Ill. Admin. Code tit. 44 § 5010.320

Current through Register Vol. 48, No. 49, December 6, 2024

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:

Code	Description of Transaction
01	Acquired New
03	Received on Transfer
09	Adjusted Inventory
10	Omitted from Inventory
20	Additions
22	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: 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:

Code	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. The vehicle identification number assigned by manufacturer is the number located in the lower left windshield area.

Ill. Admin. Code tit. 44, § 5010.320

Amended at 12 Ill. Reg. 10671, effective June 14, 1988

Amended at 43 Ill. Reg. 5637, effective 5/3/2019