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Reservation Procedures


 

The Central Motor Pool provides access to a small fleet of state-owned vehicles for University employees' use to conduct state business.

Vehicle reservations must be made in advance by authorized department personnel.  Reservations can be made up to 3 months in advance.  Reservation requests must be submitted using the Online Reservation Request Form which can be accessed from the menu to the right.  Vehicle availability is checked once a request is processed.  A current Driver Verification is needed before a request can be processed.

Once a request is submitted, Central Motor Pool personnel will process the request and reply with an e-mail regarding reservation status within 2 business days.  Any further instructions will be included in the e-mail reply.  *Please note that while the Central Motor Pool tries to accommodate requests for specific vehicles, those requests are not guaranteed.  Vehicle assignments are based on availability.

Please be advised that requests made on behalf of student employees must be submitted by a full-time staff or faculty employee.  Student employees may not submit a request for themselves, but are allowed to submit requests on behalf of faculty or staff.


The following fields are included on the Online Reservation Request Form and need to be completed in order to process the request:

  • Name of the Driver
  • Date of Travel Departure
  • Date of Travel Return
  • Time of Day for Departure
  • Destination of Travel
  • Name of Department requesting vehicle
  • Type of Vehicle needed (choice of Sedan or Minivan)*Please note that while the Central Motor Pool tries to accommodate requests for specific vehicles, those requests are not guaranteed.  Vehicle assignments are based on availability.
  • Banner Fund, Organization & Program code to be charged
  • Banner Activity code (optional)
  • Name of individual submitting request
  • Official ECU e-mail address (for Driver and/or Submitter)

The Central Motor Pool cannot process a request unless a current Driver Verification is on file for the driver.

A Driver Verification check needs to be completed and on file before any employee can be permitted to drive a state-owned vehicle for the University.  Driver Verification checks remain valid for 1 year for faculty and staff, and 6 months for student employees.  Please see the above link for the procedures on how to submit a Driver Verification.

Due to liability reasons, only those people listed as a driver of a state vehicle can pick up the packet for the reserved vehicle. Therefore, if you feel as if you will be unable to pick up the packet for your trip, you need to list any other drivers who will be going with you so they can also be verified.  If approved, they could then pick up the packet in your place. This information cannot be emailed to us nor can it be taken over the phone. Be sure to include any additional driver(s) on your reservation form at the time of completion by separating each name with a semicolon.