This guideline provides information regarding the use privately owned Motor Vehicles for University business.

Employees may be authorized to use a privately owned vehicle to conduct official University business. The responsibility for this decision may be delegated to the lowest practical supervisory level at which proper controls can be exercised.

In order to drive a private vehicle for University business the owner must certify that the vehicle used will always be covered by liability insurance in at least the following amounts:

• $15,000 for personal injury to, or death of, one person
• $30,000 for personal injury to two or more persons in one accident
• $5,000 for property damage

Additionally, the following requirements must be acknowledged:

• Vehicle is adequate for the work to be performed
• Equipped with safety belts in operating condition
• In safe mechanical condition as required by law.

The required certification will be recorded on STD. Form 261, Authorization to Use Privately Owned Vehicles on State Business. These forms must forwarded to the Travel Bookkeeper in Account and are valid for one year.

If an accident occurs, employees using their private vehicles on University business are covered primarily by their personal automobile liability insurance.

Note: The State vehicle self-insurance applies only in excess of the amounts paid by the employees’ insurance. Payments made by the employees’ insurance are not reimbursed by the State.

The supervisor approving the use of a private vehicle shall verify that there is a fully executed current authorization form (Form 261) before signing a Travel Expense Claim, STD. Form 262.

Motorcycles shall not be used in carrying out University business.

Questions or Concerns: see Risk Management Contact