Policy on Vehicle Use

Purpose: Explains the University's policy on leasing vehicles and the University's policy and procedures for rental of UNCP Motor Pool vehicles. These vehicles fall into two categories: Motor Pool Vehicles and Department Vehicles. Motor Pool vehicles are those that are housed and maintained at the UNCP Motor Pool and are available for dispatching on a daily or weekly basis for official University business or travel. Department Vehicles are vehicles allotted to University departments for carrying out official University business and are not available to the Motor Pool for daily dispatching.

Scope: Applies to all University departments and activities.

1. Departments Authorized to Lease/Rent Vehicles: Only UNCP Motor Pool and Auxiliary operations may lease/rent State and University-owned vehicles.

2. State Regulations: North Carolina Motor Fleet Management regulations state, \"State-owned, passenger-carrying vehicles shall be driven only by State employees and used only for official State business. 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 work station, 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 this policy, any individual paid a salary or wage by the University, including student employees, is considered a State employee.

3. Authorization: All rentals of Motor Pool State vehicles must be authorized prior to the beginning day of travel by appropriate signature(s) on the Vehicle Request/Invoice form.

NOTE: To be reimbursed at the State Rate, a vehicle request form must be submitted, even if a Motor Fleet vehicle is not available on the date of the trip.

4. Release of State Vehicles: Release of Motor Pool State vehicles to University departments is subject to the following guidelines:

a. Vehicles will not be released without a properly completed and approved Vehicle Request/Invoice form.
b. A copy of a valid driver's license for the vehicle driver must be on file with the UNCP Motor Pool office prior to the release of any State vehicle.
c. A CDL \"Class B\" license is not required for drivers of vans equipped to hold 11 or fewer passengers.
d. A CDL \"Class B\" license with “P” endorsement is required only for drivers of vehicles equipped to hold 22 or more passengers.
e. Vehicles may not be issued during adverse weather; such as, accumulated snow, sleet, or ice on roadways. Vehicles already requested may be canceled or delayed in the event of adverse weather.
f. Vehicles are assigned on a priority basis by purpose. These priorities are:

  • Priority I – Academic purposes
  • Priority II – Student purposes relating to academic venues
  • Priority III – Athletics
  • Priority IV – Student purposes that relate to extracurricular activities

1. Requesting a UNCP Motor Pool Vehicle: Rental of a UNCP Motor Pool vehicle shall be requested by submitting a Vehicle Request/Invoice form signed by the appropriate department head to the UNCP Motor Pool.
NOTE: Vehicle reservations may be phoned in to UNCP Motor Pool office; however, these reservations are tentative until the Motor Pool office has received the approved Vehicle Request/Invoice form. Motor Pool office must be notified of any changes or cancellations.

2. Travel Packets:

a. Travel packets for sedans and mini vans contain the Motor Fleet Management Rules and Regulations Manual; accident reporting forms; insurance information; and Motor Fleet Management form FM-33 (Justification for Purchase of Commercial Gasoline). Credit cards and vehicle registration are in the glove compartment.
b. Travel packets for maxi vans and buses contain emergency instructions, accident forms, insurance information, and credit card(s). Vehicle registration forms are in the glove compartment.

3. Location of UNCP Motor Pool Vehicles: UNCP Motor Pool vehicles are parked inside a fence within the Facilities Operations compound. The office is located at the North end of campus West off Prospect Road.

4. Seat Belt Requirements: All persons traveling in a State vehicle must use available seat belts. This requirement applies to drivers and all passengers (front and back seat). Failure to comply with this requirement may result in the withdrawal of an individual's privilege of using State vehicles.

5. Compliance with Ordinances: Drivers must 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, which was under the control of the driver, is the responsibility of the driver. The Chancellor is notified by the State of any fines issued.

6. Use of Credit Cards: Credit cards are to be used only for the purchase of gas and oil. Authorization to use credit cards in an emergency for other purchases or services must be obtained in advance by following emergency instructions in the travel packet.

a. Credit Cards to be Used for maxi vans - Shell gasoline credit cards are in the glove compartment.
b. Credit Cards to be Used for Sedans and Mini vans - A DOT (Department of Transportation) credit card and a Universal Gasoline credit card are in the glove compartment. A listing of State-owned service stations can be found on the back of the DOT credit card. State facilities should be used whenever possible. The Universal Gasoline credit card can be used at any station listed in the Motor Fleet Rules and Regulations Manual enclosed in the travel packet. Gasoline, however, should not be charged at AMOCO and SERVCO stations when using the Universal Gasoline cards even though these stations are included on the credit cards.

  • Also included in the glove compartment are instructions explaining how to use the gasoline pump plastic key on the keying that is issued with the vehicle. The plastic key is to be used when stations listed in the Motor Fleet Rules and Regulations Manual is closed. Thus, you will always have access to the gasoline pump.
  • If gasoline cannot be purchased from a State facility, the purchaser must justify the gasoline purchase on Motor Fleet's form FM-33 (Justification for Purchase of Commercial Gasoline). If the purchase is not deemed justifiable, Motor Fleet Management will invoice the University for the amount of the gasoline purchased; your department will then be charged for the commercial gasoline purchased.

7. Accidents: If an accident occurs, follow the emergency instructions and insurance information included in the travel packet. In addition, the UNCP Motor Pool office must be notified (910-521-6167). The driver as must complete the accident reporting form instructed in the travel packet and filed within 24 hours of the accident unless circumstances dictate otherwise.
Accident reports involving maxi vans must be filed with UNCP; accident reports involving sedans, stations wagons, and mini vans must be filed with UNCP and Motor Fleet Management in Raleigh.

8. Emergency Information:

a. In the event a sedan, station wagon, or mini van cannot be driven, the UNCP Motor Pool office must be contacted by telephone (910-521-6167) for instructions during the normal working hours. Outside normal working hours, call the emergency Motor Fleet Management number indicated on the vehicle windshield decal.
b. In the event a maxi van or bus cannot be driven, the UNCP Motor Pool office must be contacted by telephone (910-521-6167) for instructions during normal working hours. Outside of normal working hours, contact UNCP Campus Police (910-521-6235).

9. Completion of Travel: When travel is completed, vehicles must be parked within the Facilities Operations compound and locked. At this time, the driver should return the keys to the UNCP Motor Pool office. Should you return between 5 p.m. and 8 a.m. and keys must be dropped into the Key Drop-Off Box located next to the Motor Pool building. Credit cards and vehicle registration should remain in the glove compartments of sedans and vans.

10. Rates and Billing:

a. A mileage rate is charged for each type of vehicle to cover the cost of fuel, tires, and other operational expenses along with a replacement reserve for University owned buses and vans. The current rate charged per mile for the use of a Motor Pool State vehicle can be obtained by viewing the attached table or calling the UNCP Motor Pool office.
b. When chartering the bus, there are additional expenses for a certified driver, and if applicable, actual cost for meals and lodging for the driver. The driver is not responsible for payment of any road tolls necessary in travel. An estimate for these costs may be obtained by calling the Motor Pool Office. Also attached to this policy is a breakout of various costs associated with chartering the University bus.
c. Each month, departments will be sent a copy of the Vehicle Request/Invoice form, which will state the number of miles being billed and the total charges. Accounting will automatically charge departmental budgets each month for the expense.
d. Passenger Vehicles assigned to employees will be billed for 40 miles per reservation or for actual mileage, whichever is greater. If a vehicle is checked out after 4 p.m., no minimum fee will be charged for that day. If a vehicle is returned before 8 a.m., no minimum fee will be assessed for that day. The UNCP Motor Pool office must be notified when travel plans change and a reserved vehicle is no longer needed. No-shows will be charged the 40-mile minimum charge. A minimum daily charge for vehicles not returned on time will be charged if UNCP Motor Pool is not notified of the need to extend the reservation.
e. There is a clean-up fee for either the tour bus or shuttle bus (see rate sheet). Bus Charges begin one-half hour before pickup time and all estimates are based on information provided, but charges will be calculated on actual times and services provided the UNCP Motor Pool office must be notified when travel plans change and a reserved vehicle is no longer needed. No-shows will be charged the 40-mile minimum charge.
f. Reimbursements, for any emergency purchase or repair from personal cash or credit card, will be accomplished by completing a reimbursement request and returning this with proper receipts to UNCP’s Motor Pool Office.

11. Individuals with temporarily assigned vehicles may not drive these vehicles home unless:

a. University business requires an authorized trip by the same vehicle the following work day, the employee’s residence is closer to the destination than is the regular work station, and the employee does not have to return to his or her regular work station prior to beginning the trip.
b. Employees need the use of the vehicle after completion of the regular workday to conduct State business on the same day or before his other usual working hours on the next workday.

12. Other Important Information:

a. A representative for the group that charters a bus must:

  • Be on the bus
  • Be responsible for the conduct of the passengers
  • Be responsible for cost incurred for damages above or beyond insurance reimbursements.

b. Smoking and alcoholic beverages are not permitted in any University vehicle.

15 Passenger Van - Vehicle Use Policy

Facilities Operations Policy PP 01 92a

Introduction (Purpose and Intent):The purpose of this policy is to ensure the safety of everyone using and occupying the vehicles, reduce the risks, loss, and liability involved in van use, and prevent harm to UNCP property, staff, students, and the public by reducing the likelihood of accidents. This policy applies to faculty, staff, and students and to all University owned, leased and/or rented 11-passenger vans.

The National Highway Traffic Safety Administration has issued an advisory stating that 15 passenger vans have a high \"rollover\" risk when fully loaded. Studies have shown that they are three (3) times more likely to rollover when carrying ten (10) or more passengers, or with baggage being stored above seat level; both of which cause the vehicle's center of gravity to be raised, thereby increasing the risk of rollover. It has been advised that only experienced drivers be allowed to operate these full sized vans, especially in other than ideal circumstances.

Policy: It is recognized that an 11-passenger van will often be the most effective means of transportation for certain activities and events involving University employees and/or students. This policy statement is intended to implement uniform standards of usage in an effort to maximize the safety of those utilizing the Van.

1. Driver Requirement

a. Only trained, certified and authorized drivers will be allowed to operate 11-passenger vans.
b. Only current employees may operate 11-passenger vans or trucks.
c. Minimum age of driver is 21, unless the driver has a Commercial Driver’s License (CDL). A CDL is not required to operate an 11-passenger van, but is required if a vehicle has an occupancy of 22 passengers or greater. Every driver must possess a valid driver's license.
d. Driver must have a minimum of three years driving experience, (i.e. must have held a valid drivers’ license for 3 consecutive years prior to operating a UNCP 11 Passenger van.)
e. All drivers will be subject to a Motor Vehicle Record (MVR) check, dated no more than one year before the date of the scheduled van use (MVR’s will be rated according to the attached rating system). In North Carolina, individuals may visit the Department of Motor Vehicle office and request forms which must be sent to Raleigh. A fee may be applicable. If that individual is otherwise qualified to operate an 11 passenger van, he/she may do so prior to receipt of MVR. UNCP cannot guarantee receipt of an MVR from all states, so some applicants may have to acquire an MVR for themselves.
f. There must be no violations or traffic stops related to alcohol or drugs.
g. Each driver must successfully complete of the University's 11-Passenger Van training program and road test, provided by the Safety Office, within two years prior to operating the vehicle. Training will include, but may not be limited to, Coaching the Van Driver training and successfully complete the requisite University road test. The road test will be conducted with the driver using one of the 11-passenger vans in order to assess driving ability of that specific type of vehicle.
h. Show proof of insurance coverage. Proof of liability, property damage insurance would be required should the driver of the vehicle prove to be negligent and at fault in the event of an accident, (i.e., accidents that may occur while vehicle is being used for personal or non-university use.)

2. Drivers' Responsibilities

a. Drivers are responsible for limiting occupants and cargo weight, inspecting the vehicle prior to leaving the parking site and monitoring the vehicle for proper operation.
b. The last row of seats on University-owned 15 passenger vans must be removed, and occupants must be limited to ten (10), plus the driver. You must further reduce occupants by 1 for every 150 lbs of luggage/cargo. If the proposed number of passengers exceeds the allowable limit for one van a second vehicle may have to be considered. On rented or leased vehicles, the last seat must not be used and occupancy limits must not be exceeded.
c. Any known defects on the van must be corrected prior to departure. Training will be provided on how and what to inspect and a checklist will also be provided to assist drivers. Inspect the vehicle for obvious vehicle/equipment defects (including missing safety equipment) prior to departure and report any defects to Motor Pool or the leasing company for leased vehicles.
d. All equipment and luggage carried must be secured in a safe manner to prevent it from moving around the vehicle while it is in motion. Loose items should be stored in containers and the containers secured in place.
e. Trailers and roof-mounted loads are prohibited. Vehicles must not be overloaded. Check owner’s manual for vehicle load requirements.
f. Tires should be properly inflated based on the load carried. Tires must also be in good condition.
g. Vehicle headlights must be on when driving.
h. Drivers must not drive a vehicle that is not operating properly.

3. Van Rules

a. The vans are to be used only for University functions and not for personal activities or errands. No other driver is allowed to operate the vehicle other than those assigned to the van for the date scheduled.
b. Drivers and all occupants must wear a seatbelt at all times while the vehicle is in motion.
c. Drivers should rest from driving at least 15 minutes every two hours.
d. Total driving time must not exceed 12 hours per day, regardless of the number of drivers. Extensive driving may cause the driver to become inattentive or sleepy due to fatigue.
e. University vehicles must not be operated later than 2:00 a.m., except where the trip (a) is solely to return to a home base and (b) the return trip is 5 hours or less in duration.
f. No animals or pets may occupy a University van except disability service animals.
g. The possession of alcoholic beverages, firearms, or illegal drugs is prohibited inside the van(s).
h. Driving, operating, using or occupying a University van by anyone who has consumed or ingested alcohol, any controlled or illegal substance, except prescribed medications is strictly prohibited
i. Drivers are prohibited from operating a UNCP University vehicle if too tired or ill. Drivers will not operate a vehicle while under the influence of alcohol and/or drugs (including over-the-counter or prescription drugs that may cause drowsiness or that recommend not operating vehicles).
j. Attaching a trailer hitch to the van(s) or pulling any type of trailer for any reason is strictly prohibited.
k. The use of tobacco in any form is prohibited inside the van(s).
l. The driver of the vehicle must announce to the van passengers before starting the vehicle that all occupants are required to put on their seat belts.
m. The driver of the van must obey all local and state traffic rules, laws and regulations at all times. UNCP University will not be responsible for any moving violations or parking citations received by the driver.
n. Drivers are prohibited from picking up hitchhikers or giving rides to strangers.
o. The vans will be locked when unoccupied.
p. The parking brake will be set each time the van(s) is parked.
q. Overloading or overcrowding the vehicle(s) is prohibited.
r. Unauthorized equipment is not to be added to the van(s), including removable equipment such as radio equipment, radar detectors, etc. Additionally, unauthorized structural modifications to the van(s) will not be made in any form whatsoever.
s. No items may be transported on the roof of the van, including luggage.
t. Van equipment (spare tire, jack, road hazard equipment, etc.) that is missing upon the van’s return will be charged to the reserving department.
u. Experience driving 11-passenger vans is strongly recommended. Whenever possible, drivers should be experienced adults (approved team/group personnel).
v. At no time will the total number of occupants exceed eleven, including the driver.

4. Accidents

a. In the event of an accident involving a University van, several requirements must be met. These requirements are:

  • Have a police report made on the accident. Get the Accident Number and Reporting Officer's name.
  • Obtain the names of other drivers involved, how they can be reached, and their insurance information.
  • At the time of the accident, call the University Police office at 910-521-6235 and the sponsoring department.
  • Share the information on the insurance card, which is located in the pocket of the center console of the van, with the other people involved in the accident. Make sure the insurance card remains in its proper place at all other times.
  • Write down everything you can remember about the accident, including the names and phone numbers of all the van occupants.

Upon returning to UNCP, deliver all the above information to the University Police and Motor Pool as soon as possible.

b. The reserving department will be responsible for payment of the insurance deductible amount.
c. Failure to comply with the accident portion of the van policy may result in the reserving employee and/or department losing van privileges.

5. Motor Pool Responsibilities
Motor Pool is responsible for maintaining the vans in safe operating conditions. Mechanical failures requiring emergency repair during the trip will be paid for by Motor Pool. An emergency mechanical failure is any failure that causes the vehicle to be unsafe or impossible to operate. Service of the AC unit is not considered a mechanical failure.

6. Department Reserving the Vehicle Responsibilities
The department reserving the vehicle is responsible for finding drivers who are eligible to drive the van(s). Reserving departments should contact the Motor Pool to determine if their drivers are on the certified driver list no less than one month in advance of their trip. They are also responsible for payment (if required) of an MVR check for all driver applicants, and any fines or fees incurred with Motor Pool for failure to follow the Van Policy.