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Policy #30
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Western Carolina University
Official Business: Any business that is sanctioned and/or sponsored by the university. Eligible Drivers: All drivers of state-owned vehicles must be state employees, possessing a valid driver's license applicable to the vehicle being driven. For purposes of this policy the following definitions of state employee apply: Any payrolled employee working and receiving a paycheck from the state of North Carolina for wages or salary to include administrators, faculty, staff, graduate and undergraduate students. Certain exclusions may apply. Individuals paid an honorarium or stipend (excluding students) or retired state employees not currently in the employ of the state, may not drive state-owned vehicles. Students receiving a stipend from the University are considered to be "employees" if their compensation is directly related to the purpose of the trip. Any accompanying passenger may assist in driving only if that individual satisfies the definition of "eligible driver" as described above. Conditions for Use: In addition to all conditions stated above, other conditions exist: Student employee use of vehicles requires Motor Pool request authorization as follows: for academic and administrative support areas, by the department head, dean, vice chancellor, or their designee having appropriate budget and travel approval authority; for student activities, by the Vice Chancellor for Student Affairs or their designee having appropriate budget and travel approval authority; and for Athletic Department activities, the Athletic Director or their designee having appropriate budget and travel approval authority. When an employee is required to use a state-owned vehicle for travel away from a workstation, the vehicle may be used for travel to obtain meals and other necessities, but not for entertainment or personal purposes. A state-owned vehicle may not be used to obtain meals unless the driver is in an authorized travel status away from a workstation. See travel manual for travel status information: ftp://admfin.wcu.edu/travel.pdf Spouses and children are permitted to accompany state employees in state-owned vehicles when sufficient space is available. Family pets or other such animals are not permitted in state-owned passenger vehicles, excepting those for serving individuals with disabilities. Non-state employed persons may accompany state employees in state-owned vehicles when they have an interest in the purpose of the trip and their presence is related to state business. They may not assist in driving the vehicle. The Facilities Management Motor Pool must be notified of any trip cancellation, when a Motor Pool vehicle has been reserved. Vehicles not cancelled prior to the scheduled pick-up time may be charged for the estimated mileage of the trip to be taken, or the state minimum of 60 miles per day, whichever is greater. Such cancellation charge may not exceed $50. Buses: Buses must be operated in accordance with the policy set forth above. Additionally, the driver must hold a valid Commercial Drivers License (CDL) with a Passenger (P) endorsement. Trucks: These vehicles are assigned to various university departments and are not generally available for routine use by other departments. If loaned to another department, they must be operated in accordance with the policy cited above; the driver must posses the applicable license; and the user accepts any additional rules the lending department may impose. Vans: To be eligible to drive a large passenger van, drivers must possess a valid driver's license and complete the Motor Pool van driver safety course prior to making any trip. Sedans and Mini-vans: To be eligible to drive a sedan, drivers must possess a valid driver's license Other conditions may apply. To inquire, contact the Facilities Management Motor Pool at 227-7227.
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