CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO

POLICY ON AUTHORIZATION TO USE
PRIVATELY OWNED VEHICLES
ON STATE BUSINESS

RECOMMENDED BY ADMINISTRATIVE COUNCIL:      January 27, 2003

APPROVED BY ALBERT K. KARNIG, PRESIDENT:    February 14, 2003

FOR POLICY INTERPRETATION, PLEASE CONTACT DIRECTOR OF ACCOUNTING SERVICES:  909/880-5153

BACKGROUND

The State Administrative Manual requires that before employees can drive a personal vehicle while on official travel status, they must possess a valid CSUSB Defensive Driving Card and, each year, must complete a STD 261, "Authorization to Use Privately Owned Vehicle on State Business."

PURPOSE

This policy describes the process and responsibilities associated with authorizing campus employees to use privately owned vehicles on State business.

POLICY

During the month of September, departments/colleges/divisions will be responsible for ensuring that a STD 261 is completed for employees who will use their privately owned vehicles on State business.  A reminder of this requirement will be issued by the Accounting Department.  New employees will complete the STD 261 upon hiring.  The STD 261 will be maintained by the employer's department.

In order to secure a CSUSB Defensive Driving Card, employees must pass the Defensive Driving test that is administered by Parking Services.  Cards are valid for three years.

Prior to approving the use of a privately owned vehicle, departments should verify that the traveler has a STD 261 on file and possesses a CSUSB Defensive Driving Card.  Reimbursement for mileage can be denied if these requirements are not met.

If an employee has an accident while using his/her privately owned vehicle on State business, he/she must contact Facilities Services within 48 hours to complete an accident report.

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