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Financial Affairs

Vehicle Surplus

The Surplus Property Department oversees the disposal of vehicles that are no longer needed or have become obsolete. If you need to dispose of a vehicle, refer to the Surplus Property financial guideline regarding the disposal of university property.

Sale of Vehicles

Vehicles may only be sold to non-UTSA organizations or individuals through an online or public auction conducted by Surplus Property. UTSA retains all sales proceeds to support operations.

Since UTSA vehicles are capital assets, your department's ICP must initiate the transfer to Surplus Property through PeopleSoft Asset Management using an Asset Change Request (ACR). The following job aids can guide you through the process: ACR to Surplus: ICP Workflow Process and ACR to Surplus: Approver Workflow Process.

Submit a work order through the Facilities Work Request Portal to have the vehicle inspected prior to transferring it to Surplus Property. During the inspection, Fleet Management will determine if the vehicle can be transferred as surplus property or transferred to another area of need.

This includes conducting a review of fleet rightsizing and vehicle value evaluation. It also includes removing UTSA decals and markings. Depending on the vehicle’s condition and if another department can use it, they may recommend transferring it instead of sending it to Surplus Property.

If the vehicle does not run, include towing instructions in the work order. Be sure to clean it inside and out and remove any personal items. Once the vehicle is turned over to Fleet Management, it will not be returned to your department.

Once Fleet Management completes their part, they will approve the ACR, and the vehicle is then transferred to Surplus Property. If the vehicle is going to another department, Fleet Management will communicate with that department to update ACR prior to the transfer.

After Surplus Property receives the vehicle, the Surplus manager will approve the ACR. The vehicle is then officially removed from your department’s inventory.

Surplus Property will secure the vehicle title and list it on the contracted auctioneer's website.