Vehicle Policies and Procedures

Policy and Procedure for Receiving a Donated Vehicle

1. The department accepting a vehicle must first submit a vehicle request form in buyWays. Select supplier as unknown; enter a 0 in the contract number.  Attach to the buyWays requisition the following:
   1. A letter from the company that is donating the vehicle stating the make, model, year and the VIN number of the vehicle that is being donated. This will need to be on the Companies letterhead and it needs to state that the vehicle is being donated to Clemson University, then name the specific department being donated to and the purpose of the donation.
   2. A justification letter will need to be added to the requisition as to why your department is in need for this vehicle and what it will be used for. (This will need to be on department letterhead and signed by the department head).
   3. Include as part of the justification whether or not the vehicle is going to need a tag or not (i.e. is solely for research and will not be driven – then a tag is not needed).
   4. The State Fleet Management Form SASS-007A (formerly Form 6-77) will need to be filled out (fill in what you can and the Clemson Fleet Manager will assist with completing the form when the requisition is routed through buyWays).
2. Once the requisition routes to the Clemson Fleet Manager, the department will be contacted with specific instructions for the donor to make the title out to the State of South Carolina and a completed DMV Form 400. When filling out this form, the FEIN for Clemson is 57-6000254 and the primary address is 108 Perimeter Road, Clemson, SC 29634.
3. The title in the name of the University will then be mailed to the Clemson Fleet Manager at Transportation Services-Motor Pool, she will then complete the transaction by sending the completed SASS-007A Form, PO and title signed over to the State of South Carolina at 1430 Senate Street, 3 ^rd floor Columbia, SC 29201 to the State Fleet Manager for approval. Once approved by State Fleet, a tag will be provided (if requested) for the vehicle.

Purchase requisitions for the procurement of motorized equipment must be routed through Transportation Services before being sent to the Division of Motor Vehicle Management for approval. Motorized equipment includes, but is not limited to:  passenger-carrying vehicles, trucks, farm-type tractors, boats, motors, trailers, etc. The purchase requisition will be processed by Procurement Services in accordance with State purchasing requirement.