Policies and Procedures

About Motor Pool

Motor Pool is a shared resource coordinated by Transportation Services that manages the use of state vehicles. Motor pool currently oversees the scheduling, maintenance, and use of 7 vehicles vehicles including two SUVs, two Mini-Vans, and three Chevrolet Express vans. Motor Pool does not release any shuttle vehicles.

The rates changes are as follows:
  • Dodge Caravan – $50/ day + fuel
  • Chevrolet Uplander (destination must be within Buncombe and/ or directly adjacent counties) – $50/ day + fuel
  • Chevrolet Express Vans (12 & 15 passenger) – $100/ day + fuel
  • Professional driver – $25/hr (minimum of 4 hours)

User cannot have any outstanding transportation invoices. Vehicle reservations subject to cancellation at any time.

For guidance with securing other travel options, we recommend that you refer to UNC Asheville’s Budget & Finance Travel website which outlines ground transportation options and as how to obtain rental vehicles (i.e. Enterprise Rental, National Car Rental) using the State contract.

Reservation Process

All vehicle reservations must be made online using the Request a Motor Pool menu link one week before departing with the vehicle. Reservations are on a first come, first served basis (determined by submission of the online form only). Motor Pool reservations cannot be made via telephone.

Although there are no special requirements to use a motor fleet vehicle for travel in the continental U.S., trips to Canada or Mexico require at least 30 days advance notice to NC Motor Fleet Management to secure proper automotive insurance.

You will be asked to supply the following information for a reservation:

  • Date and Time of Departure/Return
  • Destination
  • Number of travelers
  • Driver’s name and contact information
  • Driver’s license – we require re-submission yearly.
  • Verification of employment
  • Fund number to be charged
  • Authorization to travel (if necessary)

You will receive an email from Motor Fleet services with instructions and your trip details when your reservation is confirmed.

Driver Eligibility

All drivers must meet NC Motor Fleet Regulations, which include:

  • A valid driver’s license:
    • with fewer than 6 points
    • DMV must not have designated to be “Ineligible Permanently to Drive a School Bus”
  • Be a current North Carolina state employee (volunteers are not eligible)
  • Have a copy of their driver’s license on file with Transportation Services

Picking Up a Vehicle

Only the listed driver can pick up the trip packet (keys, fuel card, mileage log, etc.) for a reserved vehicle from the Transportation Services office located at 838 Riverside Drive. Vehicles are located in the rear parking lot of the building at 838 Riverside Drive. We are closed on weekends. Motor fleet regulations prevent vehicles from being issued during adverse weather conditions, such as accumulated snow, sleet, or ice on roadways.

Parking

Parking is available at the 838 Riverside Complex for the individual driving the reserved vehicle. Drivers should park in the marked motor pool spaces vacated by vehicle being checked out. Parking is not available for passengers! Please do not park in the gravel shuttle lot.

What is a Trip Packet?

Trip packets have 4 parts:

  1. Reservation Confirmation: The reservation confirmation lists the details of your travel request as submitted on the reservation form and should be checked for accuracy and signed when received at the time of pick-up.
  2. Travel Log: The travel log should be completed whenever a Motor Pool Vehicle is used.  The documentation is essential for compliance with state regulations and for billing purposes; failure to complete the travel log will result in a $10 Incomplete paperwork fee added to the reservation cost.
  3. Key Packet: The key packet lists the vehicle number, which is stenciled on the windshield of the vehicle, the license plate number, and Wright Express Gas Card ID number assigned to your vehicle. For instructions on how to use the Wright Express Gas Card, please see the Fueling Procedures section under the Use of Motor Pool Vehicles heading below.
  4. Other Documentation: Other documentation includes rules for use of Motor Pool vehicles, instructions on how to fuel the vehicle, accident procedures, emergency contact numbers, and other relevant documentation that may be needed.

Use of Motor Pool Vehicles

All UNC Asheville and NC Motor Fleet Management vehicles are to be used in accordance with the NC Motor Fleet Management Regulations, including:

  • Undergraduate students are NOT allowed to operate a motor fleet management vehicle. Student-employees may drive IF the task is directly linked to their employment duties. For example, a Campus Recreation student-employee may drive for a Campus Recreation sponsored ski-trip but the same Campus Recreation student-employee may not drive for an Environmental Sciences field-trip. 
  • It is unlawful to use a state-owned vehicle for any private purpose.
  • The driver must observe all state motor vehicle laws and ordinances.
  • Under no circumstances should you operate a vehicle while under the influence of intoxicating beverages, drugs, or substances. Do not transport these items.
  • Parking or speeding citations and tolls are the responsibility of the assigned driver.
  • No smoking is allowed in any vehicle.
  • Hitchhikers are not allowed to ride in any state-owned vehicle.
  • Family pets are not permitted in state-owned vehicles.
  • Employees may not use a state-owned vehicle for obtaining meals unless they are in an approved travel status.
  • Individuals who are not employed by the state are not allowed to drive state-owned vehicles.

Please take a moment to clean out the vehicle when you return it. Be sure to check for any personal items you may have left behind.

Fueling Procedures

All Motor Pool vehicles come equipped with Wright Express Cards. These cards can be used at most commercial establishments. State vehicles should be fueled with unleaded regular gas only, with one exception: vehicles designated as Alternative Fuel Vehicles (has an AFV sticker on one of the vehicle windows) can be fueled with E-85, when available.

How to use the Wright Express Card:

Please use a Pay-at-Pump gas pump. You may not pre-pay for gas with the card.

Do not use a card for any vehicle except the one to which it is assigned.

  1. Swipe the card. The card is neither credit nor debit, so do not choose either option. The terminal should proceed to the next step without any additional input.
  2. You will be prompted to enter two different numbers, and they may be requested in any order:
    • An Identification Number. Parking and Transportation Services has provided the exact ID number for your vehicle/card on the Key Packet with your travel materials. Do not press Enter unless prompted, it should automatically proceed.
    • The current odometer reading. Press Enter if needed.

You may then proceed to fuel the vehicle as normal.

Receipts must be returned to the Trip Packet with the gas card.

Vehicle Accidents

All crashes, accidents, and/or vehicle damage must be reported to Motor Fleet Management, regardless of amount of damage. If the accident involves another vehicle, information that should be obtained from the other driver involved includes: Name, address, telephone number, license plate number, insurance company & policy number.

All accidents involving injury or damage to a state vehicle must be reported to Travelers Insurance Company as promptly as possible by calling 1.800.238.6225.

Upon return, Transportation Services will help complete the necessary paperwork, including the FM-16 form to be forwarded to Motor Fleet Management.

Returning a Vehicle

Please take a moment to clean out the vehicle when you return it. Be sure to check for any personal items you may have left behind.

For vehicles returned outside normal hours, drivers should lock the driving packet inside the vehicle, under the seat. Deposit your key in the secure drop box by the door at the entrance to the building.

Late & Cleaning Fines

Transportation Services imposes a fine for vehicles returned late or improperly. Fines up to $100 (each) or the exact charge needed to send a vehicle out for cleaning are also imposed for vehicles returned in poor condition. This includes:

  • Vehicles returned without the vehicle binder, fuel card and/or keys : $20 each
  • Vehicles not returned to Motor Pool Lot: $50
  • If you abandon a broken vehicle without contacting Motor Fleet Management (1.800.277.8181) we will charge you the cost of retrieval on top of a $50 fee

Fines for dirty vehicles begin at $20 and reflects the actual cost of cleaning a vehicle. We ask you (and your passengers) not to eat in our vehicles. Food/Pet allergies can pose a risk to other users.