Vehicles

CSU Vehicle Manual— Summary

The State of California administers a vehicle self-insurance program against loss for (1) personal injury and (2) property damage to others. This liability program protects any officer or employee of the State while operating a state-owned vehicle while on official business. Understand that the University self-insures its own vehicles for property damage; thus, any accidental damage to a University vehicle is the responsibility of the University Department operating the vehicle.

The policy ensures that all vehicles used for CSU business are:

• Safe
• Authorized
• Cost-effective
• Legally compliant

It also protects the university from liability and ensures proper risk management.

The driver must be approved to drive for CSU business. Individuals must:

• Be a CSU employee or officially approved volunteer
• Have a valid driver’s license
• Pass a DMV Pull Program
• Be formally authorized by the campus

Important: Authorization is not permanent — driving records are checked periodically.

Types of Vehicles Covered

The policy applies to:

1. CSU-owned vehicles
2. Personal (private) vehicles used for work
3. Rental vehicles used for CSU business

Each has slightly different rules, especially for insurance and liability.

CSU-Owned Vehicles

• Must be used strictly for university business
• Cannot be used for:
  • Personal errands
  • Transporting non-authorized passengers
• Must be scheduled/assigned through proper campus channels

Home-to-work commuting is generally prohibited, unless explicitly authorized.

 Personal Vehicle Use

Employees may use personal vehicles only when:

• It is approved in advance
• It is more practical or economical

Driver responsibilities include:

• Maintaining their own insurance (primary coverage)
• Ensuring the vehicle is safe and roadworthy

 Important: CSU provides secondary (excess) liability coverage, not primary. If an accident occurs, the employee’s insurance is used first.

Rental Vehicles

• Must be rented through approved vendors/programs

• Insurance coverage is typically included through CSU agreements

Driver Responsibilities

Drivers must:

• Follow all traffic laws
• Avoid reckless or distracted driving
• Never drive under:
  • Influence of alcohol/drugs
  • Fatigue that impairs safety

 Explicit prohibitions:

• No texting or handheld phone use while driving
• No transporting unauthorized passengers

 Defensive Driving & Training

• Complete the required defensive driving training
• Additional training may be required for: Vans, Specialty vehicles. Contact EH&S for more information.

 Accident Procedures (Expanded)

If an accident occurs:

1. Ensure safety and medical attention
2. Contact law enforcement if needed
3. Notify campus authorities immediately
4. Complete required forms (e.g., STD 270)

 Important: Applies to all vehicle types (CSU, personal, rental).

 Liability & Financial Responsibility

• CSU may cover damages only if policies were followed
• Employees may be personally liable if:
  • Policy was violated
  • Use was unauthorized
  • Negligence occurred

 Parking, Storage & Security

CSU vehicles must be:

• • Parked in designated areas
  • Locked and secure
  • Overnight/home storage:
    • Allowed only with formal approval
    • Must meet strict criteria (e.g., operational need)

Maintenance & Inspections

CSUN Departments are responsible for:

• Routine maintenance
• Repairs

Drivers must:

• Conduct pre-trip inspections
• Report:
  • Mechanical issues
  • Damage
  • Safety concerns

 Misuse Examples (Important)

Misuse includes:

• Personal trips
• Unauthorized drivers
• Transporting friends/family
• Using vehicles for non-CSU activities

High-Value Points

• Authorization is required before driving
• Personal insurance is primary when using your own car
• University vehicles = business use only
• All accidents must be reported immediately
• Policy violations can make you personally liable

Under no circumstances is an unlicensed or minor individual permitted to operate a University-owned, leased or rented vehicle. Only University employees may drive University vehicles.

For full details, reference the CSU Vehicle Manual

CSU Vehicle Manual

Authorization to Drive on University Business

Driving on university business is defined as operating a vehicle in the performance of, or in connection with, official university duties. This may include travel to university-sponsored activities such as academic field trips or events.

Eligibility Requirements

To be authorized to drive on university business, individuals must:

• Possess a valid state driver’s license appropriate for the vehicle being operated
• Maintain adequate automobile insurance coverage
• Demonstrate a safe and responsible driving record

For CSUN Employees

Employees in active, state-funded pay status, including student assistants and appointed volunteers, may be eligible for authorization. Individuals who are not state employees (including auxiliary employees or non-affiliated people) are not permitted to drive on university business.

Authorization is required for operating any university vehicle, including cars, trucks, golf carts, or other motorized equipment owned, leased, or rented by the university or state.

When employees use a privately owned vehicle for university purposes, their personal auto insurance serves as the primary coverage in the event of an accident.

Steps for Employee Authorization

1. Complete Required Training
   • Defensive Driving Program
2. Submit Required Documentation
   • Authorization to Use Privately Owned Vehicles (STD 261) Form. 

   • Staff Portal → HR → Forms & Policies → Employee Forms

   • Faculty: Portal → Faculty → Faculty Forms. Then select Auth to Drive Private Vehicle

   • DMV Employer Pull Program Application
3. Review and Comply with University Guidelines

The DMV will provide annual driving record updates and notify the university of any significant changes (e.g., violations, accidents, or license suspensions).

For CSUN Students

Students may not drive university vehicles unless they are employees or appointed volunteers. Students who drive their personal vehicles for university-related activities (such as field trips, conferences, or university events) must meet the following requirements:

• Provide proof of valid automobile insurance (verified by supervising faculty or staff)
• Provide proof of a valid California driver’s license (verified by supervising faculty or staff)

Personal vehicle insurance remains the primary coverage in the event of an accident.

Steps for Student Authorization

1. Complete Required Training
   • Defensive Driving Program
2. Submit Required Documentation
   • Student Authorization for Privately Owned Vehicle Form
   • CSU Release of Liability Form

Important Note

All drivers are expected to always adhere to university policies and safe driving practices. Authorization is contingent upon compliance with all requirements and may be revoked if standards are not maintained.

Vehicle Accident Reporting Procedures

Immediate Actions Following an Accident

If you are a state driver involved in an accident:

• Ensure safety first: Check for injuries and arrange immediate medical assistance if needed.
• Contact law enforcement: Obtain a police report number if available (Police, University Police, or CHP).
• Do not admit fault or make any statements about liability or payment.
• Limit communication: Only discuss the accident with:
  • Investigating officers
  • Your supervisor
  • Authorized university/state officials
  • Risk Management & Insurance representatives
  • State insurance adjusters
• Document the incident:
  • Use the STD. 269 Accident Identification Card (in vehicle glove compartment) to record details.
  • Provide the detachable portion to the other party.

Emergency Reporting Requirements

• Major Injuries or property damage (non-state parties):
  • Notify Office of Risk and Insurance Management (ORIM) immediately
    • Weekdays: (916) 376-5302
    • Weekends: (800) 900-3634
• Fatalities:
  • Immediately notify:
    • University Police: (818) 677-2111
    • Risk Management: (818)677-2079

 

General Reporting Requirements (All Accidents)

• All accidents involving vehicles used for state/university business must be reported within 48 hours.
• Complete required forms:
  • STD. 270 – Vehicle Accident Report
  • STD. 274 – Supervisor’s Review
• Submit forms to Risk Management.

 

Location-Based Reporting

On or Near Campus

• Report immediately to University Police
  • (818) 677-2111 or 911 for emergencies

Off Campus

• Notify your supervisor as soon as possible
• Additional requirements:
  • State vehicle: Notify University Police
  • Rental vehicle: Notify the rental company and follow their procedures
  • Private vehicle: Notify your personal insurance (primary coverage applies)

Post-Accident Communication Guidelines

• Do not provide written or recorded statements to:
  • Other drivers
  • Insurance companies
  • Attorneys
• Refer all inquiries:
  • Risk Management: (818) 677-2079

Supervisor Responsibilities

Supervisors or safety coordinators must:

• Review and sign STD. 270
• Complete STD. 274 (Accident Review)
• Determine if the accident was preventable
• Submit all documentation to Risk Management

Claims Handling

• Employees must not make promises or commitments.
• Claimants should be referred to:
  • ORIM: (916) 376-5302 / (800) 900-3634

Property Damage Claims

• Required estimates:
  • 1 estimate if damage is under $500
  • 2 estimates if over $500
• If the vehicle is not driven, ORIM will handle the process.
• Claimants may use their own insurance for faster resolution.

 

 Institutional Reporting

Submit STD. 270 within 48 hours to:

• • Risk Management
  • Phone: (818)677-2079
  • Email: risk@csun.edu
• Supervisors must complete STD. 274 within 5 days.

Key Reminders

• Never admit fault or discuss liability.
• Always report accidents promptly (within 48 hours).
• Maintain proper documentation.
• Direct all claims and legal matters to Risk Management.

Vehicle FAQs

Use this guide if you drive a personal, state-owned, leased, or rental vehicle for university business. It explains what you need before driving, what happens if there is an accident, and where to get help.

Before You Drive

Who is allowed to drive on university business?

Only authorized CSUN employees and approved volunteers may drive on university or state business. Students, the general public, and auxiliary organization employees may not drive state-owned, leased, or rented vehicles unless special permission is granted.

What do I need before I can drive on university business?

Before driving, you must complete the university’s authorization-to-drive process. In general, you need:

• A valid California driver’s license
• Current defensive driver training
• A good driving record (verified through the DMV Pull Notice Program)
• An STD 261 form if using your personal vehicle

Do I need defensive driver training?

Yes. You must complete a CSU-approved defensive driver course every four years.

How do I take the defensive driver course?

Defensive driver training is free through the campus Environmental Health & Safety (EH&S) Department.
 

Do I need a California driver’s license?

Yes. You must have a valid California driver’s license. Employees with only an out-of-state license may be ineligible to drive because their driving record cannot be verified through the California DMV Pull Notice Program.

Using Your Personal Vehicle

Can I use my personal vehicle for university business?

Yes, if you are authorized and submit the required paperwork. You must complete the STD 261 (Authorization to Use Privately Owned Vehicles on State Business) form each year.

What does the STD 261 form confirm?

By signing the form, you confirm that you:

• Have the required personal auto liability insurance
• Have a valid driver’s license
• Are using a vehicle that is safe and suitable for the work
• Have working safety belts
• Maintain your vehicle in safe mechanical condition

What insurance do I need?

You must maintain at least the California minimum liability coverage required by law when using your personal vehicle for university business.

If I use my personal vehicle, who pays in an accident?

Your personal auto insurance is the primary coverage. The State may cover certain additional costs that are not covered by your insurance.

Can I be reimbursed for damage to my personal vehicle?

Possibly, but only under specific conditions:

• The accident must not be your fault
• You must first use your own insurance coverage
• You may request reimbursement of your deductible through your department

State-Owned, Leased, and Rental Vehicles

Who can drive state-owned, leased, or rental vehicles?

Only State employees and approved volunteers may drive these vehicles for official business.

What do I need to drive a state or rental vehicle?

You must have:

• A valid California driver’s license
• Current defensive driver training
• Authorization through the university driver approval process

Can I use a rental car for personal use during a business trip?

No. You cannot use a state-contracted rental car for personal use. If needed, you must return the vehicle and arrange a separate personal rental.

Which rental company is covered under the state contract?

The State contract currently provides liability coverage through Enterprise (verify before travel for updates).

Can I use a non-contracted rental car company?

Yes, but only if a contracted vendor is not available. You must then purchase your own liability and damage coverage.

Can I use my personal credit card to pay for a rental car?

Yes, but state contract liability coverage may only apply when using approved state payment methods. Check with your department before booking.

Accidents and Insurance

What insurance covers state-owned vehicles?

The State provides third-party liability coverage. Damage to the state vehicle is typically paid by the department, depending on fault and available funds.

What should I do if I am in an accident?

Report all accidents within 48 hours using the STD 270 Vehicle Accident Report.

If there is injury or major damage, report immediately to ORIM by phone or fax before submitting the form.

Who pays for damage to a university vehicle?

• If you are at fault: your department pays
• If another driver is at fault: their insurance pays

Special Situations

What if I transport a student in my personal vehicle?

You are personally responsible as the driver. If the trip is authorized university business, university coverage may apply after your personal insurance.

Am I covered if I drive in Mexico?

No. You must obtain Mexican auto insurance. Contact ORIM for assistance.

Need Help?

• Environmental Health & Safety (EH&S): Defensive Driving Training
• Department of Police Services: DMV Pull Notice Program support
• Office of Risk and Insurance Management: Accident reporting and insurance questions

Contact your department if you are unsure about your authorization status before driving.