Purchasing

Vehicles

Vehicle Purchasing 

 USF has implemented a Vehicle Purchasing Procedure to guide departments through a standardized, six-phase process—from initial inquiry through final procurement. This structured approach ensures departments are supported by subject matter experts who help assess vehicle needs while reducing administrative burden throughout the purchasing process.

The procedure promotes fleet standardization, enhances safety, and ensures compliance with university requirements and best practices.

This process applies to all motorized vehicle purchases for USF use, including cars, vans, trucks, and golf carts. For additional requirements and safe operation guidelines specific to golf carts, please refer to the Golf Cart webpage.

using foundation funds

When purchasing a capitalized asset—such as a vehicle, vessel, trailer, or golf cart—using USF Foundation funds, departments must initiate the purchase through the Vehicle Purchasing Process using an approved convenience or auxiliary fund.

Once the asset has been purchased and properly tagged by USF Fleet Services, the Foundation will reimburse the applicable convenience or auxiliary fund. It is important to notify The Foundation of the intended purchase before beginning the Vehicle Purchasing Process to ensure proper coordination and reimbursement.

For questions regarding the use of Foundation funds, please contact Foundation directly.

For detailed Foundation requirements and reimbursement guidance, select the button below to access the USF Foundation Processes & Procedures Comprehensive Guide.

Foundation Processes & Procedures Comprehensive Guide

STEP-BY STEP PROCESS

Initial Contact

Vehicle Purchasing Analysis
  • Fleet Services conducts Total Cost of Ownership (TCO) evaluation
  • Includes market research and compliance checks.
  • Completed within 3-5 business days.

Recommendation Development 
  • Fleet Management exists to provide expert guidance and not to deny vehicle requests.
  • For each request, Fleet Services will  present 2-3 vehicle options
  • Includes cost comparison and risk assessments for each recommendation.

Customer Decision
  • Departments are empowered to select the best-fit vehicle from Fleet Services’ recommendations and are expected to review options, obtain internal approvals, and idealy confirm their decision within 5 business days.

Purchase Order Request
  • Fleet Services will submit a requisition request form on behalf of your Department to make the purchase based on your selection with the Chartfield you provided. 

Fulfilment & Procurement Processing
  • Procurement sends the PO to the Supplier. 
  • All vehicles will be delivered to Fleet Services for inspection, registration and titling.
  • Fleet Services will coordinate vehicle delivery to the Tampa, St. Petersburg, and Sarasota-Manatee campuses directly with the department requestor. 
  • It is recommended that Departments register a SunPass for vehicles.
  • Departments should commit to a maintenance schedule to keep the vehicle in good working order.

Roles & Responsibility

Requesting Department

 The department initiates the request, provides vehicle specifications, reviews Fleet Services’ recommendations, selects the best-fit vehicle, agrees to properly maintain the vehicle, and registers for a SunPass as needed.  

Fleet Services

 Conducts analysis, develops recommendations, coordinates delivery, maintains vehicle records such as maintenance services, tag & title, and other documentations.

Procurement

 Processes requisitions, manages vendors, and executes final purchase transactions 

Additional information

For further informaton please see related pages and for questions please reach out to PPSOneHep.

Flex-Fuel Mandate

Under the EPAct Regulation, all vehicles purchased except police vehicles that run on diesel must be flex-fuel compliant, meaning they can operate on ethanol (E85). Hybrid and electric vehicles are acceptable alternatives to meet this requirement.

Flex Fuel Log

Sourcing: State Contract Purchasing

Vehicles/Vessels should be purchased through State Contracts when available. To get to the “Vehicles, Equipment, and Fleet” section of the state contract website, click the box with the same name under the “Category Name” section, which will open the section for this commodity’s contracts. One of the most used state contracts is “25100000-23-STC” for “Motor Vehicles”, found towards the bottom of the state contract search page. By clicking on the blue underlined text under the “Name” category, you can see the contract details and attachments.

Vehicle Accident Reporting & Insurance Resources

USF employees involved in a vehicle accident while operating a state-owned, rental, or personal vehicle for official university business must promptly complete the Vehicle Accident Report Form. All vehicle-related insurance matters are managed by USF Environmental Health & Safety under the State of Florida’s Risk Management Trust Fund.

Staff can access the current Auto Liability Insurance Certificate for proof of coverage and claim forms by visiting the USF Risk Management Website.

If you have have any questions in regards to claims, selling or purchasing a new vehicle please email Risk Management.