Vehicles and Travel
Vehicles
Only USD employees and authorized students are allowed to use USD vehicles. Personal use of USD vehicles is prohibited.
Employees and authorized students must possess a valid driver's license and be insurable by the standards of the University's vehicle insurance carrier. Drivers of 10+ passenger vehicles must possess a valid Class B license.
Vehicle Insurance
USD Owned or Leased Vehicles
USD is insured for physical damage and liability for accidents involving USD-owned or leased vehicles, provided the vehicles are being used within the scope of employment.
In the event of an accident the following procedures should be followed:
- Contact Public Safety (7777) and complete the appropriate reports.
- Contact the Risk Management office (7677) or the Transportation Department (4253) for information regarding estimates for repair of the vehicle
USD maintains collision damage coverage for vehicles rented by employees in the course of doing business for the University. The collision damage waiver should NOT be purchased when renting vehicles in the United States. However, when vehicles are rented during international travel on USD business full coverage must be purchased through the rental car company.
In the event of an accident:
- The rental agent will provide the necessary forms for making a report. A copy of the accident report should be sent to the Risk Management Office immediately (Fax: 619 260-4061).
- Notify the Risk Management Office (619 260-7677) as soon as possible. Follow up by sending a letter from the department indicating dates of rental and that the accident occurred while on University-related business. Include a copy of the car rental receipt.
- Invoices for vehicle repair received from rental agencies should be forwarded to the office of Risk Management, along with the following information:
- Letter from the department indicating dates of rental and that the accident occurred while on University-related business.
- Car rental receipt
The Mexican Travel Insurance program is exclusively written to cover USD vehicles that are driven in Mexico . Payment of claims is based on two critical factors:
- Reporting the accident while still in Mexico, and
- Submission of the completed travel log upon return to the U.S.
International Travel Insurance
USD proides Foreign Travel Insurance to faculty and staff who travel internationally on University related business. General liability insurance is provided for faculty, staff and students.
Click here for a description of all international insurance coverages.
Additionally, international travel assistance is available to all who travel on USD business or who participate in a USD study abroad program through the services of International SOS.
Insurance program specifics and direct links to the International SOS program can be found here.Resources for current information on State Department travel restrictions and other international travel information include:
U.S. Department of State: www.travel.state.gov (Foreign consulates, student visa and passport)
CNN: www.cnnfn.cnn.com/markets/currencies (Currency exchange rates)
Center for Disease Control: www.cdc.gov (Vaccine information and traveler's health)
Use of Personal Vehicles while on University Business
While it is discouraged, USD employees may use their personal vehicle while on University business (e.g., traveling to meetings and purchasing supplies). However, the University does not provide insurance coverage for personal vehicles. While operating a personal vehicle for University business, the vehicle owner's insurance is primary coverage. By opting to use their personal vehicle, the employee affirms their knowledge of this policy and that they have adequate vehicle insurance coverage (meets state insurance requirements) and an unrestricted driver's license.
Vehicle Roster
The Facilities Management Department maintains a current list of University vehicles and equipment for providing routine maintenance. Whenever a vehicle is purchased or sold, or leased, the responsible department must provide the following information to the Facilities Management Department.
- Vehicle year, make, and model
- Vehicle identification number (VIN)
- Vehicle license number
- USD identification number
- Purchase price or value of vehicle
- Date of purchase, acquisition, sale or disposition of vehicle
If available, a copy of the vehicle registration or a copy of the sales contract should be sent as part of the back-up information
Drivers Roster
Risk Management maintains a current list of drivers authorized to operate University vehicles. Departments annually furnish Risk Management with an updated list of employees/students authorized to operate a USD vehicle. Changes to the roster must be forwarded to the Risk Management office concurrently using the Authorization to Obtain Motor Vehicle Reports. The information must include:
- Driver's full name
- Driver's license number and expiration date
- Type of license (ie commercial or private)
- State of issuance
- Date of Birth
The driver roster is forwarded to the University's insurance representative or brokerage firm for review. The Risk Management office is notified if a driver's record is not approved, and will forwards that information to the applicable department manager and employee. Said employee may not drive USD vehicles until any problem arising from the Department of Motor Vehicles (DMV) review is resolved.
Commercial Driver's License and Random Substance Testing
In accordance with the State Department of Transportation, University employees transporting 10 or more individuals are required to possess a Class B commercial driver's license, with a medical examiners certificate and passenger endorsement. When transporting 16 or more passengers, the driver must comply with Department of Transportation 49CFR part 382.
Those persons holding Class B licenses are subject to random testing for drugs or alcohol. The driver will be notified when they have been selected for testing and must complete the testing within 48 hours of notification. Positive test results will be cause for immediate suspension of privileges to drive USD vehicles
Prior to operating a University vehicle, the driver agrees to:
- Possess a valid driver's license for the type of vehicle to be driven.
- Use a University vehicle for authorized business only.
- Not allow any unauthorized person to drive the vehicle.
- Before leaving the parking area or garage, inspect the vehicle for safety concerns, check the tires, wipers, lights and safety equipment for observable defects. Report any defects immediately to his or her supervisor.
- Use seat belts and require all occupants to do likewise in accordance with state laws. The number of passengers should not exceed the number of seat belts.
- Operate the University vehicle in accordance with USD regulations, know and observe all applicable traffic laws, ordinances and regulations, and use safe driving practices at all times.
- Assume total responsibility for any and all fines or traffic violations associated with use of a university vehicle or privately-owned vehicle on University business.
- Not drive under the influence of drugs or alcohol.
- Not transport unauthorized passengers such as hitchhikers, family members or friends.
- Remove the keys and lock the vehicle when it is left unattended.Drive the vehicle at speeds appropriate for road conditions.
- Not drive the vehicle off-road unless it is designated for that use.
- Immediately report all accidents or traffic violations to supervisor and Public Safety.
- Be subject to applicable University disciplinary procedures for violations of university policy or rules.
