05.114 Licensing of Motor Vehicles And Trailers

Vice Chancellor of Business Affairs

Updated January 1, 2008; Updated June 1, 2003; Effective June 1, 1988; supersedes former Administration Policy No. ACG 2.20, “Licensing of Motor Vehicles and Trailers”

North Carolina Department of Motor Vehicles, North Carolina Department of Insurance

 N/A

Risk Management Office

Policy Details:

1. Purpose

   Explains the licensing of university-owned motor vehicles and trailers.

2. Scope

   Applies to all university departments.

3. Policy

   1. General Statement

      Obtaining license plates, registrations and titles is the responsibility of the departments. Departments should contact Facilities and complete the Garage Equipment Vehicle Identification Record to obtain a gas key.

      When a vehicle is purchased, the purchase order, invoice and manufacturer's statement of origin (title in cases involving a used vehicle), and a copy of the registration card must be forwarded to the Risk Management Office. All original titles are kept on file in the Risk Management Office. When the license plate is received, it will be forwarded to the department responsible for the vehicle. All motorized vehicles and trailers must be covered by liability and comprehensive insurance. Collision insurance can be requested through the Risk Management Office.

   2. North Carolina License Plates

      North Carolina license plates can not be transferred from one vehicle to another vehicle. In the event a license plate is lost or stolen, the Risk Management Office should be notified immediately. The department will be instructed to file a report to the Department of Motor Vehicles and file for the replacement plate. All vehicles should have the black type on YELLOW tag NC State permanent plate.

   3. Transfer and Disposal of Vehicles
      
      A department head must sign the moveable equipment form (for both transfers and surplus of vehicles) and forward to Fixed Assets in Purchasing. For vehicles being surplused, the department should not turn in the plates to DMV. The plates should remain on the vehicle when turned over to surplus property along with the registration, keys to the vehicle, and a copy of the moveable equipment form. Facilities should be notified for instruction on the disposition or transfer of the gas key to another department.