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History
- Policy Number: FA.43.003
- Version: 2nd Revision
- Drafted By: Drake Massey
- Approved By: Richard Yao
- Approval Date: 03/24/2025
- Effective Date: 03/24/2025
- Supersedes: FA.43.002
Purpose
To establish parameters for use of motor vehicles on University business that support the vehicular needs of University programs in the most effective, efficient and safest way possible within the context of State regulatory and liability structure.
Background
The State of California, the California State University included, has elected to
be insured for motor vehicle liability through a self-insurance program. This form
of insurance is both conditional and
limited in several important ways, and as a result our use of vehicles is constrained.
Furthermore, we must conform to specified conditions in order to maintain this liability
coverage.
Use of University and Private Vehicles Guidelines (Rev. July 2012)
SAM 751 Operator Requirements
SAM 752 Defensive Driver Training
SAM 753 Authorization for Use of Privately Owned
Vehicles SAM 759 Privately Owned Motorcycles
SAM 2420 Motor Vehicle Liability Self-Insurance Program
SAM 2430 Accident Reporting
SAM 2441 Damage to Privately Owned Vehicles
SAM 4107 Travel Logs
California Vehicle Code 1808.1, Driver's License, Pull Notice Requirements
CSU Coded Memoranda, HR 2015-10, Volunteer Policy
CSU Executive Order 691, Motor Vehicle Inspections
Policy
Accountability
Risk Management will be responsible for administration of the California Department
of Motor Vehicles Employer Pull Notice Program, Defensive Driver certification, reporting
and record retention for vehicle accidents, and administration of claims in coordination
with State Attorney General's Office. Facilities Services will be responsible for
maintenance and repair, inspection and related records for University vehicles. Appropriate
administrators will authorize the use of privately owned vehicles and shall ensure
employees using vehicles on University business have read the Motor Vehicle Use Policy.
Employees using vehicles on University business shall read the Motor Vehicle Use Policy.
Administrators shall investigate and submit reports on any vehicle accident to Risk
Management.
Applicability
This policy applies to all persons who use motor vehicles on University business, including University owned, rental and privately owned vehicles.
Definition(s)
University Business - University Business for the purpose of this policy is defined as "in the performance
of, necessary to, or in the course of the University employment duties."
University Vehicle - University vehicle is defined as a self-propelled motorized device for land transportation
that exceeds two (2) horsepower and is owned, leased, or rented by the University.
Vehicles owned, leased, or rented by auxiliary organizations are not covered by this
policy.
University Employee - Those persons who have completed all prerequisites to CSU employment; this
includes all CSU faculty, staff, and student assistants.
University Volunteer - An individual who volunteers services to the CSU, has completed all prerequisites
to CSU Memoranda, HR 2015-10, and/or has active volunteer status (Job class code 0050).
State Insurance - This refers to the State's motor vehicle liability self-insurance program, administered
by the California Department of General Services, Office of Risk and Insurance Management.
Text
The University will issue vehicles to, and allow use of rental and personal vehicles
for, University employees and University Volunteers who must drive on University business.
General Requirements/Limitations
Damage to University vehicles is the responsibility of the University if it is determined
that the University employee or University volunteer driver is at fault. The State's
vehicle liability insurance is designed to provide reimbursement to third parties
only and does not cover University employees, University volunteers, their privately
owned vehicles or University vehicles.
Non-State vehicles (rental or personal vehicles) must be insured by the rental company
or an individual's personal insurance.
Motorcycles may not be used for the conduct of University business except for police
motorcycles as approved by the campus president.
Administrators shall ensure their employees are properly authorized for vehicle use
prior to approving travel requests/expense claims involving use of vehicles on University
business.
Eligibility to Drive Vehicles on University Business
A driver must meet several criteria in order to drive a vehicle on University business:
- The driver must have a valid driver's license
- The driver must be a University employee
- The driver must complete Defensive Driver training every four years
- If driving a vehicle is a requirement of an employee's job then the employee's license and driving record will be checked vehicle use will be contingent upon a safe driving record.
- No one under 18 years of age may drive on University business
- Appropriate administrators will minimize driving by non-salaried (volunteer) drivers
University Owned Vehicles
University vehicles shall only be used in the conduct of University business. Transporting
any persons other than those directly involved in University business is prohibited
unless permission has been obtained in advance for each trip by the employee's supervisor.
The University may no loan a University vehicle to an auxiliary organization.
Rental Vehicles
The State's vehicle liability program does not cover rental vehicles. The State has
contracts in place with rental car companies which provide liability and repair coverage
for their rental vehicles.
Employees renting a vehicle for University business should use only contracted rental
companies.
If an employee rents a vehicle from a rental agency which is not on the state car
rental contract, the employee's personal automobile insurance policy will be the primary
coverage for liability and damages in the event of an accident. Claims paid by private
insurance for accidents to noncontracted rental vehicles while operated on university
or state business are not reimbursable from CSU or state funds. Liability insurance
purchased from non-contract rental agencies is not
reimbursable from the university.
Privately Owned Vehicles
University employees may use privately owned vehicles on University business but must
comply with the following rules:
- The use must be within the employee's scope of employment (University business only).
- Authorization to use a privately owned vehicle is required. Authorization requires that the employee certify that private automobile liability insurance is in place, that the vehicle is adequate for the work to be performed, is equipped with safety belts and is in safe mechanical condition. The Authorization will be documented using the form STD 261, "Authorization to Use Privatelly Owned Vehicle."
- The owner's private automobile insurance will be primary; State insurance providesliability coverage only after teh owner's liability coverage is exhausted and provides no collision or comprehensive coverage. Claims paid by private insurance for accidents in privately owned vehicles while being operated on University business are not reimbursable from CSU or State funds.
Vehicle Accidents
Vehicle accidents must be reported immediately. Additional specific procedures must
be followed immediately following an accident. Drivers involved in a vehicle accident
must also complete a written report (STD Form 270) within 24 hours. The appropriate
administrator must investigate the accident promptly and submit a written report (STD
Form 274) to Risk Management within 48 hours.
Exhibit(s)
N/A