Understanding ECU (East Carolina University) Vehicle Policies and Procedures

East Carolina University (ECU) maintains a fleet of vehicles for official university business. Like leased vehicles, these university-owned vehicles operate under the guidelines of the Motor Fleet Management (MFW) manual. This article provides an overview of the essential MFW and ECU requirements for using these vehicles, with reference to the MFW Manual for more detailed information.

Departments within the university own state vehicles, and it is crucial that only authorized employees operate them. Prior to driving any university-owned vehicle, employees must undergo driver verification through Human Resources. Furthermore, departments bear the responsibility for ensuring regular vehicle maintenance, ideally utilizing the University Garage services.

Driver Verification Process

To ensure safety and compliance, ECU mandates driver verification for all employees who operate university vehicles. Human Resources manages this verification process. All driver verification requests should be directed to [email protected]. It’s important to note that only employees who have successfully completed and passed the driver verification process are authorized to operate a state vehicle.

Driver Verification Requirements:

To be eligible for driver verification, employees must meet the following criteria:

1. Possess a valid driver’s license.
2. Provide a driver history record. For out-of-state licenses, the driver history must be uploaded to the driver verification database.
3. Note that hard copy driver verification forms are not accepted. All submissions must be digital.

Accessing the Driver Verification Database (DRV)

Departments needing access to the Driver Verification database (DRV) must follow these steps to designate a department representative:

1. The department head must email [email protected] to formally request access. This request should specify the need for access and identify the employee designated as the department representative.
2. P&T Central Motor Pool personnel will then establish access to the DRV shared Piratedrive, either by creating a new folder or granting access to an existing department folder.
3. The designated department representative is then responsible for uploading all necessary driver information to the DRV spreadsheet located within their department’s folder on the DRV shared Piratedrive.

Vehicle Acquisition Procedures

For departments looking to purchase a vehicle, it’s essential to adhere to the university’s procurement guidelines and state regulations. Refer to the Motor Fleet Management Manual and the purchasing “How-To” page for comprehensive details.

For all vehicle-related purchase inquiries, please contact either ECU Automotive Services or the Department of Materials Management. Vehicle purchases are subject to current state term contracts and the availability of specific vehicles.

All vehicles acquired by departments must be initially received at the ECU Campus Garage. Prior to departmental delivery, the Campus Garage conducts a thorough check to ensure each vehicle complies with all state and university stipulations. This includes:

• Entry into the university’s asset inventory program.
• Integration into the vehicle maintenance system.
• Inclusion in the university insurance program.
• Acquisition of vehicle registration and license plates.

Vehicle Maintenance Guidelines

Departments are directly responsible for the upkeep and appropriate servicing of their assigned university-owned vehicles. To streamline maintenance and ensure quality service, departments are encouraged to utilize the University Garage for all maintenance needs. This centralized approach helps maintain vehicle reliability and longevity.

Fueling Procedures for University Vehicles

Proper fueling is essential for the efficient operation of university-owned vehicles. Adhere to the following guidelines when refueling.

University-owned state vehicles should be fueled exclusively with Unleaded Regular gasoline. There is one exception to this rule: vehicles designated as Alternative Fuel Vehicles (identified by an AFV sticker on a vehicle window) may use E-85 fuel when available.

There are three primary options for fueling university vehicles:

Option 1: ECU Gas Pumps

ECU operates its own gas pumps, accessible via a designated ECU gas pump pro-key. This pro-key is identifiable by a brass tag marked with “ECU” and the vehicle number. Note that the NCDOT pro-key is a separate key and does not have “ECU” stamped on it. ECU gas pumps are located at:

• FS/Steam Plant on 14th Street (East Campus)
• Health Sciences FS/Utilities Plant on North Campus Loop (West Campus)

How to Use the ECU Gas Pump Pro-Key:

1. Insert the pro-key into the Key Reader slot at the gas pump terminal.
2. When prompted for an ID number, enter the ID number found on the pro-key’s tag.
3. Input the vehicle’s current odometer reading and press Enter. If prompted to re-enter, repeat this step.
4. Upon prompt, remove and re-insert the pro-key into the Key Reader slot.
5. Enter the Pump Number when prompted and press Enter.

Option 2: University Vehicle Credit Card

Each university vehicle is assigned a credit card, typically stored in the glove compartment, for fueling purposes. This card is accepted at most major commercial gas stations.

How to Use the Vehicle Gas Credit Card:

1. Crucially, DO NOT PREPAY for gas with this card. University policy prohibits accepting change if the tank is not filled to the prepaid amount. In urgent situations where the card cannot be used correctly, personal funds may be used, and the employee can seek reimbursement from the State of NC. Note that the ProCard is only for authorized travel expenses.
2. This card is strictly for fueling the vehicle to which it is assigned. Using it for any other vehicle is prohibited.
3. It is recommended to use pay-at-the-pump facilities for ease of use.
4. Swipe the card at the pump. The card is neither a credit nor debit card, so do not select either option. The terminal should automatically proceed.
5. You will be prompted to enter two numbers, potentially in any order:
   • Vehicle Identification Number: This is the vehicle number assigned by Motor Fleet Management. It should proceed automatically without pressing Enter unless prompted.
   • Current Odometer Reading: Enter the current odometer reading and press Enter if needed.
6. If issues arise, station attendants may offer assistance, but this is not always guaranteed. Plan accordingly and have a backup gas station in mind if needed.

Option 3: NCDOT Gas Pumps

NCDOT (North Carolina Department of Transportation) gas pumps are also an option, utilizing a separate NCDOT gas pump pro-key. This key is identified by a tag with numbers indicating the vehicle. Remember, the ECU gas pro-key is distinct and marked with “ECU.” NCDOT pumps are located throughout North Carolina, with locations detailed in area maps within the NC Motor Fleet Management regulations manual (typically found in the vehicle glove compartment). The manual is also available on the NC Motor Fleet Management website. Using NCDOT pumps is the preferred fueling method when accessible.

How to Use the NCDOT Pro-Key:

1. Insert the NCDOT pro-key into the Key Reader slot at the gas pump terminal.
2. If prompted for an ID number, enter the last four digits of the vehicle’s license plate number.
3. Enter the current mileage when prompted.
4. If multiple pumps are available, you may need to enter a pump number.
5. Some pumps are designated for E-85 fuel. If operating an Alternative Fuel Vehicle, use the E-85 pump.