Driver Authorization Process

Please note that becoming an authorized driver can take 2-3 weeks.
As of 12/12/2024, we have made significant changes to the Driver Authorization Process to streamline the procedure. The driver information form, link to fill out a request for Motor Vehicle Record (MVR), safety training links/safety training completion uploads, and the rest of the process will be done directly through Laserfiche at the link below.

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

For Faculty, Staff, Students/Student Employees please complete the following Laserfiche form: https://lf.usfca.edu/Forms/DriverAuthorizationUSF

For Volunteers, Independent Contractors, 3^rd Party Contractors please complete the following Laserfiche form: https://lf.usfca.edu/Forms/DriverAuthorizationPublic

To become an authorized driver, please complete the Laserfiche Driver Authorization Application Form which includes completion of the following:

• Driver Information Form
• Driver Safety Training
  • USF's branch code is 442-88956
  • Please note that after you complete the initial Information Form, you will receive an email with a link to upload these certificates. If the link is not letting you upload, please forward the documents to usftravel@usfca.edu.
• Samba Safety Motor Vehicle Record (MVR) Enrollment
  • 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. Entry of your Social Security is not required. More information can be found on Risk Management's Vehicular Use Policy page.
  • Drivers from the states of New Hampshire, Utah, Pennsylvania, and the state of Washington will need to contact their home state DMV and send Risk Management a copy of their driving record.
• Key FOB Agreement Form (if you are driving a University-owned vehicle)
  • How to use your Key FOB

For questions about the program, contact the Risk Management assistant at usftravel@usfca.edu. If you cannot get a hold of the assistant, please contact Melissa Diaz, Director of Risk Management at mddiaz2@usfca.edu.

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.  Coordination of background checks will be done by Risk Management.

Urgent Requests

Drivers with California Licenses

Please complete the Driver Record Request CA, which in the event of urgent requests will immediately provide you with an Motor Vehicle Record. This is only by approval and recommendation of Risk Management.

Drivers with Out-of-state Licenses

In the event of an urgent request, the applicant shall have to resort to contacting their home state DMV either by phone or online to obtain a copy of their driver's 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, 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 types of training offered on the EduRisk Learning Portal. There are 3 trainings that can be completed: Driver Safety Fundamentals, Golf Cart Safety Training, and 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 the required trainings, click on the appropriate link/s in Laserfiche Driver Authorization Application Form above and follow the instructions below:
  • First-time users need to register on the Learning Portal
  • Be sure to enter a valid email address as this will be your username and cannot be changed. 
  • If you are having difficulty entering your password, please attempt to reset it. 
  • After completing registration, you should receive an email with a temporary password.
  • Follow the link in the email to sign on.
  • You will be prompted to enter a new password when first signing in.

Driver Minimum Requirements

 The driver's Motor Vehicle Record (MVR) must be in compliance with the provisions stated herein. 
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 their 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
  • If driving a University-owned vehicle, drivers must use their own key FOB and make sure not to share it with others to ensure the accuracy of our GPS monitoring system.
  • 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 students or employees of USF, authorized volunteers, authorized contingent employees, authorized independent contractors, or authorized 3rd party contractors.
  • No major violations in the last 3 years (major violations include, but are not limited to DUI, vehicular homicide, reckless driving, drugs, and 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 violation

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 or rented). 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.