Purpose Scope  Policy     1. Departments Authorized to Lease/Rent Vehicles    2.  State Regulations    3.  Use of Vehicles for Community Service    4.  Authorization    5.  Release of State Vehicles    6.  Driver Compliance with Ordinances    7.  Seat Belt Requirements    8.  Smoking Policy Procedure    1.  Requests for a UNCW Motor Fleet Vehicle    2.  Vehicle Checkout    3.  Recording of Mileage    4.  Use of Credit Cards    5.  Accidents    6. Vehicle Cannot be Driven or Needs Repair    7.  Return of Vehicle at Completion of Travel    8.  Rates and Billing Vehicle Request and Invoice Form   Form Instructions

Revisions effective May 4,  2000, are indicated by  .  Key revisions include the following:  Tentative motor fleet reservations and the current rate charged per mile may be accessed on the Web. Additional information is provided on use of credit cards for gasoline purchases.  When out-of-pocket gasoline purchases are made, contact the UNCW motor fleet office at completion of the trip.  Out-of-pocket gasoline purchases are NOT reimbursable through the normal university travel reimbursement process. Departments will be charged a $25 fee if litter is not removed from the vehicle and the vehicle interior is returned excessively dirty. For rental of an off-campus vehicle in the Wilmington area when a  motor fleet vehicle is not available, distribute the revised Vehicle Request and Invoice form as noted.

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 Vehicles.

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 for instructions.
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.

4.     Authorization.

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 TRA 1.11.)
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 is allowed.
• 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 Procedure VCB 1.40.)
• 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.

•   Departments may make tentative reservations by calling the UNCW Motor Fleet Office (ext. 3591) or by completing the motor fleet reservation form on the Web at the following address:   http://www.uncw.edu/local/auxserv/motorform.html
• 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.

•   Prepare 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.

• 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 TRA 1.13 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.

• 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 obtained.

•   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.
 
  Expenditures 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 Vans.

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.


c.       Out-of-Pocket Gasoline Purchases.

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 reimbursement process.

5.     Accidents.
 
•   If an 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.
 
•   During normal working hours, if a state vehicle cannot be driven, contact the motor fleet office by telephone (ext. 3591) for instructions and prior repair authorization.
•   Outside 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 Travel.
 
• 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.
•   Ensure 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.
•   Verify 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 (ext. 3591) or access the motor fleet Web page at http://www.uncw.edu/auxserv/MOTORF1.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 the form.
• 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.

A.    Where to Obtain Forms.

  Forms may be ordered from the U-Business Web site at https://busaff.uncw.edu/.

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:  

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.
Canary:	UNCW motor fleet suspense copy
Pink:	Returned to the requesting department to confirm reservations.

  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:

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.