Vehicle Rental Policy

  1. General
    1. Purpose & Scope

      The intent of this manual is to convey the Winston-Salem State University (WSSU) policy and procedures for the use of, and operation of vehicle rentals within the context of, and as an extension of, the State of North Carolina Department of Administration Rental Vehicle Contract.
    2. Mission

      WSSU will provide vehicle rental services to meet the transportation needs of its employees for the purpose of conducting official business.
    3. Applicable Document

      The latest issue of the State of North Carolina Department of Administration Contract 975A, is hereinafter adopted as part of this document.
    4. Location of Facilities 

      The WSSU Motor Pool Office is located at the 1600 Lowery Street, Winston-Salem, NC. The Motor Pool telephone number is (336) 750-2160.
  2. Policy / Regulations / Procedures
    1. Policy Statement 

      By the authority of the Chancellor, all WSSU employees who operate a vehicle rental shall abide by the requirements as set forth in the WSSU Motor Pool Vehicle Rental Policy. Those who violate these requirements will be subject to disciplinary action up to termination of privileges to operate a vehicle rental.
    2. Vehicle Usage

      Official Use Only. Vehicle rentals shall be driven only by paid state employees and used for official state business only. It shall be unlawful for any state employee to use a rental vehicle for any private purpose whatsoever.
  3. Insurance
    1. The State of North Carolina is a self-insurer; therefore, the rental firm should not charge any fees or surcharges; such as, Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), Personal Accident Insurance (PAI), Avis Liability Insurance (ALI), etc. Do not accept any insurance offered by the rental company when on state business.
    2. You cannot be reimbursed for such fees or surcharges should you accept them.
  4. License Requirements and Motor Vehicle Ordinances
    1. Persons who will be driving a vehicle rental must have a valid driver’s license.
    2. You MUST be 21 years of age to drive Enterprise rental vehicles.
    3. You MUST be a paid state employee of Winston-Salem State University to reserve and drive vehicle rentals for official state business.
    4. It is the responsibility of the individual driver to observe all vehicle rental policies. All violations and fines shall be the responsibility of the driver. Abuse of vehicle rental according to Enterprise Rental and WSSU Motor Pool may result in denial of the use of vehicle rental privileges.
  5. Additional Information
    1. Alcoholic Beverages and Drugs - Under no circumstances may a state employee operate a vehicle rental while under the influence of intoxicating beverages, drugs or substances, or transport (except in performance of law enforcement duties) these items in a vehicle rental.
    2. Hitchhikers - Hitchhikers are not allowed to ride in any vehicle rental.
    3. Relatives - Spouses and children are permitted to accompany state employees on trips in vehicle rentals when sufficient space is available and when all travel is strictly for official state business.
      Family pets are not permitted in vehicle rentals. Leader dogs for blind persons are excluded from this restriction.
    4. Non-State Employed Persons - Non-state employed persons may accompany state employees driving vehicle rentals when they have an interest in the purpose of the trip and their presence is related to state business. Students of universities and colleges may be passengers in vehicle rentals. Non-state employed persons, however, are not allowed to drive the vehicle rentals.
    5. Seat Belts - In accordance with the General Statutes of North Carolina and Motor Pool Policy, the driver and all passengers must wear seat belts (lap and shoulder belt even if the vehicle is equipped with an air bag) whenever the vehicle is in motion.

      The General Statutes of North Carolina also requires children to be protected by safety restraints. All children less than age 6 must be buckled up when riding in passenger vehicles. The law covers all persons, not just parents, who operate a vehicle in which a child is a passenger. Children less than age 3 must be in a properly used safety seat (infant car seat, toddler seat or booster seat) that meets federal standards.