East Carolina University Automobile Policy and Allowances

1. Purpose

To establish a comprehensive automobile policy for East Carolina University, its colleges, departments, and affiliated organizations.

2. Automobile Allowances

• 2.1 The automobile allowance for the Chancellor must be approved by the President of the UNC System and the allowance for Tier I Senior Academic and Administrative Officers (Tier I SAAOs) must be approved by the Chancellor and the ECU Board of Trustees.
• 2.2 Associate Vice Chancellors, Foundation Presidents, Major Gifts Officers, Athletics Staff (e.g., Head Coaches, Assistant Coaches), and other employees Exempt from the Human Resources Act (EHRA) who routinely travel, representing the university and its affiliated organizations, may also receive an allowance in accordance with the ECU Non-Salary Compensation Policy.
• 2.3 The automobile allowance will be based on the typical monthly lease payment for a fleet vehicle, plus insurance and taxes.
  • 2.3.1 A mileage allowance will be included to eliminate the need to keep a mileage log. The allowance will be adjusted to cover incremental tax liability. The allowance will be paid in equal semi-monthly installments via payroll. An attached schedule shows the established car allowance rates. (These rates will be periodically reviewed and adjusted).
• 2.4 Funding for automobile allowances is to be made from Institutional Trust Funds or Foundation accounts.
  • 2.4.1. Any adjustments to the allowances on this schedule must be approved by the Vice Chancellor of Administration and Finance, the Chancellor and the Board of Trustees.

3. Leased or Purchased Vehicles

• 3.1 The University, its colleges, departments, organizations, and foundations may not lease or purchase a passenger vehicle for the use of any individual or group of employees who travel on university business.
  • 3.1.1. Passenger vehicles to support athletics or other university programs may be an exception to this policy, with the prior written approval of the Vice Chancellor of Administration and Finance.

4. Courtesy Cars

• 4.1 Car dealers support University affiliated organizations through ECU affiliated Foundations by providing courtesy cars.
• 4.2 Each employee receiving a courtesy car must establish a written reasonable basis for needing the car and the appropriate Vice Chancellor must approve it in writing with a copy to the Vice Chancellor for Administration and Finance. An annual attestation must be completed to the ongoing business justification.
  • 4.2.1 It is understood that the Pirate Club has a courtesy car program established with certain Pirate Club donors and that this program will continue.
• 4.3 In all cases, employees using courtesy cars will be required to maintain a mileage log for reimbursement of travel miles, and for the determination of business and personal miles traveled, for IRS reporting requirements.