Vehicle Use Policy
(Last Updated March 2015)
University vehicles or Long-term Leased Vehicles
To ensure appropriate insurance coverage is obtained for the vehicle, it is essential that departments contact Risk Management when a vehicle is purchased or leased on a long-term basis with the following information: year, make, and model of vehicle; date of acquisition; amount paid or value of vehicle; vehicle identification number (VIN); license number; and if leased, the leasing agent. When a vehicle is transferred to another department, transferred to surplus property, sold, or returned to the leasing agent, the department should notify Risk Management.
Short-term Rental Vehicle
If departments or university organizations find it necessary to rent vehicles on a short-term basis from a rental agency, the vehicle should be rented in the name of the university. The rental agency may require the driver's name to be on the form, if this is the case, then write "University of Louisville / (driver's name)." Also, list the University of Louisville's business address: 1900 Arthur St., Suite 100, Louisville, KY 40208-2768, not your home address, on the contract.
The university carries automobile insurance coverage for the vehicle and the employee. Therefore, it is not necessary to purchase insurance offered by the rental agency. The insurance coverage provided by the university is only available on vehicles rented or leased in the university's name (as described above) and for approved university functions/business. When renting a vehicle for a short-term, a university automobile insurance identification card should be in the driver's possession. A copy of the current insurance card can be obtained at the Risk Management website or by contacting Risk Management at 852-6925.
For procedures on how to rent a vehicle in the name of the university, please refer to Purchasing Procedures 27.00.
15 Passenger Vans
Please review the 15 passenger van guidelines prior to renting a 15 passenger van. Any questions, please contact Risk Management at 852-6926.
Personal Vehicles Used for University Business
When an employee is using their personal auto for official university business, the employee's auto insurance is primary. The university's auto insurance would be excess only for liability. Physical damage to an employee's auto while driven on official university business, is not covered by the university's auto insurance. The university does not pay any out-of-pocket expenses for physical damage or any portion of an employee's deductible.
In general, when employees are traveling to an event, they should depart from their place of work. If the employee begins their travel from their home, the travel could be considered normal travel to and from work, which is excluded from the university's insurance coverage. There could be exceptions to this example: If the travel is directly to the event and is required by the university as part of the employee's employment. If you have any questions or need clarification, please contact the Risk Management.
International Vehicle Use
If departments or organizations find it necessary to rent vehicles for approved university functions/business on a short-term basis from a rental agency in a country other than the United States, the vehicle should be rented in the name of the university. The rental agency may required the driver's name to be on the form, if this is the case, then write "University of Louisville / (driver's name)."
Because of differences in insurance requirements in other countries, departments should purchase the insurance provided by the rental agency when renting a vehicle in a country other than the United States.
Driving in Mexico and Canada
When taking a university-owned vehicle into Mexico or Canada, a copy of the vehicle registration should be kept in the vehicle at all times. Please contact Inventory Control to obtain a copy of the vehicle registration.
Vehicles Used on Field Trips
For this policy, a field trip is defined as an activity organized by a university department for an approved university related purpose that requires use of a vehicle to provide group transportation to and/or from the field trip location. For any field trip driver that has not had a Motor Vehicle Record check done by the university within the past twelve (12) months, Risk Management should be contacted at least five (5) working days prior to the field trip to have a Motor Vehicle Record check completed for all drivers. If a vehicle designed to transport sixteen (16) or more passengers is used, a Commercial Drivers License is required, see details below.
Automobile Insurance Identification Cards
A University automobile insurance identification card, which indicates proof of insurance, must be kept in the glove compartment of all university owned or long-term leased vehicles. If renting a vehicle for a short-term, a university automobile insurance identification card should be in the driver's possession. A copy of the current insurance card can be obtained at the Risk Management website or by contacting Risk Management.
University employees, students and volunteers may be authorized to operate University of Louisville vehicles for the purpose of conducting university business, provided they are at least 18 years old, have an appropriate and valid U.S. driver's license for the vehicle being driven, have reasonable experience driving the type of vehicle being used, and could reasonably be expected to operate the vehicle in a safe and prudent manner. Compliance with Kentucky law and the University of Louisville's Vehicle Use Policy are required for any driver to be allowed to use a University vehicle. Individual departments may impose additional standards, restrictions, or driver education or training requirements. This Vehicle Use Policy is in addition to any requirements, standards, operating restrictions, or suspensions imposed by law. Drivers are to have in their possession a valid driver's license at all times. No one with a learners permit my drive a university vehicle or on university business.
Motor Vehicle Records Checks
Departments are required to submit a list of drivers with license information to Risk Management annually for those drivers who will have routine access to departmental vehicles or may drive on university business. Risk Management will have the university's insurance provider conduct Motor Vehicle Records (MVR) checks and Risk Management will notify the department if someone is not insurable based on the Driver's Guidelines listed below. To add employees to their approved driver list, departments should submit names and driver's license information to Risk Management for review and approval, prior to allowing the employee to drive departmental vehicles.
The following guidelines will be used to determine a driver's eligibility under the university's auto insurance policy. Drivers will not be eligible to drive a university vehicle if:
Driver's license is suspended or revoked OR
Driver has been convicted of one or more of the following:
- driving under the influence of alcohol or drugs
- hit and run
- evading the police
- reckless driving
- negligent homicide arising out of the use of a motor vehicle
- operating during a period of suspension or revocation
- using a motor vehicle without the owner's authority (grand theft)
- speed contest OR
Any combination of four (4) "at fault" accidents, "no at fault" accidents, and/or moving violations.
If a university employee, student or volunteer loses their license and they drive a university vehicle, rent vehicles for university business, or drive their vehicle on university business, they must notify their department supervisor and Risk Management immediately.
Drivers from Other Countries
Drivers from other countries can only be approved to drive university-owned, leased, or rented vehicles if they have a valid driver's license or a valid international driving permit. This permit or license must be carried at all times when driving a university-owned, leased or rented vehicle.
Commercial Driver's License (CDL)
All drivers who are using a commercial motor vehicle are required to possess a current valid commercial driver's license (CDL). A CDL is required for:
Any combination of vehicles with a gross vehicle weight rating of 26,001 pounds or more, if the gross vehicle weight rating of the vehicle being towed is more than 10,000 pounds;
A vehicle with gross vehicle weight rating of 26,001 or more pounds;
A vehicle that is designed to transport sixteen (16) or more passengers, including the driver or;
A vehicle used in the transportation of hazardous materials which requires the vehicle to be placarded under Title 49, code of Federal Regulations, Part 172.500, sub-part F, as adopted by administrative regulations of the cabinet, pursuant to KRS Chapter 13A.
Alcohol and Drug Use
No alcoholic beverages, prescription drugs that could impair someone's driving ability, illegal drugs, or controlled substances are to be used or consumed by the driver and/or passenger(s) of a University-owned, lease, or rented vehicles, including personal vehicles while being used on university business.
Seat Belt Use
Use of seat belts is required for all persons occupying the vehicle. It is the driver's responsibility to ensure that all persons are properly secured before the vehicle is put in motion.
Smoking is not permitted in university-owned, leased, or rented vehicles.
Other than those carried by university police, firearms are not permitted in any university-owned, leased, or rented vehicles.
Hazardous materials should not be transported in University-owned, leased, or rented vehicles unless approved by the Department of Environmental Health and Safety.
The driver is required to obey all state and federal traffic laws pertaining to the safe operation of a vehicle. The drive is personally liable for any fines, traffic or parking violations received.
Drivers may be required to view a driver safety video.
All university-owned vehicles are required to have an annual (semi-annual preferred) maintenance and safety inspection. The fluids, tire pressure, lights, and windshield wipers should be inspected at least weekly. Drivers should report any vehicle malfunctions to their supervisor immediately for corrective action.
All university-owned vehicles should be equipped with back-up alarms, including sedans. Departments that use vehicles for delivery purposes and vehicles that are used around campus must have the alarms installed.
The following accident procedure information should be placed in the glove compartment of all university-owned vehicles. Contact Risk Management for a copy of the accident procedures.
- Obtain a police report from the University of Louisville Police Department or if not on university property, from the appropriate police agency.
- Report the accident to Risk Management as soon as practical, preferably the same day of the occurrence.
- Stay calm. Do not argue with others involved in the accident.
- Call an ambulance if anyone is injured. Assist those injured but do not administer first aid unless you are qualified.
- Do not discuss what happened with anyone except the police
- Do not admit responsibility for the accident, or sign a statement
- Do not disclose university insurance policy limits to anyone
The driver will be held personally responsible for all costs of the accident if the driver is found to be operating the vehicle in a reckless manner due to the use of alcohol, illegal drugs, and/or controlled substances.