Vehicle Procurement

Vehicle Purchasing

Fleet Services facilitates the purchase of all university-owned vehicles and is available to help you find the best options for your department. To begin the procurement process, we invite you to complete our online university purchase request form.

• University Vehicle Purchase Request Form
• University Golf Car Purchase Request Form

Vehicle License & Insurance

All purchased vehicles will be sent to Garage Services and will be licensed and titled to the State of Arizona. All university-owned vehicles, golf carts, and trailers must have a government license plate.

Property Management will bill the annual cost of the required state liability insurance directly to each department's designated account. Insurance premiums are usually billed in November or December, and the actual cost of the insurance varies from year to year.

Vehicle Maintenance Reporting

All procured vehicles must follow the routine maintenance schedules set and scheduled by Fleet Services. All maintenance and repairs will be entered into a fleet management system which will track and record each vehicle’s life cycle. It is the responsibility of departments to have necessary repairs performed on any university vehicle (including golf carts). Garage Services will either perform maintenance services or outsource through a contracted vendor. If for any reason a university contracted vendor is not available, services may be provided by a non-licensed ASE-certified vendor or university professional and invoices and any other repair documentation and information must be submitted through the non-contracted vendor maintenance and repair form.

Vehicle Retirement

Fleet Services will determine when a vehicle has reached the end of its life cycle based on mileage, age, and maintenance records and vehicle replacement schedules. Fleet Services will notify departments when a vehicle needs to be replaced and will manage vehicle disposal to help ensure consistent vehicle end-of-life processing.