Topics
Purchasing Process Steps
Vehicle Options
Branding
Forms
Policies & Procedures
References
When acquiring a vehicle, Unit Directors are encouraged to consider various options, including leasing, purchase, FEPP, and long- or short-term rental. If purchasing a vehicle is determined to be your best option, follow the process below.
Step 1 - Initiate Vehicle Request and Approval
Area/County/REC/Unit Director, Superintendent, and/or Business Officer complete the following:
- Utilizing general vehicle specifications and alternative fuel requirements from UC ANR Fleet Manager and the State Contract, obtain quotes from approved vendors (see details on access state contract below).
- Complete Vehicle Agreement & Pull Notice Form, and Procedures &Vehicle Acquisition Request Form, including Director Signature.
- Email form and quotes to Darryl Sweet (drsweet@ucanr.edu), UC ANR Chief Procurement Officer. Darryl will review for compliance with University and State vehicle purchasing requirements.
Step 2 - Review
UC ANR Chief Procurement Officer, Executive Director of RPM, and your Vice President or Vice Provost complete the following:
- Review quotes to ensure compliance with State, University specifications.
- Notify your Business Partner Team or Business Manager if changes need to be made.
- Once finalized sign the Vehicle Request Approval form and follow the routing instructions on the form.
Step 3 - Initiate Purchase Requisition
Your BOC Business Partner Team and/or Business Manager completes the following:
- Confirm quote and vehicle availability with dealer. Note: this quote should include the cost to have dealer file DMV Paperwork.
- Initiate and submit Purchase requisition in UCD purchasing system.
- Upload the following documents: Specifications, quotes, and Approval form with all signatures.
- Provide document number to Chief Procurement Officer for review and confirmation and approval/concurrence by UCD Fleet Services if necessary.
Step 4 - Issue Purchase Requisition:
UCD Purchasing completes the following:
- Place order for vehicle.
- Note: ANR uses UCD purchasing system, which routes all vehicle requisitions to UCD Fleet Services for approval. UCD Fleet Manager may contact Darryl Sweet to confirm UC ANR approval.
Step 5 - Fulfill Order:
Auto dealer completes the following:
- Receive Purchase Order from UCD.
- Note: Delivery depends on vehicle availability. Vehicles may take longer to obtain during the spring and summer due to manufacturing schedules. Vehicle may be immediately available from dealer lot, or it may need to be ordered from the manufacturer and delivered to the dealer.
Step 6 - License and Registration:
UC ANR Chief Procurement Officer and Business Partner and/or Business Manager complete the following:
- Obtain vehicle registration and license plates from DMV.
- Note: Only Fleet Manager, Associate Vice President, and Vice President are authorized to sign DMV forms on behalf of UC ANR.
Note: Delays may occur due to DMV processing times.
Vehicle Options
UC ANR uses different vehicles to conduct its operations:
- UC-owned vehicles
- County-owned vehicles
- Federal Excess Property Program (FEPP) vehicles
- Leased vehicles (Enterprise Fleet Management)
- UC Davis Fleet Services (daily or long-term rental rates)
- Rental agreements (daily/weekly/monthly)
If you need more information about obtaining vehicles to meet your business needs, please complete this survey or contact Brian Oatman.
Policies & Procedures
Driver Safety
UC ANR Environmental Health & Safety has resources available for driver safety, including online training, in-person training, videos, and Safety Notes.
Employer Pull Notice Program (EPN)
For some employees, the ability to drive is a mandatory job requirement. UC ANR uses the DMV Employer Pull Notice Program to maintain information about the driving records of employees who frequently drive on University business. This information is kept confidential. When adverse information about an employee's driving record is received, the employee's supervisor may counsel them, additional training may be required, or in some cases the employee may be restricted from driving University vehicles.
For questions about DMV forms or status of a driver license record review, please contact Rachelle Ghadamy.
Fleet Compliance - Fuel Standards
In order to comply with state and federal regulations and University policy, UC ANR must comply with the Energy Policy Act of 1992 (EPAct), which requires that 75% of the University’s light duty vehicle acquisitions shall be alternative fuel vehicles (AFVs).
- A light duty vehicle is a vehicle under 8500 lbs gross vehicle weight rating (GVWR)
- An alternative fuel vehicle (AFV) is a vehicle that is capable of operating on a fuel other than gasoline or diesel, such as: 85% ethanol (E85), compressed natural gas (CNG), hydrogen, or electricity
- A plug-in hybrid generally counts as an AFV, but an ordinary hybrid vehicle does not — the only fuel it receives from an outside source is gasoline.
- A biodiesel vehicle is not recognized as an AFV per se, but can earn credits for consuming biodiesel.
- The regulation exempts law enforcement vehicles, emergency response vehicles, and experimental vehicles
UC ANR's strategy to comply with EPAct is for UC ANR units to purchase flex fuel vehicles that run on gasoline or ethanol whenever possible. Generally, flex fuel vehicles are offered on the state contract at costs close to or equal to gasoline fueled vehicles. While not every vehicle offered on the state contract is a flex-fuel vehicle, flex-fuel vehicles are available in most vehicle categories. Additionally, the increasing availability of plug-in hybrid vehicles provides additional viable options for UC ANR operations.
Wex Fuel Card
Drivers of University of California vehicles can use the WEX card for fuel, urgent vehicle repairs, and emergency roadside assistance. Each UC vehicle should have a WEX card associated with the vehicle.
- For information on ordering WEX cards, please contact your unit's business manager and/or BOC.
- Find Locations that Accept WEX Fleet Cards (fuel or repairs)
- See WEX Fleet Card FAQs
Reporting Accidents
Insurance
The University of California is self-insured for auto liability and collision coverage for auto incidents that occur when an employee is driving on University business. A certificate of insurance documents this coverage and provides insurance limits.
Incident Report
Please print out this vehicle incident report/insurance packet and place it in all ANR vehicles. If you are involved in an auto accident while driving on University business, submit an Incident Report to Risk Services.
UCOP Policy Compliance
As noted on the form, UC ANR complies with UCOP Policy BUS-8: Sustainable Practice. Review the following additional policies:
UC Business & Finance Bulletins (BFB)
BUS-8, Acquisition & Disposition of University Vehicles
BUS-19, Registration of University Vehicles
BUS-46, Use of University Vehicles
Policy Links
ANR Administrative Handbook
212, Travel (see Section III. A. University-owned Automobiles)
UC Davis Policy & Procedure Manual (PPM)
300-30, University Owned Vehicles
UCD Policy and Procedure Manual, Section 350-50 Classification of Inventorial Equipment: UCD Manuals /Policy and Procedure Manual (PPM) / 350-50, Classification of Inventorial Equipment
UCD Policy and Procedure Manual, Section 350-51 Identification of Equipment:
UCD Manuals /Policy and Procedure Manual (PPM) / 350-51, Identification of Equipment (350-51)
UCD Policy and Procedure Manual, Section 350-55 Care and Control of Equipment
UCD Manuals /Policy and Procedure Manual (PPM) / 350-55, Care and Control of Equipment
UCD Division of Human Resources, Risk Management: Property and Liability
UCD Risk Management Services
Branding
UC ANR vehicles should clearly display the UC ANR logo on each side panel and on the back of the vehicle. Think: moving UC ANR billboard. This is a great opportunity to represent our organization while doing our work in the field.
Decal Mockup
View our Decal Mockup here for a reference of what UC ANR vehicles should look like:
Branding Contact
Contact Linda Forbes with UC ANR Strategic Communications to order 12x18 branded vehicle magnets with the UC ANR logo and homepage URL on them. Also contact Linda if you need magnets with UCCE or Program logos on them. The UC ANR Vehicle Management Workgroup is currently looking into decals for UC ANR owned vehicles.
Forms
Vehicle Request Form
Format: Link to UC ANR Survey
Instructions: Use this Vehicle Request Form to provide information about the types of vehicles that you need. We will review your responses and provide options to address your office's transportation needs in the most efficient manner, depending on vehicle usage patterns, location, etc.
Last updated: December 2025
Vehicle Agreement & Pull Notice Form and Procedures
Format: PDF Fillable Form (download for signature fields)
Instructions: Fill this form out completely when seeking to purchase or lease a vehicle for UC ANR use. Note: you will not need both this form and a Purchase Request Form. This is the purchase request form for vehicles.
Last updated: December 2025
Vehicle Acquisition Request Form
Format: PDF Fillable Form (download for signature fields)
Instructions: Fill this form out completely when seeking to purchase or lease a vehicle for UC ANR use. Note: you will not need both this form and a Purchase Request Form. This is the purchase request form for vehicles.
References
State Contract Documents
UC ANR vehicle purchases use the statewide contracts for fleet vehicles. To access the most current information regarding the state contract for vehicle purchases, see the Department of General Services (DGS) Statewide Contract Fleet Vehicles. You will then need to locate the documents (user instructions, specifications, and contract pricing) for the specific type of vehicle you are searching for (Cars, Trucks, or Vans/SUVs).