Vehicles Available for Reservation
The Carolina Motor Pool has the following sizes of vehicles available for reservation:
| |
|
| 12 |
Mid-size cars |
| 5 |
Full-size cars |
| 5 |
Minivans |
| 5 |
8 passenger vans |
| 6 |
12 passenger vans |
The Travel Policy for all UNC employees requires the use of a state vehicle (if available) when the round trip exceeds 100 miles. If the individual uses a personal vehicle, mileage is reimbursable at the rate of $0.30 per mile. If the round trip is less than 100 miles or if no state or approved alternative vehicle is available, it is reimbursable at the rate of $0.55 per mile.
Several options are available for use instead of your personal vehicle. State cars assigned to your department, Carolina Motor Pool temporary rentals from Motor Fleet in Raleigh as well as Enterprise Rent A Car are all viable options. If you choose Enterprise as an option, a justification letter will be required for reimbursement.
All requests to lease a Carolina Motor Pool vehicle must be made 72 hours in advance in order to receive the $0.55 per mile rate if using a personal vehicle. When a Motor Pool vehicle is not available, any requests received less than 72 hours prior to travel will be reimbursed at $0.30 per mile. If no Motor Pool vehicle is available for your travel, our system will send you an email notification stating this. This system generated email can be used for proof that a vehicle was not available. You may also request an email from our department stating that a vehicle is not available for the dates that you request as long as this is done at least 72 hours in advance of travel.
Making Reservations
University employees who need a motor vehicle to perform official University business may reserve a vehicle by clicking on the "Request All Services Here" button at the top left of this page. If you have questions about the reservation process you may call Facilities Services’ Business Operations at 962-6676.
You will be asked to provide the following information with your request for a reservation:
• Department name
• Customer ID number
• Driver’s name
• Campus telephone number
• Requestor’s name
• Departure date and time
• Return date and time
You will be notified by e-mail of your reservation number and the availability of a vehicle to meet your request. It is important to read the response that you receive from the reservation request as there are occasionally circumstances that require further information. Your reservation is confirmed when you receive a reservation number in the first paragraph of the email response. Always bring your reservation number with you when you pick up a vehicle.
Vehicles are available on a first come/first served basis. Reservations should be made as far in advance as possible (up to one year). All efforts will be made to provide the customer with their particular request.
Reservations by UNC-recognized Student Organizations
Reservations by UNC-recognized student organizations are permitted provided they are coordinated through the organization’s advisor/program director and provided that all drivers are on UNC payroll. When reservations are being made by a UNC-recognized Student Organization, an additional authorization form must be completed and signed by the organization’s advisor verifying that the organization is using a Carolina Motor Pool vehicle to conduct University business. This authorization form is available at the Carolina Motor Pool service counter or by clicking Student Organization Form. The form can be filled out on the web, but must be printed, signed and mailed to the Carolina Motor Pool at Campus Box 1805 so that it is on file prior to vehicle pickup.