Risk Management & Internal Control

CSUEB Motor Vehicle Use

This document is intended to clarify information concerning the use of University-owned and privately-owned vehicles in the conduct of university business. Information regarding the use of rental vehicles for university business is addressed later. Much of the information is contained in the CSU Use of University and Private Vehicle Policy Guidelines.

Use of University Vehicles

A university vehicle is defined as a vehicle which is self-propelled and is owned, leased or rented by the University. University vehicles shall be used only in the conduct of university business. This means “only when driven in the performance of, or necessary to, or in the course of the duties of University employment.” No university employee shall use, or permit the use of any university vehicle other than in the conduct of university business. Only university employees (including properly appointed volunteers) may drive university vehicles. The campus may not loan or lease a university vehicle to an auxiliary organization.

Defensive Driving Requirements

System-wide policies dictate that all individuals operating state-owned, leased or rented vehicles or personally owned vehicles on official university business shall successfully complete an approved Defensive Driver Training course.

This policy further states that all drivers will need to repeat this process every four years, regardless of driving record.

An approved defensive driving course is available online through the Skillport system.

Instructions and forms can be found on the Risk Management website under the forms section.

Please contact Ann Marie Rivas for information regarding the Skillport online Defensive Driving course available to meet this requirement.

Definition of University Employees

“University Employees” are defined as all CSU Faculty, staff, and student assistants who are in state-funded pay status at the time they are driving the university vehicle. Approved volunteers are considered to be employees and are authorized to drive university vehicles. Students who are not identified as employees or volunteers or members of the family of an employee are not authorized to drive university vehicles.

Parking Away from Campus

A university vehicle may be parked at the University employee’s home only when the vehicle is to be used in the conduct of university or state business the same day or before usual working hours on the next succeeding workday and where such latter use has been authorized in advance by the appropriate administrator. Parking overnight at a university employee’s home is permissible when an employee is departing on or returning from an official trip away from campus under circumstances which make it impractical to use other means of transportation or where the employee’s home is reasonable en route to or from campus or other place where he/she is to commence work the following day. When such a situation occurs, the vehicle shall be parked off the street where feasible, or where the hazards of accidental damage, theft. and vandalism are reduced.


Motorcycles shall not be used in carrying out university business

Misuse of University Vehicles

The following conditions are considered to be a misuse of University vehicles. Employees are liable for the costs of misuse incurred by them or consented to by them as well as being subject to disciplinary action by the university.

  • Driving a university vehicle without authorization.
  • Driving without a valid California operator’s license of the appropriate class for the type of vehicle being driven.
  • Permitting a person not defined as a university employee to drive a university vehicle
  • Non-compliance with traffic/motor vehicle laws or regulations
  • Unsafe practices including failure to use and ensure that all passengers use all available safety equipment in the vehicle being operated. Safety equipment includes seat belts and/or shoulder harnesses.
  • Falsification of travel logs, travel authorizations, defensive driver training program certificates, accident reports, or other forms relative to the use of the vehicle
  • Improper storage or parking of university vehicle
  • Personal use or allowing passengers other than persons directly involved with official university or state business, except with approval of immediate supervisor for each trip.
  • Failure to comply with any law, regulation or policy associated with the use of university vehicles
  • Transporting dogs with the exception of seeing-eye dog or service dog accompanying a passenger
  • Picking up hitchhikers

Motor Vehicle Liability Insurance

Auto liability self insurance protects an employee of the University against all auto liability claims while operating a state owned vehicle in the course and scope of employment. If properly using the state rental car contract, the employee is covered for the first $500,000. If using privately owned vehicles, employee insurance is primary before the self insurance program applies. Also note, the self-insurance program only covers the first $1,000,000 of liability insurance. The CSURMA excess liability policy picks up any required additional liability coverage. Self-insurance does not provide for loss or damage to university-owned or privately owned vehicles. It does provide reimbursement to third parties when the accident is the fault of university employees.

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