Frequently Asked Property Questions - Vehicles

IMPORTANT NOTE: Do not drive newly acquired vehicles until the vehicle has been added to the departmental inventory as it will not yet have insurance coverage or a gas key. Do not take any paperwork to the Department of Motor Vehicles (DMV). Two Property Accounting Services employees are registered with the DMV and authorized to sign these documents. The DMV will reject any other signatures on the paperwork.

1. What does my department need to do when purchasing a new vehicle?

2. What does my department need to do when purchasing a used vehicle?

3. How does my department dispose of a vehicle?

1. What does my department need to do when purchasing a new vehicle?

1. Send a copy (not the original) of the Manufacture Certificate of Origin (MCO), a copy of the purchase order (PO), and a copy of the dealer’s invoice to Accounts Payable in order to purchase the vehicle. Usually the MCO is a small piece of paper that is brown/beige in color.

2. Send the original MCO, a copy of the PO, an original Department of Motor Vehicles (DMV) Form 82020 - Application for Title (usually provided by the dealer), the original dealer invoice, any other paperwork the dealer provides, and an original Payment Request Form (PA-4) in the amount of $52.85 to Property Accounting Services (PAS). The payee on the Payment Request Form should be Department of Highway Safety and Motor Vehicles. Do not send these documents through Campus Mail.

3. A representative from PAS will go to the DMV to register and obtain the title to your new vehicle. PAS will contact you when the vehicle’s license plate and paperwork are ready for pickup. Property Accounting Services will not mail license plates. PAS will also obtain insurance, a parking decal, and a gas key for the vehicle.

4. Affix the new license plate to the vehicle and then put the registration and other paperwork provided by PAS in the glove box of the vehicle. All vehicles are required by Florida law to provide these documents if stopped by a law enforcement officer.

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2. What does my department need to do when purchasing a used vehicle?

1. Assure that the individual or dealer selling the vehicle signs the title as the seller. Do not sign in the field as the buyer. Only an authorized employee from Property Accounting Services can sign in this field.

2. Send a copy (not the original) of the vehicle title along with the purchase order (PO) to Accounts Payable so that a check can be issued to the seller.

3. Bring the original title and the bill of sale from an individual seller or the paperwork from the dealership stating the purchase price, make and model, VIN# and mileage to Property Accounting Services (PAS). Do not send this information through Campus Mail.

4. Fill out an Application for Title from the DMV.

5. Send an original signed Payment Request Form (PA-4) to PAS in the amount of $52.85 for title and registration fees. The Payee is Department of Highway Safety and Motor Vehicles. You will be contacted to send someone to Property Accounting Services to pick up the license plate and a copy of all paperwork. PAS will not mail license plates. PAS will also obtain insurance, a parking decal, and a gas key for the vehicle.

6. Affix the new license plate to the vehicle, and then put the registration and other paperwork provided by PAS in the glove box of the vehicle. All vehicles are required by Florida law to provide these documents if stopped by a law enforcement officer.

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3. How does my department dispose of a vehicle?

You may dispose of a vehicle in one of two ways:

1. Surplus it using the Property Change Form (PC213).

2. Use your current vehicle as trade-in on a new vehicle. When the vehicle is turned over to the dealership for trade-in, ensure that the trade-in allowance is what the vehicle is worth.

After the new vehicle is purchased and the old one is released to the dealer, remove the state license plate and return it to Property Accounting Services. When all the proper paperwork is processed, Property Accounting Service will release the signed original title to your department, so it can be delivered to the dealer.

Your department must fill out an Accountability Release Form (AR 212) to remove the old vehicle from your department’s inventory. Fill out the AR 212 form completely and check box “e” trade-in. In section 2, state that the vehicle was traded in and the amount you received as trade-in allowance for the vehicle and the reason for the trade-in. In section 5, provide all of the property information (FSU#, description, VIN#, acquisition cost, and acquisition date). Obtain the two signatures in section 7. Forward the original documentation to Property Accounting Services, MC2393.

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