AUX 7.10 - Motor Fleet Vehicle Rental
Office: Auxiliary Services
May 4, 2000 (Revisions Pending)
Supersedes: February 4, 1998
Explains university policy and procedures concerning the rental of
UNCW motor fleet vehicles.
Applies to all university departments and activities.
1. Departments Authorized to Lease/Rent
Only the UNCW Motor Fleet Department and the Athletics Department
may lease/rent state and university-owned vehicles. Normally, university
departments rent state and university-owned vehicles from UNCW Motor Fleet.
If an Athletics Department vehicle is desired, contact the Athletics Department
2. State Regulations.
North Carolina Motor Fleet Management Regulations state that:
"State-owned passenger-carrying vehicles shall be driven only by state
employees and used for official state business only. It shall be unlawful
for any state employee to use a state-owned vehicle for any private purpose
whatsoever. When an employee is required to use a state-owned vehicle for
travel while away from his/her workstation, the vehicle may be used for
travel to obtain meals and other necessities-but not for entertainment
or any personal purpose. A state employee may not use a state-owned vehicle
for obtaining meals unless he/she is in travel status."
For purposes of vehicle rental, any individual paid a salary or wage by
the university, including student employees, is considered a state employee.
3. Use of Vehicles for Community Service.
Use of state vehicles for community services requires the prior approval
of the Vice Chancellor for Business Affairs. Violation of this policy may
result in disciplinary action.
Requests for the rental of state vehicles require authorization prior
to the beginning day of travel by appropriate signature(s) on the Travel
Authorization form. (See Policy 05.177 Travel Authorization for State Employees.)
5. Release of State Vehicles. Release of state vehicles to university departments is subject to the following:
- Vehicles will not be released unless the motor fleet office receives
a properly completed and approved Vehicle Request and Invoice form at least
one day prior to the planned trip.
- A copy of a valid driver's license for the vehicle driver(s) will need
to be on file with the motor fleet office at least one day prior to the
release of any state vehicle. Therefore, no last-minute change of drivers
- The driver(s) indicated on the Vehicle Request and Invoice will need to
have a satisfactory Motor Vehicle Record (MVR) review. In addition, all
primary drivers and all occasional drivers having an unsatisfactory driving
record will need to have completed the Safe Driver Training Course. (See Policy 05.350 Operation of State-Owned Vehicles.)
- Only the individual indicated as the driver on the Vehicle Request
and Invoice form may pick up motor fleet vehicles.
- Vehicles may not be issued during adverse weather (such as accumulated
snow, sleet, or ice on roadways). Reservations for vehicles already requested
may be canceled or delayed in the event of adverse weather.
6. Driver's Compliance with Ordinances.
Drivers are to obey all local and state ordinances pertaining to the operation
of motor vehicles. Failure to comply with ordinances may result in the
withdrawal of an individual's privilege of using state vehicles. Any fines
imposed for a violation under the control of the driver are the responsibility
of the driver. The Chancellor is notified by the state of any fines issued.
7. Seat Belt Requirements.
The driver and all passengers (front and back seat) traveling in
a state vehicle are required to use available seat belts. Failure to comply
with this requirement may result in the withdrawal of an individual's privilege
of using state vehicles.
8. Smoking Policy. Smoking is NOT allowed in state vehicles.
AUX 7.10 - Motor Fleet Vehicle Rental
||Effective: May 4, 2000
Supersedes: February 4, 1998
1. Requests for Rental of a UNCW Motor
a. Tentative Reservations.
b. Vehicle Request and Invoice
may make tentative reservations by calling the UNCW Motor Fleet Office
(910-962-3591) or by completing the motor fleet reservation form on the Web
- Although these reservations are tentative until the motor fleet office
has received a signed Vehicle Request and Invoice form, departments will
need to notify the motor fleet office of any change or cancellation.
- Departments will need to follow up all telephone or Web reservations
with a Vehicle Request and Invoice form submitted to the motor fleet office.
c. Confirmation and Availability
of Motor Fleet Vehicle.
a Vehicle Request and Invoice form and obtain signature of the driver(s)
and the budget authority.
- Submit the signed Vehicle Request and Invoice form to the motor fleet office
at least one day prior to the planned trip.
d. Extension of the Original Vehicle
- The motor fleet office will return two copies of the Vehicle Request and
Invoice to the requesting department, indicating the availability or non-availability
of the requested motor fleet vehicle.
- If a motor fleet vehicle is not available, see Policy 05.179 Travel, Transportation Modes and Transportation-Related Expenses for information regarding the use of a personal vehicle or rental
of an off-campus vehicle.
- If obtaining
an off-campus rental vehicle to be picked up in the Wilmington area, forward
the original signed copy of the Vehicle Request and Invoice as indicated
on the form to document the non-availability of a state vehicle.
e. Cancellation of the Original
- If unforeseen circumstances necessitate an extension of the original reservation
for a motor fleet vehicle, contact the motor fleet office at ext. 3591
for permission to keep the vehicle for an additional day. Outside
of normal working hours, contact University Police.
- Departments failing to return a motor fleet vehicle at the time and date
specified on the Vehicle Request and Invoice will be subject to a late
return fee unless permission to keep the vehicle for an extended time is
- When travel
plans change and a reserved vehicle is no longer needed, notify the motor
fleet office prior to the vehicle pickup date indicated on the Vehicle
Request and Invoice. Otherwise, the department will be charged a 40-mile
minimum charge for the "no show."
2. Vehicle Checkout.
- On the day travel is to begin, pick up the travel packet from the University
Police dispatcher. Travel packets contain the vehicle keys, the Vehicle
Request and Invoice form, and other information (such as accident forms
and insurance information).
- The employee indicated as the driver on the Vehicle Request and Invoice
Form is the only individual that may pick up the reserved vehicle.
UNCW motor fleet vehicles are parked within the Physical Plant compound
in spaces marked "Motor Pool."
3. Recording of Mileage.
The driver is responsible for accurately recording the beginning and
ending odometer readings on the Vehicle Request and Invoice form. Failure
to do so could result in excessive mileage charges.
4. Use of Credit Cards for Gasoline Purchases.
for gasoline are included in the rate charged per mile for the use of a
state vehicle; therefore, credit cards provided with the vehicle should
be used whenever reasonably practical. Credit cards are to be used only
for the purchase of gas and oil. Before using credit cards in an emergency
for other purchases or services, follow the emergency instructions in the
travel packet to obtain authorization for such use.
a. Credit Cards for University-Owned
Exxon and Texaco credit cards are in the travel packets for vans.
b. Credit Cards for State-Owned
Sedans, Station Wagons, and Vans.
A DOT credit card and commercial credit cards are in the glove compartment. State
facilities should be used whenever possible.
In circumstances where it is not practical to purchase gasoline with
a credit card provided with the vehicle and the gasoline is purchased out-of-pocket,
obtain a receipt for the gasoline purchase and contact the UNCW motor fleet
office at the completion of travel for reimbursement instructions. Out-of-pocket
gasoline purchases are NOT reimbursable through the normal university travel
accident occurs, follow the emergency instructions and insurance information
included in the travel packet. In addition, notify the UNCW motor fleet
office and the employee's supervisor or department head.
- Unless circumstances dictate otherwise, the driver will need to complete
and file the accident reporting form as instructed in the travel packet
within 24 hours of the accident.
6. When a State Vehicle Cannot Be Driven
or Needs Repair.
normal working hours, if a state vehicle cannot be driven, contact the
motor fleet office by telephone (910-962-3591) for instructions and prior
of normal working hours, call the emergency State Motor Fleet number indicated
on the vehicle windshield decal if a state-owned station wagon, sedan,
or van/minivan cannot be driven.
- Outside of normal working hours, contact University Police if a university-owned
van cannot be driven.
7. Return of Vehicle at Completion of
- Park the vehicle within the Physical Plant compound.
- On the
Vehicle Request and Invoice form, indicate any mechanical or other problems
with the vehicle and ensure that the beginning and ending odometer readings
are accurately recorded.
that all personal belongings and litter are removed from the vehicle and
that the interior of the vehicle is returned in good condition. Otherwise,
if the vehicle interior is excessively dirty when returned, the department
will be charged a $25 fee.
that the credit cards and vehicle registration remain in their original
location (in the glove compartment for sedans, station wagons, and state-owned
vans and in the travel packet for university-owned vehicles).
- Lock the vehicle, place the keys in the travel packet, and return the travel
packet to the University Police dispatcher.
8. Rates and Billing.
- To obtain
the current rate charged per mile for the use of a state vehicle, call
the motor fleet office (910-962-3591) or access the motor fleet Web page at http://www.uncw.edu/ba/parking_trans/motorfleet.htm.
- The motor fleet office will charge departments for a minimum of 40 miles
per reservation or for the actual mileage driven, whichever is greater.
- At month-end, the motor fleet office will provide the requesting department
with the green copy of the Vehicle Request and Invoice form, which will
state the number of miles being billed and the total charges. Accounting
will charge departmental budgets each month for the expense indicated on
- If the motor fleet office is not notified when travel plans change and
a reserved vehicle is no longer needed, the department will be charged
a 40-mile minimum charge for the "no show."
- If the motor fleet office is not notified of the need to extend the reservation
an additional day, the department will be charged a late return fee ($50
per day) for vehicles not returned at the time and date specified on the
Vehicle Request and Invoice.
- If litter
is not removed from the vehicle and the vehicle interior is excessively
dirty when returned, the department will be charged a $25 fee.
|Instructions for Preparation of Forms
|| Effective: May
Name of Form: Vehicle Request and Invoice
|Supersedes: Feb. 4, 1998
A. Where to Obtain Forms.
may be ordered from the U-Business Web site at https://busaff.uncw.edu/. B. Instructions. Items on this form are self-explanatory. Therefore, additional instructions
are not provided. C. Distribution. When requesting a state vehicle: The department will complete Section I of the form, retain the goldenrod
copy for departmental files, and forward all remaining copies of the form
to the UNCW motor fleet office.
If a state car is available: The UNCW motor fleet office will certify availability in Section II
and distribute copies as follows:
If a state car is not available: The UNCW motor fleet office will certify non-availability in Section
II and distribute copies as follows:
|White and green:
||Placed in the travel packet
At month-end, the motor fleet office will
forward the green copy to the requesting department, indicating the number
of miles being billed and the total charges to the department.
|| UNCW motor fleet suspense copy
||Returned to the requesting department to confirm
|White and green:
||Returned to the requesting department.
The department will retain the green copy for departmental
files and distribute the signed white copy as indicated below:
Attach the white copy to the Travel Authorization or Travel Reimbursement:
If requesting reimbursement for a rental car picked up in the Wilmington
area from a car rental agency currently on contract. Send the white copy as an attachment to the purchase requisition If requesting rental of an off-campus van or truck (to
be picked up in the Wilmington area), AND
If incurring transportation expenses for use of an off-campus van or truck,
attach a photocopy to the Travel Reimbursement.
|Canary and pink:
||Retained for motor fleet office files.