Leased Vehicles – MFM

Motor Fleet

At no time should a state vehicle be used for any private purpose. Only approved state employees may drive a state vehicle and only for official state business.

It is the responsibility of the driver and any travelers to follow all state vehicle laws and mandates. This includes any laws from other states. Citations received for violating the law or regulations are the sole responsibility of the employee cited.

Several University departments lease vehicles from NC Motor Fleet Management. Those departments using those vehicles must follow all regulations and rules as defined by the NC Motor Fleet Management Regulations manual.

Motor Fleet Management Regulations Manual

  • This manual also contains maps to all NCDOT gas pumps.
  • Please use safe driving habits.
  • Remember, as a state employee and a driver of a state vehicle, you are a very recognizable representative of North Carolina and East Carolina University and should strive to be a great example of a conscientious driver.


Driver Verification

P&T’s Central Motorpool will conduct all driver verifications for vehicles leased by university departments from motor fleet management.

P&T driver verification requirements:

  1. Valid drivers license
  2. Submission of driver history (out of state driver history must be uploaded to driver verification database)
  3. Hard copy driver verification forms not accepted

Steps to get access to Driver Verification database (DRV)

  1. Department head must send email to requesting need and who they would like to have access as their department representative
  2. P&T central motor pool personnel will then create and/or grant access to the departments folder on the DRV shared piratedrive
  3. The department rep will then upload all required information on DRV spreadsheet in their folder on DRV shared piratedrive.


Option 1: Using the Credit Card

The Wright Express gas card. This card is a blue credit-like card with the Wright Express logo printed on it. This card can be used at most major commercial gas stations.

How to use the Wright Express Gas Card:

  1. DO NOT PREPAY for gas with this card!! You are not allowed to accept any change if you do not fill the tank to the extent of the prepaid amount. If the situation is urgent and the card cannot be used properly, then personal funds can be used and the traveler reimbursed at cost by the state of NC.
  2. DO NOT USE this card to pay for fuel for any other vehicle except for the one to which it is assigned!!
  3. We advise that you use a Pay-at-Pump gas pump.
  4. Swipe the card. The card is neither credit nor debit, so do not choose either option. The terminal should proceed to the next step without an additional input.
  5. You will be prompted to enter 2 different numbers, and they may be requested in any order:
    • An Identification Number – vehicle number as assigned by Motor Fleet Management. Do not press Enter unless prompted, it should automatically proceed.
    • The current odometer reading. Press Enter if needed.
  6. If an issue occurs, the station attendant MAY be able to help you. More often, this is not the case. Plan ahead so that if an issue were to occur, that you have the ability to go to a different gas station if needed.


Option 2: NCDOT Gas Pumps

NCDOT gas pump pro-key. The pro-key is identified by a silver ID tag attached to the key which is stamped with numbers identifying the vehicle (be advised that the ECU gas pro-key also has ECU stamped on it do designate it as a separate key). This pro-key can be used at NC Department of Transportation gas pumps located throughout the state of North Carolina. Locations are detailed in area maps located inside the NC Motor Fleet Management regulations manual in the glove compartment of the vehicle. The manual can also be found at the NC Motor Fleet Management website . Utilizing one of these pumps should be your first fueling choice when available.

How to use the pro-key:

  1. Insert key into the Key Reader slot on the Gas Pump terminal.
  2. If prompted for an ID number – Enter the last four digits of the license plate number.
  3. Enter the current mileage when prompted.
  4. If there are multiple pumps, a pump number may need to be entered.
  5. Some pumps may be designated as E-85. If the vehicle is an Alternative Fuel Vehicle, please use the E-85 pump to fuel the vehicle.