Services Provided by the Physical Plant and Motor Vehicle Management: Difference between pages

From Appalachian State University Policy Manual
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Policy 507.3
Policy 507.10
 
== Introduction ==
== Introduction ==
You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.


== Scope ==
== Scope ==
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== Definitions  ==
== Definitions  ==
=== Definition phrase or word ===
: Definition summary




== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==
=== Services of Physical Plant ===
The Physical Plant provides a wide variety of services for University departments either on a routine maintenance basis or by special request. All requests for services are made by electronically submitting a REQUEST FOR PHYSICAL PLANT SERVICES, see Policy Four, to the Physical Plant Cost Control Center with the departmental budget code. The costs for any changes or additions to a building are the responsibility of the requesting department. If the repair is the responsibility of the Physical Plant the departmental budget code will not be charged. For emergency requests follow the instructions in Policy Five, OBTAINING EMERGENCY MAINTENANCE AND REPAIR SERVICE. For assistance call the Physical Plant between 8:00 a.m. and 5:00 p.m. at extension 3190. Between the hours of 5:00 p.m. and 8:00 a.m. emergencies should be reported to the Office of Public Safety and University Police telephone number 262-2150.
==== Carpentry ====
#Minor repairs and alterations to buildings, both interior and exterior. Changes to the building are the responsibility of the requesting department. Repairs of the originally constructed building are the responsibility of the Physical Plant.
#Furniture repairs: Regular classroom furniture is maintained by the Physical Plant Services; all other furniture is the property of the department concerned and can be repaired as a departmental service only.
#Minor furniture construction, such as work benches, book shelves, book drops, bulletin boards, cabinets, chalk boards, portable stages, etc. are charged to the department.
==== Housekeeping Services ====
Housekeeping services are rendered to academic areas on campus as a Physical Plant Service. Any housekeeping service performed for self-supporting activities is billed to those activities as a departmental service.
#Routine cleaning: Vacuuming, dusting, emptying trash containers and outside ashtrays, dust mopping, restroom cleaning, stripping, waxing and spray buffing.
#Supplying such items as toilet tissue, paper towels, hand soap, trash can liners, door matting and runners, light bulbs and tubes.
#Cleaning of elevator interiors and minor cleaning of vents in the ventilating system.* Exterior window washing is done (depending on height) once a year.
#Interior window washing is done once a year.
#Snow removal within approximately 10 feet of the main building entries steps and walks.
#Major floor maintenance: Finishing or refinishing tile, terrazzo and concrete floors.
#Maintenance and monthly inspection of fire extinguishers: Fire extinguishers are purchased through the Physical Plant departmental budget and furnished to the academic areas.
#Classrooms, hallways and entrances are cleaned daily, Monday through Friday. Stairs are done twice weekly. Restrooms are cleaned daily and are given a complete cleaning once weekly. Office trash cans are emptied daily and a general cleaning is done once a week.
'''CUSTODIANS ARE NOT PERMITTED TO PERFORM PERSONAL OR UNAUTHORIZED SERVICES.'''
==== Lock Shop Services ====
The Physical Plant Lock Shop is charged with maintaining physical security for all University buildings and properties, and maintaining all fire exit-ways to code.
Specific areas for which services are provided:
#Estimates for lock and key related work.
#Cylinder recombinations.
#Providing duplicate keys.
#Maintenance to doors and all related hardware.
#Safe recombinations.


==== Painting Services ====
=== Motor Vehicles ===
#General interior and exterior painting resulting from routine maintenance, alterations, renovations, and damages due to leaks.
#All University buildings are painted on a regular cycle according to the availability of funding and personnel.


The desired goal for:
Motor vehicles owned by the University or by the Department of Administration are maintained by the University Motor Pool located in the Physical Plant Complex on Dale Street off State Farm Road, Boone, North Carolina 28607.
# Academic Building Public Areas: Every ten years.
# Offices: Every ten years when requested.
# Classrooms: Every ten years.


Painting buildings at any time other than when regularly scheduled or painting buildings considered to be self-supporting is handled as a departmental service with the requesting department being billed for the cost.
==== Department of Administration Vehicles ====
#Painting and finishing of items constructed by the carpentry shop.
4.1.1.1 As of January 1, 1982, the North Carolina General Statutes, as amended by the 1981 General Assembly, require that State owned motor vehicles (sedans and station wagons used primarily for transporting personnel) be centrally controlled by the State Department of Administration (D.O.A.). These vehicles fall into two categories: first, those automobiles which are housed and maintained at the Appalachian State University Motor Pool are available for dispatching on a daily or weekly basis. These passenger vehicles are used for official University business or travel. The second category is passenger automobiles allotted to the University by the Department of Administration which have been assigned to a department or an individual for carrying out official University business. These vehicles are not available to the Appalachian State University Motor Pool for daily dispatching.
#Drywall finishing
#Paper hanging
#Graffiti removal


==== Campus Signs ====
==== University Vehicles ====
4.1.2.1 These vehicles are utility/delivery cars, maintenance trucks, vans, and buses which are owned and operated by the University.


Exterior Signs:
4.1.2.2 Regulations and Procedures Designation - Since procedures and regulations governing the operation of Department of Administration and University vehicles may vary slightly, it will be necessary for purpose of clarity to differentiate between the two in this section. Therefore, references to Department of Administration vehicles will be designated "D.O.A." and those to University vehicles will be designated "University" in the remainder of this section.


Building signs are furnished by the Design & Construction Department or the Physical Plant for all campus buildings except self-supporting areas. For these buildings, signs may be furnished as a departmental service and the area involved billed for the service.
4.1.2.3 ''' ''The following rules and regulations apply to both University and Department of Administration vehicles.'' '''


As a general practice, one sign per building is installed on the main entrance side of the building. Signs contain the building name and are consistent in design throughout the campus.
=== Official Use ===
#'''State owned passenger carrying vehicles''' - Only State employees shall drive State owned passenger-carrying vehicles and those vehicles shall only be used for official state business. It shall be unlawful for any state employee to use a state owned vehicle for any private purpose. Commuting privileges approved by the division are not considered a private purpose.
#'''Passengers''' - Spouses and children of state employees or non-state personnel on official business may accompany them in State owned vehicles if sufficient space is available and all travel is strictly for official State business. No family pets are permitted in State owned vehicles. Leader dogs for the blind are excluded from this restriction.
#'''Use of Seat Belts''' - The State of North Carolina requires that seat belts be used by all drivers and front seat passengers in most types of motor vehicles (North Carolina General Statutes §20-135.2A). All vehicles that display a State license plate require the use of seat belts for front and rear occupants. This requirement applies to persons in their status as either a driver or as a passenger (both employees and students).
NOTE: An exception has been made for drivers or passengers of vehicles that do not exceed twenty (20) miles per hour (University wide speed limit), and they must frequently stop to deliver property from the vehicle. This exception applies to vehicles delivering on campus, and would include vehicles from the Physical Plant, Warehouse, and Post Office. When the vehicles are operated on public streets and highways the occupants must use seat belts. Failure to comply with this policy can result in a fine of $25.00, and at the option of the campus, the withdrawal of an individual's privilege of using State vehicles.
#'''Use of Cellular Phone or Other Wireless Communication Devices''' - Drivers should refrain from using a cellular phone or other wireless communication device while driving. In emergency situations, drivers should make every effort to move to a safe place off the main traveled portion of the roadway before using a cellular phone or other wireless device. If it is necessary to call for assistance while the vehicle is moving and if a passenger is available, have the passenger make the call for assistance.


Interior Signs:
=== Driver's Responsibilities ===


Name plates and signs for doors, etc., denoting occupants of offices, labs, and other specific areas in buildings on campus must be in accordance with established University standards; these signs should be requested through the Physical Plant and charged to the department.
==== Fines and Damage ====
4.3.1.1 Drivers are personally responsible for cost incurred because of:
#Fines for violations of laws.  
#Damage to vehicles resulting from negligence or abuse or while engaged in unauthorized or illegal use.
#Restoration of vehicles to original condition when necessitated by installation or removal of personally owned accessories or equipment. (Any alterations to vehicles must be approved through the Motor Pool Supervisor.)


==== Motor Pool Services ====
==== Proper License ====
The Motor Pool is located in the Physical Plant Complex on Dale St. off State Farm Road. The office dispatching hours are from 7:00 a.m. to 5:00 p.m., and the garage hours are from 7:00 a.m. to 4:00 p.m.
4.3.2.1 The drivers of University owned and D.O.A. vehicles must have the appropriate driver?s license. Normally, the Class C license is all that is required. A xerox copy of a valid driver's license must be on file in the Motor Pool office before anyone can be allowed to operate a State vehicle.


The Motor Pool provides vehicle rentals, van and bus services, and on occasion, local shuttle service for seminars, conventions, etc. The following types of vehicles are available through the Motor Pool:
==== Student Drivers ====
4.3.3.1 Students may drive state owned vehicles only as long as they are paid a wage or salary by the University. Students who are part-time or temporary are also permitted to drive state owned vehicles.


{|
==== Budget Code ====
|Sedans
4.3.4.1 Requests for Motor Pool vehicles should be submitted three (3) weeks in advance of the intended travel. Approved Travel Request/Vehicle Request should be sent directly to the
|For up to five passengers; recommended for extended field trips.
Motor Pool unless a Travel Advance is requested, or airline tickets are involved. In these two situations, Request for Travel must be sent to the Controller's Office and to the Motor Pool.
|-
|Station Wagons
|For up to nine passengers or light, clean cargo.
|-
|Passenger Vans
|For up to 15 passengers.
|-
|Cargo Vans
|For light, clean cargo.
|-
|Buses (with University driver provided)
|For up to 47 passengers.
|}


Charges made to departments for the use of University or Department of Administration vehicles provide for the operation and maintenance of vehicles and are adjusted periodically to more accurately reflect current costs.
==== Vehicle Selection ====
4.3.5.1 Departments are responsible for selecting the proper vehicle according to the need and requirements.


The Motor Pool operates an automotive garage as a related function and provides the following garage services for their rental vehicles and other University and State owned vehicles:
==== Highway Manners ====
#Fuel - 24 hours a day with key access
4.3.6.1 University and D.O.A. vehicles must not be driven in excess of legally authorized and posted speeds and must be driven at all times in a manner conducive to safety, economy, and good public relations.
#Oil - 7:00 a.m. to 4:00 p.m.
#Washing/waxing
#Lubrication and oil change
#Battery service
#Motor tune-up
#Brake service
#Minor repairs
#Complete tire service
#State inspection
#Automatic transmission repair/rebuild
#Complete overhaul on engine and standard transmissions
#Body repair and painting for all University vehicles
#Making arrangements for major repairs on heavy equipment


Complete and continuing records are kept on individual vehicles serviced. Charges cover labor and material costs only.
==== Purchase of Gasoline ====
4.3.7.1 Gasoline, oil, and service will be obtained from Motor Fleet Management facilities or other State owned facilities except when circumstances are such that the use of state owned facilities is not practical. When commercial establishments are used for gasoline purchases, all drivers, except those whose physical handicaps prevent them from doing so, shall make purchases of regular (unleaded) gasoline from self service pumps only.


Each department is responsible for identifying from their departmental budget adequate funds to cover Motor Pool services requested.
==== Service Schedules ====
4.3.8.1 Drivers of vehicles dispatched for an extended period of time are responsible for observance of service schedules posted on the lubrication sticker. Service must be performed at the Motor Pool garage whenever possible. Gasoline and oil are to be obtained from the University Motor Pool when in the local area.


==== Mechanical Services ====
==== Security ====
#Steam heat and hot water distribution.
4.3.9.1 Vehicle security is the responsibility of the driver. All doors are to be locked when the vehicle is not occupied.
#Distribution and maintenance of Potable water lines. Water treatment is the responsibility of the Water Plant.
#Sewage disposal.
#Maintenance and repair of heating, ventilating, air conditioning and refrigeration systems.
#Maintenance and repair of plumbing systems.
#Installation of plumbing involved with minor repairs, alterations, and renovations.
#Metal fabrications involved with mechanical systems.


==== Electrical Services ====
==== Tire Chains ====
#Electrical repair and maintenance within the buildings.
4.3.10.1 The cost of installation of tire chains may be charged to a University credit card. These costs are in turn billed to the using department. Damage caused by improper use of chains is also billed to the using department.
#Maintenance of secondary electrical systems which include switchgear, interior circuitry, panels, etc.
#Installation of interior electrical wiring.
#Emergency generators.
#Oversees the operation of all campus elevators.
#Maintenance of exterior lighting connected to and adjacent to University buildings.


==== Electronics/Telecommunication Services ====
==== Parking and Toll Expenses =====
#Maintenance and repair of bells and clocks.
4.3.11.1 A request for reimbursement for parking and toll road expenses is made on the employee's personal travel reimbursement claim.
#Installation and maintenance of data and television cables within the building walls.
#Maintenance and repair of public address systems.
#Telephone repairs and line checks for noise or other problems.
#Maintenance and repair of fire alarm systems.
#Services outside the basic utilities can be provided; however, the requesting department will be billed for these services. Examples include: installation, testing and maintenance of department equipment and new installations.


==== Landscape Services ====
==== Motor Pool Privileges ====
#Campus clean-up.
4.3.12.1 Motor Pool privileges may be withdrawn if such action is in the best interest of the University or Department of Administration.
#Landscape Design.
#Operation of Physical Plant Greenhouse.
#Trash and garbage removal from dumpsters, outside trash receptacles, and grounds.
#Maintenance and repair to steps, walks, decorative and retaining rock, block walls and brick work.
#Cleaning, grading and repairs to roads, sidewalks, parking lots, ditches, catch basins and campus street sweeping..
#Removal of snow and ice from steps, sidewalks, curb cuts, campus streets, parking lot lanes, handicapped parking spaces and ramps.
#Maintenance of athletic fields (i.e. mowing, fertilize aerating, top dressing, overseeding, herbicides, pesticides control, insects, fungi).
#Planting of shrubs, trees and plants around buildings and in campus gardens.
#Mulching of new and existing landscaped areas.
#Pruning shrubs and trees and tree removal as necessary.
#Plant Health Care and Integrated Pest Management (i.e. spraying, fertilization of shrubs, trees, ground covers and lawns).
#Mowing of campus lawns, removal of leaves, limbs and other debris from campus.
#Sign installation and hanging of banners.
#Moving services with five work day notice (Major moves related to new construction or renovations should be contracted):
##Furniture and equipment within buildings, departments, etc.
##Bulk materials and furniture from warehouse to departments involved.
##Delivery and set up of furniture and equipment after receiving a work order with the departmental budget code.
##Installation and/or setup of a significant amount of equipment or furniture should be included in the vendor's contract price.
##Areas to be carpeted with a significant amount of furniture to be moved in and out should have the moving included in the vendor's contract price.


==== Sports Facilities Services ====
==== Personal Property ====
#Care of football stadium turf and gym floors.
4.3.13.1 Personal property left in University or D.O.A. vehicles is retained in the Motor Pool office for a period of two weeks. At the end of two weeks, appropriate disposition is made.
#Setup for athletic sporting events (equipment and furnishing are supplies by the user).
#Sports equipment maintenance, housekeeping and setup.
#Operation of swimming pool and care of stadium.


==== Zone Maintenance Services ====
==== Vehicles Taken Home ====
4.3.14.1 Vehicles may not be taken home unless employee has a trip the following workday and employee's home is closer to the destination than the regular work station, and the employee does not have to report to his/her regular work station before beginning the trip.


*Perform maintenance and repair to building heating, ventilation, air conditioning and refrigeration systems.
=== Rental Vehicle Reservations ===
*Perform maintenance and repair to plumbing fixtures and water distribution system.
*Perform maintenance and repair to building electrical fixtures and distribution systems.
*Perform maintenance and repair to building structures, furnishings and fixtures.


==== Preventive Maintenance ====
==== Advance Reservations ====
#Perform scheduled preventive maintenance on mechanical, electrical and plumbing systems.
4.4.1.1 Vehicle reservations should be made as far in advance as possible, and must be made in accordance with the policies and procedures outlined in the Travel and Transportation Section of the RESOURCE MANUAL. Should an emergency arise and the
#Perform scheduled preventive maintenance, inspect and repair doors, locks and building interior structures.
Request for Travel has not reached the Motor Pool office, the person picking up the car must provide the proper budget code in order to complete the paperwork.


==== Equipment Installation ====
==== Schedule Changes ====
4.4.2.1 The Motor Pool must be advised immediately if it becomes necessary to keep a vehicle beyond the return time indicated on the reservations. This is essential in order for the Motor Pool to make arrangements to accommodate the next scheduled user of the vehicle.


Work Requirements for Installing Special Equipment - The installation of special equipment ordered by a requesting department or activity for laboratories, offices, or classrooms usually imposes some work requirement on the Physical Plant. This may involve electrical and/or other utility connections and special controls peculiar to the particular equipment operation.
4.4.2.2 Vehicles required for early morning or weekend departures, or any time other than regular dispatching hours, may be picked up between 4:30 and 5:00 p.m. of the preceding day.


Location with respect to existing or required operation needs, physical space, and access to the area involved also must receive early consideration and coordination.
==== Returning Vehicles ====
Vehicles are returned to the Motor Pool at the end of a trip. During regular hours, the driver should return the vehicle keys and the travel log folder and its contents to the Motor Pool Office.


Requirements for additional power or electrical panels other than what is originally installed in the building will be a responsibility of the department.
==== After Hours ====
During other than regular hours, the driver should deposit the above items in the locked box beside the Motor Pool Office entrance.


Verifying Operational Characteristics - When the purchase of such special equipment is contemplated by a department or activity, the Physical Plant should be contacted to:
==== Weekly Assignments ====
Vehicles assigned on a weekly basis are returned to the Motor Pool on Friday unless required for official use during the weekend.


*Determine if the equipment to be ordered is compatible with existing utilities in the building.
=== Mechanical Problems ===
*Determine what must be done to make the building compatible with the equipment.
*Determine what installation material will need to be provided by the Physical Plant.


Advance Notice - As much advance notice as possible, as to expected delivery date and required operational date, should be furnished to the Physical Plant to facilitate scheduling of installation. This will not only assist the Physical Plant with timely scheduling, but will preclude undue delays in placing the equipment in service.
When mechanical problems occur with a University or Department of Administration vehicle, the driver should contact the Motor Pool for advice, information, and instructions at (828) 262-3195.


==== Setting Up for Special Events ====
For emergencies after working hours, the driver should contact the University emergency number, (828) 262-2150. The person on duty will assist in getting the needed service.


When a program or event requires special physical facilities, the setting up of the facilities may be accomplished by the Physical Plant as a departmental service. The services available from the Physical Plant include seating, stages, lighting, sound systems, and scenery, etc. The Physical Plant does not provide seating. The requesting department must locate the seating needed and then contact the Physical Plant for moving and arranging.
==== Repair Authorization ====
Generally, authorization for repairs to a University or Department of Administration vehicle must be obtained from the Motor Pool; however, when independent action is required, drivers are expected to use sound judgment. For problems which develop in other parts of North Carolina, there may be a University or other State owned garage that may be able to offer assistance. A list of these garages can be found in the travel folder that is issued when a vehicle is picked up.


This type of service is provided by each Physical Plant department supplying its qualified services in coordination with the other departments. The following example illustrates the services that could be required, and who would provide them:
Unnecessary charges to University or Department of Administration vehicles are charged to the using department. Drivers are responsible for reporting all operational defects to the Motor Pool when the vehicle is returned.


{|
==== Insurance ====
|'''Department'''                             
|'''Service Provided'''
|-
|Landscape Services
|Moving furniture and equipment; setting up seating; providing trash cans or dumpsters
|-
|Electrical                             
|Sound system; special lighting; special electrical
|-
|Electronics/Telecommunications         
|Electronic effects
|-
|Carpentry                             
|Construction of stage
|-
|Painting                               
|Painting items constructed by the carpentry shop
|-
|Housekeeping                           
|Cleaning of facility after special events
|-
|Motor Pool                           
|Transportation Services
|-
|Physical Plant                         
|Sports Facilities Preparation, setup and break down
|}


When special set-ups are required for an event on campus, a REQUEST FOR PHYSICAL PLANT SERVICES must be submitted. A sufficient amount of advance notice should be given so that the request does not disrupt regular scheduling. As in any departmental service, the department requesting the service is billed.
Liability insurance, property damage coverage, and medical coverage for the person you hit are provided under a blanket policy contracted by the University. Call the University Motor Pool for the policy number. More detailed information is covered in Travel and Transportation Policy Statement 10, Transportation.


== Additional References ==
== Additional References ==
Line 247: Line 125:


== Revision Dates ==
== Revision Dates ==
Last modified 12/04/2009 01:32:20 PM by Matt McNaney

Revision as of 13:40, 6 January 2012

Policy 507.10

Introduction

Scope

Definitions

Policy and Procedure Statements

Motor Vehicles

Motor vehicles owned by the University or by the Department of Administration are maintained by the University Motor Pool located in the Physical Plant Complex on Dale Street off State Farm Road, Boone, North Carolina 28607.

Department of Administration Vehicles

4.1.1.1 As of January 1, 1982, the North Carolina General Statutes, as amended by the 1981 General Assembly, require that State owned motor vehicles (sedans and station wagons used primarily for transporting personnel) be centrally controlled by the State Department of Administration (D.O.A.). These vehicles fall into two categories: first, those automobiles which are housed and maintained at the Appalachian State University Motor Pool are available for dispatching on a daily or weekly basis. These passenger vehicles are used for official University business or travel. The second category is passenger automobiles allotted to the University by the Department of Administration which have been assigned to a department or an individual for carrying out official University business. These vehicles are not available to the Appalachian State University Motor Pool for daily dispatching.

University Vehicles

4.1.2.1 These vehicles are utility/delivery cars, maintenance trucks, vans, and buses which are owned and operated by the University.

4.1.2.2 Regulations and Procedures Designation - Since procedures and regulations governing the operation of Department of Administration and University vehicles may vary slightly, it will be necessary for purpose of clarity to differentiate between the two in this section. Therefore, references to Department of Administration vehicles will be designated "D.O.A." and those to University vehicles will be designated "University" in the remainder of this section.

4.1.2.3 The following rules and regulations apply to both University and Department of Administration vehicles.

Official Use

  1. State owned passenger carrying vehicles - Only State employees shall drive State owned passenger-carrying vehicles and those vehicles shall only be used for official state business. It shall be unlawful for any state employee to use a state owned vehicle for any private purpose. Commuting privileges approved by the division are not considered a private purpose.
  2. Passengers - Spouses and children of state employees or non-state personnel on official business may accompany them in State owned vehicles if sufficient space is available and all travel is strictly for official State business. No family pets are permitted in State owned vehicles. Leader dogs for the blind are excluded from this restriction.
  3. Use of Seat Belts - The State of North Carolina requires that seat belts be used by all drivers and front seat passengers in most types of motor vehicles (North Carolina General Statutes §20-135.2A). All vehicles that display a State license plate require the use of seat belts for front and rear occupants. This requirement applies to persons in their status as either a driver or as a passenger (both employees and students).

NOTE: An exception has been made for drivers or passengers of vehicles that do not exceed twenty (20) miles per hour (University wide speed limit), and they must frequently stop to deliver property from the vehicle. This exception applies to vehicles delivering on campus, and would include vehicles from the Physical Plant, Warehouse, and Post Office. When the vehicles are operated on public streets and highways the occupants must use seat belts. Failure to comply with this policy can result in a fine of $25.00, and at the option of the campus, the withdrawal of an individual's privilege of using State vehicles.

  1. Use of Cellular Phone or Other Wireless Communication Devices - Drivers should refrain from using a cellular phone or other wireless communication device while driving. In emergency situations, drivers should make every effort to move to a safe place off the main traveled portion of the roadway before using a cellular phone or other wireless device. If it is necessary to call for assistance while the vehicle is moving and if a passenger is available, have the passenger make the call for assistance.

Driver's Responsibilities

Fines and Damage

4.3.1.1 Drivers are personally responsible for cost incurred because of:

  1. Fines for violations of laws.
  2. Damage to vehicles resulting from negligence or abuse or while engaged in unauthorized or illegal use.
  3. Restoration of vehicles to original condition when necessitated by installation or removal of personally owned accessories or equipment. (Any alterations to vehicles must be approved through the Motor Pool Supervisor.)

Proper License

4.3.2.1 The drivers of University owned and D.O.A. vehicles must have the appropriate driver?s license. Normally, the Class C license is all that is required. A xerox copy of a valid driver's license must be on file in the Motor Pool office before anyone can be allowed to operate a State vehicle.

Student Drivers

4.3.3.1 Students may drive state owned vehicles only as long as they are paid a wage or salary by the University. Students who are part-time or temporary are also permitted to drive state owned vehicles.

Budget Code

4.3.4.1 Requests for Motor Pool vehicles should be submitted three (3) weeks in advance of the intended travel. Approved Travel Request/Vehicle Request should be sent directly to the Motor Pool unless a Travel Advance is requested, or airline tickets are involved. In these two situations, Request for Travel must be sent to the Controller's Office and to the Motor Pool.

Vehicle Selection

4.3.5.1 Departments are responsible for selecting the proper vehicle according to the need and requirements.

Highway Manners

4.3.6.1 University and D.O.A. vehicles must not be driven in excess of legally authorized and posted speeds and must be driven at all times in a manner conducive to safety, economy, and good public relations.

Purchase of Gasoline

4.3.7.1 Gasoline, oil, and service will be obtained from Motor Fleet Management facilities or other State owned facilities except when circumstances are such that the use of state owned facilities is not practical. When commercial establishments are used for gasoline purchases, all drivers, except those whose physical handicaps prevent them from doing so, shall make purchases of regular (unleaded) gasoline from self service pumps only.

Service Schedules

4.3.8.1 Drivers of vehicles dispatched for an extended period of time are responsible for observance of service schedules posted on the lubrication sticker. Service must be performed at the Motor Pool garage whenever possible. Gasoline and oil are to be obtained from the University Motor Pool when in the local area.

Security

4.3.9.1 Vehicle security is the responsibility of the driver. All doors are to be locked when the vehicle is not occupied.

Tire Chains

4.3.10.1 The cost of installation of tire chains may be charged to a University credit card. These costs are in turn billed to the using department. Damage caused by improper use of chains is also billed to the using department.

Parking and Toll Expenses =

4.3.11.1 A request for reimbursement for parking and toll road expenses is made on the employee's personal travel reimbursement claim.

Motor Pool Privileges

4.3.12.1 Motor Pool privileges may be withdrawn if such action is in the best interest of the University or Department of Administration.

Personal Property

4.3.13.1 Personal property left in University or D.O.A. vehicles is retained in the Motor Pool office for a period of two weeks. At the end of two weeks, appropriate disposition is made.

Vehicles Taken Home

4.3.14.1 Vehicles may not be taken home unless employee has a trip the following workday and employee's home is closer to the destination than the regular work station, and the employee does not have to report to his/her regular work station before beginning the trip.

Rental Vehicle Reservations

Advance Reservations

4.4.1.1 Vehicle reservations should be made as far in advance as possible, and must be made in accordance with the policies and procedures outlined in the Travel and Transportation Section of the RESOURCE MANUAL. Should an emergency arise and the Request for Travel has not reached the Motor Pool office, the person picking up the car must provide the proper budget code in order to complete the paperwork.

Schedule Changes

4.4.2.1 The Motor Pool must be advised immediately if it becomes necessary to keep a vehicle beyond the return time indicated on the reservations. This is essential in order for the Motor Pool to make arrangements to accommodate the next scheduled user of the vehicle.

4.4.2.2 Vehicles required for early morning or weekend departures, or any time other than regular dispatching hours, may be picked up between 4:30 and 5:00 p.m. of the preceding day.

Returning Vehicles

Vehicles are returned to the Motor Pool at the end of a trip. During regular hours, the driver should return the vehicle keys and the travel log folder and its contents to the Motor Pool Office.

After Hours

During other than regular hours, the driver should deposit the above items in the locked box beside the Motor Pool Office entrance.

Weekly Assignments

Vehicles assigned on a weekly basis are returned to the Motor Pool on Friday unless required for official use during the weekend.

Mechanical Problems

When mechanical problems occur with a University or Department of Administration vehicle, the driver should contact the Motor Pool for advice, information, and instructions at (828) 262-3195.

For emergencies after working hours, the driver should contact the University emergency number, (828) 262-2150. The person on duty will assist in getting the needed service.

Repair Authorization

Generally, authorization for repairs to a University or Department of Administration vehicle must be obtained from the Motor Pool; however, when independent action is required, drivers are expected to use sound judgment. For problems which develop in other parts of North Carolina, there may be a University or other State owned garage that may be able to offer assistance. A list of these garages can be found in the travel folder that is issued when a vehicle is picked up.

Unnecessary charges to University or Department of Administration vehicles are charged to the using department. Drivers are responsible for reporting all operational defects to the Motor Pool when the vehicle is returned.

Insurance

Liability insurance, property damage coverage, and medical coverage for the person you hit are provided under a blanket policy contracted by the University. Call the University Motor Pool for the policy number. More detailed information is covered in Travel and Transportation Policy Statement 10, Transportation.

Additional References

Authority

Contact Information

Effective Date

Revision Dates

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