RUL - 40.14.1 Requesting Use of University Buses/Shuttles Rules
1. Purpose
1.1. This Policy is intended to work in conjunction with the regulations, rules, and operational requirements established by the North Carolina Department of Administration Motor Fleet Management and shall be construed to supplement and strengthen those requirements rather than contradict or replace them in any manner. The purpose of this Policy is to establish standardized operational procedures, safety expectations, driver responsibilities, and accountability measures governing the authorized use and operation of university-owned, leased, rented, or otherwise authorized vehicles utilized by North Carolina Central University departments, programs, and affiliated operations while conducting official university business.
1.2. This Policy is established to define the acceptable use, safe operation, maintenance expectations, reservation procedures, and compliance requirements associated with university transportation resources, including but not limited to sedans, SUVs, buses, shuttle vehicles, utility vehicles, specialty vehicles, and passenger vans, including 12-passenger and 15-passenger vans, operated by authorized employees, student employees, approved drivers, or other individuals acting on behalf of the university. This Policy further establishes operational standards for the transportation of university employees, students, guests, visitors, athletic teams, student organizations, and other individuals participating in approved university activities or official university travel.
1.3. This Policy is intended to support the university’s commitment to transportation safety, regulatory compliance, operational efficiency, asset stewardship, driver accountability, risk management, and responsible fleet oversight. The provisions contained within this Policy are designed to reduce operational risk, promote safe driving practices, ensure compliance with applicable State and federal transportation requirements, and protect the safety and welfare of all vehicle occupants and members of the campus community.
1.4. This Policy shall not apply to personal vehicle usage unrelated to official university business or to standard commercial rental vehicle usage by university employees when such rentals are not utilized for the transportation of university students, employees, guests, or participants associated with official university-sponsored activities unless otherwise required by university policy, State regulation, grant requirements, or departmental operational procedures.
2. Scope
2.1. This rule applies to all North Carolina Central University departments, divisions, offices, affiliated activities, programs, operations, employees, student employees, authorized drivers, volunteers, contractors, and other individuals authorized to operate, manage, reserve, assign, maintain, or utilize university-owned, leased, rented, or otherwise authorized vehicles for official university business.
3. Departments Authorized to Lease/Rent Vehicles
3.1. NCCU Transportation & Motor Fleet Services is the authorized university department responsible for the leasing, reservation, rental, assignment, and operational oversight of State-owned and university-owned vehicles utilized for official university business.
3.1.1. University departments may only lease, reserve, rent, or utilize departmental vehicles operating under the administrative oversight and operational authority of NCCU Transportation & Motor Fleet Services. All vehicle assignments, reservations, operational approvals, compliance reviews, and transportation procedures shall be coordinated in accordance with university policies and applicable North Carolina Department of Administration Motor Fleet Management regulations.
3.2. University departments, divisions, offices, programs, affiliated organizations, and authorized operational units may request the use, lease, rental, or assignment of university transportation resources for official university business in accordance with this rule and applicable university procedures.
3.2.1. All vehicle requests shall be coordinated through NCCU Transportation & Motor Fleet Services unless otherwise authorized by university administration or applicable State procedures.
3.3. Vehicle usage must directly support official university business, approved university travel, operational activities, recruitment efforts, student engagement activities, maintenance operations, emergency response functions, or other authorized institutional purposes.
3.3.1. All departments utilizing university vehicles are responsible for ensuring drivers are properly authorized, reservations are approved, required documentation is completed, and all vehicle usage complies with university regulations and applicable North Carolina Department of Administration Motor Fleet Management requirements.
3.4. NCCU Transportation & Motor Fleet Services reserves the right to approve, deny, limit, suspend, or revoke vehicle reservation privileges based on vehicle availability, operational priorities, driver eligibility, safety concerns, outstanding charges, utilization history, policy violations, or noncompliance with university or State fleet management requirements.
4. State Regulations
4.1. In accordance with North Carolina Department of Administration Motor Fleet Management regulations, State-owned passenger-carrying vehicles shall be operated only by authorized State employees and shall be used solely for official State or university business.
4.1.1. The use of State-owned vehicles for personal business, private activities, entertainment, recreational purposes, or any other unauthorized use is strictly prohibited.
4.2. For purposes of this rule, any individual receiving compensation from the university, including full-time employees, part-time employees, temporary employees, and student employees, shall be considered a State employee when operating a university-owned, leased, rented, or otherwise authorized vehicle for official university business.
4.3. All drivers operating university vehicles are required to comply with applicable State laws, university regulations, operational procedures, and Motor Fleet Management requirements governing the use of State-owned vehicles.
4.3.1. Unauthorized use of university vehicles may result in disciplinary action, financial liability, revocation of vehicle privileges, criminal penalties, or other corrective action as permitted by university policy and State law.
5. Official Use of State-Owned Vehicles
5.1. Employees operating university vehicles while in approved travel status may utilize the vehicle for reasonable travel necessary to obtain meals, lodging, fuel, emergency services, or other travel-related necessities directly associated with official university business.
5.1.1. State-owned vehicles shall not be used for entertainment, social activities, personal errands, or other non-State business purposes while in travel status.
6. Reservation Procedures
6.1. Departments requesting use of a university vehicle shall submit the required vehicle reservation documentation through NCCU Transportation & Motor Fleet Services in accordance with established reservation procedures and operational timelines.
6.1.1. Reservation requests must identify the requesting department, authorized driver(s), destination, purpose of travel (itinerary), estimated mileage, dates of travel, funding information, and any additional operational needs associated with the request.
6.2. Vehicle reservations may not be processed unless all required approvals, funding authorizations, and applicable travel documentation have been completed.
6.2.1. Departments utilizing university travel reimbursement processes may be required to obtain a Motor Fleet Order Number (MO#) or other approved travel authorization prior to vehicle release when applicable.
6.3. NCCU Transportation & Motor Fleet Services reserves the right to establish reservation deadlines, vehicle usage priorities, operational restrictions, blackout dates, staffing requirements, and additional procedures necessary to support university transportation operations.
7. Release of University Vehicles
7.1. The release of university vehicles to departments, employees, student employees, or authorized drivers shall be subject to review and approval by NCCU Transportation & Motor Fleet Services.
7.1.1. Vehicles shall not be released unless all required reservation, authorization, compliance, and operational requirements have been satisfied.
7.2. Vehicle release requirements include, but are not limited to, the following:
7.2.1. Submission of a properly completed and approved vehicle reservation request
7.2.2. Written or emailed confirmation verifying that all required departmental approvals, supervisory authorizations, funding approvals, and applicable university travel or operational authorizations have been obtained prior to the release or operation of the vehicle, along with verification that the assigned driver possesses a valid and appropriate driver’s license for the class and type of vehicle being operated in accordance with university procedures and applicable State laws.
7.2.3. Confirmation that the driver has met all university driver authorization requirements and, when applicable, appears on the university’s approved driver list
7.2.4. Drivers operating commercial vehicles or vehicles requiring a Commercial Driver’s License (CDL) must possess the proper CDL classification, required endorsements, and applicable Department of Transportation (DOT) medical certifications in accordance with State and federal regulations.
7.2.4.1. Drivers operating vehicles requiring a CDL Class A license, including vehicles with trailers, combination vehicles, or equipment exceeding applicable weight thresholds, must maintain a valid CDL Class A license with all required endorsements applicable to the vehicle or equipment being operated.
7.2.4.2. Drivers operating buses, passenger vehicles, or other vehicles requiring a CDL Class B license must also maintain all required endorsements and certifications associated with passenger transportation operations.
7.2.4.3. Drivers of vans designed to transport fifteen (15) passengers or fewer are generally not required to possess a CDL Class B license unless otherwise required by law, vehicle classification, passenger capacity, vehicle configuration, or applicable regulatory requirements.
7.2.4.4. NCCU Transportation & Motor Fleet Services reserves the right to establish additional driver qualification requirements based on operational needs, vehicle type, safety considerations, or regulatory compliance standards.
7.3. Vehicles may be withheld, delayed, or removed from service during severe weather conditions, unsafe roadway conditions, emergency operations, or other circumstances that may create an unreasonable safety risk to drivers, passengers, or university property.
7.4. Vehicle reservations are generally processed on a first-come, first-served basis; however, NCCU Transportation & Motor Fleet Services reserves the right to prioritize reservations supporting emergency operations, executive leadership, public safety, athletics, official university events, student transportation operations, or other institutional priorities.
8. Travel Packets & Vehicle Information
8.1. University vehicles may contain travel packets, vehicle information packets, or electronic vehicle documentation intended to support driver safety, accident reporting, regulatory compliance, and operational guidance during official travel.
8.1.1. Vehicle documentation may include accident reporting instructions, insurance information, emergency contact information, travel logs, fuel instructions, State Motor Fleet Management procedures, fuel card information, inspection forms, registration information, and other operational materials necessary for official university travel.
8.2. Drivers are responsible for reviewing all applicable vehicle documentation prior to departure and ensuring that travel packets, fuel cards, vehicle registrations, and university property remain secured within the vehicle during authorized use.
8.2.1. Vehicle registration information shall always remain in the vehicle unless otherwise directed by NCCU Transportation & Motor Fleet Services.
9. Vehicle Parking & Return Locations
9.1. University vehicles shall be parked, stored, released, and returned only at locations approved by NCCU Transportation & Motor Fleet Services.
9.1.1. Standard vehicle pickup and return locations may vary based on operational needs, campus events, athletic operations, weather conditions, construction activity, or other university operational requirements.
9.2. NCCU Transportation & Motor Fleet Services reserves the right to temporarily relocate vehicle staging, parking, pickup, or return areas to support campus operations, special events, emergency operations, or safety requirements.
9.2.1. Departments and drivers are responsible for complying with all published vehicles return instructions and parking procedures.
10. Seat Belt Requirements
10.1. All drivers and passengers occupying a university-owned, leased, rented, or otherwise authorized vehicle are required to always wear properly fastened seat belts while the vehicle is in operation.
10.1.1. This requirement applies to all seating positions where seat belts are installed, including front-seat and rear-seat occupants.
10.2. Failure to comply with seat belt requirements may result in disciplinary action, suspension of vehicle privileges, removal from authorized driver status, or other corrective action deemed appropriate by NCCU Transportation & Motor Fleet Services or university policy.
11. Traffic & Vehicle Law Compliance
11.1. Drivers operating university vehicles are required to obey all local, State, and federal traffic laws, ordinances, regulations, and roadway safety requirements. Drivers are personally responsible for operating vehicles in a safe, lawful, and responsible manner always.
11.2. Any parking citation, toll violation, moving violation, traffic camera citation, towing charge, or fine resulting from driver conduct may become the responsibility of the driver and/or the reserving department.
11.2.1. Failure to comply with traffic laws or university transportation policies may result in suspension of vehicle privileges, disciplinary action, reimbursement obligations, or other corrective measures.
12. Accidents and Incident Reporting Procedures
12.1. In the event of an accident, collision, property damage incident, theft, vandalism, roadway emergency, or other vehicle-related occurrence involving a university-owned, leased, rented, or otherwise authorized vehicle, the driver shall immediately take appropriate actions to ensure the safety of all occupants and comply with applicable law enforcement and university reporting requirements.
12.1.1. Drivers shall follow all emergency instructions, insurance procedures, and accident reporting guidance provided within the vehicle travel packet or other university-issued documentation
12.2. Drivers involved in an accident must immediately notify local law enforcement when required by law, request medical assistance if necessary, and contact NCCU Transportation & Motor Fleet Services as soon as reasonably possible.
12.2.1. Drivers shall have a police report completed whenever applicable and obtain the accident report number and respond to the officer’s name whenever possible.
12.2.2. Drivers are responsible for completing all required accident reporting forms and submitting written accident documentation within twenty-four (24) hours whenever practicable.
12.3. Drivers must cooperate fully with law enforcement investigations, university officials, insurance representatives, and applicable regulatory agencies during the accident review process.
12.3.1. When possible, drivers should collect and document the names, contact information, insurance information, and statements of other drivers, passengers, occupants, and witnesses involved in the incident.
12.3.2. Drivers shall immediately report any injuries, damages, citations, roadway hazards, or other safety concerns associated with the accident.
12.4. Drivers should also provide insurance information from the university vehicle to involved parties when appropriate and ensure that all university-issued insurance documentation remains secured within the vehicle following the incident. Drivers should document all known details related to the accident, including roadway conditions, vehicle damage, occupant information, and any other relevant facts associated with the occurrence.
12.5. Accident reports involving State-owned vehicles must be reported to NCCU Transportation & Motor Fleet Services and submitted in accordance with applicable North Carolina Department of Administration Motor Fleet Management procedures, university reporting requirements, insurance reporting standards, and applicable State regulations.
12.6. Failure to report an accident, provide required documentation, cooperate with investigations, comply with accident reporting procedures, or follow university emergency response requirements may result in suspension of vehicle privileges, loss of departmental reservation privileges, disciplinary action, financial liability, reimbursement obligations, or other corrective measures deemed appropriate by NCCU Transportation & Motor Fleet Services or university administration.
13. Vehicle Emergencies and Roadside Assistance
13.1. In the event a university vehicle becomes disabled, unsafe to operate, involved in a mechanical failure, or otherwise unable to continue travel, the driver shall immediately contact NCCU Transportation & Motor Fleet Services for operational guidance and assistance during normal university business hours.
13.1.1. Outside normal business hours, drivers shall contact the NCCU Transportation & Motor Fleet Services emergency on-call number, appropriate emergency roadside assistance, or Motor Fleet Management emergency contact information provided within the vehicle or displayed on official vehicle documentation.
13.2. Drivers shall not authorize major repairs, towing services, vehicle modifications, or emergency purchases without prior approval from NCCU Transportation & Motor Fleet Services unless emergency circumstances reasonably prevent prior notification.
13.2.1. Drivers are responsible for safeguarding university property and remaining with the vehicle when safe and practical until assistance or instructions are received.
13.3. Emergency situations requiring immediate reporting to NCCU Transportation & Motor Fleet Services may include, but are not limited to, mechanical breakdowns, tire failures or blowouts, battery failures, engine warning indicators, overheating conditions, fluid leaks, accidents, roadway hazards, unsafe operating conditions, vehicle theft, vandalism, fuel-related issues, or weather-related emergencies that impact the safe operation of the vehicle.
13.3.1. Drivers are responsible for immediately reporting any condition that may affect vehicle safety, operational reliability, passenger safety, or compliance with university and North Carolina Department of Administration Motor Fleet Management requirements.
13.3.1.1. Failure to promptly report emergency situations or unsafe vehicle conditions may result in additional vehicle damage, operational delays, safety risks, suspension of vehicle privileges, or other corrective action as deemed appropriate by NCCU Transportation & Motor Fleet Services.
13.4. NCCU Transportation & Motor Fleet Services reserves the right to coordinate towing, repair authorizations, replacement vehicles, roadside assistance, and operational response procedures associated with university vehicle emergencies.
14. Completion of Travel and Vehicle Return
14.1. Upon completion of authorized travel, drivers are responsible for returning university vehicles to the designated NCCU Transportation & Motor Fleet Services vehicle return location or other approved university staging area.
14.1.1. Vehicles must be properly parked, secured, locked, and returned in acceptable operational and cleanliness condition.
14.2. Drivers are required to complete all applicable post-trip inspections, mileage documentation, fuel reporting, and vehicle condition reporting prior to returning the vehicle.
14.2.1. All travel packets, fuel cards, keys, inspection forms, accident documentation, and other university property associated with the vehicle must be returned in accordance with NCCU Transportation procedures.
14.3. For after-hours returns, weekends, holidays, or other periods when the Transportation office is closed, drivers shall follow designated after-hours key drop procedures or other published return instructions established by NCCU Transportation & Motor Fleet Services.
14.4. Drivers may be held financially responsible for lost keys, missing equipment, unreported damage, excessive cleaning, failure to secure vehicles, unauthorized vehicle retention, or failure to comply with required vehicle return procedures.
15. Rates and Billing
15.1. NCCU Transportation & Motor Fleet Services may assess mileage charges, operational fees, staffing costs, maintenance recovery charges, utilization fees, or other transportation-related expenses associated with the use of university transportation resources.
15.1.1. Mileage charges are intended to offset operational expenses associated with vehicle usage, including lease costs, preventative maintenance, tires, depreciation, insurance, fleet replacement reserves, and other transportation operating costs.
15.2. Standard vehicle mileage rates are established and maintained by NCCU Transportation & Motor Fleet Services and may be adjusted in accordance with operational expenses, State Motor Fleet Management pricing updates, vehicle replacement costs, fuel fluctuations, or university budgetary requirements.
15.3. Departmental Billing
15.3.1. Departments utilizing university transportation services shall receive billing documentation outlining applicable mileage charges, staffing fees, toll charges, maintenance pass-through expenses, or other approved transportation-related costs.
15.3.1.1. Departments are responsible for ensuring sufficient funding is available within the appropriate financial accounting string or approved funding source.
15.3.2. NCCU Transportation & Motor Fleet Services reserves the right to coordinate interdepartmental billing, invoicing, budget transfers, or other approved financial recovery procedures necessary to support transportation operations and cost recovery.
15.4. Reimbursement Procedures
15.4.1. Emergency purchases, approved roadside expenses, or authorized operational purchases made by employees during official travel may be eligible for reimbursement when properly documented and approved by NCCU Transportation & Motor Fleet Services.
15.4.1.1. Reimbursement requests must include detailed receipts, supporting documentation, justification for the purchase, and any required university reimbursement forms.
15.4.2. Unauthorized purchases, unapproved repairs, personal expenses, or expenses incurred in violation of university transportation policies may be denied reimbursement.
16. Driving Vehicles Home and Commuting Use
16.1. University vehicles shall not be driven home, retained overnight, or used for commuting purposes unless specifically authorized in accordance with university procedures and applicable North Carolina Department of Administration Motor Fleet Management regulations.
16.2. Authorized Operational Exceptions
16.2.1. Limited take-home or overnight vehicle usage may be authorized when official university business requires the employee to utilize the same vehicle for approved travel on the following workday and operational efficiency supports the authorization.
16.2.1.1. Such approvals may be considered when the employee’s residence is geographically closer to the official destination than the employee’s normal duty station or when returning to the normal workstation would create an unnecessary operational burden.
16.3. After-Hours Operational Use
16.3.1. Employees may be authorized to retain a university vehicle outside normal business hours when official university business requires vehicle usage after completion of the regular workday or before the employee’s regularly scheduled reporting time on the next workday.
16.3.1.1. All take-home vehicle approvals remain subject to university review, operational justification, commuting authorization requirements, and Motor Fleet Management approval when applicable
17. Prohibited Conduct and Substance Restrictions
17.1. Smoking, Tobacco, Alcohol, and Controlled Substances
17.1.1. Smoking, vaping, tobacco use, alcoholic beverages, illegal drugs, controlled substances, or other prohibited materials are not permitted inside university-owned, leased, rented, or otherwise authorized vehicles at any time.
17.1.2. Drivers and passengers are prohibited from possessing, consuming, transporting, or being under the influence of alcohol, illegal drugs, or impairing substances while operating, occupying, or utilizing university transportation resources.
17.1.2.1. Drivers shall not operate a university vehicle while impaired, fatigued, ill, distracted, or otherwise unable to safely operate the vehicle.
17.1.3. The use of prescription or over-the-counter medications that impair driving ability or recommend against operating motor vehicles may also prohibit an employee from operating a university vehicle while under the effects of such medication.
17.1.4. Violations of this section may result in immediate suspension of vehicle privileges, disciplinary action, removal from authorized driver status, referral to law enforcement, financial liability, or other corrective action deemed appropriate by the university.
18. Driver Requirements
18.1. Authorized Drivers
18.1.1. Only authorized university employees, student employees, or other individuals approved in accordance with university procedures may operate university-owned, leased, rented, or otherwise authorized vehicles for official university business.
18.1.1.1. Drivers must satisfy all university driver authorization requirements prior to vehicle operation.
18.2. Driver Licensing Requirements
18.2.1. All drivers must possess a valid and appropriate driver’s license for the class of vehicle being operated and must maintain driving eligibility in accordance with university procedures and applicable State laws.
18.2.1.1. Drivers operating vehicles requiring a Commercial Driver’s License (CDL) must maintain all required endorsements, certifications, and medical qualifications.
18.3. Driving Record Requirements
18.3.1. Drivers authorized to operate university vehicles shall maintain acceptable driving records and may not have unresolved violations, suspensions, revocations, or traffic-related offenses involving alcohol, illegal drugs, or impaired driving that would disqualify them from vehicle operation under university or State requirements.
19. Safe Vehicle Operation Requirements
19.1. Drivers shall not operate a university vehicle that is unsafe, improperly functioning, mechanically deficient, or otherwise unsuitable for operation.
19.1.1. Drivers are responsible for immediately reporting mechanical concerns, warning indicators, damages, or unsafe conditions to NCCU Transportation & Motor Fleet Services prior to operating the vehicle.
20. Driver Licensing and Drug & Alcohol Testing Requirements
20.1. All drivers must possess a valid and appropriate driver's license for the class of vehicle being operated and must maintain driving eligibility in accordance with university procedures, applicable State laws, and federal transportation regulations.
20.1.1. Drivers operating vehicles requiring a Commercial Driver's License (CDL) must maintain all required endorsements, certifications, Department of Transportation (DOT) medical qualifications, and any additional licensing requirements applicable to their assigned vehicle classification.
20.2. Employees operating CDL-required vehicles or other safety-sensitive transportation positions may be subject to mandatory drug and alcohol testing in accordance with applicable Federal Motor Carrier Safety Administration (FMCSA) regulations, United States Department of Transportation (DOT) requirements, State policies, and university procedures.
20.2.1. Required drug and alcohol testing programs for employees operating Commercial Driver’s License (CDL) vehicles or performing safety-sensitive transportation duties may include, but are not limited to, pre-employment testing, random drug and alcohol testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, follow-up testing, and any additional testing required by applicable federal or State law, North Carolina Department of Administration Motor Fleet Management regulations, United States Department of Transportation (DOT) requirements, Federal Motor Carrier Safety Administration (FMCSA) standards, or university policy.
20.2.2. All required testing shall be conducted in accordance with applicable legal requirements, established university procedures, and approved testing protocols governing safety-sensitive transportation positions.
20.3. Drivers are prohibited from operating university vehicles while under the influence of alcohol, illegal drugs, controlled substances, impairing medications, or any substance that may negatively affect the safe operation of a motor vehicle.
20.3.1. Refusal to submit to required testing, failure to maintain required certifications, positive drug or alcohol test results, or violations of applicable drug and alcohol policies may result in removal from driving duties, suspension of vehicle privileges, disciplinary action, termination of driving authorization, or other corrective measures consistent with university policy and applicable law.
21. Vehicle Operating Rules and Conduct Standards
21.1. University vehicles shall be used solely for official university business, authorized travel, approved university functions, and operational purposes.
21.1.1. Personal errands, recreational activities, entertainment, unauthorized travel, or private use of university vehicles are strictly prohibited.
21.1.2. Only authorized drivers assigned or approved for the vehicle reservation may operate the vehicle.
21.2. Drivers and all passengers must always wear seat belts while the vehicle is in motion.
21.3. Animals or pets are prohibited inside university vehicles unless the animal qualifies as an approved service animal or is otherwise authorized for official university purposes.
21.4. Alcoholic beverages, firearms, illegal drugs, controlled substances, hazardous materials, or other prohibited items are not permitted inside university vehicles unless specifically authorized by university policy or applicable law enforcement authority.
21.5. No individual may operate, occupy, or utilize a university vehicle while under the influence of alcohol, illegal drugs, impairing substances, or medications that affect safe vehicle operation.
21.6. Drivers are prohibited from operating university vehicles when fatigued, ill, distracted, or otherwise unable to safely operate the vehicle.
21.7. Unauthorized trailer hitches, towing devices, trailers, or external hauling equipment shall not be attached to or utilized with university vehicles unless specifically approved by NCCU Transportation & Motor Fleet Services.
21.8. The use of tobacco products, vaping devices, smoking materials, or related substances is prohibited inside university vehicles.
21.9. Drivers are required to obey all local, State, and federal traffic laws, roadway regulations, parking restrictions, and vehicle operation requirements. Drivers and/or departments may be held financially responsible for toll violations, parking citations, moving violations, towing charges, or other penalties incurred during vehicle operation.
21.10. Vehicles must remain locked and secured whenever left unattended.
21.11. Drivers and departments are responsible for returning vehicles in clean and acceptable condition free of excessive debris, trash, odors, spills, or damage.
21.12. Drivers shall engage the parking brake whenever the vehicle is parked.
21.13. Overloading, overcrowding, or exceeding vehicle passenger or weight capacity limits is strictly prohibited.
21.14. Unauthorized equipment, decals, electronics, radar detectors, structural modifications, aftermarket devices, or alterations shall not be added to university vehicles without approval from NCCU Transportation & Motor Fleet Services.
21.15. Items, luggage, cargo, or equipment shall not be transported on the roof of university vehicles unless specifically designed and authorized for such use.
21.16. Departments may be held financially responsible for missing equipment, damaged components, lost emergency equipment, missing spare tires, jacks, safety devices, fuel cards, keys, or other university property assigned to the vehicle.
21.17. Text messaging, electronic messaging, or other handheld device usage while operating a university vehicle is strictly prohibited except were permitted under applicable hands-free laws and university policy.
21.18. Drivers are strongly discouraged from using cellular phones or engaging in distracted driving behaviors while operating university vehicles.
21.19. Hands-free operation should be utilized whenever communication is necessary during vehicle operation.
22. Accident Procedures and Reporting Requirements
22.1. Drivers involved in an accident while operating a university vehicle shall immediately comply with all emergency response procedures, law enforcement requirements, university reporting obligations, and insurance procedures.
22.2. Drivers must cooperate fully with NCCU Transportation & Motor Fleet Services, University Police, insurance representatives, and applicable regulatory agencies.
22.3. Accident response procedures include, but are not limited to, requesting a law enforcement response and obtaining the accident report number and reporting officer information.
22.3.1. Collecting contact and insurance information from all involved parties; immediately notifying NCCU Transportation & Motor Fleet Services, University Police, and the sponsoring department.
22.3.2. Providing insurance information as required during the accident response process; documenting accident details, witnesses, passengers, roadway conditions, and other relevant incident information.
22.3.3. Submission of all required accident documentation to NCCU Transportation & Motor Fleet Services as soon as reasonably practicable following the incident.
22.3.4. Drivers are expected to fully cooperate with law enforcement agencies, insurance representatives, university officials, and applicable regulatory authorities during all accident investigations and reporting processes.
22.4. Failure to comply with accident reporting requirements may result in suspension of vehicle privileges, financial liability, disciplinary action, or revocation of departmental reservation privileges.
23. NCCU Transportation & Motor Fleet Responsibilities
23.1. NCCU Transportation & Motor Fleet Services is responsible for maintaining university vehicles in safe operating condition and coordinating preventative maintenance, inspections, repairs, roadside assistance, and other operational support services necessary for fleet operations.
23.2. Mechanical failures occurring during authorized travel that render the vehicle unsafe or inoperable may qualify for emergency repair support coordinated through NCCU Transportation & Motor Fleet Services or applicable Motor Fleet Management procedures.
23.2.1. Emergency mechanical failures generally include conditions that prevent safe operation of the vehicle.
24. Departmental Responsibilities
24.1. Departments reserving university vehicles are responsible for ensuring that all assigned drivers meet university driver eligibility requirements and maintain proper authorization to operate university vehicles.
24.2. Departments should coordinate with NCCU Transportation & Motor Fleet Services in advance of travel to verify driver authorization status, required certifications, CDL eligibility when applicable, and operational compliance requirements.
24.3. Drivers and departments may be held financially responsible for toll charges, parking citations, moving violations, traffic penalties, administrative fees, and other roadway-related charges incurred during vehicle operation.
24.4. Departments receiving toll-related invoices, including charges associated with toll roads or expressway systems, are responsible for timely payment of all assessed charges and submission of required payment documentation to NCCU Transportation & Motor Fleet Services when requested.