Fueling and Maintenance

Fuel Purchases and Other Services

All gasoline and other necessary operational charges are made to the Carolina Motor Pool account.  Your vehicle should be full of fuel at the time of pick up. You do not have to refill the vehicle with fuel prior to return. Fuel charge cards are furnished with all Motor Pool vehicles.  These cards can be used at most commercial establishments that have computerized pumps that accept debit or credit cards. You may use the fuel pumps at the University Service Station at 109 Airport Drive or at other State-operated (DOT) stations when possible. We realize that this is not always convenient to your intended travel destination but we encourage you to use these facilities whenever possible. A listing of locations of state-owned fuel facilities can be found in the MFMD Handbook included in your vehicle information pouch. For pumps located here at the University, a blue gas key is enclosed in the pouch with the vehicle. For pumps located at State-operated facilities, a green or black gas key is enclosed.

If a driver must purchase fuel using their own funds they must complete a form FM-32 and follow the instructions on the form in order to be reimbursed.

Type of Fuel

Only regular unleaded gasoline from self-service pumps is permitted when purchasing fuel from commercial pumps.  Do not use premium grades of gasoline. Individuals having a physical handicap that would prevent them from pumping gas from a self-service pump are exempt from this regulation.

Emergency Maintenance or Repair

If you have mechanical or other vehicle problems while driving a Carolina Motor Pool vehicle, you must obtain prior authorization before allowing any work to proceed.  Please follow the guidelines below to obtain assistance and authorization:If the emergency occurs during normal business hours (8:00 am to 4:30 pm M-F), first call the Carolina Motor Pool office at (919) 962-6676 to report the problem and obtain emergency information.

Vehicles Leased from MFMD – (Four, five or six digit vehicle numbers) If the vehicle in question has been leased from the Motor Fleet Management Division in Raleigh, you will most likely be referred to their assistance and prior authorization number 1-800-277-8181. This line is serviced by Motor Fleet Management personnel during normal business hours, and after business hours on an “on call” basis.

Vehicles Owned by UNC – (Three digit vehicle numbers) If the vehicle in question is owned directly by the Carolina Motor Pool, the Motor Pool office will provide authorization to have the repairs made. If the problem occurs after normal business hours, call the 1-800-277-8181 to report the problem and to obtain advice on having the repairs made from the “on call” staff.