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Frequently Asked Questions

Scroll down to see Motor Fleet Management's frequently asked questions for the following subjects: 

  • 2018 Motor Fleet Rate Changes Effective Jan. 1, 2018
  • Agency Vehicle Coordinator
  • Exemption Process
  • Minimum Mileage Requirements
  • Rental Vehicles
  • Vehicle Breakdown / Replacements

2018 Motor Fleet Rate Changes Effective Jan. 1, 2018

Why are the rates changing?

Why are the rates changing?

The rates are changing to better allocate fleet cost amongst our fleet customers. The rates ensure that agencies that are improving their fleet operational efficiencies realize the financial benefits of their efforts. A flat monthly rate ensures that Motor Fleet is able to consistently meet its replacement schedule.

When do these changes go into effect?

When do these changes go into effect?

The new rates go into effect on January 1, 2018. The first “new” invoice will be sent on February 20, 2018.

What does the rate include?

What does the rate include?

The rate includes vehicle depreciation, maintenance, insurance, telematics, and administrative expenses. There is a flat lease payment by vehicle class that covers the first 1050 miles of operation for a vehicle (except for fuel). Any miles traveled over 1050 in a month, a charged a per mile rate (not including fuel).

Why is fuel a separate expense?

Why is fuel a separate expense?

Fuel is the second largest fleet expense. Having fuel as a separate charge ensures that agencies are aware of the fuel expenses and fully realize the benefits of using less fuel.

What is my rate?

What is my rate?

Please refer to the rate chart below:

Vehicle Rate Chart
Vehicle Class Vehicle Example Base Monthly Lease Fee Per Mile Rate (Over 1050 Miles)
Sedan - Compact - Electric Focus Electric, Leaf $192.00 $0.24
Sedan - Compact - Hybrid Civic Hybrid, Camry Hybrid, CMAX Hybrid, Prius $213.00 $0.26
Sedan - Compact Focus $181.50 $0.23
Sedan - Mid Size Avenger, Breeze, Fusion, Grand Prix, Malibu, Stratus $213.00 $0.26
Sedan - Fullsize Crown Victoria, Impala, LaCrosse, Taurus $223.50 $0.27
Sedan - Fullsize - Law Enforcement Police Interceptor, Crown Victoria, Caprice, Impala LE $360.00 $0.40
Sedan - Fullsize - Law Enforcement - Charger Charger LE $297.00 $0.34
Pickup - Light Duty Frontier, F-150, Ram 1500, Ranger, Silverado 1500 $318.00 $0.36
Pickup - Medium Duty F-250 $496.50 $0.53 
Pickup - Heavy Duty F-350 $601.50  $0.63
Cab and Chasis - 19,500 F-550 $738.00 $0.76
Cab and Chasis - 25,500 Chevrolet C6500, Freightliner M2 106, F-650 $822.00 $0.84
SUV - Compact Escape Hybrid, Journey, Liberty $265.50 $0.31
SUV - Midsize Equinox, Explorer, Grand Cherokee, Pathfinder $360.00 $0.40
SUV - Fullsize Durango, Expedition, Tahoe $454.50 $0.49
SUV - Extra Large Suburban $570.00 $0.60
SUV - Midsize - Law Enforcement Police Interceptor Utility $402.00 $0.44
SUV - Fullsize - Law Enforcement Durango SSV, Expedition SSV, Tahoe LE & SSV $423.00 $0.46
Van - Compact - High Roof - Cargo Caravan Cargo, NV200, Ram Cargo $276.00 $0.32
Van - Compact - High Roof - Passenger Caravan, Freestar, Taurus Wagon, Uplander $307.50 $0.35
Van - Light Duty - Cargo Transit Wagon $318.00  $0.36 
Van - Light Duty - Passenger Transit Wagon $318.00  $0.36 
Van - Medium Duty - Cargo Express 1500, Express 2500, E-250, Transit 250 $318.00 $0.36
Van - Medium Duty - Mobility Transit XL $465.00 $0.50
Van - Heavy Duty - Cargo E-350, Transit 350 $328.50 $0.37
Van - Heavy Duty - Passenger Transit 350, 3500 15 Passenger $349.50 $0.39
Can I trade in my larger vehicle for a smaller one to lower my rate?

Can I trade in my larger vehicle for a smaller one to lower my rate?

Absolutely. Contact your vehicle coordinator for more information. If you do not know your vehicle coordinator, email the Vehicle Assignment service account at: vehicle.assignment@doa.nc.gov.

Agency Vehicle Coordinator

Who should serve as an Agency Vehicle Coordinator?

Who should serve as an Agency Vehicle Coordinator?

MFM recognizes that the mission and needs of agencies vary considerably. As such, the Department Head will assign an Agency Vehicle Coordinator (and a secondary approved contact) to best suit the needs of that particular agency. The other job duties of these individuals may vary from one agency to another.

Does an Agency Vehicle Coordinator have the authority to handle vehicle transfers within an agency to ensure minimum mileage requirements are met?

Does an Agency Vehicle Coordinator have the authority to handle vehicle transfers within an agency to ensure minimum mileage requirements are met?

Yes, the Agency Vehicle Coordinator will be authorized by the Department Head to initiate review, make recommendations and manage internal reallocation of vehicles to meet program requirements and achieve better utilization. As always, an Individual or Agency Permanent Assignment of Vehicle, FM-30 form must be completed and submitted to Motor Fleet Management to ensure our records are current and to confirm that this was an authorized agency action. Updated forms should be submitted to MFM within five business days of an internal vehicle transfer.

Does the Agency Vehicle Coordinator need to submit a separate FM-30 for each agency-assigned vehicle that is reassigned? What if we only need to update a phone number?

Does the Agency Vehicle Coordinator need to submit a separate FM-30 for each agency-assigned vehicle that is reassigned? What if we only need to update a phone number?

Yes, an FM-30 must be submitted per vehicle and within five business days any time an agency vehicle has been reassigned. You cannot submit a "blanket"form to cover multiple vehicle reassignments. If you need to update something that does not change vehicle assignment, such as correcting a phone number, you may do so by contacting Patrick Lally at 919-733-6540.

What other tasks will become the responsibility of the Agency Vehicle Coordinator?

What other tasks will become the responsibility of the Agency Vehicle Coordinator?

The Agency Vehicle Coordinator will be authorized by the Agency Head to:

  • Submit requests for Applications for Permanent Assignment of Passenger Vehicles (FM-30), including verification of drivers license status, and with the additional approval by the Chief Fiscal Officer as an added precaution for budgetary reasons 
  • Obtain monthly mileage reports located on the MFM system
  • Ensure monthly mileage reports are submitted from individuals and the agency in a timely manner
  • Ensure return of vehicles in a timely manner when requested by MFM
  • Review quarterly Minimum Mileage Reports

Exemption Process

How does the exemption request process work? How long does an approval last?

How does the exemption request process work? How long does an approval last?

Any request for a minimum mileage exemption must be signed by the Agency Head prior to MFM consideration. MFM will review requests weekly. If approved, the exemption will be valid for one year, after which the agency will have to reapply or return the vehicle.

Minimum Mileage Requirements

Why is the minimum mileage requirement being enforced so strictly now? Can our agency really lose assigned vehicles if we do not achieve these?

Why is the minimum mileage requirement being enforced so strictly now? Can our agency really lose assigned vehicles if we do not achieve these?

MFM is required to ensure that all vehicles are used at least 3,150 miles per quarter as directed by G.S. 143-341.(8).i.7a, or be subject to be returned to MFM. The rules have been on the books for a long time. However, ongoing budget considerations require us to be stricter about enforcement. MFM will make every effort to work with agencies to help them achieve required use standards, but those that cannot and do not qualify for an exemption will be required to turn in vehicles.

What are the allowable exemptions to retain a state vehicle that does not meet minimum mileage requirements?

What are the allowable exemptions to retain a state vehicle that does not meet minimum mileage requirements?

Statute allows three specific examples under which an exemption will be considered:

  1. The individual's duties are routinely related to public safety.
  2. The individual's duties are likely to expose the individual routinely to life threatening situations.
  3. An agency can provide a justification for the need of a permanently assigned vehicle because of the unique use of the vehicle. Unique use must include justification as to why reimbursement of an employee for the use of a personal vehicle or the periodic rental from the state's term contract is not reasonable.
Where can I find the new forms associated with minimum mileage use requirements?

Where can I find the new forms associated with minimum mileage use requirements?

All MFM reporting forms are posted in the forms section of our website.

Who can I talk to at Motor Fleet Management about minimum mileage requirement concerns that are specific to our agency’s assigned vehicles?

Who can I talk to at Motor Fleet Management about minimum mileage requirement concerns that are specific to our agency’s assigned vehicles?

To ensure consistency and clarity of responses, please contact either Vehicle Assignment Manager Patrick Lally, Business Officer, Zach Mclawhorn, Fleet Manager, William Forsythe.

The MFM phone number is 919-733-6540.

Inquiries also may be submitted via email to MotorFleet.Mailing@doa.nc.gov.

Rental Vehicles

I have a need for a temporary or short term vehicle rental, what are my options?

I have a need for a temporary or short term vehicle rental, what are my options?

You have the option to use your personal vehicle and seek a mileage reimbursement. The state has contracts with Enterprise and Hertz to provide short term rental services. Information on these contracts is available at the Division of Purchase and Contract website here.  

For specialty vehicles, such as handicap vans, Motor Fleet may still be able to assist you. Please contact our office at 919-733-6540.

Will I have to pay for fuel separately when using Enterprise or Hertz?

Will I have to pay for fuel separately when using Enterprise or Hertz?

Yes and if you travel frequently we recommend that you setup a fuel card account with the State's fuel card vendor. Information on fuel card accounts is available on the Division of Purchase and Contract website here.

What information do I need to have to obtain a rental vehicle from Enterprise or Hertz?

What information do I need to have to obtain a rental vehicle from Enterprise or Hertz?

The information will be different for each company.

Hertz - When making reservations, please use the Customer Discount Program (CDP) #2086910.

Enterprise/National - When making reservations, please use Account #XZ53666. 

Vehicle Breakdown / Replacements

We are concerned about high-mileage vehicles breaking down and/or not being replaced when it no longer makes economic sense to invest in repairs. How can we ensure employees that they will have a dependable vehicle to use in conducting state business?

We are concerned about high-mileage vehicles breaking down and/or not being replaced when it no longer makes economic sense to invest in repairs. How can we ensure employees that they will have a dependable vehicle to use in conducting state business?

The MFM Repair Shop has been integrally involved in the development and implementation of the new protocols and is keenly aware of the importance of keeping the fleet running safely. We will make every effort to manage repair requests and our limited supply of exchange vehicles; but it is possible that an exchange vehicle from the state fleet will not be available. Other options to consider include short-term rental from the state Vehicle Rental contract or use of a personal vehicle.