University Motor Vehicle Policy

1. Purpose

East Carolina University, “University” is committed to creating and maintaining a safe environment for its students, staff, faculty, and the public. In keeping with this commitment, this policy sets forth minimum standards for acquiring and operating vehicles used for official University business responsibly and safely.

University vehicles must be operated in accordance with this policy and the laws of the State of North Carolina or jurisdiction in which the vehicle is being driven. University vehicles are to be used for official University business purposes only. The University prohibits operating a University vehicle in a careless and reckless manner.

2. Scope

This policy applies to all University employees who use a vehicle to perform official University business.

3. Definitions

• 3.1 Commercial Vehicle: Any vehicle with a gross weight rating of 26,001 or more pounds, vehicle designed to transport 16 or more passengers (including the driver), or vehicle used to transport hazardous materials that are required to be placarded by the US Department of Transportation.
• 3.2 High Occupancy Van or HOV: A van originally designed to carry eight or more persons, except those requiring a Commercial Driver’s License.
• 3.3 Passenger Vehicle: Vehicle designed principally for carrying passengers on public roads and highways. Examples include automobile sedans, station wagons, or passenger-type minivans. This definition does not include public safety vehicles, service vehicles, and trucks.
• 3.4 Personal Vehicle: Any vehicle not owned, leased, or rented by the University.
• 3.5 Rental Vehicle: Vehicle rented directly from a commercial car rental agency by a University employee on official University business.
• 3.6 Take Home Vehicle: University vehicles routinely driven by a University employee between their home and workstation.
• 3.7 University-Leased Vehicle: Passenger Vehicle or HOV leased from the North Carolina Department of Administration Motor Fleet Management Division (“NC Motor Fleet Management or MFM”) and assigned to the University for use by University employees on official University business.
• 3.8 University-Owned Vehicle: Vehicle or HOV owned by, titled, and registered to the University for use by University employees on official University business.
• 3.9 University Vehicle: A University-Leased Vehicle or University-Owned Vehicle, referred to collectively in this policy as “University Vehicles.”
• 3.10 Agency Fleet Coordinator (AFC): University official appointed to serve as the primary point of contact with NC Motor Fleet Management. The AFC is responsible for coordinating with departments to ensure compliance with all requirements and information requests for all University-owned vehicles and University-leased vehicles assigned to the University.
• 3.11 Authorized Driver: University employee approved to drive University vehicles.
• 3.12 Department: Any ECU college, division, department, unit, program, center, or institute.
• 3.13 HOV Coordinator: University employee within a department or unit responsible for managing the department or unit’s HOV Drivers.
• 3.14 HOV Driver: Authorized Driver that has completed the necessary training to operate an HOV.
• 3.15 Insurance Liaison: University employee within a department or unit that coordinates the department or unit’s University-owned vehicle insurance through the ECU Office of Environmental Health and Safety.
• 3.16 Official University Business: Any authorized duties performed by a University employee within the scope of their employment.
• 3.17 University Employee: Any person, including students, paid through the University’s payroll system in a position classified as regular or temporary, full-time or part-time.

4. Policy

• 4.1 Passenger Vehicles
  • 4.1.1 The NC Motor Fleet Management Division oversees all University Vehicles and requires that all passenger vehicles be leased from NC Motor Fleet Management. Passenger vehicles leased from Motor Fleet Management are considered University-owned vehicles in this policy.
  • All departments or units purchasing a passenger vehicle must contact ECU Materials Management to discuss the acquisition process.
  • All departments or units leasing a passenger vehicle must contact the ECU Agency Fleet Coordinator to discuss the acquisition process.
  • Departments that operate passenger vehicles must adhere to applicable law, the North Carolina Division of Administration’s Motor Fleet Management Manual, and any other applicable rules set forth by the North Carolina Division of Motor Vehicles and the University.
• 4.2 University-Owned Vehicles
  • 4.2.1 Oversight and Responsibility
  • Deans, Associate Vice Chancellors, and Associate Athletics Directors are responsible for overseeing vehicle utilization, fleet management, and insurance in compliance with this policy.
  • All University departments or units with a University-owned vehicle under their control shall have documented procedures to ensure University-owned vehicles are used for official University business only. Authorized Drivers subject to driving University-owned vehicles must be trained in their respective departmental or unit vehicle operations procedures.
  • Departments and units are expected to:
    • – Maintain each vehicle in safe operating condition and retain maintenance records on each vehicle.
    • – Maintain driver logs, including the driver’s name, date, and miles driven.
    • – Maintain accident reporting documents and procedures to follow if involved in an accident in each vehicle.
  • 4.2.2 Registration
  • University-owned vehicles shall be registered under the name East Carolina University. All University-owned vehicle titles shall be submitted to and maintained by the Fixed Assets Office.
  • 4.2.3 Insurance
  • All University-owned vehicles are required to have liability insurance coverage. Insurance coverage is not automatically added when a new University-owned vehicle is acquired. The ECU Facilities Services Automotive Shop and Risk Management and Insurance Program Specialist in the Office of Environmental Health and Safety will coordinate new vehicles and insurance.
  • Comprehensive and collision insurance coverage is available for an additional cost. If comprehensive and collision insurance is not obtained, the department or unit is solely responsible for the cost of all repairs.
  • 4.2.4 Transferring
  • When University-owned vehicles are transferred between departments or units, the parties involved must contact ECU Fixed Assets. ECU Fixed Asset will communicate with the Risk Management and Insurance Program Specialist in the Office of Environmental Health and Safety.
  • 4.2.5 Surplus
  • Departments and units must contact Materials Management to surplus a University-owned vehicle. Once a University-owned vehicle is transferred to surplus, the department or unit transferring the University-owned vehicle must update ECU Fixed Assets and the Risk Management and Insurance Program Specialist in the Office of Environmental Health and Safety on the vehicle’s surplus status.
• 4.3 Rental Vehicles
• ECU has contracted with a rental car company. Only ECU faculty, staff, and students traveling on university business are eligible to use this service and are subject to the rental car company’s policies.
• 4.4 Take-Home Vehicles
• A University-owned vehicle or a University-leased vehicle may be assigned to an Authorized Driver as a Take-Home Vehicle if authorized by the Vice Chancellor for Administration and Finance, the vice chancellor for the respective area requesting a Take-Home Vehicle, and approved by the NC Department of Administration. Assignment of a Take-Home Vehicle to an Authorized Driver must be based on the requirements of the individual’s position with the University and the vehicle assignment and commuting eligibility requirements set forth by the NC Department of Administration.
• Every Authorized Driver who has received approval for and has been assigned a Take-Home vehicle must adhere to applicable law, the NC Motor Fleet Management Manual, and any other applicable rules set forth by the North Carolina Division of Motor Vehicles and the University.
• Departments or units that have Authorized Drivers who have been assigned Take-Home Vehicles are responsible for coordinating with the Controller’s Office to comply with all applicable tax reporting requirements for Take-Home Vehicles, applicable Internal Revenue Service regulations, and the reimbursement requirements set forth in NCGS 143-341(8)i, 7a.
• 4.5 Maintenance and Safety
• All University departments or units with a University-owned vehicle under their control are responsible for ensuring that safety checks, inspections, and maintenance are performed and documented for all University-owned vehicles or University-leased vehicles under its inventory control. If a University-owned or leased vehicle needs repair or maintenance, departments or units are responsible for ensuring it is not driven until repairs or maintenance are completed.
• In addition, each department or unit is responsible for ensuring an Annual State Safety Inspection is performed on all vehicles under its inventory control. Failure to get a vehicle inspected by the due date will result in the vehicle’s registration being blocked until the vehicle is inspected.
• Departments and units are required to use ECU Facilities Services Automotive Shop to perform safety checks, inspections, maintenance, and repairs for all University-owned vehicles. Maintenance, repair, and safety activities on University-leased vehicles should adhere to the maintenance section of the Motor Fleet Management Manual.
  • ECU Transit is exempt from this requirement and may use external vendors for bus maintenance and repair. This exception applies only to ECU Transit buses and does not extend to other University-owned or leased vehicles.
• 4.6 Authorized Drivers
• University vehicles may only be operated by university employees who are Authorized Drivers. To be an Authorized Driver, a university employee must:
  • – Possess a valid US driver’s license in their state of residency.
  • – Submit their driver’s license information to the Employment Department of People Operations, Success, and Opportunity.
  • – Have a satisfactory motor vehicle record (MVR).
• The Department of People Operations, Success, and Opportunity is responsible for conducting MVR reviews on University Employees when they initially submit their request to be designated as an Authorized Driver and annually around the University employee’s work anniversary date. If the MVR shows no statutory or major violations within the past three years, it will be deemed satisfactory, and the employee will be designated as an Authorized Driver. If the MVR is not satisfactory, the department or unit head will be notified, and the University employee will not be designated as an Authorized Driver.
• If an Authorized Driver’s license is expired, restricted, revoked, or suspended in any way, the University employee must notify their supervisor or department/unit head of the change in status immediately.
• 4.7 High Occupancy Vans
• Each department or unit that operates a University vehicle that is a High Occupancy Van shall designate an HOV Coordinator. The HOV Coordinator is responsible for managing the department or unit’s HOV drivers.
• HOV drivers must be Authorized Drivers and receive training, such as the National Safety Council’s Coaching the Van Driver, course before being permitted to operate an HOV. HOV Coordinators must ensure that the training has been completed.
• Manufacturer vehicle weight limits for HOVs must be adhered to. No loads are allowed on the roof of HOVs and loads in the cargo space cannot exceed the horizontal seat surface height. Towing a trailer with an HOV is prohibited.
• The HOV driver must complete an HOV pre-trip safety check before each trip and turn the safety check into the HOV Coordinator at the conclusion of the trip.
• 4.8 Commercial Vehicles
• University departments or units that operate commercial vehicles are responsible for adhering to all federal, state, and local commercial vehicle and commercial driver’s license laws and regulations. A commercial driver’s license (CDL) is required for any University employee who operates a commercial vehicle.
• 4.9 University Vehicle Use
• When operating a University vehicle, all Authorized Drivers must adhere to all applicable laws and rules set forth by the North Carolina Division of Motor Vehicles and the University.
• University vehicles are to be operated only by Authorized Drivers in the performance of official University business. Personal use of a University vehicle is not permitted and may result in disciplinary action, up to and including termination, and adverse tax consequences for the individual.
• The University strongly discourages use of cell phones or other electronic communication devices while operating University vehicles under all circumstances, including in jurisdictions where such use is not illegal. Drivers should pull off the road to a safe location and only engage in communications after the vehicle is properly parked. In North Carolina, using additional technology (i.e., any technology that provides access to digital media including, but not limited to, camera, electronic mail, music, the Internet, text messaging or games) while operating a vehicle is unlawful pursuant to N.C.G.S. 20-137.3(a)(1).
• 4.10 Personal Vehicles
• University employees who choose to operate personal vehicles for official University business must possess a valid US driver’s license, follow all applicable driving and motor vehicle laws, and possess automobile liability insurance.
• University employees may be reimbursed for mileage when using a personal vehicle for official University business. All other operating expenses related to using a personal vehicle, including fuel, repairs, and insurance, must be paid by the University employee, even if they are on official University business. Repairs and routine maintenance needed for using a personal vehicle for official University business are the vehicle owner’s responsibility and do not qualify for additional reimbursement.
• 4.11 Accidents
• All accidents involving University vehicles must be investigated by law enforcement. Report all accidents involving University vehicles to the department or unit head and the ECU Risk Management and Insurance Program Specialist in the Office of Environmental Health and Safety using the Vehicle Damage Reporting Form as soon as possible but no later than 48 hours after the accident. If the vehicle is a University-leased vehicle, also follow the accident reporting process outlined in the Motor Fleet Management Manual.
• If an Authorized Driver is involved in an accident while operating a personal vehicle or rental vehicle on official University business, a Vehicle Damage Reporting Form must be submitted as soon as possible but no later than 48 hours after the accident. If the vehicle is a rental vehicle, also notify the rental company. For personal vehicles, the University employee’s auto liability insurance will be the sole auto insurance for the University employee.
• If the law enforcement investigation determines the ECU driver was at fault, the incident must be reported to POSO Employee Relations to determine whether disciplinary action is warranted.
• 4.12 University Agency Fleet Coordinator
• The University has appointed an Agency Fleet Coordinator (AFC) to serve as the primary point of contact with NC Motor Fleet Management for all University-owned and University-leased passenger vehicles. The AFC is responsible for coordinating with the University Vehicle Policy Workgroup and University’s compliance with agency responsibilities outlined in Motor Fleet Management Manual.