Vehicle Reservation Request

Eligibility

  • Only paid NCSU employees are authorized to reserve, rent or operate state-owned vehicles.
  • You must receive a paycheck from NCSU payroll to qualify.

Driver Requirements

  • All drivers must have a valid U.S. driver’s license.

Parking at the Motor Pool

  • Due to limited parking, only one parking pass will be provided per reservation for personal vehicles parking at the Motor Pool.

Pick-Up & Return Guidelines

  • Pick-up time: Same-day requests are discouraged. Vehicle reservations should be submitted at least 24 hours in advance to allow adequate time for vehicle preparation. Requests submitted within this timeframe may not be fulfilled and will be handled on a case-by-case basis.
  • Business Hours: Monday – Friday, 8:00 AM – 5:00 PM – Any reservation submitted after 5 PM will not be processed until the following business day.
  • Address: 621 Motor Pool St., Raleigh, NC 27607
  • Pick-up after hours: If you need to pick up a vehicle outside of business hours, you may request to pick it up the business day prior, subject to vehicle availability, between 3:30 PM and 5:00 PM at no additional charge.

Cancellation & Late Return Policy

  • Cancellations must be made at least 24 hours in advance to avoid a fee.
  • Departments that fail to cancel in time will be charged the minimum daily fee for the reserved vehicle.
  • Late returns will incur additional fees.

Cleaning Policy

  • If a vehicle is returned requiring excessive cleaning or special cleaning products, a cleaning fee will be applied to your total rental cost.

For assistance, call 919-513-7665.

Rental Rates

While Motor Pool rates have remained relatively stable over the past five years, the cost of vehicles, maintenance, and insurance has increased significantly. To keep pace with these rising expenses, a rate adjustment is now necessary.

We’ve carefully reviewed our cost structure and updated rates to better reflect the true cost of delivering safe, reliable transportation services. Our goal remains to provide high-quality support at a fair price.

For questions or details about the new rates, please contact the Motor Pool at motorpooladmin@ncsu.edu.

SIZE CLASSMileDay*Month**
MID-SIZE SEDAN$0.79$47.40$829.50
FULL SIZE SEDAN$0.79$47.40$829.50
MINIVAN$1.14$68.40$1197.00
PICK-UP TRUCK$1.00$60.00$1050.00
15 PASSENGER VAN$1.19$71.40$1249.50
11 PASSENGER VAN$1.19$71.40$1249.50
BUS $4.85$291.00N/A
CARGO VAN$1.22$73.20$1281.00
BOX TRUCK$1.26$75.60$1323.00

*60 free miles per day
*1,050 free miles per month

Reservation Request

Please fill out this form to request a reservation. Fields marked with ( * ) are required.

"*" indicates required fields

This field is for validation purposes and should be left unchanged.
Name*
Not Employee Number
For example, please say “Raleigh, North Carolina.”
Please select a pick up time that is at least one hour from time of submission. Pick up times are limited to Monday through Friday from 8am-5pm.
MM slash DD slash YYYY
Pick up Time*
:
MM slash DD slash YYYY
Return Time*
:
See the Rates by Size Class table at the end of this page
In state or out of state
Persons Authorized to Operate State Owned Vehicles*

When operating university-owned, leased or rented vehicles, employees of NC State are required to adhere to the procedures adopted by the North Carolina Department of Administration, Division of Motor Fleet Management. Based on Motor Fleet Management Regulations, State-owned vehicles may only be driven by State employees and used for official State business. State employees are defined as individuals working for the State of North Carolina, as applicable to their respective institutional employers, for wages and salary. Employees must receive a University payroll check in order to be considered an employee.

Employees of other State agencies, receiving a payroll check from their assigned agency, may drive NC State vehicles. The State employee must have a responsible NC State employee reserve or assign the vehicle and oversee the vehicle operation.

Students employed by the University who receive a salary or a payroll check may drive State vehicles while performing duties within the scope of the job for which they are being paid. Students, such as those on scholarship or fellowship, who are not employed by the University, are not allowed to drive State vehicles.

Federal employees working with the University, such as USDA, USDI, USAF, USN, must make requests for federal vehicles from the Federal Motor Pool located in Raleigh. If a federal vehicle is not immediately available, then a federal employee contracted to do State business is allowed to drive a State vehicle until a Federal Motor Pool vehicle is available.

Visiting lecturers, scholars, scientists, and professors with or without appointments, as well as adjunct and emeritus professors may drive State vehicles only if they are currently employed by the University and receive a University payroll check.

Volunteers, persons working for the University, but not receiving a payroll check, may not drive State vehicles according to Motor Fleet Management Regulations.

If you have any questions, or would like additional information, please visit the Insurance & Risk Management website at irm.ehps.ncsu.edu, contact us by at email at env-health-IRM@ncsu.edu, or by phone at extension 5- 6135.

See full Terms and Conditions (PDF).