TITLE 44: GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT
SUBTITLE D: PROPERTY MANAGEMENT
CHAPTER I: DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
PART 5010 MARKING, INVENTORY, TRANSFER AND DISPOSAL OF STATE-OWNED PERSONAL PROPERTY
SECTION 5010.320 VEHICLE REPORTING


 

Section 5010.320 Vehicle Reporting

 

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

 

a) Six digit Identification Number. Agencies under the jurisdiction of the Governor shall use the vehicle equipment number assigned by the Division of Vehicles 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:

 

Code

Description of Transaction

01

Acquired new

03

Received on transfer

09

Adjusted inventory

10

Omitted from inventory

20

Adjustments additions

22

Adjustments deletions

32

Sold

34

Trade-in

36

Transfer within assigned agency first digit group of location code same

38

Transfer outside of agency first digit group of location code different

21

Change serial # and vehicle code

 

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

 

Type

Abbreviation

Car

CAR

Truck

TRK

Trailer

TRL

Aircraft

AIR

Other

OTH

 

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

 

f) Make make shall be designated by the manufacturer's name which may be abbreviated (Example: 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 as 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:

 

1521

Car

1522

Truck

1540

Other

1599

Unknown

 

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

 

l) Serial Number Vehicle identification number assigned by manufacturer located in lower left windshield area.

 

(Source: Amended at 12 Ill. Reg. 10671, effective June 14, 1988)