Driving on University Business
What is “Driving on University Business”?
Driving on University Business means "only when driven in the performance of, or necessary to, or in the course of, the duties of University employment'' as according to the California State University’s Use of University and Private Vehicles Policy Guidelines.
Who is affected?
Everyone who drives on university business; whether operating a university, state, or privately owned vehicle; or if you are driving a rental vehicle for going to a meeting; or any motorized or self-propelled equipment including lawn mowers and golf carts; or as a driver on an academic field trip.
If you are unsure if this applies to you, feel free to give us a call.
Authorized Drivers must:
- Be a University employee
- Have a valid state drivers license
- Have and maintain a good & safe driving record
- Be authorized by Program Center Manager (Dean, Director, AVP, etc…)
- Take the free defensive driver course if driving more than once a month or 12 times a year
- Be registered with Risk Management by turning in the proper paperwork (see below)
Authorization forms to drive on University Business
To register with Risk Management, you must fill out, sign, and complete the required forms below. The “New Driver Authorization Process packet” will contain all the necessary information you need. However all parts of the packet can be found below. All forms are to be turned into Risk Management (zip: 6145).
New Driver Authorization Process Packet (PDF)
All first time drivers or those who are re-registering to drive on University Business must complete, sign, and get authorized approval on all forms in this packet. Additional forms that are not included in this packet can be found below.
Authorization Process Checklist (PDF)
This checklist contains a list of all the things that needs to be done in order to become eligible to drive on University Business.
Authorization Process (PDF)
All drivers MUST complete this form in order to drive on university business. This form describes the complete information on the authorization process to become eligible to drive on university business. This form is to be read, signed and dated by the driver. The original is to be sent to Risk Management.
Vehicle Operation Authorization (VOA) Application (PDF)
All drivers MUST complete this form in order to drive on university business. This authorization form is to be completed and signed by the appropriate people. This form authorizes the driver to drive on university business. The original is to be sent to Risk Management.
Form STD 261 (Permission to Use Privately Owned Vehicle on State Business) (PDF)
Through this form, management authorizes you to use your privately owned vehicle on university business. This form is to be reviewed and recertified with the appropriate signatures every year. You may re-use the same form for seven consecutive years. Send Risk Management a copy of this form every year and keep the original.
Volunteer Identification Form (PDF)
Students can drive on University Business as a Volunteer. Register as a volunteer by completing this form and sending Human Resource the original. Send Risk Management a copy along with a copy of your Driver’s License.
Defensive Driver Training
Those who drive on University business at least once a month or 12 times a year are required to take a Defensive Driver Training course every four years. It is an online course that takes approximately an hour to an hour and a half to complete. If you drive less than once a month (or 12 times a year), then you do not need to take the training. However, you can take this course even if it's not required.
Inner Campus Pathways Pedestrian Safety Program
Vehicle operators whose business takes them on the inner campus pathways must abide by the pedestrian safety rules shown at Keeping Pedestrians Safe on Inner Campus Pathways (PDF).
Vehicle Insurance Coverage
Information on insurance coverage for university owned, privately owned, or rented vehicles can be found at our Automobile Coverage Protection webpage.
Car Rentals on State/University Business
See Accounts Payable's Travel Procedure and Regulations for how to rent from an approved car rental agency.
Driving Guidelines for Field Trip Drivers
All drivers for field trips should read this guideline for Safe Driving on Academic Field Trips (Word Document).
15 Passenger Van use Prohibition
ALL 15 passenger vans may not be used, leased, borrowed, purchases, or rented for use on University business. See Sacramento State's University Policy.
Emergency Roadside Service
Offered by the Office of Fleet & Asset Management (OFAM), this 24 hour state wide Roadside Service is only provided for State/University owned vehicles (will say CA Exempt on License Plate). Breakdowns on public streets, on a highway, or in a public parking garage in California are eligible to use this service. For more information, click on “Emergency Roadside Service” on OFAM's Fleet Operations' webpage.
The CHP Freeway Service Patrol (FSP) offers some roadside assistance on freeways only for ALL vehicles. The idea of this service is to get you and your vehicle off the shoulder and out of the way of a potentially deadly outcome. It’s a free service and only available in certain areas of California. They offer a gallon of gas, jump starts, refill of radiator & tape hoses, and change flats. If the vehicle cannot get going, then they can tow you to a CHP approved location, or notify an auto club or towing service for you. The phone number to figure out if they service the location and to get in contact with FSP is 1-800-TELLCHP or 1-800-835-5247.
Information about how to report vehicle accidents while driving on University business or while using a department owned vehicle can be found on our Vehicle Accident webpage.
Risk Management Contact Information
All paperwork can be mailed by interdepartmental mail to mailstop 6145 ATTN: Janie
If you have any questions regarding Driver Registration, feel free to call or email:
Janie Xiong | Risk Management Analyst | Office: (916) 278-6456 | Fax: (916) 278-4359 | firstname.lastname@example.org
Questions regarding vehicle accidents should contact:
Kirtland Stout | Risk Manager | Office: (916) 278-7233 | email@example.com