Motor Fleet Vehicles Frequently Asked Questions

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.

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

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).

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.

Please refer to the rate chart below:

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.

MFM recognizes that the mission and needs of agencies vary considerably. As such, the Department Head will assign an Agency Fleet 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.

Yes, the Agency Fleet 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.

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 Teresa Powell at 919-733-6540.

The Agency Fleet 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

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.

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.

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.

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

To ensure consistency and clarity of responses, please contact Vehicle Assignment Manager Teresa Powell

The MFM phone number is 919-733-6540.

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

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.

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.

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. 

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.