LSU A&M Vehicle Use Procedures

You must complete the Driver Authorization process before operating a University-owned or leased vehicle on University business.

You must also complete the Driver Authorization process before operating a privately-owned or rented vehicle on official University business when any of the following applies:

• Driving is part of your written job description;
• Driving is assigned by your department as a routine duty; or
• You are transporting LSU students or program participants.

Driver Authorization is not required for incidental travel, such as driving to a meeting, conference, training, airport, or hotel, unless LSU students or program participants are being transported.

For the complete requirements, the authorization process, motor vehicle record monitoring, and the Driver Authorization Request Form, visit the Authorized Drivers page.

Golf carts, Gators, and similar utility vehicles are working vehicles, and safe operation is every operator's responsibility. Driver Authorization is not required for slow-moving vehicles operated only on campus; carts licensed and registered for road use are treated as vehicles, and their drivers should complete Driver Authorization.

Operators should follow these practices whenever operating a golf cart or utility vehicle on campus:

• Pedestrians should always be given the right of way.
• Carts should not be operated in high-pedestrian areas such as Free Speech Alley and the Quad.
• Carts should not be operated on Nicholson Drive.
• Seat belts should be used when they are available.
• Carts should be operated on roadways and improved surfaces, should follow traffic control devices, and should be parked in valid spaces; they should stay off sidewalks, plazas, and landscaped areas unless a work duty requires it.
• Operators should not exceed the vehicle's passenger or load capacity and should keep arms and legs inside the vehicle while it is moving.
• Vehicles should not be modified, and a vehicle should be taken out of service when something is not working properly.
• Headlights should be used when equipped, and a cart without working head and tail lights should not be operated at night.
• Batteries should be charged in ventilated areas; charging generates flammable hydrogen gas.
• Carts should not be operated outside LSU property boundaries unless the vehicle is licensed for road use.

Additional occupational safety guidance for utility carts is published by LSU Environmental Health and Safety on the Safe Driving page. Contact the Office of Risk Management for training and safety guidance on golf carts, utility vehicles, and similar equipment.

Expanded guidance for additional slow-moving vehicle types is in development and will be published here.

• An employee may elect to use a personal vehicle for University business travel; use of a privately-owned vehicle is solely at the discretion of the vehicle owner and driver.
• Privately-owned vehicles used for University business should be properly registered, inspected, insured, and appropriate for the use.
• The driver is responsible for the use of the vehicle and the safe transport of any passengers.
• You must be a University Authorized Driver before using a personal vehicle on University business when any authorization trigger applies: written job description, assigned routine duty, or transporting LSU students or program participants. See the Authorized Drivers page.
• University policy requires the employee's auto liability insurance to be primary for accidents that occur while driving on University business. Louisiana law requires at least the state minimum liability coverage, LA R.S. 32:900(B)(2). The University does not provide physical damage insurance for personal vehicles; however, there may be up to $1,000 coverage provided by Risk Management toward the traveler's vehicle property damage deductible when property damage results while using a personal vehicle for University business. If the employee is not at fault and the negligent party's insurance pays the loss in full, no reimbursement is allowed.
• For reimbursable travel expenses, see Travel Policy PM-13; insurance is included in the mileage rate.

University vehicles or rental vehicles should be used to transport LSU students or program participants whenever reasonably available. Use of privately-owned vehicles for this purpose is discouraged. A driver who transports LSU students or program participants must be a University Authorized Driver before transport occurs, regardless of vehicle type. See the Authorized Drivers page and, for vans, the 12 and 15 Passenger Vans page.

LSU AP & Travel oversees vehicle rentals. No person may operate a rented vehicle on University business unless that person is a University employee or has received specific written approval from the Department Head or designee.

Always book on the corporate contract. The University uses the State of Louisiana corporate contract with Enterprise, National, and Hertz for in-state and out-of-state business travel. Rentals booked on the corporate contract include the required insurance protections in the contract rate, including truck rentals, and the department is not responsible for the $1,000 deductible. Rentals booked outside the corporate contract do not carry the contract's included insurance, and the department will be responsible for the $1,000 deductible. Use of a contracted rental firm is mandatory unless the vendor cannot supply the appropriate fleet for the date of use. For more on the University's auto coverage, see the Automobile Insurance page. For rental contract information and booking, see the AP & Travel website.

For rentals outside the 50 United States, purchase the legally required minimum liability and physical damage insurance for each travel location through the rental company, because the University's insurance is excess to any legally required insurance and limit.

LSU Property Management oversees fleet inventory, vehicle requirements and required paperwork, tracking of fleet assets and departmental assignments, departmental fleet procedures, home storage and personal assignment approvals, daily vehicle and mileage logs, preventive maintenance and MV-3 records, and vehicle recalls. More information is available on the Property Management website.

Report all accidents, major and minor, first to the local police department or appropriate law enforcement agency. Then complete the online auto accident report form as soon as possible to notify Risk Management, and upload the police report or other relevant information. A member of the Risk Management staff may reach out for more information and will provide next steps in the claim process.

Proof of auto insurance is not required in LSU A&M-owned vehicles. Louisiana's Motor Vehicle Safety Responsibility Law does not apply to vehicles owned by the state or its political subdivisions, LA R.S. 32:1041(A). When a rental counter, law enforcement agency, or other party requests evidence of coverage, view or print the University's proof of insurance card.

For questions, contact vehicles@lsu.edu or 225-578-3283.