• A copy of the vehicle purchase order should be sent to Auxiliary & Business Services.

• When the dealer is ready to deliver a vehicle to a department, Auxiliary & Business Services should be notified by the dealer or department.

• A Certificate of Origin for a new vehicle is needed to prepare the paperwork to obtain a license plate.

• The Certificate of Origin must be signed by the dealership as the seller. The buyer is always The Pennsylvania State University - not the individual department. The address to be used is 117 Business Services Building, University Park, PA 16802-1002.

• The odometer reading must be noted on the back of the Certificate of Origin.

• Once the Certificate of Origin is received in Auxiliary & Business Services, the paperwork for the license plate will be processed and the department will be notified when the license plate is ready.

• If the vehicle is a cab and chassis (truck), two Certificates of Origin are needed before a license plate can be issued. Dealerships usually do not supply the second certificate. In this case, there is a sticker on the inside of the driver's side door that must be copied. This can be done by a photo or by peeling off the sticker and making a copy. The sticker must be replaced on the vehicle.

• PSU does not issue temporary license plates. The dealer is permitted to deliver the vehicle to the department using a dealer license plate. Their plate is only for the dealer to deliver the vehicle until a PSU plate is assigned. The dealer will remove his plate before leaving.

• The department should not sign the Certificate of Origin or the MV-1. All state related vehicle paperwork must be signed by Auxiliary & Business Services.

• If there is a trade-in on the new vehicle, the dealership must notify Auxiliary & Business Services. The trade-in should also be indicated on the PO. The dealership must indicate if the paperwork for the vehicle traded should be on an MV4-ST or MV-27.

• If the department is making modifications to a vehicle that would make it a Specially Constructed or Reconstructed vehicle, please contact Auxiliary & Business Services before starting this process. The rules have changed for a reconstructed or specially constructed vehicle.

• SME (Special Mobile Equipment) are backhoes, tractors, cranes, etc.  Please contact Auxiliary & Business Services to obtain more information.

• If the department is interested in obtaining a "Farm Vehicle" Certificate of Exemption, please contact Auxiliary & Business Services. This is for farm vehicles only and it is a two-year exemption.

• If the department is purchasing a used vehicle, a PO is still needed. The title for the used vehicle with the odometer reading on the back accompanied by an MV4-ST signed by the seller must be sent to Auxiliary & Business Services.

• All license plates must be issued by Auxiliary & Business Services. The dealers are not permitted to issue PSU plates.

• If the registration card for the vehicle has been lost, please contact Auxiliary & Business Services with the Vehicle Identification Number (VIN), and license plate number. This office will process the proper paperwork in order to obtain a new card. If a card is needed immediately for inspection purposes, a letter can be obtained from Auxiliary & Business Services documenting the pending paperwork. Remember, the University must complete the same forms as any individual does for his or her vehicle.

• Auxiliary & Business Services must be notified when a vehicle is sent to Salvage.

• The vehicle identification number and odometer reading is needed in order to process the paperwork.

• The license plates, along with the registration card, are to be returned to Auxiliary & Business Services. If the vehicle was traded, and the license plates are not defaced, the plates can be used on the department's new vehicle. This information must be relayed to Auxiliary & Business Servicesso another plate is not assigned to the new vehicle.

• Insurance cards are issued once a year. The distribution is in February. The cards are valid March 1st to March 1st and they are sent to one area for each department.

• If a card is lost, please contact Auxiliary & Business Services for a replacement.

• If another driver was involved damages over the deductible are paid by Risk Management and the University if successful in collecting from the other party, the deductible will be reimbursed.

• Reminder: all of this takes place once estimates for damage are received by this office.

• Vehicle accident reports are available from the Risk Management Office.

• Once a year (September) a vehicle registration list is sent to each department having vehicles under their control.

• Please review this list closely to verify that the department has the vehicles listed. If there is a discrepancy, please contact Auxiliary & Business Services.

• Please notify Auxiliary & Business Services as to who is responsible for vehicles in your department or campus. Information is sent to one person.

• It is the department's responsibility to know where all trailers/equipment/vehicles are located.  We cannot destroy a title or remove the item from your list just because you are not sure of its location or the vehicle is not in working condition. Trailers are particularly notorious for this problem.

(10/05)