Travel (Foreign and Domestic)

 

Requirements for driving on University business. Information about foreign travel insurance and travel safety for both domestic and foreign travel.

 

Domestic Travel

Find out all the services that Travel Operations DepartmentOpens in new window provides, along with necessary forms and important policies.

Travel Tips for Safer, More Comfortable, and Worry-Free Trips

  • Get smart advice to help travel with confidence. Visit the Corporate Travel SafetyOpens in new window webpage for practical tips, safety recommendations, and essential guidance.

Driving on University Business

  • University vehicles may only be used to conduct university business. University vehicles may only be driven by university faculty members, staff members, administrators, volunteers, or student assistants, and may not be loaned or leased to any non-state entity, including university auxiliary and affiliate organizations, or to students. For additional information, please review the Chancellor's Office guidelines on the Use of University and Private Vehicles.
  • Driving in Mexico without Mexican Auto Insurance is a felony. University employees who travel to Mexico on University business must have insurance. The Office of Risk Management can procure either annual or short-term Mexican Auto Insurance for University employees who are required to drive in Mexico. Please contact the Office of Risk Management at risk@fullerton.edu to inquire about options for insurance coverage when driving in Mexico or any area outside of the United States.

Requirements for Driving on University Business

State and CSU guidelines require that any university employee or volunteer who drives on university business must complete and meet the following criteria:

  • Be 18 years of age or older, must have a valid California or other State driver’s license, and have not been issued more than three moving violations or have been responsible for more than three accidents (or any combination of more than three thereof) during the past twelve-month period. The driver and all passengers in any vehicle driven on university business must wear a seat belt, and all accidents must be reported to the University Police or Risk Management within 48 hours.
  • Submit an original completed Authorization to Obtain Driving Records from the Department of Motor Vehicles (INF 254)Opens in new window to University Police, UPD.
  • The Authorization to use Privately Owned Vehicles on State Business (STD 261) PDF File Opens in new window is only required if driving a private vehicle on university business. The original STD 261 is retained with the department supervisor and must be renewed every fiscal year (July 1st to June 30th).
  • Persons driving on behalf of the University must be in an active State-funded pay status or in an appointed Volunteer status and have a current valid California or other State’s Driver’s License and maintain a good driving record.
  • Must have written approval by an individual authorized by the President to grant such approval.
  • Complete University online Defensive Driver Training. This must be completed once every four years. Only University employees or volunteers may drive University vehicles.
  • To confirm that you have met these requirements or to update your records, log onto the Employee Training HubOpens in new window
  • University employees who drive small carts or 12-15 passenger vans must complete University-approved small cart or safety training. This must be completed once every four years. Contact Environmental Health & Safety – EHS for additional information on completing this requirement (657) 278-7233.
  • Actions to take in the event of an accidentPDF File Opens in new window while driving university vehicles or equipment (electric cart/golf cart/gas cart).
    • Utilize the STD 269 formPDF File Opens in new window if you are in a vehicle accident. Complete the form and email it to Risk Management at risk@fullerton.edu within 48 hours of the vehicle accident.
    • Complete STD 270PDF File Opens in new window or STD 274PDF File Opens in new window form. Go to section- Automobile and General Liability Claims. Complete the form and email it to Risk Management at risk@fullerton.edu within 48 hours of the vehicle accident.

Using Personal Vehicles on University Business

In addition to meeting the requirements to drive for university business, University employees using their personal vehicles to conduct or perform University business must:

  • Complete an Authorization to Use Privately Owned Vehicles on State Business form (STD 261)PDF File Opens in new window . The original form is retained within the department
  • Certify on the STD 261 that the vehicle being driven is (1) covered by at least $15,000 in liability coverage for personal injury/death to one person, $30,000 in coverage for personal injury/death to two or more persons, and $5,000 in property damage; (2) adequate for the proposed use; (3) equipped with working seat belts; and (4) in a safe mechanical condition;
  • Carry evidence of current automobile liability insurance in their vehicle.

An employee's personal automobile liability insurance is the primary coverage if an accident occurs when the employee is driving his/her vehicle on university business. This insurance may also be primary if an employee rents a vehicle. While the normal practice of insurance carriers is to allow occasional use of personal vehicles for business purposes, University employees should confirm this with their carrier.

The University's automobile liability coverage does not provide damage to personal vehicles used on university business. However, a University employee may seek relief for out-of-pocket expenses such as deductibles from the State's Victims Compensation and Government Claims Board.

Using Rental Cars on University Business

  • University employees who plan to rent a car while traveling internationally on university business, or who need to rent a truck or a 12-15 passenger van on university business, should contact the Office of Risk Management at extension 7346 before traveling.
  • Rent a car/truck from Enterprise while traveling within the United States on University business.  For more information on policies, procedures, and contract numbers concerning rental vehicles, refer to the Travel Operations websiteOpens in new window .
  • If a university employee chooses not to use the option above to rent a car while traveling on university business, that individual's personal automobile liability insurance will be primary.
  • The insurance provided by the option above is void if, among other things, an employee drives while under the influence of drugs or alcohol or operates outside of their normal course and scope of work, or a non-authorized driver operates the rental vehicle.

Driving on Field Trips

Field trip participants are limited to university faculty, staff, volunteers, and enrolled students. All drivers designated by the university must meet all the requirements to drive on university business, including:

  1. Completing defensive driver training
  2. Possessing a driver’s license appropriate for the car being driven
  3. Having their driving records reviewed by University Police

When students are responsible for arranging transportation to and from a field trip location, faculty members should not:

  1. Specify the type of transportation students should use
  2. Arrange transportation for any student
  3. Assign any students to drive
  4. Organize the students into groups for the purpose of driving with a classmate
  5. Attempt to check the driving record or insurance of any proposed driver.

Any automobile accident or injury that occurs during a field trip should be reported to Risk Management as soon as possible. Risk Management will assist you in completing all required documentation.

Additional Information About Driving

  • Information about driving outside of the United States can be found at the State Department's website. Opens in new window
  • Student Use of University or Personal Vehicles for University Business
    • Students may only drive on university business if doing so is appropriately part of their employee or volunteer duties. To receive authorization to drive a university or personal vehicle on University Business, students must meet the same criteria and be authorized in the same manner as any other University employee. Requests to authorize students to use University or personal vehicles to conduct University business should be carefully reviewed. Students should not be designated as university volunteers just for the purpose of driving on an occasional field trip or errand because the University remains responsible for ensuring that safety requirements are met and that the student driver has been properly trained.
    • University vehicles may not be loaned to or used by students or student organizations not performing or conducting University business. For example, students driving to perform degree-required research and projects and/or to travel to conferences, meetings, or off-campus activities are, in most instances, not conducting University business and are thus not eligible to drive University vehicles for these purposes.
  • Van Safety
    • Due to state requirements and safety considerations, special guidelines apply to the use of 12-15 passenger vans used for university business. Refer to the Van Safety Guidelines for more information. University Risk Management discourages the use of 15-passenger vans due to inherent safety issues, such as their high center of gravity and instability.
    • Drivers of 15-passenger vans are required to have a commercial driver's licensePDF File Opens in new window . This is not a requirement for those driving 10+ passenger vans.
    • Reporting Vehicle Accidents. Additional guidance is available on the Insurance webpageOpens in new window .
      • Supervisor Review of Vehicle Accidents
      • The supervisor who authorized the travel should ensure that the individual involved in the accident completes and returns State forms STD 270 and STD 274 to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident.
      • The supervisor should also initiate any appropriate corrective action, whether verbal or written, and record any corrective action taken in the appropriate personnel record.
  • Insurance Coverage
    • Coverage for University, Rental, or Personal Vehicles Driven for University Business guidance is available on the Insurance webpageOpens in new window .
    • The University's vehicle insurance is the primary liability coverage only when University employees drive University vehicles on university business. When University faculty, staff, administrators, registered volunteers, and student assistants on the University payroll (collectively University employees) drive a personal vehicle on university business, even when driving on campus to attend a meeting, their personal vehicle insurance is the primary liability coverage.
    • In addition, the University's vehicle insurance does not cover collision damage to university or personal vehicles driven on university business. Departments desiring to purchase collision insurance for a university vehicle should contact the Office of Risk Management at risk@fullerton.edu.
  • Misuse of University Vehicles
    • Misuse of University vehicles includes the following:
      1. Driving without authorization and/or a valid driver's license appropriate for the type of vehicle being driven.
      2. Failing to comply with traffic/motor vehicle laws, regulations, or policies.
      3. Driving under the influence of any controlled substance.
      4. Engaging in unsafe practices, which include failing to use and to ensure that others use seat belts and/or shoulder harnesses.
      5. Driving for any purpose other than to conduct University business, including meals unrelated to the conduct of university business.
      6. Failing to complete University-approved defensive driver training.
      7. Failing to submit a Driver Record Information form to University Police.
      8. Storing or parking a university vehicle improperly.
      9. Falsifying travel logs, travel authorizations, accident reports, or training records.
    • Employees misusing University vehicles may be personally liable for damages to persons or property, as well as legal expenses, because employees who engage in such activities are most likely acting outside the course and scope of their employment. Employees who misuse University vehicles are also subject to disciplinary action by the University.
  • Defensive Driver Training
    • In addition to Defensive Driver Training, University employees and volunteers who drive small carts or 12-15 passenger vans must complete small cart or van safety training once every four years, respectively. Environmental Health & Safety provides this hands-on training; contact them at extension 7233 for information on completing this requirement.
  • Use of University Vehicles
    • University vehicles may only be used to conduct University business. University vehicles may only be driven by university employees and may not be loaned or leased to any non-State entity, including University auxiliary and affiliate organizations. Those authorized to use a university vehicle may carry passengers not directly involved in university business only with the prior approval of the employee's immediate supervisor. Public transportation must be used in lieu of a university vehicle if doing so is a more cost-efficient alternative.
    • A faculty member from another country visiting for more than six months must have a valid state driver's license to drive a university vehicle. Anyone who does not have a valid state driver's license should contact the Office of Risk Management prior to driving on university business.
  • Parking University Vehicles at Home
    • Employees may park a university vehicle at their home if they intend to use the vehicle to conduct University business the same day or the following workday. University vehicles may be parked overnight at a home only if circumstances make it impractical for the employee driving the vehicle to use other means of transportation when departing to or returning from an official trip, or when the employee's home is reasonably en route to the place where they will work the following day. When parked overnight, vehicles must be parked in a manner that reduces the hazards of accidental damage, theft, and vandalism.
  • Definitions
    • "Safe Driving record" is determined by University Police using the following criteria:
      • No points on record – Approved.
      • One point on record – Approval is likely; however, the point will be reviewed as to severity. Individuals with a DUI within the last three years are automatically denied approval.
      • Two points on record – Approval is on a case-by-case basis.
      • Three or more points on record – Automatic denial of approval.
      • "University business" means actions taken by university employees to fulfill the responsibilities and duties of their university employment. University business does not include travel between work and home.
      • "University vehicle" includes any motorized device for land transportation owned, leased, or rented by the University, the State, or a state agency.
  • Use of Cell Phones and Portable Electronic Devices While Driving
    • Presidential Directive 15 states that University employees are responsible for operating University and personal vehicles driven on university business in a safe and prudent manner. California State Law does not allow the use of cellular phones or portable electronic communication devices while driving. This law applies to university employees on or off campus. University employees and volunteers should use "hands-free" phones only.

Foreign Travel

Due to the risks associated with international travel, the University requires the purchase of Foreign Travel Liability Insurance through the California State University Risk Management Authority (CSURMA). University Auxiliaries and Extended Education have also adopted this requirement. Faculty and staff can apply for this insurance by requesting it through the online Foreign Travel Database.  Students apply by contacting International Programs and Global Engagement.

Foreign Travel Liability Insurance premiums for university-sponsored foreign travel will be paid as an all-University expense, unless otherwise directed. All non-CSUF individuals traveling internationally on a trip or program sponsored by a campus Auxiliary or Extended Education are responsible for paying their insurance premiums. Premiums are calculated according to length of stay and begin once the traveler departs from the U.S. and expire when the traveler returns to the U.S.

 

Important Links and Resources

Foreign Travel Liability Insurance

The CSU Risk Management Authority oversees the Foreign Travel Liability Insurance Program. This program is designed to provide financial protection for both trip participants and the University for claims arising from sponsored foreign travel.

While this insurance does not eliminate campus liability, it provides an alternative resource associated with medical assistance, personal assistance, travel assistance, security assistance and Workers' Compensation coverage. This insurance is available to all University employees and students when traveling internationally related to the University.  Student coverage does not include Workers’ Compensation.

Request coverage through the Foreign Travel Insurance DatabaseOpens in new window

Type of Coverage for Foreign Travel

The Foreign Travel Liability Insurance Program is designed to provide financial protection for the University for claims arising from sponsored foreign travel. While this Program does not eliminate campus liability, it provides an alternative funding source for losses associated with general liability, automobile liability on an excess basis, and Workers' Compensation coverage.

This insurance also provides coverage for emergency medical expense (up to $25,000 in excess coverage with a $250 deductible); medical evacuation (up to $100,000 in excess coverage); accidental death and dismemberment (up to $100,000 in excess coverage); repatriation (up to $25,000 in excess coverage); and assistance services, which include the following:

  • Pre-departure information (for example, immunization, medical exams and treatments, visa requirements, weather, and travel hazards)
  • Lost Baggage/Passport Assistance (provides telephone support by contacting the appropriate authorities involved and providing directions for replacement)
  • Insurance Coordination (completion of insurance and medical forms)
  • Evacuation and Repatriation (coordination of emergency medical evacuation, return of mortal remains)
  • Travel Medical Emergency Services (obtain local medical care, monitor quality and cost of hospital treatment, confirm travel medical expense insurance, guarantee payments to providers, and maintain contact between personal and local physicians)
  • Legal Assistance (arrange assistance for local attorneys, embassies, and consulates, maintain communication with family)
  • Emergency Cash (arrange for cash through banks, consulates, and hotels)
  • Travel Agency (reservations and arranging for replacement of lost or stolen airline tickets)

Coverage includes Trip Interruption Insurance.

Coverage territory is anywhere in the world excluding the United States, its territories or possessions; Puerto Rico; the territorial waters of the United States, Puerto Rico; or those countries, jurisdictions and/or territories against which the government of the United States of America (including any department or subdivision thereof) administers and/or enforces economic and/or trade sanctions.

To avoid a surcharge, no more than five employees may travel together on the same boat, plane, bus, or train. Insurance is not available for high-risk activities, such as but not limited to hang-gliding, white-water rafting, ski trips, scuba diving, sailing, rock climbing, sports camps, special needs programs, and rental of automobiles other than private vehicles.

To obtain a quote for International Travel Liability Insurance, please use your portal login information to complete the request for Foreign Travel Liability InsuranceOpens in new window .

Requests for foreign travel insurance are processed according to the departure date. Any high-hazard travel becomes a priority due to additional documentation and levels of campus approval involved. Once the insurance has been bound, travelers will receive a "Travel Assist" card from Risk Management that provides instructions on how to access the insurance benefits and includes necessary emergency telephone numbers.

Non-CSUF Travelers and Volunteers

All non-CSUF individuals and volunteers must sign a Release of Liability WaiverPDF File Opens in new window prior to their departure.

Completed waivers must be submitted to Risk Management at risk@fullerton.edu.

Submission Requirement

All Non-CSUF Travelers and Volunteer information must be entered into the Foreign Travel DatabaseOpens in new window .

Walkthrough Guide: Requesting Foreign Travel InsurancePDF File Opens in new window

Volunteers are also required to:

  • Complete a Volunteer Form
  • Obtain approval from both the Department Dean and Supervisor before traveling

Who qualifies as a non-CSUF traveler?

Non-CSUF travelers may include a spouse, domestic partner, or child of a CSUF faculty or staff member traveling on university business.

Premium Coverage

The CSUF faculty/staff member will receive an invoice for the cost of coverage for any accompanying non-CSUF travelers.

Coverage for Adult Children

Adult children may be covered under the following conditions:

  • The child is handicapped
  • Is not capable of self-support
  • Is primarily dependent on the parent(s) for support and maintenance

Foreign Travel Database

The Foreign Travel DatabaseOpens in new window is to track employees, students, volunteers, and guests traveling internationally on university-sponsored trips. This database is secure and is maintained by Risk Management. If you need information about the status of an employee, student, volunteer, or guest traveling internationally on University business, contact the Risk Management risk@fullerton.edu.

Have questions about foreign travel or the insurance request database?

Schedule an appointment with Risk ManagementOpens in new window .

Personal Travel/Time

There is no restriction on the number of personal travel days a traveler may take. However, our university’s foreign travel insurance covers only 14 personal travel days during the trip.

Given this limitation, it is advised that the traveler either coordinate with the Risk Management, risk@fullerton.edu, to explore options for additional coverage or to secure their own insurance at their own expense.

The university covers the insurance premium associated with official university business travel abroad. However, if a faculty or staff member chooses to extend their trip for personal reasons, and if that extension results in the total number of travel days exceeding the premium bracket that the business travel falls into, the faculty or staff member is responsible for paying the difference.

High Hazard and State Department Travel Advisories

The University and/or Chancellor's Office will determine if a specific country is designated as "high hazard". Risk Management will conduct risk assessments for travel to locations that the California State University Risk Management AuthorityPDF File Opens in new window and/or U.S. Department of StateOpens in new window have designated as “high hazard”, “war risk”, “Level 3: Reconsider Travel”, or “Level 4: Do Not Travel” countries due to the significant safety concerns associated with those destinations.

To ensure approval:

The Chancellor's Office has the final approval authority on travel to high-hazard locations.

Traveling with Campus Computer, iPad, or Phone

If the assigned user decides to remove University equipment such as a laptop, iPad or cellular Phone from campus, know these items are not insured. Information Technology (IT) will not repair or replace this equipment. The cost of replacing the equipment is the responsibility of the department to which the equipment was assigned.

If traveling internationally, inform your department coordinator that you are taking University-issued equipment: laptop, iPad, or cellular Phone. The department coordinator will need to record the equipment’s asset tag or serial number.

It’s the employee’s responsibility to take precautions against loss or theft. Information Technology (IT) will not repair or replace this equipment. The cost of replacing the equipment is the responsibility of the department or the individual to whom the equipment was assigned.

If you know your equipment was stolen or misplaced, you must immediately report it to:

Contact the local police. Send the police report to IT as soon as available. Make sure the report includes the serial and property tag number of the equipment that was stolen or misplaced. Prior to travel, it is always best to let the department coordinator know the equipment’s asset tag or serial number.

Contact Information Technology-Help Desk (657) 278-7777. Make sure you have on hand the equipment’s asset tag or serial number.

Protecting University Laptop, iPad, and Cellular Phone While Traveling

Prior to traveling internationally or domestically with your campus-assigned laptop, iPad, or cellular phone, it is suggested that you take the equipment to the Academic Technology Center (ATC), located in the library room PLS-237. The IT technicians will be able to take a look to see if you have the latest security software installed. With this software installed, it will assist in tracking, protecting data, and possibly locating the equipment if stolen or misplaced.