9.04.01 General Guidelines

When travel by vehicle is determined to be feasible, a state vehicle, when available, should be used instead of a private vehicle.  State-owned vehicles shall be used for official state business only.  State vehicles shall not be used while the employee is in vacation status.

9.04.02 Reserving a State Vehicle

Motor Pool vehicles may be used for University business travel at rates from $0.48 per mile for sedans, station wagons, or mini-van, $0.66 per mile for 12 passenger vans and $0,51 for Explorer.  Policies and procedures applicable to reserving a state vehicle and purchasing gasoline for use in state vehicles are available from the University Motor Pool (telephone 7224).

9.04.03 Commuting

Permanently assigned state-owned vehicles may not be used for commuting between an employee’s official workstation and his home.  Every individual who uses a permanently assigned state-owned passenger motor vehicle, pickup truck, or van to drive between his official workstation and his home, shall reimburse the state for these trips at a rate computed by the Department of Administration.

9.04.04 Non-State Employee Riders

• Non-state employees may accompany state employees in state vehicles when they have a business interest in the purpose of the trip and their presence is related to state business.

• Students may be passengers in state vehicles to attend athletic events and other activities officially sanctioned by the institution.

• 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.

• Hitchhikers are not permitted to ride in state-owned vehicles.

9.04.05 State Vehicle Use at Destination

At the employee’s destination, state vehicles 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 vehicle unless it is shown that such transportation was more economical in a particular situation.
9.04.06 Repairs

If a Motor Fleet Management vehicle (sedans and station wagons) requires repair, authorization for repair must be obtained from Motor Fleet Management in Raleigh by calling toll-free 1-800-277-8181 twenty-four hours a day.  There is no preset minimum or maximum allowance for costs of repair.
At any time that a University van requires repairs that exceed a cost of $100.00, the driver must call the University Motor Pool (828-227-7224) to obtain permission for repairs.