Driver Authorization & Automobiles

Driver Pull Notice Program

Only authorized drivers may operate a vehicle on University business. Your supervisor or department business manager will make the determination if you must become an authorized driver. 

To become an authorized driver, please complete the following:

All information should be sent electronically to usftravel@usfca.edu. For questions about the program, contact Melissa Diaz, Risk Services Manager.

Drivers not employed by the University with a valid US driver’s license must first complete a background check before completing the steps listed above.  Background checks are administered by the department of Human Resources.

Drivers with CA Licenses

Drivers shall grant the University permission to obtain a copy of their DMV Motor Vehicle Record.  Please allow for up to 10 business days for processing by the DMV.

Drivers with out-of-state Licenses

Drivers must submit a scanned version of their license to usftravel in order to request a DMV Motor Vehicle Record. Please allow for up to 4 weeks for processing by the DMV.

Driver Minimum Requirements

 The driver's Motor Vehicle Record must be in compliance with the provisions stated herein. If the driver needs to be cleared prior to the required DMV processing time, a copy of their Motor Vehicle  Record can be individually acquired at the Department of Motor Vehicles. A copy of the attained record should be forwarded to usftravel@usfca.edu.

The University reserves the right to decline authorization of any driver on the basis of an individual’s traffic violation history or accident history.  Motor Vehicle Records are reviewed annually.  If an authorized driver receives a major violation while driving on USF business, they must inform their supervisor immediately as this may impact driving status. Any violation of these guidelines will be cause for review of one's driving record and/or revocation of University driving privileges. 

The following guidelines shall be used when designating authorized drivers:

  • Drivers must use University vehicles for authorized business only
  • Drivers must not permit any unauthorized person to drive the vehicle.  Unauthorized drivers may be personally liable for any accident or loss.
  • Driver must possess a valid  driver's license issued from the US or US territories
  • Must be at least 18 years old
  • Drivers must have at least one year of driving experience, either in the US or internationally
  • Drivers must be a student or employee of USF; or an authorized volunteer
  • No major violations in the last 3 years (major violations include, but are not limited to DUI, vehicular homicide, reckless driving, drugs, leaving the scene)
  • Maximum of 2 moving violations in the last 3 years with one at-fault accident
  • Maximum of 3 moving violations in the last 3 years with no at-fault accidents
  • Maximum of 2 at-fault accidents in the last 3 years with no moving violations
  • Drivers must complete online driver safety training and submit a certificate of completion

Driver Safety Training

Drivers are expected to drive safely at all times.  Driving a University vehicle, rented vehicles, a personal vehicle or other vehicles on behalf of the University is a privilege, not a right.  The safety of passengers, pedestrians, and others is every driver’s highest priority.  All drivers must complete the driver safety training. 

To complete the training:

    1. Be sure to enter a valid email address as this will be your username and cannot be changed.  
    2. After completing registration, you should receive an email with a temporary password.
    3. Follow the link in the email to sign on.
    4. You will be prompted to enter a new password when first signing in.
  • Upon completion, you will receive an email with a link to download the certificate of completion.  You can also go to 'My Completions' to obtain evidence of completion. Please send to usftravel@usfca.edu.

Auto Insurance/Deductible

The University carries a commercial liability insurance policy on University owned, leased, or rented vehicles for University business.  Liability coverage provides coverage for bodily injury or damage to property of others. University-owned or leased vehicles are self-insured for physical damage.  The University funds the repair or replacement cost of University-owned or leased vehicles, less a $1000 deductible - borne by the department responsible for the vehicle. Proof of USF auto insurance should be stored in the glove compartment of University vehicles.

The University reserves the right to seek reimbursement from the authorized driver if an investigation shows misuse of the vehicle or negligence that results in an accident.

Use of Personal Vehicle

Personal vehicles used on University business must be insured as required by California state law and as recommended by the Vehicular Use Policy.  Your own insurance policy serves as a “primary” policy for third party liability and collision/comprehensive damage to your vehicle.  The University does not fund the repair or replacement cost or deductible of private vehicles.  Authorized drivers using personal vehicles in the performance of University related tasks may be covered for their liability “excess” of their own personal insurance.  USF does not provide any coverage for physical damage to personal vehicles.  

What to Do In Case of Accident:

  • STOP AT ONCE IN A SAFE PLACE. Check for personal injuries and send for an ambulance, if needed. Do not leave the scene, but ask for the assistance of a bystander.
  • DO NOT ADMIT LIABILITY. Make no statements regarding fault, liability or payment of bills.
  • DO NOT ARGUE OR DISCUSS THE INCIDENT. Speak only with University Officials, Police or your insurance representative.
  • SECURE THE ASSISTANCE of a police officer whenever possible and record their name and badge number.
  • TAKE PICTURES if you have a camera or cell phone camera.
  • RECORD the names and addresses of all witnesses and occupants of involved vehicles.
  • COMPLETE THE Accident Report Form AT THE SCENE, found in the University vehicle and email a copy immediately to: Melissa Diaz mddiaz2@usfca.edu
  • EXCHANGE INSURANCE INFORMATION.
  • WITHIN 24 HOURS CALL and report the incident to: Melissa Diaz (415) 422-5899.

The University reserves the right to (1) remove or deny driving privileges from any student, employee, or authorized volunteer for accident or violations involving University owned or rented vehicles, or (2) to use guidelines that are stricter than the insurance company’s in deciding to authorize drivers.  The University may, at its sole discretion, allow an employee who drives as a condition of employment to attend a University-approved driver safety training at the driver’s own expense in lieu of losing driving privileges.

Rental Cars

You must become an authorized driver before renting a vehicle on behalf of USF.

Rental vehicles shall be arranged pursuant to the Travel & Entertainment Policy.

At the time of rental, the option of purchasing a collision policy through the rental agency is offered. The University has a non-owned auto policy that covers this type of exposure. Therefore, authorized drivers of commercially rented cars shall not purchase a collision damage waiver from the agency, when renting in the United States. If the driver desires coverage for personal belongings, the driver may purchase this insurance through the rental agency at his or her own expense.

It is important to inspect any rented vehicle before driving it.  Make sure any dents, scratches or other damage to the vehicle is noted on the rental form.  The same procedure should be followed when returning a rented vehicle.  Otherwise, your department or the University may have to pay for damages you did not cause.

Any personal use of a rental vehicle is not covered by the University’s non-owned auto policy. An example would be renting a vehicle for University business and then extending a trip to visit family or take vacation on personal time. Drivers must determine if they wish to purchase the optional collision coverage for their personal use of the vehicle, and keep all charges separate.

Rentals in foreign countries are discouraged; however, if it is necessary to rent an auto in a foreign country, and prior approval has been obtained from the employee’s supervisor or department Business Manager, insurance coverage must be purchased.

University Risk Management guidelines strictly prohibits the rental of 15-passenger vans.

Adding or Disposing of Vehicles

When a department purchases or disposes of a vehicle, please provide the year, make, model, Vehicle Identification Number, and License Plate number to Melissa Diaz at mddiaz2@usfca.edu x5899, Office of Accounting and Business Services within 10 days. Proof of USF Auto Insurance must be placed in the vehicle at all times.

Please send the vehicle pink slip for storage to Melissa Diaz at the Office of Accounting and Business Services, LMN, 3rd floor. 

Vehicle Registration and associated fees are the responsibility of each department.