Use of State-Owned Vehicles
Administering Office: Motor Pool (Facilities Management Department)
Formerly Executive Memorandum 85-71
Initially Approved: April 25, 1978
Revised: July 1, 1985
Revised: February 2003
Revised: February 1, 2010
Western Carolina University maintains and operates a fleet of state-owned passenger
vehicles (compact, mid-size and full-size sedans; mini and passenger vans; and buses)
to provide transportation for the conduct of official state business. Special purpose
vehicles (trucks) may be available directly from various University departments. This
policy defines official state business, eligible drivers, and conditions for use of
vehicles displaying a "state-owned" license plate.
Any business, in-state or out-of state, that is sanctioned and/or sponsored by the
All eligible drivers must possess a valid driver’s license applicable to the vehicle
Any employee compensated through university payroll office working and receiving
a paycheck from the state of North Carolina for wages or salary to include administrators,
faculty, staff, graduate and undergraduate students is eligible.
Any graduate student currently enrolled whose educational training requires the use
of a state-owned vehicle and whose use is supervised and permitted by the appropriate
college is eligible.
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:
The driver to whom a State-owned vehicle is issued has responsibility for the vehicle
at all times.
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: /WebFiles/PDFs/controller_TrvlMnlJuly08_000.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)
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 possess
the applicable license; and the user accepts any additional rules the lending department
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
Sedans and Mini-vans: To be eligible to drive a sedan, drivers must possess a valid
Other conditions may apply. To inquire, contact the Facilities Management Motor Pool