufacturer to the
vendor;
(2) Dealer's Report of Sale (DMV form REG. 397) from the
vendor to the University; and
(3) Certificate of Compliance (Consumer Affairs Form).
(c) If the vehicle is used and has been licensed previously:
(1) Properly endorsed Certificate of Ownership;
(2) Current Registration Card;
(3) Certificate of Compliance (Consumer Affairs Form) if
the vehicle requires an air pollution control device;
(4) Weight Certificate, if required;
(5) Report of Sale Used Vehicle (DMV form REG. 51); and
(6) Statement of Facts (DMV form REG. 256).
(d) If the vehicle is acquired from or through the State
Educational Agency (SEA) for Surplus Property, the Agency
shall provide:
(1) United States Government Certificate of Release of
Motor Vehicle; and
(2) Bill of Sale (DMV form No. 210), from SEA to the
University.
(e) If the vehicle is leased the lessor shall be the
registered owner.
(f) If the vehicle is leased with an option to purchase, the
lessor shall be the registered owner until title has
transferred to the University at which time the vehicle
shall be registered to the University in accordance with
these guidelines.
(g) Upon receipt of any vehicle, all serial numbers on the
associated documents shall be verified to ensure complete
agreement with those on the vehicle. Vehicles obtained as
gifts or from the sources indicated in paragraphs (b) and
(d) above will require a physical inspection which
may be performed by a DMV representative, a California
Highway Patrol officer, a local police officer, a campus
police officer, or authorized Fleet Services personnel.
The inspector will complete and sign Verification of
Vehicle Form (DMV Form REG. 31).
C. Processing Documents
The Campus Representative shall process promptly all necessary
documents and shall complete and sign the Application for Exempt
Registration (DMV Form REG. 217) and the Purchaser's Certification
section of the Dealer's Report of Sale.
Approximately one to two months are required for the DMV to deliver
the ownership and registration documents and the metal plates to
the campus. If the vehicle is to be operated in the interim, the
Paper Plate Copy of the Dealer's Report of Sale (DMV Form REG.
396) shall be used to represent the license plate and
registration. The appropriate proof of insurance document also
must be placed inside the vehicle. When there is a valid reason
for urgency, delivery time of the documents and plates
can be accelerated by forwarding the application documents to the
DMV, Sacramento, with a request for special handling.
D. Action to be Taken Upon Receipt of Documents and Plates
Upon receipt of the documents and plates from the DMV, the Campus
Representative shall verify all details of those documents and the
license plate numbers to ensure accuracy and completeness. The
plates shall be mounted on the appropriate vehicle and a copy of
the Registration Card and proof of insurance document shall be
placed inside the vehicle. The Registration Card and Certificate
of Ownership shall be retained by the Campus Representative for
safekeeping and audit purposes. When all aspects of the
registration process have been completed, the Campus Representative
shall provide the Inventory/Equipment Management and Accounting
Offices with all pertinent information concerning each vehicle.
E. University Identification Numbers
The campus shall assign each vehicle an individual identification
number, which shall become part of the property number used for
inventory purposes.
F. Licensing of Used Vehicles
1. The "Diamond E" plates on a vehicle acquired from a State agency
shall be left on the vehicle, and the agency shall furnish a
Permit to Transfer State-Owned Vehicle.
2. Exempt plates other than Diamond E plates, which may be on a
vehicle acquired from a city or a county agency, shall be
removed from the vehicle and surrendered to the local DMV
office, at which time a receipt for the plates and an emergency
operating permit to facilitate use of the vehicle shall be
obtained and affixed on the vehicle.
3. Non-exempt or regular fee plates shall be removed and
surrendered to the local DMV office, at which time a receipt
for the plates and an emergency operating permit to facilitate
use of the vehicle shall be obtained and affixed on the vehicle.
G. Disposal of Vehicles by Sale
1. A physical inspection of the vehicle shall be conducted to
ensure that the vehicle serial number and the license plate
number agree with the number indicated on the Registration Card
and the Certificate of Ownership. This inspection shall be
conducted PRIOR to releasing either the vehicle or the
associated documents to the buyer.
2. Unless the vehicle has been purchased by another state agency,
the exempt license plates shall be removed and surrendered to
the local DMV office, and two copies of a receipt for the
plates shall be obtained. In some locations the DMV may not
issue separate receipts when several plates are being
surrendered at one time. In that instance, the campus should
prepare a listing of all license numbers being surrendered and
should request DMV personnel to sign the list.
3. The Certificate of Ownership shall be completed by the Campus
Representative.
4. The buyer shall be provided with the documents indicated below
at the time he/she takes possession of the vehicle:
a. One copy of the receipt for exempt license plates;
b. The endorsed Certificate of Ownership;
c. The most recent Registration Card issued to the University
of California; and
d. A Vehicle Inspection Report provided by the University of
California.
5. The Campus Representative shall complete a Notice of Release of
Liability (DMV Form REG. 138) and forward it to the DMV,
Sacramento.
H. Disposal of Vehicles by Dismantling
1. When the condition of a vehicle precludes its sale as a unit of
equipment, it may be dismantled and the component parts either
sold or retained for use as replacement parts. If dismantling
is selected as the method of disposal, no action shall be taken
to cancel the registration of the vehicle until it has been
determined that there is NO possibility of the vehicle
retaining its identity or having its identity restored at
some future time. A canceled registration CANNOT be reinstated.
2. The exempt license plates shall be removed and surrendered to
the local DMV office, and a receipt shall be obtained.
3. The Certificate of Ownership and the Registration Card shall be
forwarded to the DMV, Sacramento, as attachments to a letter
setting forth the reasons for dismantling the vehicle. (Refer
to Motor Vehicle Code, Sections 5600, 5900, and 11520.)
I. Records
1. The Campus Representative shall establish and maintain such
records as are required for campus use. For each vehicle in
the campus fleet these records shall include date, source, and
cost of acquisition; condition at the time of delivery and
whether new or used; and a list of special equipment, if
appropriate.
2. The campus Inventory/Equipment Management and Accounting offices
shall be advised by the Fleet Manager or Campus Representative
of the pertinent details concerning vehicles which are sold or
dismantled. Appropriate records shall be adjusted to reflect
the date and method of disposal.
V. CHANCELLOR'S RESPONSIBILITIES
1. Obtaining and processing, in accordance with provisions of the State
of California Motor Vehicle Code, the documents required to establish
ownership and effect registration for any vehicle the campus acquires.
2. Establishing, maintaining, processing, and/or controlling such
registration and licensing records, documents, and license plates as
may be associated with the acquisition and disposal of University
vehicles.
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