Facilities is responsible for the operations of the university motor pool.  The university motor pool operation has 7 vehicles (four cars and three mini vans).  These vehicles are leased to the university by the NC Department of Administration Motor Pool.  In addition, Facilities Motor Pool manages the leasing of one 15 passenger van, one 24 passenger bus, and two 30 passenger buses.

Making Reservations

Vehicles are assigned based on a first come first serve basis; therefore proper travel planning is recommended.  Motor Pool will respond within 48 hours to vehicle request with a confirmation email if a vehicle is available or a Statement of Availability if there is not a vehicle available.

In order to be eligible to drive a university vehicle drivers must complete a “Travel pre authorization check list” form. The form can be completed and submitted on line with the driver submitting a copy of their driver’s license to Motor Pool when the vehicle is picked up.

To request the use of these vehicles customers will complete a   Vehicle Request and Invoice Form and Pre-Authorization Check List for Travel Form should be submitted online.

Picking up a Vehicle

Vehicles when issued out by motor pool will be clean, serviced and with a full tank of gasoline.

• The person receiving the vehicle will be given a “dispatch bag” containing important documents including:
  A Motor Pool Trip Ticket
• Gas Card with the code to refuel the vehicle at the end of the trip and prior to returning the vehicle to motor pool
• Motor Pool Management Regulations Booklet indicating directions on what to do in case of an emergency
• A customer survey card

Returning a Vehicle

The person receiving the vehicle is responsible for:

• Completing ALL information on the Motor Pool Trip Ticket
• Returning the vehicle on time clean of trash and with a full tank of gasoline
• Making sure that motor Pool vehicles are returned to the university motor pool parking lot adjacent to the Facilities building in designated parking upon arrival from travel. 
• Complete customer survey card
• The “dispatch bag” is to be returned to the motor pool dispatcher inside the Facilities building.  In case it is after business hours, there is a drop box to receive “dispatch bags”.

Prior to issuing any vehicle, Facilities will review the condition of the vehicles and any reported vehicle malfunction .

Cancellation Policy

Customers must inform Facilities of a cancellation of an approved vehicle request no less than 24 hours from the day the vehicle is to be picked up by the customer. Failure to informing Facilities of the cancellation will result on a cancellation charge of one day minimum rental (see Rates link for details).