Facilities Services Division (FSD)
Policy 24
Effective Date: 11/01/2002
Last Modified Date: 10/15/2003
The following laws and regulations apply to the use of all State cars.
License Requirement
A class "C" license is required to operate State-owned vehicles having a gross weight of 30,000 lbs. or less, or to tow a vehicle weighing 10,000 lbs. or less. A class "C" license does not allow the operation of vehicles designed to carry more than 12 passengers. The minimum age requirement is 16 years.
For Official Business Only
State-owned cars shall be used for official State business only:
"G.S. 14-247. Private use of publicly owned vehicle. - It shall be unlawful for any officer, agent, or employee of the State of North Carolina, or any count or of any institution or agency of the State, to use for any private purpose whatsoever any motor vehicle of any type or description whatsoever belonging to the State, or to any county, or to any institution or agency of the State."Drivers Must Obey Traffic Laws
Drivers shall observe all local and State ordinances pertaining to the operation of motor vehicles. Any fines imposed for violations involving a State vehicle which was under the control of the driver shall be the responsibility of the driver.
Liability Insurance Requirement
"G.S. 58-194.1 Liability insurance required for State-owned vehicles. - Every department, agency or institution of the State shall acquire motor vehicle liability insurance on all State-owned motor vehicles under its controls."
To achieve economy in providing the required insurance coverage for State-owned vehicles, blanket policies have been obtained, and the premiums are paid by State agencies on a pro rate basis. Insurance policies on cars and trucks have liability limits as set forth in RMS Policy 1, Automobile Insurance. Any employee desiring additional protection may purchase it as "Driver Other Car" endorsement on a personal automobile liability insurance policy.
Travel Logs
A travel log (Form FM-12) is kept in each permanently assigned vehicle and should be kept current by the assigned drivers. Travel logs must be submitted to Vehicle Support by the third calendar day following the month of use. Allowances should be made for the time required by budget or division officers to process travel logs.
For single trip assignments, the log shall be issued to the driver by the University or Motor Fleet. It should be completed and returned with the vehicle.
Gasoline Purchases and Minor Repairs
Gasoline purchases should be obtained from Motor Fleet Management facilities or other State-owned facilities whenever possible. When fuel is purchased from commercial establishments, the driver must complete a FM-33 form and forward it to Motor Fleet Management, attached to the travel log.
Note: Gasoline, oil, servicing, and minor repairs can be furnished by the University Service Station on Airport Drive and the Motor Fleet Management Division in Raleigh. Motor Fleet Management will also furnish, upon request, a list of facilities of the Department of Transportation at which gasoline and oil can be purchased for State vehicles.
Gasoline Charge Cards
In the interest of economy, all drivers of University cars are expected to use the credit cards provided for the purchase of gasoline, oil, etc., when the University Service Station or other State service facilities are not available.
When a State-owned car is used for official travel, parking and storage fees, tolls, gasoline, oil, and required repairs are legitimate charges to State and/or University funds, provided necessary receipts are obtained. Reimbursement of expenses for airport parking for both private and State-owned cars is limited to 96 hours at the long-term rate when charged to State funds. A maximum of 168 hours at the long-term rate is allowed if charged to non-State funds or a combination of State and non-State funds. Receipts are required for airport parking claims.
Motor Fleet Minimum Mileage
Vehicles permanently assigned to agencies or individuals will be billed for 1,050 miles per month or for actual mileage, whichever is greater. Justifications must be submitted for vehicles not meeting the minimum mileage requirements. Continual low mileage can result in loss of the vehicle.
Who May Ride in State Cars
Hitchhikers are not permitted to ride in State-owned vehicles.
Spouses and children of State employees may accompany them in State cars, if ample space is available and all travel is strictly for official State business. Except for assistance animals, family pets are not allowed in State vehicles.
Non-State employees may accompany State employees in State cars when they have a business interest in the travel. Students of State universities and colleges may be passengers in State cars for athletics and other activities officially sanctioned by the institution, provided the proper account is reimbursed at the standard mileage cost rate by the student activity fund involved.
Use at Destination
At the employee's destination, the State car 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 on which an employee uses a State car, unless it is shown that such transportation was more economical in a particular situation.
Return to Facilities Services Section Contents
Return to Business Manual Table of Contents