NORTH CAROLINA CENTRAL UNIVERSITY VEHICLE USE POLICY Purpse: The purpse is t explain the University's plicy n leasing vehicles and the prcedures fr rental f NCCU Mtr Fleet, and Student Affairs vehicles. These vehicles fall int three categries: Mtr Fleet Vehicles, Department Vehicles and Student Affairs Vehicles. Mtr Fleet vehicles are thse that are hused and maintained at the NCCU Physical Plant and are available fr dispatching n a daily r weekly basis fr fficial University business r travel. Department vehicles are vehicles alltted t University departments fr carrying ut fficial University business and are nt available t the Mtr Pl fr daily dispatching. Student Affairs vehicles are thse that are hused and maintained by Student Affairs and are available fr dispatching n a daily r weekly basis fr fficial University business r travel. Student Affairs Vehicle Use Plicy can be btained at the Student Affairs Transprtatin ffice. Mtr Fleet vehicles are vehicle rental nly and n drivers. Student Affairs can and will prvide drivers as part f their rentals. Scpe: Applies t all University departments and activities. Plicy: 1. Departments Authrized t Lease/Rent Vehicles: NCCU Mtr Fleet peratins and Student Affairs transprtatin department may lease/rent State and University-wned vehicles. 2. State Regulatins: Nrth Carlina Mtr Fleet Management regulatins state, "State-wned, passenger-carrying vehicles shall be driven nly by State emplyees and used nly fr fficial State business. It shall be unlawful fr any State emplyee t use a State-wned vehicle fr any private purpse whatsever. When an emplyee is required t use a State-wned vehicle fr travel while away frm his/her wrk statin, the vehicle may be used fr travel t btain meals and ther necessities but nt fr entertainment r any persnal purpse. A State emplyee may nt use a State-wned vehicle fr btaining meals unless he/she is in travel status." Fr purpses f this plicy, any individual paid a salary r wage by the University, including student emplyees, is cnsidered a State emplyee. 3. Authrizatin: All rentals f Mtr Fleet State vehicles must be authrized at least furteen days prir t the beginning day f travel by apprpriate signature(s) n the Vehicle Request/Invice Frm. NOTE: T be reimbursed at the State Rate, a vehicle request frm must be submitted, even if a Mtr Fleet vehicle is nt available n the date f the trip. 1
4. Release f State Vehicles: Release f Mtr Fleet State vehicles t University departments are subject t the fllwing guidelines: a. Vehicles will nt be released withut a prperly cmpleted and apprved Vehicle Request/Invice Frm. b. A cpy f a valid driver's license fr the vehicle driver must be n file with the NCCU Mtr Fleet ffice prir t the release f any State vehicle. c. A CDL "Class B" license is nt required fr drivers f vans equipped t hld 15 r fewer passengers. d. Vehicles may nt be issued during adverse weather such as accumulated snw, sleet, r ice n radways. Vehicles already requested may be canceled r delayed in the event f adverse weather. e. Vehicles are assigned n a first cme first served basis. All requests will be time stamped upn arrival. If n vehicles are available, requestrs have the ptin f btaining vehicles frm Mtr Fleet Management in Raleigh. G t the NCDOA Mtr Fleet Management website and click n Request fr a Temprary Mtr Pl Vehicle. Prcedures: 1. Requesting a NCCU Mtr Fleet Vehicle: Rental f a vehicle frm NCCU Mtr Fleet shall be requested by submitting a Vehicle Request/Invice Frm signed by the apprpriate department head t the NCCU Mtr Fleet ffice. NOTE: Vehicle reservatins will nt be prcessed if a Mtr Fleet Order Number, btained frm the travel ffice is nt in place 2. Travel Packets: Travel packets fr vehicles cntain the Mtr Fleet Management Rules and Regulatins Manual, accident reprting frms, insurance infrmatin, travel lgs, Mtr Fleet Management frm FM-33 (Justificatin fr Purchase f Cmmercial Gasline) and credit cards. The vehicle registratin card is in the glve cmpartment. 3. Lcatin f NCCU Mtr Fleet Vehicles: NCCU Mtr Fleet vehicles will be parked at the Physical Plant lwer lt. During the weekend f hme ftball games, vehicles will be parked at the lwer lt f BRITE fr pickup and return. 4. Seat Belt Requirements: 2
All persns traveling in a State vehicle must use available seat belts. This requirement applies t drivers and all passengers (frnt and back seat). Failure t cmply with this requirement may result in the withdrawal f an individual's privilege f using State vehicles. 5. Cmpliance with Ordinances: Drivers must bey all lcal and State rdinances pertaining t the peratin f mtr vehicles. Failure t cmply with rdinances may result in the withdrawal f an individual's privilege f using State vehicles. Any fines impsed fr a vilatin, which was under the cntrl f the driver, is the respnsibility f the driver. The Chancellr is ntified by the State f any fines issued. 6. Use f Credit Cards: Credit cards are t be used nly fr the purchase f gas and il. Credit Cards t be used fr state vehicles - A gasline credit card is in the vehicle packet. The gasline credit card can be used at any statin listed in the Mtr Fleet Rules and Regulatins Manual enclsed in the travel packet. 7. Accidents: If an accident ccurs, fllw the emergency instructins and insurance infrmatin included in the travel packet. In additin, the NCCU Mtr Fleet ffice must be ntified (919-530- 5225). The driver must cmplete the accident reprting frm lcated in the travel packet and file within 24 hurs f the accident unless circumstances dictate therwise. Accident reprts invlving state vehicles must be filed with NCCU and Mtr Fleet Management in Raleigh. 8. Emergency Infrmatin: In the event a vehicle cannt be driven, the NCCU Mtr Fleet ffice must be cntacted by telephne (919-530-5225) fr instructins during the nrmal wrking hurs. Outside nrmal wrking hurs, call the emergency Mtr Fleet Management number indicated n the vehicle windshield decal. 9. Cmpletin f Travel: When travel is cmpleted, vehicles must be parked and lcked at the Physical Plant lwer lt. At this time, the driver shuld return the packet with the keys t the NCCU Mtr Fleet ffice. Shuld yu return between 5 p.m. and 8 a.m. r n weekends, keys and packets must be drpped ff at Campus Plice. 10. Rates and Billing: a. A mileage rate is charged fr each type f vehicle t cver the cst f fuel, tires, and ther peratinal expenses alng with a replacement reserve fr University wned vehicles. The current rate charged per mile fr the use f a Mtr Fleet State vehicle can be btained by 3
calling the NCCU Mtr Fleet ffice. b. Each mnth, departments will be sent a cpy f the mtr fleet invice, which will state the number f miles being billed and the ttal charges. The riginal invice will be submitted t the travel ffice. The Cmptrller s Office will autmatically charge departmental budgets each mnth fr the expense. c. Reimbursements fr any emergency purchase r repair frm persnal cash r credit card will be accmplished by cmpleting a reimbursement request and submitting this with prper receipts t NCCU s Mtr Fleet Office. 11. Individuals with temprarily assigned vehicles may nt drive these vehicles hme unless: a. University business requires an authrized trip by the same vehicle the fllwing wrk day, the emplyee s residence is clser t the destinatin than the regular wrk statin, and the emplyee des nt have t return t his r her regular wrk statin prir t beginning the trip. b. Emplyees need the use f the vehicle after cmpletin f the regular wrkday t cnduct State business n the same day r befre his ther usual wrking hurs n the next wrkday. 12. Other Imprtant Infrmatin: Smking and alchlic beverages are nt permitted in any University vehicle. 13. Driver Requirement: a. Only current emplyees may perate state vehicles. b. Every driver must pssess a valid driver's license. c. There must be n vilatins r traffic stps related t alchl r drugs. d. Drivers must nt drive a vehicle that is nt perating prperly. 14. Vehicle Basic Rules: a. The vans are t be used nly fr University functins and nt fr persnal activities r errands. N ther driver is allwed t perate the vehicle ther than thse assigned t the van fr the date scheduled. b. Drivers and all ccupants must wear a seatbelt at all times while the vehicle is in mtin. c. N animals r pets may ccupy a University van except disability service animals. d. The pssessin f alchlic beverages, firearms, r illegal drugs is prhibited inside the van(s). e. Driving, perating, using r ccupying a University van by anyne wh has cnsumed r ingested alchl, any cntrlled r illegal substance, except prescribed medicatins is strictly prhibited. f. Drivers are prhibited frm perating a NCCU University vehicle if t tired r ill. Drivers will nt perate a vehicle while under the influence f alchl and/r drugs (including ver-the-cunter r prescriptin drugs that may cause drwsiness r that recmmend nt 4
perating vehicles). g. Attaching a trailer hitch t the van(s) r pulling any type f trailer fr any reasn is strictly prhibited. h. The use f tbacc in any frm is prhibited inside the vehicles. i. The driver must bey all lcal and state traffic rules, laws and regulatins at all times. NCCU will nt be respnsible fr any mving vilatins, tll citatins r parking citatins received by the driver. j. Drivers are prhibited frm picking up hitchhikers r giving rides t strangers. k. The vehicles will be lcked when unccupied. l. The driver is t ensure that the vehicle s interir is debris free upn its return. m.the parking brake will be set each time the vehicle is parked. n. Overlading r vercrwding the vehicle(s) is prhibited.. Unauthrized equipment is nt t be added t the vehicles, including remvable equipment such as radi equipment, radar detectrs, etc. Additinally, unauthrized structural mdificatins t the vehicles will nt be made in any frm whatsever. p. N items may be transprted n the rf f the vehicle, including luggage. q. Vehicle equipment (spare tire, jack, rad hazard equipment, etc.) that is missing upn the vehicle s return will be charged t the reserving department. r. N texting while perating a state vehicle. s. Drivers are encuraged nt t use cell phnes while driving. 15. Accidents: a. In the event f an accident invlving a University van, the fllwing requirements must be met: Have a plice reprt made n the accident. Get the Accident Number and Reprting Officer's name. Obtain the names f ther drivers invlved, hw they can be reached, and their insurance infrmatin. At the time f the accident, call the University Plice ffice at 919-530-6106 and the spnsring department. Share the infrmatin n the insurance card, which is lcated in the pcket f the center cnsle f the van, with the ther peple invlved in the accident. Make sure the insurance card remains in its prper place at all ther times. Write dwn everything yu can remember abut the accident, including the names and phne numbers f all the van ccupants. Upn returning t NCCU, deliver all the abve infrmatin t the University Plice and Mtr Fleet ffice as sn as pssible. b. Failure t cmply with the accident prtin f the van plicy may result in the reserving emplyee and/r department lsing van privileges. 16. Mtr Fleet Respnsibilities: 5
Mtr Fleet is respnsible fr maintaining the vans in safe perating cnditins. Mechanical failures requiring emergency repair during the trip will be paid fr by Mtr Fleet Management. An emergency mechanical failure is any failure that causes the vehicle t be unsafe r impssible t perate. Service f the AC unit is nt cnsidered a mechanical failure. 17. Department Reserving the Vehicle Respnsibilities: The department reserving the vehicle is respnsible fr finding drivers wh are eligible t drive the van(s). Reserving departments shuld cntact the Mtr Fleet ffice t determine if their drivers are n the certified driver list n less than ne mnth in advance f their trip. They (the drivers) are als respnsible fr payment (if required) f any tlls, fines r fees incurred while in pssessin f the vehicle. The new Triangle Expressway that cnnects the NC 147 and I-40 Interchange t NC 540 near Research Triangle Park and the NC 540 between NC 55 and NC 54 is a tll rad. There is a cst t State Gvernment agencies whse vehicles will travel the expressway. If the Department f Administratin receives any tll charges fr its MFM vehicles assigned t NCCU, Mtr Fleet Management will bill NCCU which may include administrative fees. Individual departments will be respnsible fr the invices received frm MFM fr payment. All tll charges incurred will be paid by the department and /r the emplyee. A cpy f the payment receipt must be sent back t NCCU mtr fleet ffice. 6