Travel Planning and Authorization
The review measures taken in the planning and authorization of automobile travel provide
the best opportunity for management of certain travel risks. It is important that
sound travel authorization procedures be established in each department to avoid costs
and other losses associated with accidents. The following information is intended
to assist in planning and authorizing University-related vehicle travel.
Management of automobile travel includes consideration of the following:
- Purpose to be accomplished.
- Cost and efficiency (practicality) of automobile mode.
- Driver's competency and legitimacy.
- Liabilities involved.
- Life safety considerations in automobile condition and operations.
- Insurance coverage.
The first two considerations, purpose and practicality, are subjective to the department
involved. The remaining four considerations are addressed here.DRIVER'S REQUIREMENTS
The University's automobile liability insurance imposes a $50,000 deductible on any
accident involving a University vehicle in which the driver had received a citation
within the 12 months prior to the accident for any of the following reasons:
- Driving under the influence of alcohol or drugs.
- Reckless driving.
This deduction is not operative if the driver has completed an approved Safe Driving
Course subsequent to receiving the citation.
As any uninsured liability loss will be the department's responsibility, it is important
that the person authorizing automobile travel determine the prospective driver's record
through fleet operations to avoid this loss. Competency
In addition to a valid driver's license and appropriate driving record status, a University
driver should be experienced and competent in the type of driving required.
Care should be extended in the selection of any driver to ascertain that she or he
is physically and mentally capable of driving safely. Any faculty, staff or student
may be a driver providing the requirements above have been met.Driver's Training
All employees who operate University vehicles or Enterprise rental vehicles during
University business as an essential function of their job, must complete the defensive
driving course every two years.
These requirements are in accordance with State Administrative Rule R-37.Licenses
Drivers of University vehicles must posses a valid and appropriate license for the
vehicle they will be driving.
Valid licenses for the State of Utah include:
- Valid licenses from any state of the USA.
- An international license. Valid out of country licenses plus the international license
must be obtained in the resident country.
- Licenses from Canada and Mexico, but only for sixty days.
Students from other states are not required to obtain a Utah driver's license unless
and until they take any action that constitutes residency, i.e., obtaining employment
(including UVU employment), buying a residence or property, sending children to Utah
schools, etc. Bona fide tourists from foreign countries have one year's grace from
the above requirements unless they take action which changes that status, such as
accepting employment or attending school anywhere in the U.S. Persons, other than
bona fide tourists, in state for more than sixty days must obtain a Utah license.
A commercial Driver License is required for:
- A vehicle designed to transport more than 15 persons (including the driver).
- A single vehicle with a gross automobile weight rate (GVWR) or more than 26,000 pounds.
- A trailer with a GVWR of more than 10,000 pounds if the gross combination weight is
more than 26,000 pounds.
- Any size vehicle which requires hazardous materials placards.
- Any size vehicle used as a school bus.
The Travel Authorization (TA) form, if required for the travel involved, documents
the purpose of the trip and can be a key element in determining the assignment of
liability when necessary.
In order to assure that the trip's authorization is complete and properly documented,
each person authorizing the travel should:
Field Trips and Excursions
- Determine and fully identify all certain and probable destinations of travel.
- Identify all drivers and passengers involved.
Field trips or other excursions should be carefully managed to be sure that due diligence
is exercised to provide safe conditions for all participants.
The most preferable situation is to arrange for commercial transportation. If this
approach is not practical University vehicles can be used.
Waivers and Representations
Before leaving on any student related travel, a waiver form must be obtained.
Basic safe operation of a vehicle is obeying all traffic laws, including the wearing
of seat belts by the driver and all passengers. This precludes passengers from riding
in the back of pick-ups and vans even around the campus.
Most accidents in which University drivers are involved occur in backing and turning
situations. Care and concentration should be exercised whenever one is entering a
different traffic flow pattern.
When it is necessary to drive for long periods of time, it is important to rotate
drivers and/or take rest stops every 90 to 120 minutes. Such stops should include
getting out of the car and stretching.
Vans represent one of the greatest driving risks to the University. This is because
the driving dynamics are different than other vehicles particularly in high winds,
sudden stops and on slick road conditions which can surprise drivers unaccustomed
to vans. Also the interactions that can occur between the driver and the passengers
can be a distraction to the driver.
Special care should be exercised in the selection and authorization of van drivers.
In addition to proper licenses and clean driving records, a prospective van driver
should have a mature and responsible attitude and have experience driving vans.
Long Distance Travel
Long distance trips should not extend the driving day beyond ten hours, and this duration
should only be achieved by alternating drivers at least every two hours. Drivers cannot
operate a vehicle after 11 pm. Initiating trips in actual inclement weather should
be avoided particularly if vans are planned to be used.
Automobile Liability Insurance
The University's automobile liability insurance covers any person authorized to drive
a University owned automobile provided the actual use is within the scope of such
authorization. It also provides secondary coverage for any employee driving her or
his personal automobile with in the scope of employment. The employee's personal automobile
liability insurance is primary to the extent it is available.
There is a $10,000 per accident deductible if the driver involved does not have a
valid driver's license and a record clear of citations for the past 12 months. Any
losses, that are applicable to such deductible, are the responsibility of the driver's
Rented Automobile Coverage
The State of Utah periodically contracts with certain car rental agencies to provide
cars at rates that include liability coverage for damage to rented vehicles as well
as damages and injuries of third parties. To obtain a rental car, the UVU Travel Office
must book the vehicle with the state contracted vendor.
Payment of any daily rate other than the negotiated contract rate nullifies the liability
There is a $10,000 deductible in liability coverage for use of any non-contracted
rental agency's vehicle unless it can be verified that a reasonable attempt was made
to use the state contracts, but no automobile was available either at the time or
at the place or of the type needed. If these conditions are not met, but use of a
non-contracted agency vehicle is still desirable, the liability insurance offered
by such agency should be procured.
Use of Personal Vehicles for College Use
When using personal vehicles for University business, the personal vehicle insurance
becomes the primary insurance. The University insurance is secondary only after the
limits of the personal insurance are exhausted.