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INFO:
A vehicle is a machine designed for self-propulsion, usually to transport people, cargo, or both. All CAP Owned Vehicles (COVs) will be entered into ORMS in the vehicle module, no matter their type or purpose.
CAP’s standard means of vehicle procurement is through the General Service Administration (GSA). GSA Fleet provides safe, reliable, low-cost vehicle solutions for federal agencies and eligible entities. Any other means of vehicle procurement that is not through GSA is considered non-standard.
Vehicle Titling and State Registration:
As every state has different laws about titling and registration, you must know and understand your state laws. Every vehicle is owned by Civil Air Patrol and the title of the vehicle should be in Civil Air Patrol’s name (NOT the wing name). The wing is allocated the vehicle, which can change. If your state does not require you to title the vehicle, ensure you keep all original documents for transfer or disposition of vehicle. All titles and registration fees are paid by the wing. Titles will also be kept in a region/wing’s office, and not an individual’s home. If no such office exists, titles should be sent to CAP/LGT at NHQ for safekeeping.
STEP-BY-STEP GUIDE:
Receiving a vehicle by Standard means:
1. The Point of Contact (POC) listed on the vehicle request will receive notifications. Send an email to CAP/LGT with the order number listed on the Vehicle Due-In page to find out who the POC for an order is.
- When the vehicle is delivered, the POC will receive an email from GSA (gsafleet.noreply@gsa.gov) with the vehicle’s VIN in the subject line. The email does not list the dealership the vehicle was delivered to, but you can forward the email to CAP/LGT to find the dealership the vehicle was delivered to.
- Vehicles are only shipped to dealerships in the GSA network.
- If the dealership is more than four hours away, please notify CAP/LGT of this.
- When the physical COO is delivered to CAP/LGT, the POC will be sent an email with a copy asking to verify the shipping address for the COO. This will be shipped via FedEx and cannot be a P.O. Box. Let CAP/LGT know if you want the COO shipped via another method if FedEx has issues delivering to the address.
The POC will also be sent a vehicle document package via email from CAP/LGT. The package will include the following items:
- COO – Certificate of Origin (used as title)
- OD – Order Details Page (used as Bill of Sale)
- MVDO – Motor Vehicle Delivery Order (official order document - shows vehicle was placed on order and has cost of vehicle)
2. Once you know the dealership that has the vehicle, contact them to coordinate a time to pick the vehicle up. As every dealership is different, ensure you have your driver’s license, and printed copies of the COO, OD, MVDO or vehicle tags. Calling and coordinating with the dealership ahead of time may prevent any issues you may have with trying to pick up the vehicle.
3. When picking up the vehicle, it’s important to ensure it is the correct vehicle by verifying the Vehicle Identification Number (VIN) with the documents you received. Next you want to inspect the vehicle. First look for any shipping damage and start the vehicle’s engine, checking to make sure the vehicle is out of “transport mode”. A vehicle inspection, using the CAPF 132 should be conducted. This inspection is not required to be uploaded into ORMS but can be uploaded to the document page for record keeping. Notify CAP/LGT if there are any issues or damage.
*Note* The dealership is not the owner of the vehicle nor are they required to provide CAP with any other services such as temporary tag, registration, etc. The dealership responsibility includes accepting the vehicle from the manufacturer, accounting for the vehicle, taking the vehicle out of “transport mode”, and ensuring the vehicle is given to the correct organization. All vehicle registering and titling are the responsibility of the gaining unit/wing, who also funds these services. If a dealership does register or issue a temporary tag, it is NOT a part of courtesy delivery with GSA and the unit/wing will incur those charges.
You must coordinate the pickup of the vehicle as soon as possible. Our agreement with GSA is vehicles will be picked up within five (5) days of being notified of delivery. It is important to know two additional facts.
1. After five days, the dealership is no longer responsible for our vehicle. Any damage to the vehicle will no longer be considered the dealership’s responsibility. These are our vehicles, and the dealership is just the delivery/pick-up location.
2. Every state has their own laws and regulations about registration for new vehicles. Make sure you know your state laws and follow them. (Example: Alabama has a “grace period” where we have 20-days after we acquire the new vehicle to register it. Meaning we can pick a new vehicle up from a dealership without a temp tag. We can drive the vehicle around as long as we have proof of insurance and proof of ownership.) It is wise to contact your state Department of Motor Vehicles (DMV) for any questions or concerns.
4. Once the vehicle is in your possession, notify CAP/LGT via email you have the vehicle and the vehicle ID number you are giving it. You will then be notified by CAP/LGT via email when the vehicle is entered into ORMS along with information about radio installations, requesting decals, requesting the EFS card, and insurance cards.
Receiving a vehicle by Non-standard means:
The non-standard means of receiving a vehicle will be different each time. Coordinate with CAP/LGT on the appropriate steps to take to ensure the vehicle is received correctly and entered into ORMS.
