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Policy and Procedure for Purchasing or Leasing Motor Vehicles

PPD-0408

In order to assure that the acquisition of a motor vehicle does not overly tax the ability of the Virginia Institute of Marine Science (VIMS) to maintain its vehicles and to verify that the necessary and appropriate filings of ownership, insurance, operational responsibility, etc. have been completed, no new or used automobile, van, truck, or other motor vehicle may be acquired by purchase or gift or leased without the express approval of the Department or Center Head of the person requesting the acquisition, the Executive Director of Facilities Management, and the Chief Financial Officer.  This policy applies without regard to the source of funds (institutional, grant or contract, private) to be used for the purchase or lease and pertains equally to acquiring a vehicle to replace an existing vehicle as to obtaining an additional vehicle.

A written request for approval to purchase or lease a motor vehicle shall be submitted to the Department of Facilities Management or the Office of Finance.  This request and approval to purchase or lease is in addition to the routine purchase requests and other authorizations to expend VIMS funds.

In addition to providing satisfactory justification for the acquisition, it will be necessary to make arrangements with the Executive Director of Facilities Management concerning responsibility for maintenance, status of use (reserved to the acquiring department, general motor pool, etc.) before approval to purchase or lease may be granted.