Requirements for Driving on University Business

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.

STATE AND CSU GUIDELINES REQUIRE THAT ANY UNIVERSITY EMPLOYEE OR VOLUNTEER WHO DRIVES ON UNIVERSITY BUSINESS MUST COMPLETE AND MEET THE FOLLOWING CRITERIA: 

Authorized Drivers must: 

  • Be a university faculty/staff, registered/authorized volunteer, or student employee
  • Have a valid state driver's license 
  • Have and maintain a good and safe driving record
  • Complete Driver Enrollment Package
  • Be authorized by Risk Management 

Authorization Forms

For quicker and easier completion, Adobe Experience Manager (AEM) is now used to complete driving paperwork. 

 

Step 1 : Complete the Driver Enrollment Package

 

Step 2 : Complete the mandatory training. 

  • Defensive Driver Training 

Defensive Driver Training is a course that is required if driving yourself or others in a personal vehicle or driving a University-Owned vehicle. The driver must repeat this training every four years. 

  • Power Cart Safety Training (Required only if driving Power Cart)

Power Cart Safety Training is a course that is required if driving a power cart on campus. The driver must repeat this training every four years. 

  • Other Driver Safety Courses may be assigned to you based on your role with the University. 

 

Step 3 : Create a Blanket Travel Requests in Concur

 

Step 4 : Wait for Final Approval from Risk Management.

Upon approval of forms and completion of training you will receive a final approval from Risk Management risk@fullerton.edu via AEM. 

Guidelines and Resources 

Use of Univeristy and Private Vehicles Guidelines PDF File Opens in new window

 

Report an Automobile Accident

Employee’s involved in a vehicle accident while driving on university business, regardless of the amount of damage or if driving a university vehicle, are required to complete Reporting of Automobile Accidents (STD 269)PDF File Opens in new window , Vehicle Accident Report form (STD 270), PDF File Opens in new window and Supervisor’s Review of State Driver Accident Report form (STD 274)PDF File Opens in new window and send the three forms to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident. Risk Management will send these forms and police reports to the Office of Risk Insurance Management (ORIM). If an accident occurs off campus, obtain a police report from the local jurisdiction. Accidents that occur on the weekend or during a holiday must be reported to University Police (657) 278-2515. Reporting a vehicle accident by phone does not replace the need to complete the necessary documentation required.

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).

Complete STD 269PDF File Opens in new window , STD 270PDF File Opens in new window , and STD 274PDF File Opens in new window forms and send it to Risk Management, risk@fullerton.edu, within 48 hours of the vehicle accident.

University employees involved in a vehicle accident should not discuss the accident with anyone other than the police, their supervisor, University Counsel or the Executive Director of Risk Management. Do not admit fault or make any promises that the University will pay for any damages. If contacted by the other party, their attorney, or their insurance company, refer them and any correspondence to the University Counsel or the Executive Director of Risk Management.

Never give a written or recorded statement to the other party or their representatives without first consulting the University Counsel or the Executive Director of Risk Management.

The immediate supervisor of the employee involved in an accident is required to make sure that the necessary documentation, including forms STD 269, STD 270, STD 274, and police report (if any), is sent 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.

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:

  • Obtain approval for dirving on University business.
  • 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.
  • 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.

Van Safety Policy and Guidelines

The California State University strongly discourages the use of 15-passenger vans while driving on University business due to the risk of rollovers. Drivers must review the following information from the NHTSA on risk reduction of van rollovers, which may be found at the National Highway Traffic Safety Administration, prior to driving.

  • California law requires that anyone driving a vehicle designed to transport more than 10 persons, including the driver, must have a California Commercial Driver’s License with a “P” endorsement.
  • No more than 9 people, including the driver, may ride in any van used on University business. Passengers should sit in seats that are in front of the rear axle.
  • Any University employee or volunteer who drives a van must first complete the van safety-driving course offered by the University Environmental Health and Safety in addition to all other requirements to drive on University business.