REG - 30.07.3 Motor Fleet Regulations
1. Purpose
1.1. The purpose of this policy is to establish the administrative authority, operational responsibilities, procedures, and oversight requirements governing North Carolina Central University (NCCU) Transportation & Motor Fleet Services. This policy establishes standards for the management, utilization, assignment, reservation, billing, maintenance, and compliance oversight of university-owned vehicles and North Carolina Department of Administration Motor Fleet Management (MFM) leased vehicles utilized for official university business.
1.2. This policy further establishes NCCU Transportation & Motor Fleet Services as the university’s centralized authority responsible for fleet administration, vehicle accountability, transportation coordination, operational oversight, fuel card administration, customer billing, fleet compliance monitoring, and liaison responsibilities with the State of North Carolina Motor Fleet Management Division.
2. Scope
2.1. This policy applies to all NCCU departments, divisions, affiliated programs, university employees, student employees, authorized drivers, and operational units utilizing university-owned vehicles, State-owned vehicles, leased vehicles, Motor Pool vehicles, fuel cards, or transportation services administered through NCCU Transportation & Motor Fleet Services.
3. NCCU Transportation & Motor Fleet Services serves as the central administrator for university-owned vehicles and North Carolina Motor Fleet Management leased vehicles assigned to the university. NCCU Transportation & Motor Fleet Services shall operate under Facilities Management and shall serve as the university liaison with the North Carolina Department of Administration Motor Fleet Management Division.
3.1. The Agency Fleet Coordinator (AFC) is responsible for overseeing fleet compliance, vehicle accountability, operational oversight, transportation coordination, and administrative support associated with university fleet operations.
3.1.1. The AFC manages State Motor Fleet leased vehicles, Motor Pool operations, fuel card administration, transportation billing, operational audits, and compliance activities associated with university fleet operations.
3.2. Administrative responsibilities of NCCU Transportation & Motor Fleet Services include, but are not limited to:
3.2.1. Collecting, reviewing, and entering vehicle mileage logs into State fleet systems for monthly billing purposes
3.2.2. Developing and maintaining fleet policies, procedures, and operational standards
3.2.3. Auditing vehicle usage to ensure compliance with university and Motor Fleet Management regulations
3.2.4. Implementing strategic transportation and fleet management initiatives
3.2.5. Operating centralized vehicle and equipment pools
3.2.6. Coordinating responses to State citizen complaints involving university vehicles
3.2.7. Managing State-required commuting and vehicle exemption processes
3.2.8. Assisting departments with vehicle replacement recommendations, acquisitions, and fleet planning
3.2.9. Coordinating departmental billing associated with fleet operations
3.2.10. Managing and auditing State fuel cards and university fuel card programs
3.2.11. Monitoring vehicle utilization, operational efficiency, and fleet accountability
3.3. The North Carolina Motor Fleet Management Division provides passenger vehicles to State agencies for use by employees in the performance of official State duties.
3.3.1. NCCU Transportation & Motor Fleet Services serves as the university liaison with Motor Fleet Management and provides administrative support for vehicles assigned to the university and its employees.
3.3.2. All State-owned vehicles assigned through Motor Fleet Management shall be operated in accordance with applicable university procedures, North Carolina Motor Fleet Management regulations, and applicable State and federal laws governing State vehicle operations.
4. NCCU Transportation & Motor Fleet Services provides temporary reservations of passenger vehicles to university faculty and staff for the performance of official university business.
4.1. Vehicle reservations shall be coordinated through NCCU Transportation & Motor Fleet Services.
4.2. To reserve a vehicle, departments must submit a Motor Fleet Vehicle Request Form no less than seven (7) business days prior to travel whenever practicable.
4.2.1. Requests are subject to vehicle availability, operational requirements, staffing limitations, and approval by NCCU Transportation & Motor Fleet Services.
4.3. State-owned vehicles and university vehicles shall be driven only by authorized university employees and used exclusively for official State and university business purposes. Unauthorized personal use of university vehicles is strictly prohibited.
5. The North Carolina Motor Fleet Management rate model allows vehicle expenses to be accurately captured and operational savings to be passed on to State agencies and university departments.
5.1. Motor Fleet Management charges a fixed monthly lease fee based upon vehicle class.
5.1.1. The monthly lease fee includes vehicle replacement costs, insurance coverage, and operational expenses excluding fuel. Monthly lease fees include a usage allowance of 1,050 miles per month.
5.1.2. Vehicles exceeding the monthly mileage allowance are subject to additional per-mile charges established by Motor Fleet Management.
5.2. Fuel purchases made utilizing WEX fuel cards, State fuel cards, or university fueling operations are billed separately from monthly lease fees.
5.2.1. All assigned vehicles shall maintain an assigned fuel card, and approved drivers shall be assigned a unique driver fuel PIN for authorized fuel purchases.
5.3. Temporary vehicle reservations coordinated through NCCU Transportation & Motor Fleet Services are currently billed utilizing the specific amounts in accordance to Motor Fleet Manual.
5.3.1. Mileage rates, operational fees, lease rates, and transportation charges are subject to change in accordance with operational expenses, fuel costs, State Motor Fleet Management pricing updates, vehicle replacement schedules, or university-approved rate adjustments.
5.3.2. Departments are responsible for ensuring sufficient funding is available prior to vehicle release. Funds associated with Motor Fleet reservations are generally encumbered through the university Travel Department and deposited into the appropriate Motor Fleet account for payment processing.
6. NCCU Transportation & Motor Fleet Services manages all State-issued WEX fuel cards, university fuel cards, fuel PIN assignments, and fuel card usage audits associated with university fleet operations.
6.1. Fuel cards shall only be utilized for authorized university fuel purchases associated with approved university vehicles.
6.1.1. Drivers utilizing fuel cards must enter accurate odometer readings during fuel purchases in accordance with Motor Fleet Management procedures.
6.2. Requests for fuel cards, fuel PIN assignments, replacement fuel cards, or fuel card access changes shall be coordinated through the Agency Fleet Coordinator or the NCCU Transportation Dispatch Office.
6.3. Misuse, unauthorized purchases, fraudulent transactions, or violations associated with fuel card usage may result in disciplinary action, financial liability, revocation of driving privileges, or referral for investigation.
7. University vehicles and State-owned vehicles shall be operated exclusively for official university and State business purposes.
7.1. Drivers are required to comply with all applicable traffic laws, university procedures, Motor Fleet Management regulations, and safe driving practices.
7.2. Authorized drivers must maintain valid driver licenses appropriate for the vehicle being operated and remain eligible to operate university vehicles under university procedures and applicable State requirements.
7.3. NCCU Transportation & Motor Fleet Services reserves the right to audit vehicle usage, review mileage logs, inspect vehicle records, review telematics information, monitor utilization trends, and implement corrective action measures necessary to maintain operational compliance and vehicle accountability.
8. The Agency Fleet Coordinator (AFC) is responsible for conducting audits and compliance reviews of university-owned and State Motor Fleet vehicles to ensure compliance with university procedures and North Carolina Motor Fleet Management regulations.
8.1. Audits may include review of vehicle assignments, mileage logs, telematics data, fuel card transactions, maintenance records, travel activity, and departmental utilization.
8.2. Vehicles identified as underutilized or operationally unnecessary may be reassigned, returned to the Motor Pool, or recommended for surplus.
8.3. The AFC may also conduct physical vehicle inspections, inventory reconciliations, and operational reviews to maintain accountability and fleet efficiency.
9. Departments with permanently assigned vehicles are responsible for applicable operational costs associated with the vehicle, including lease fees, mileage overages, maintenance-related expenses, fuel costs, damages resulting from misuse or negligence, tolls, parking fees, and other operational charges. Billing may be processed through interdepartmental chargebacks or other approved university financial procedures.
9.1. Departments are also responsible for ensuring compliance with inspection, mileage reporting, maintenance coordination, and fuel card requirements.
10. NCCU Transportation & Motor Fleet Services manages the university Motor Pool to provide centralized access to university vehicles and improve fleet efficiency, vehicle utilization, operational oversight, and compliance.
10.1. The Motor Pool may include passenger vehicles, vans, buses, utility vehicles, and specialty equipment.
10.2. Transportation & Motor Fleet Services reserves the right to assign vehicles, modify reservations, remove vehicles from service, and implement operational restrictions necessary to maintain safety and regulatory compliance.
11. University vehicles may only be used for official university and State business by authorized drivers.
11.1. Unauthorized personal use, improper commuting use, use by unauthorized drivers, reckless operation, fuel card misuse, smoking, alcohol or drug use, unauthorized passengers, and unsafe operation are prohibited.
11.2. Approved commuting authorization only permits travel between the employee’s residence and official duty station and does not authorize personal use.
11.3. Violations may result in suspension of vehicle privileges, financial liability, disciplinary action, or other corrective measures.
12. Failure to comply with this policy, university transportation procedures, State Motor Fleet Management regulations, fuel card requirements, vehicle reservation procedures, or applicable transportation laws may result in suspension of vehicle privileges, denial of future reservations, financial liability, disciplinary action, reimbursement obligations, or other corrective measures deemed appropriate by the university.