[Staff] Driving on University Business: FY 2010-11

[Cindi McClain]

To College Faculty and Staff,

 

This email is to remind you of the University's requirements, should you
drive on university business.  There are a few new items, so please read. 

Following these procedures will help ensure that you are not exposed to
unnecessary liability when driving on university business.

 

SUMMARY OF REQUIREMENTS:

 

Requirements are summarized in the attached "Travel Procedures" 2-page
document in which I have tried to abbreviate the University's Travel
Requirements into a document that is easy to read and understand.  The
university's complete Travel Manual can be found at:
http://bfa.sdsu.edu/ap/travelmanual/travelmanual.htm

 

If you drive a vehicle (yours or the university's) on any university
business you must complete the following:

 

1.  T2 form completed for the specific trip OR a blanket T2 for the entire
fiscal year for travel within San Diego County

2.  Defensive Driver Training 

3.  Entry into the Employer Pull Notice Program - Authorization for Release
of Driver Record Information from DMV

 

Additionally, if you use your own private vehicle, you must complete:

 

3.  Form 261, Authorization to Use Privately owned Vehicle on State
Business.

 

 

INSTRUCTIONS FOR COMPLETING THESE ITEMS:

 

Driving record requirements to drive on state business can be viewed at:
http://www.dps.sdsu.edu/defendrive.htm

 

Here are the forms/procedures to be completed EACH year, usually the
beginning of the new fiscal year (July 1)..   

 

1.  Blanket T2:  

If you expect to make trips within San Diego County (either frequently or
infrequently) you can avoid the requirement that you complete a T2 for each
trip by completing a "blanket" T2 which will cover all of your travel within
SD County all year (this is a once a year thing).  Please note:  this
includes driving the college-owned van just around campus!   A template that
you can use to complete this form is attached.

 

You should contact your department coordinator to obtain your department's
account number for this form.  

 

With a blanket T2 on file, you can be reimbursed for monthly mileage for
trips using your own vehicle on the Report of Monthly Mileage form:
http://bfa.sdsu.edu/ap/pdf/mileexpense02.xls  Please see my Travel Policy
Summary, attached, for details.

 

 

2.  Defensive Driver Certificate:  Defensive Driving classes on campus have
been suspended due to the budget cuts. Employees should complete the
Temporary Request for Waiver at:
http://www.dps.sdsu.edu/pdf/defendrivewaiver.pdf, and plan to complete the
Defensive Driver course online when it becomes available in the next few
months.

 

 

3.  Authorization to access DMV Records -  Complete form: Employer Pull
Notice <http://www.dps.sdsu.edu/pdf/authdmvinfo.pdf>  Program -
Authorization for Release of Driver Record Information and submit to Public
Safety, contact: aisner at mail.sdsu.edu

 

 

4.  Form 261 Authorization to use Privately-Owned Vehicle on Sate Business:


If you think there is any chance you will drive your own vehicle on
university business in the next year please complete and return the form
which is found at:  http://www.documents.dgs.ca.gov/osp/pdf/std261.pdf

 

 

If you have these few items up to date and in order, you will be in a much
better position should you have an accident or other driving-related
incident.

 

If they pertain to you, please complete and send the above-mentioned forms
to me ASAP and feel free to call with any questions.  

 

Thanks!

 

 

 


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