State (Motor Fleet) vehicles will be reserved on a first come/first served basis ONLY upon receipt of the travel request form that contains all of the required signatures and budget codes. The Physical Plant Motor Fleet Coordinator WILL NOT reserve vehicles by telephone.

1. Travel request forms and any other related documents should be forwarded to the Physical Plant (NOT PURCHASING) at least 14 days before travel is to begin. The Coordinator must make sure that the required signatures are present. In addition, the Coordinator must verify the mileage and charges, making changes, if necessary.
2. If a state vehicle is available:
   1. a. A travel authorization number will be added and is keyed into the system.
   2. b. The Physical Plant Vehicle Coordinator retains the pink and blue copies for his records. The travel request packages will be hand delivered to Purchasing on a daily basis. Purchasing turns the travel requisition into a travel request after verifying the availability of funds.
   3. c. After the travel is completed the Physical Plant Vehicle Coordinator will process the pink and blue copies and pass them along to the Physical Plant Financial Manager to be invoiced.

3. If a state vehicle is not available:

1. a. The travel request will be stamped "STATE VEHICLE NOT AVAILABLE" and dated.
   1. b. Step "b" above will be followed.
   2. c. The Physical Plant Motor Fleet Coordinator will notify the traveler that a state vehicle was not available and that the travel request package was delivered to Purchasing. (Purchasing will know that the traveler must use a private vehicle or make other arrangements.)

THE FOLLOWING ITEMS WILL BE TAKEN INTO CONSIDERATION RELATIVE TO USE OF OR CONTINUED USE OF A STATE VEHICLE:

DRIVER'S LICENSE:

Persons who will be driving a state owned vehicle must have a valid North Carolina driver's license and must show the license prior to obtaining a vehicle. (Out of State licenses will not be accepted.) A photostat copy of the driver's license will be made and retained on file.

CANCELLATIONS:

The Coordinator must be notified of any cancellations one day (24hours) prior to the scheduled departure. If the allotted time period is not adhered to, the requesting department will be assessed the appropriate minimum charge fee for the vehicle:

1. $20 for Passenger Vehicles
2. $35 for Mini­Van
3. $45 for Maxi-Van (15 Passenger)

GASOLINE PURCHASES:

Between the hours of 8:00 a.m. and 4:00 p.m., gasoline must be purchased from state agencies which includes universities, highway patrol stations and DOT facilities. Commercial pumps may be used to purchase regular unleaded self service gasoline only if MFM facilities or other state owned facilities are closed or when travel is out of state. The driver must complete a form FM-33(in the log book) when gasoline is purchased from a commercial establishment. All gasoline receipts and the FM-33 form must be turned in along with the vehicle. If receipts are not turned in, future driving privileges will be revoked.

CREDIT CARDS AND PUMP KEY:

One (1) Department of Transportation credit card and four (4) commercial credit cards and a gasoline pump key will be issued with each vehicle. They must be used for that vehicle only. The pump key must be used at DOT facilities having special self service pumps. The DOT credit card is used at some DOT and state facilities between 8 a.m. and 4 p.m. Credit cards, pump key and all receipts must be turned in along with the vehicle. Credit Cards are to be used for gasoline or oil purchased only, no food items.

OFFICIAL USE ONLY:

State owned passenger carrying vehicles shall be driven by state employees only and used only for official state business. It is unlawful for any state employee to use a state owned vehicle for any private purpose whatsoever. Thus, the scheduled pick up and return must be adhered to unless prior approval is received from the Coordinator.

NON-STATE EMPLOYED PERSONS:

Non-state employed persons (graduate and undergraduate students of the university) are not allowed to drive state-owned vehicles. However, they may accompany state employees driving state-owned vehicles when they have an interest in the purpose of the trip and their presence is related to state business.

TRIPS EXCEEDING 60 MILES:

State vehicles, if available, will be reserve for trips that exceed sixty (60) miles. For round trip mileage, 60 miles or less, use of personal vehicles is cost effective; however, state vehicles may be used. If students are to be transported within the 60 mile radius, University vans may be reserved for that travel.

PARKING CITATIONS:

Parking citations are the responsibility of the assigned driver. If a parking citation is not paid within the two week period, a notice is sent to Motor Fleet Management (MFM) and forwarded to the assigned driver. Excessive unpaid parking citations received by MFM for the same driver may constitute vehicle abuse.

DRIVING UNDER ADVERSE WEATHER CONDITIONS:

Temporarily assigned vehicles will not be issued during adverse weather conditions such as accumulated snow, sleet or ice on roadways. Temporarily assigned vehicles already requested may be canceled or delayed at the discretion of MFM in the event of any adverse weather conditions. Any damage to MFM vehicles operated during adverse weather conditions shall be paid for by the using agency when it is found that such damages resulted from negligence on the part of the driver.

PICK-UP AND RETURN OF VEHICLES AFTER USE:

Vehicles may be picked up and returned to the Physical Plant Vehicle Coordinator between the hours of 8 a.m. and 5 p.m. Monday through Friday. If your official state business begins or ends between 5 p.m. and 8 a.m. Monday through Friday, or on weekends or holidays, the keys may be picked up or dropped off at the University Police Dispatch Office; and the vehicle left inside the fenced area at the Physical Plant Department. If the vehicle is not returned as scheduled, see #1 below under Removal of Vehicle From Individual Departmental Assignment.

Failure to return a vehicle on time will result in the department or individual being assessed an additional charge per day for each two to eight hour period the vehicle is late.

REMOVAL OF VEHICLE FROM INDIVIDUAL DEPARTMENT ASSIGNMENT:

Individual departments may have their use of motor fleet vehicles suspended or revoked for any of the following:

1. If the vehicle is not returned at the assigned time and as extension is not requested and granted:

a. If returned two hours late, The Vice Chancellor of the area will be notified.

1. b. If the vehicle still has not been returned after 8 hours, the vehicle will be reported to MFM as stolen and the department will be assessed a charge for each day the vehicle is late.
2. c. The second offense of not returning as vehicle as scheduled will result in the suspension of use of vehicles by the individual.

2. If the vehicle is used for any purpose other than official state business.

3. If false information is willfully and knowingly submitted on any report or application.

4. If reports or forms are not signed properly and correction is not made within the time period requested.

5. If vehicles abuse occurs. Abuse includes, but is not limited to, improper care and maintenance of the vehicle (excess and extended filth of the vehicle), willful damage to the vehicle (destruction of interior or exterior with foreign objects) and reckless disregard for the proper operation of the vehicle (excessive moving or standing violations).

6. If substantiated violation of motor vehicle laws are committed.

7. If other rules and regulations or policies are willfully violated.

MOTOR VEHICLE LAWS AND ORDINANCES

A 5-10 minute orientation session on the rules and regulations in the proper use of state vehicles will be held when the driver arrives to pickup an assigned state vehicle. It is the responsibility of the individual driver to observe all state motor vehicle laws and ordinances. All violations and fines shall be the responsibility of the driver. Abuse of motor vehicle laws and ordinances may result in denial of the use of a state owned vehicle.