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Facilities Management

Use of State Vehicles

Only state employees and individually approved students are defined as "operators" under State Fleet policies. Student drivers and trips not directly tied to athletics or for a class grade must be approved in advance by the Assistant Vice President for Facilities Management.

All operators of State Fleet Services vehicles must adhere to the following regulations:

  1. Operators must possess a valid driver's license. Operators must present their driver's license every time they have a vehicle dispatched to them. If another state employee is picking up the keys for a person, they are also required to show their driver's license. There will be no exceptions to this rule.
  2. Only State of North Dakota employees are authorized to operate state, rented, or leased/courtesy vehicles while conducting state business.
  3. Operators must obey and comply with all traffic laws and regulations governing the operation of motor vehicles. If they receive illegal parking fees, traffic fines or toll charges, the operators are responsible for paying for these violations.
  4. Operators must immediately report all accidents involving state vehicles. The driver of the State Fleet vehicle is responsible for completing the "Risk Management Fund Motor Vehicle Accident Report," SFN 51301. This needs to be completed online at, click on "Online Incident Reporting," and complete the form. When filling the form out online, the appropriate people get the report. You will also need to contact Minot State motor pool at 701-858-3210 or 701-858-3222 to inform them of the accident within 48 hours of the accident. Any accident involving a State Fleet vehicle must also be reported to the local police department at the time of the occurrence.
  5. Operators must use state vehicles only for conducting state business and not for personal use. Therefore, commuting is defined as a state employee driving a state vehicle to and from his or her residence and place of employment. This practice is considered using a state vehicle for personal use, which is a violation of state law. Vehicles should not be taken to personal residences for overnight parking.
  6. Operators may not transport their spouses, children, animals, or hitchhikers in state vehicles. Drivers may permit other than state employees to be passengers in state vehicles only if it is necessary to conduct state business and it is approved in advance.
  7. All occupants must wear properly fastened safety belts whenever they travel in state vehicles.
  8. Smoking is prohibited in all State Fleet vehicles.
  9. Text messaging while driving or operating a State Fleet vehicle is not allowed.
  10. Each agency/institution is responsible for the actions of its authorized drivers and must institute proper disciplinary actions for violating the regulations. Additionally, each agency/institution must reimburse State Fleet Services for:
    1. The cost of repairs for damages resulting from an employee's or unauthorized user's gross negligent driving or misuse.
    2. The cost of repairs for damages resulting from other than normal over-the-road operations.
    3. The towing costs resulting from vehicles being driven into swampy or rugged terrain, unless driving there is necessary to carry out the agency's institution's duties and responsibilities.
    4. Collision damage resulting from the operator using the vehicle for purposes other than state business.
    5. Locksmith/replacement key charges if keys are lost or locked in the vehicle.State Fleet Services will notify agency/institution directors of all violations.
  11. All vehicles assigned on a daily basis from the daily pool must be returned to the parking lot at the end of the day unless other arrangements are made ahead of time with the Motor Pool.
  12. Agencies/institutions with monthly assigned vehicles have the responsibility of maintaining their assigned vehicles.

If you have any additional questions about Motor Pool, please contact us. Our address is Minot State University, Facilities Management at 500 University Ave West, Minot, ND 58707. We are located on the southwest side of campus. Our phone number is 701-858-3210 and our fax is 701-858-3002. Our office hours are Monday through Friday from 8:00 am to 4:30 pm with the last time to check out cars being 4:00 pm.