State Vehicles
REG 07.65.07
Authority: Vice Chancellor for Finance and Business
History: First Issued: May 25, 2000.
Additional References:
NC Motor Fleet Management Regulations
North Carolina G.S. 14-247
North Carolina G.S. 58-31-50
Contact Info: Small Purchase and Travel Audit Coordinator (919-515-7489)
1. Rules
If travel by car is determined to be feasible, a state car should be used
when the Department determines it is available. Procedures for obtaining and
using University Motor Pool cars, and/or vehicles from the Central Motor Pool
Annex downtown, can be obtained by calling the University Motor Pool Office
at extension 5-9884. The following laws and regulations apply to the use of
all state cars:
1.1. State-owned cars shall be used for official state business only. G.S.
14-247 states, "It shall be unlawful for any officer, agent, or employee
of the State of North Carolina, or of any county or of any institution or
agency of the State, to use for any private purpose whatsoever any motor
vehicle of any type or description whatsoever belonging to the State, or
to any county, or to any institution or agency of the State."
1.2. The driver is responsible for any violations and/or fines while the vehicle
is under his or her control.
1.3. State vehicles shall not be used while employee is in vacation status.
1.4. To the extent it is practical, carpooling should be arranged when several
state employees are traveling, by state vehicle, to the same destination.
1.5. Credit cards are usually available in state vehicles. If unavailable or
unable to use, receipts for expenses should be submitted to Motor Pool or
Motor Fleet.
2. Liability Insurance for State-Owned Vehicles
G.S. 58-31-50, liability insurance required for State-owned vehicles, states
that "Every department, agency, or institution of the State shall acquire
motor vehicle liability insurance on all State-owned motor vehicles under
its control." To achieve economy in providing insurance coverage for
State-owned vehicles, blanket policies have been obtained. These premiums
are paid by the University on a prorate basis. The maximum liability for each
accident is $150,000 per person for bodily injury; $5,000,000 for bodily injury
for five or more persons; and $150,000 for property damage. Any employee desiring
additional protection may purchase it as a "Drive Other Car" endorsement
on his or her personal automobile liability insurance policy.
3. Use of State Vehicles at Employee's Destination
At the employee's destination, state cars may be used prudently for travel
to obtain meals, but not for private purposes or for entertainment while off
duty. No common carrier or public transportation fares are reimbursable on
a trip in which an employee uses a state car unless it is shown that such
transportation was more economical in a particular situation.
4. Reimbursable Expenses While Driving a State Vehicle
When a state-owned car is used for official travel, parking and storage fees,
tolls, and required repairs are legitimate charges to the state, provided
necessary receipts are obtained. Receipts are required for all tolls or parking
fees. Reimbursement requests for gas for Motor Pool Vehicles are to be submitted
to Motor Pool Services.
5. Hitchhikers
Hitchhikers are not permitted to ride in state-owned vehicles.
6. Non-State Employee Riders
Non-state employees may accompany state employees in state cars when they
have a business interest in the travel. Students at state universities and
colleges may be passengers in state cars to attend athletic events and other
activities officially sanctioned by the institution, provided the proper account
is reimbursed at the standard mileage cost rate by the student activity fund
involved. Spouses and children of state employees may accompany them in state-owned
vehicles, if ample space is available and all travel is strictly for official
state business.
