Motor Fleet Services

The Motor Fleet Management rate model is designed to accurately capture vehicle operating expenses while passing available cost savings on to state agencies.

• Motor Fleet Management charges a fixed monthly lease fee based on vehicle class. The monthly lease includes an allowance of up to 1,050 miles.
• The monthly lease fee includes vehicle replacement costs, insurance, and applicable operating expenses, excluding fuel.
• Mileage exceeding the 1,050-mile monthly allowance is billed at the applicable per-mile rate.
• Fuel purchases made using an assigned WEX Fuel Card or through the University Service Station are billed separately.
• Fleet vehicles are assigned fuel cards, and authorized drivers are issued four-digit driver PINs for fuel transactions.

To request a fuel card or driver PIN, contact the Transportation Dispatch Office.

View Vehicle Rates

North Carolina Central Transportation and Motor Fleet Services also provides temporary reservation of passenger vehicles to University faculty and staff in the performance of their duties. NCCU Transportation serves as the University liaison with Motor Fleet Management (MFM) and provides administrative support for vehicles assigned to the University and its staff. To reserve a state vehicle, please submit a Motor Fleet Vehicle Request Form at least seven (7) business days before travel.

The rate model for temporary reservations is as follows:

• $.50 mile
• $50.00 each additional day
• $67.20 (minimum for the first day)

To reserve a vehicle, please submit a Motor Fleet Vehicle Request Form.

Our state-owned vehicles shall be driven only by university employees and used exclusively for official state and university business. Other vehicles operate under NC Motor Fleet Regulations. These vehicles can be driven by any licensed state employee, provided they are used exclusively for official state and university business. There is a .50/mile charge for the MFM vehicles. Funds are encumbered through the Travel Department and deposited into an Maintenance and Operations/Motor Pool (MO) billing account for payment.

NCCU Transportation maintains a limited number of commercial-grade vehicles for University use, including:

• Box trucks
• Delivery trucks
• Cargo vans
• Pickup trucks

When an appropriate University vehicle is unavailable, commercial vehicles may also be obtained through Enterprise Truck Rental. Available vehicle types may include box trucks, delivery trucks, cargo vans, pickup trucks, and stake-bed trucks.

University employees may reserve an Enterprise truck online or contact a branch directly.

Enterprise Truck Rental – Durham
3730 Durham-Chapel Hill Blvd.
Durham, NC
919-402-1515

Enterprise Rent-A-Car guarantees that rental vehicles will have at least a ¼ tank of fuel at the time of pickup. University employees renting an Enterprise vehicle have three options for paying for fuel:

1. Refill the Vehicle Before Return — Recommended Method: Refill the fuel tank to approximately the same level at which the vehicle was received. Fuel may be purchased using an approved University T&E (travel procurement) card or a personal credit card. Fuel receipts must be submitted via an NCCU Fuel Expense Report or submitted to the Travel Office via Chrome River for reimbursement of approved out-of-pocket expenses. This is the most commonly used and generally preferred method for rental vehicle fuel expenses.
2. Prepay for Fuel: Renters may elect to prepay for the fuel already in the vehicle at a discounted per-gallon rate. The prepaid fuel charge is calculated after a vehicle is assigned to the rental contract and is added directly to the Enterprise rental invoice. Employees should select this option only when they reasonably expect to use most or all of the prepaid fuel. Enterprise does not provide adjustments or refunds for unused prepaid fuel.
3. ​​​​​​​Post-Pay for Fuel Used - Least Recommended Method: Renters may return the vehicle without refueling and allow Enterprise to charge for the gallons of fuel used. Enterprise applies a higher per-gallon rate for this service, and the fuel charge is included on the final rental invoice. This option may be appropriate when only a small amount of fuel has been used or when avoiding a separate fuel transaction, and receipt is operationally preferable. Departments and employees are responsible for selecting the most cost-effective fuel option based on the anticipated vehicle use and ensuring that all applicable University travel, purchasing, and expense-reconciliation requirements are followed.

Motor Fleet Vehicles

The University currently leases vehicles from Motor Fleet Management in Raleigh. These vehicles are primarily passenger cars, minivans, and SUVs. They can be identified by the five or six-digit number on the windshield.

If your Motor Fleet vehicle breaks down while you are in or within five miles of the Durham area, simply call Chandler's Towing,  our designated towing service, at 919-220-5234. They are available 24/7 and will tow your vehicle to the Latham Parking Deck.

If you are outside the Durham area and have a problem with your Motor Fleet vehicle, please call the Motor Fleet Repair Authorization and Accident number at 800-277-8181 for 24-hour emergency assistance, and they will arrange towing and repairs. If a rental car is needed, you can rent one through Enterprise Rent-A-Car.

University-Owned Vehicles

University-owned vehicles can be identified by the three-digit number on the windshield.

If you experience trouble with a University-owned vehicle while you are in the Triangle or the surrounding areas, you can follow the same procedure as for Motor Fleet vehicles: contact Chandler's Towing to have the vehicle towed to the University Service Station, or call the Transportation Dispatch Office at 919-530-5139. 

If you are out of the area when your University-owned vehicle breaks down, we do not offer roadside assistance; please contact the Transportation Dispatch Office, which can provide support in these emergency situations. Contact us at 919-530-5139 during normal business hours, or at the after-hours dispatch line at 919-357-1497, for assistance with locating service stations, contacting towing services, and obtaining rental vehicles. 

NCCU Transportation and Motor Fleet Services manages toll charges based on the type of vehicle reservation:

• Temporary University Motor Pool Vehicles: NCCU Transportation and Motor Fleet Services covers toll charges incurred while an approved University Motor Pool vehicle is being used for official University business.
• Enterprise/National Rental Vehicles: Toll charges incurred on temporary Enterprise or National rental vehicles will be billed to the department using the accounting method specified for the rental reservation.
• Permanently Assigned or Long-Term Reserved Vehicles: Departments with permanently assigned or long-term reserved vehicles are responsible for toll charges incurred by those vehicles. Toll activity will be invoiced to the department using the accounting information on file and will be included with the department’s monthly lease and fuel invoice.

Departments are responsible for ensuring that the appropriate accounting information is provided when requesting or receiving a vehicle.

• Monday through Friday
• 8 a.m.–7 p.m.

Vehicle reservation cancellations must be made at least 24 hours in advance to avoid a cancellation fee. Departments that fail to cancel within the required timeframe will be charged the applicable minimum daily fee for the reserved vehicle.

For questions regarding vehicle reservations, rates, fuel cards, driver PINs, or general Motor Fleet services, contact:

NCCU Transportation Dispatch Office
919-530-5139
[email protected]

MacArthur Daniels
Assistant Director of Facilities Operations and Administration
Agency Fleet Coordinator
919-530-6362
[email protected]