Motor Vehicle Procurement Policy

Policy 507.19

1. Purpose

1.1. This policy seeks to regulate the procurement of motor vehicles by Appalachian State University (the “University”).

2. Scope

2.1 This policy applies to all departments, faculty, staff, students, and contracted employees of the University.

3. Definitions

3.1 Motor Fleet: All rental vehicles and state-owned vehicles permanently assigned to departments across the University, controlled and maintained by Motor Pool.

3.2 Motor Vehicle: Any vehicle owned by Appalachian or assigned to the University by the State of North Carolina.

3.3 Service Vehicle: Motor Vehicle owned or leased by the University which is identified by University signage affixed to it, or a Motor Vehicle that has been issued Parking Privileges or a Permit as a Service Vehicle.

4. Policy Statements

4.1 Purchasing or Leasing Department Vehicles

4.1.1 The procurement of all Motor Vehicles shall be managed by the Office of Procurement Services, utilizing statewide term contracts and procedures developed by the North Carolina Contracting Division.

4.1.2 The University, its colleges, departments, organizations, and foundations may not independently lease or purchase a passenger vehicle for the use of any individual or group of employees who travel on university business. Motor Vehicles to be utilized for such purposes must be acquired through Motor Pool. Exceptions to this provision may be made for Athletics and other University programs with the prior written approval of the Chief Financial Officer.

4.1.3 Departments and Colleges seeking to purchase a passenger vehicle must:

1. Submit a Request for Approval to Purchase and Own a Passenger Vehicle form to the University’s Chief Procurement Officer.
2. Notify the University Enterprise Risk Management Office to obtain insurance for the vehicle. The University Motor Pool Manager must receive confirmation from Appalachian’s Enterprise Risk Management Office within 5 days of purchase that such insurance coverage has been obtained. The department or college making the purchase is responsible for any costs associated with the insurance coverage.
3. Notify and work with the Facilities Operations Purchasing Manager to submit vehicle registration information to the Department of Motor Vehicles. The department or college having purchased the vehicle will be responsible for the associated costs of registering it.
4. Determine where the vehicle will be parked on campus or off and provide a parking plan to the Motor Pool Manager. Service Vehicles must obtain an appropriate University service vehicle tag.

Failure to notify and engage with the appropriate departments listed above may result in the vehicle's transfer to Motor Fleet’s inventory upon acquisition.

4.1.4 Motor Pool shall remain responsible for servicing and maintaining University-purchased vehicles. In the event Motor Pool finds, in its sole discretion, a Motor Vehicle to be under-utilized by the Department or College having purchased the vehicle, the vehicle may be transferred to the Motor Fleet for reassignment or sold through the State Surplus Property Agency.

4.1.5 All Vehicle wraps must be pre-approved by the appropriate Vice Chancellor and University Communications.

4.1.6 The University Motor Pool Manager shall be responsible for all transfers or surplus of Motor Vehicles. No vehicle may be intentionally destroyed or transferred without the review and approval of the University Motor Pool Manager.

4.2 Acquiring Motor Vehicles from Motor Fleet Management

4.2.1 The North Carolina Department of Administration: Motor Fleet Management (“MFM”) may assign Motor Vehicles to the University upon request and showing of business need. The University must demonstrate a business need for the assignment of additional vehicles, including an explanation as to why underutilized vehicles in the University’s Motor Vehicle Fleet, whether leased from MFM or owned by the University, would not be suitable to meet the University’s business requirements.

4.2.2 All requests for the acquisition of vehicles from MFM shall be managed by Motor Pool. No College or Department may make an independent request to MFM for the acquisition of vehicles. Should such an independent request be made, any acquired vehicle shall immediately be transferred to the University Motor Vehicle Fleet.

7. Administrative Unit Contact

Facilities Operations: Motor Pool
Motor Pool
828-262-3109

History

Issued:
November 12, 2024

Revised: