Section 5010.320  Vehicle Reporting

Vehicle additions, changes and deletions must be made to agency property systems within 30 days after the physical transaction.  Vehicle inventories must include the following information:

a)         Identification Number.  Agencies under the jurisdiction of the Governor shall use the vehicle equipment number assigned by the Department as the identification number for inventory purposes. Other agencies shall use their own vehicle numbers in their sequential order.

b)         Location Code.

c)         Transaction Code.  The following two-digit numbers shall be used to describe the type of transaction:

d)         Vehicle Code.  The following abbreviations shall be used to designate vehicle type:

e)         Year.  Model year shall be reported by listing the last two digits of the year the vehicle was manufactured (Example:  For 1975, 75).

f)         Make.  Make shall be designated by the manufacturer's name, which may be abbreviated (Example:  For Chevrolet, CHEV).

g)         Type.  Type is the body style of the reported vehicle.

h)         Purchase Date.  Purchase date shall be reported as the invoice voucher date stated on the State of Illinois Voucher (C-13).

i)          Purchase Price.  Purchase price shall be reported as the amount indicated on the invoice voucher form.  If part of the purchase price was paid by a trade-in, the purchase price reported shall include the dollar value received for the trade-in.

j)          Object Code.  The following four-digit code shall be used to report the appropriation used to acquire the vehicle:

k)         Voucher Number.  This number is the number assigned to the invoice voucher used by the reporting agency.

l)          Serial Number.  The vehicle identification number assigned by manufacturer is the number located in the lower left windshield area.

(Source:  Amended at 43 Ill. Reg. 5637, effective May 3, 2019)