Driver Authorization Process

Please note that becoming an authorized driver can take 2-3 weeks.

Please note the Samba Safety Link which replaces the CA DMV Link, active starting 1/19/24

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:

  • Driver Information Form 
  • Driver Safety Training
    • There has been a recent overhaul to the United Educators training. As such you will now need to provide a branch code upon registering. USF's branch code is 442-88956 
    • It is important to note that we are currently experiencing troubles with the completion of the training. If this is affecting you , please reach out to us at usftravel@usfca.edu as soon as possible. In your email, attach screenshots if possible.
    • If you are having sign-on errors, this may be due to you already having an account. This may involve resetting your password. If issues persist, let us know as soon as possible. 
  • Samba Safety MVR Enrollment Link 
    • Please note that SambaSafety is USF’s new third party driver authorization processer (as of 1/19/24). SambaSafety is a Consumer Reporting Agency and per the Fair Credit Reporting Act, they are required to list out all aspects of consumer reporting in their release form. This is the release form you are required to sign to pull your Motor Vehicle Record (MVR). Please note that only driver data is collected and reported by SambaSafety, and credit scores will not be pulled nor affected. More information can be found on Risk Management's Vehicular Use Policy page.
  • If you are driving a University Vehicle complete the following as well:

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

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.

For more information on the Driver Authorization Process, please see the training video for the process:

Drivers with CA Licenses

Drivers shall grant the University permission to obtain a copy of their DMV Motor Vehicle Record.

Driver Record Request CA IN THE EVENT OF URGENT REQUESTS AND TO OBTAIN AN MVR IMMEDIATELY (only by recommendation of Risk Management).

Drivers with out-of-state Licenses

Drivers must submit a scanned version of their license to usftravel@usfca.edu in order to request a DMV Motor Vehicle Record. Out-of-state drivers must also fill out the following link with the information pertaining to their particular home-state:

In the event of an urgent request, the applicant shall have to resort to contacting their home-state DMV either through phone or online to obtain a copy of their driver record. This shall be sent to the Risk Management immediately. 

Driver Safety Training- Vehicles, Golf Carts, and Passenger Vans

Authorized drivers must drive safely at all times. Driving a University vehicle, rental vehicle, a personal vehicle or any other vehicle on behalf of the University is a privilege, not a right. The safety of passengers, pedestrians, and others is every driver’s highest priority.

There are three different trainings offered in the EduRisk Learning Portal. There are 3 trainings that can be completed: Driver Safety Fundamentals, Golf Cart Safety Training, and the Passenger Van Safety Training. 

  • All drivers seeking authorization must take the Driver Safety Fundamentals Training
  • If you are driving a golf cart, you must take the Golf Cart Safety Training in addition to the Driver Safety Fundamentals Training
  • If you are driving a passenger van, you must take the Passenger Van Safety Training in addition to the Driver Safety Fundamentals Training

To complete required trainings:

  • Go to https://learn.ue.org/FA24Q788956/usfcaTraining
  • First-time users need to register on the Learning Portal
    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.

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

Pre-Trip Inspection Checklist

To ensure safe and successful trips, we encourage drivers to complete a Pre-Trip Inspection Checklist for the vehicles that will be used (USF-owned, rented, or personally-owned vehicles). Completed forms can be kept on file with the respective department/college/school following the pre-trip inspection. For additional information forms, please reach out to the Department of Risk Management at mddiaz2@usfca.edu.