Vehicle Use Procedures

Please review the ORM Driver Safety Program before applying as a qualified driver.

• No vehicle may be operated in violation of state or local laws.
• Safety restraints shall be used by the driver and passengers of vehicles.
• Personal use of a University-owned or rented vehicle is not permitted.
• Persons operating a university owned, rented or personal vehicle while on official university business will be responsible for all traffic, driving, and parking violations received.
• Operating any vehicle for University business while intoxicated as set forth in LA R.S. 14:98 and 14:97.1 is strictly prohibited, unauthorized, and expressly violates the terms and conditions of use of a vehicle.
• Individuals not associated with the University or University activities, including, but not limited to spouses, children or other family members should not be transported in University-owned or rented vehicles. Approval of exceptions to this policy may be made by the Department Head if he/she determines that the best interest of the University will be served.

• No person may be authorized to operate a University-owned vehicle unless that person is an employee of the University; or has received specific written approval from the Department Head or his/her designee to operate a University-owned vehicle on official University business.   
• Prior to driving a University-owned vehicle, a person must become a University Authorized Driver. The Driver Authorization process is outlined below.
• No traveler may operate a vehicle without having a valid U.S. driver’s license in his/her possession.
• Non-employee University students, guests and contractors are not permitted to drive University-owned, leased or rented vehicles, unless an exception is made in writing by the Department Head if he/she determines that the best interest of the University will be served. 

1. Department determines employee needs to drive a University-owned vehicle (or a personally owned vehicle if part of the employees written job requirements.)
2. Employee completes the required on-line Driver Safety course and notifies his/her department of the completion date.
3. Department director or designee completes the Driver Authorization form, signs and submits it to the appropriate staff member at each institution. 
   
   1. Driver Authorization Form
4. Staff member requests the driver’s motor vehicle record from the Department of Motor Vehicles for in-state driver’s licenses (for non-Louisiana licenses, employee will need to obtain record from license state).
5. Staff member will review the driver’s motor vehicle record and notify the department if the employee is approved as an Authorized Driver.

All persons driving on University business must complete the on-line Driver Safety course. The course must be completed prior to requesting authorization to drive.

• An employee may elect to use his or her personal vehicle to travel on University business, such as to attend meetings or conferences; however, use of a privately-owned vehicle is solely at the discretion of the vehicle owner and vehicle driver.
• Privately-owned vehicles used for University business should be properly registered, inspected, insured and appropriate for such use.
• While traveling on University business, the vehicle driver is responsible for the use of the vehicle and for safe transport of any passengers who travel in the vehicle.
• Employees whose written job description requires them to use their personal vehicle for official University business must be approved as a University Authorized Driver. The Driver Authorization process is outlined above in the Driver Approval/Authorization Process.
• Employees using their personal vehicle for University business should ensure they are adequately covered under their personal insurance policy. University policy requires that the employee’s auto liability insurance be the primary insurance for any accidents that occur while driving on University business. The University does not provide physical damage insurance to a personal vehicle; however, there may be up to $1,000 coverage provided by the Office of Risk Management toward the travelers’ vehicle property damage deductible, in instances when property damage results while using the traveler’s personal vehicle for university business.
• For reimbursable travel expenses for use of a personal vehicle, see Travel Policy PM-13.

• No person may be authorized to operate a rented vehicle to conduct University business unless that person is an employee of the University or has received specific written approval from the Department Head or his/her designee to operate a rental vehicle on official University business.
• Individuals not associated with the University or University activities should not be transported in vehicles rented by the University. Approval of exceptions to this policy may be made by the Department Head if he/she determines that the best interest of the University will be served.
• The University utilizes the state contract for in-state vehicle rentals through the Enterprise Rent-A-Car’s State Motor Pool Rental Contract for business travel which applies to all University employees and/or authorized travelers traveling on official University business. For Out-of-State travel, National Car Rental and Hertz Car Rental are also available. Usage of a contracted rental firm is mandatory for University employees unless it is determined that the vendor does not have the appropriate size fleet in stock for the date of use.
• For vehicle rentals in foreign countries or anywhere outside the 50 United States, the appropriate vehicle insurance (i.e. legally required minimum liability and physical damage) for each travel location should be purchased through the vehicle rental company (this is a requirement as the University’s insurance is excess to any legally required insurance and limit).
• For reimbursable travel expenses for use of a personal vehicle, see Travel Policy PM-13.

• In order to ride in or drive a university-owned vehicle, you must be an employee of the university or have completed the acknowledgment form. If you are going to be riding in or driving a university-owned vehicle and are a non-employee of the State of Louisiana or LSU, please complete the acknowledgment form.
• If you are an employee and are coordinating a trip, please have all non-employee personnel complete the acknowledgment form.

The Fleet Management section of Title 34 further outlines the guidelines involved in the Vehicle Use Policy.

For other Fleet Management forms, such as Condition Reports, the Designation of Fleet Manager form and many more, please visit the Fleet Management Website.

All accidents, major and minor, shall be reported first to the local police department or appropriate law enforcement agency. The Louisiana Office of Risk Management ("ORM") Accident Report Form (DA-2041) should be completed as soon as possible, preferably within 48 hours of the accident. The completed form can be sent via email to Sedgwick, ORM’s Third Party Administrator, or can be faxed to (855) 563-2447.

After an accident report form has been submitted, a colleague from Sedgwick will contact the reporting employee.  If DA-2041 form was submitted via email to Sedgwick, an email confirmation of receipt of the incident would be provided along with the notice of the assigned claim number.  For more information regarding Accident Reporting, please refer to the ORM Drivers’ Safety Manual.

If an employee were injured, a Workers’ Compensation claim would need to be reported to the employee’s supervisor or designated Human Resources or Safety Director.

To contact Sedgwick directly, please call their Baton Rouge office at (225) 368-3500.

 Proof of Auto Insurance

 Travel Policy PM-13