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State Vehicles
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Rental
Cars
Rental Car Payment Methods
Vehicle Liability
Authorized State Drivers
State Vehicle Accidents
Which rental car vendors provide the State contract's negotiated vehicle liability coverage?
Who pays the damage to the State owned University vehicle during an accident?
Who pays for damage to my private vehicle when an accident occurs during official State business?
Who must complete a CSU approved defensive driver course?
How do I enroll in a CSU approved defensive driver course?
Who may drive a state owned, leased , or rental vehicle for official State business?
What are the CSU driver requirements to drive a vehicle for official State business?
What is the Employee Pull Notice program (EPN)?
Who initiates the Employee Pull Notice request and what is the procedure?
What form(s) do I use to report a State Vehicle Accident?
How do I obtain the STD
270 Vehicle Accident Report form?
No. A state employee may never drive a rented vehicle under the State Contract for personal use. If a rental car is needed for personal use, the employee must return the vehicle and obtain a new and separate car rental agreement.
The State Contract does not cover any liability or
loss that occurs after the close of the State business. This requirement
applies even if extending the rental of the vehicle would not be an additional
expense to the University. When the rental car is needed for an extended
stay on personal business, the employee must return the rental vehicle,
terminate the existing State rental agreement, and obtain a separate, personal
rental agreement from the rental car agency.
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How do I get home from State business if I extend my stay and obtain a separate rental car agreement personal use?
Your return drive home is considered a continuation
of your official State business. To extend the terms of the State
Contract for vehicle liability for the return trip home, the rental car
used for personal business must first be returned. The employee
must then obtain another new and separate car rental agreement for a vehicle
using the American Express (State) Government Card or a pre-arranged and
State approved billing procedure.
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Which rental car vendors provide the State contract's negotiated vehicle liability coverage?
The State contract for vehicle liability extends to the
to the primary car rental vendor Enterprise Rent-A-Car. In the event that the
primary vendor is unable to provide service the secondary vendor, Vanguard Car
Rental USA, must be used. Vanguard is the parent company of Alamo and National
Car Rental. Departments are required to ensure the secondary vendor is only
used when the primary vendor is unable to provide service. When renting a vehicle
for state business, provide the State of California's corporate I.D. number
to invoke the State of California negotiated vehicle liability coverage.
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Which rental car vendors extend the contracted vehicle liability coverage for use outside of the state of California?
Enterprise Rent-A-Car must be used for domestic, out-of-state car rentals. In the event that Enterprise is unable to provide service, the secondary car rental vendor, Vanguard Car Rental USA (which includes National or Alamo) must be used for domestic, out-of state car rentals.
Due to regional insurance coverage differences, employees are advised to contact the Office of Risk and Benefit Management at (415) 338-2565 prior to making international (i.e. outside of the U.S., Europe, Canada, Mexico, Asia, etc.) car rental arrangements for specific information and assistance in obtaining adequate car rental insurance coverage. Employees are advised to utilize Enterprise for car rentals in Canada. Then for other international car rentals, employees are advised to utilize Vanguard (specifically, National Rental Car).
When renting a vehicle for state business, provide the State
of California's corporate I.D. number (unique to each rental car agency), to
invoke the State of California's negotiated vehicle liability coverage.
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May I use a non-State contracted rental car agency in a location where a State contracted rental agency is not available?
Yes. If an employee driver is able
to justify that a state contracted car rental agency is unavailable in
a specific travel location, the State of California will allow reimbursement
of the car rental and related expenses. When a non-state contracted
rental car agency is used, the state employee must purchase separate vehicle
liability insurance for the duration of the vehicle’s use on state business.
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Yes. San Francisco State University has a special agreement and direct billing arrangement with the campus Enterprise Rent-A-Car. Enterprise has agreed to extend the terms and conditions of the vehicle liability insurance negotiated in the the State of California Commericial Rental Car contract provided that the State employee use Enterprise's FAX Reservation Request/Authorization form.
Enterprise Rent-A-Car of San Francisco agrees to directly bill San Francisco State University for vehicle rentals at the State contracted rate to San Francisco State University employees when employee drivers acquire an Enterprise rental car with the Enterprise FAX Reservation Request / Authorization form. Contact the San Francsico State Enterprise Rent-A-Car located in Lot 25 at (415) 337-9000 for forms and further information.
Enterprise has two different FAX authorization
forms. The Local FAX Authorization
form is used to reserve a rental cars for local Bay Area use. This
form is exclusively processed by the Enterprise Rent-A-Car location in Lot 25
when obtaining a rental car from this location. The Traveling
FAX Authorization form is used for rental car reservation needs outside
of the Bay Area. This Traveling FAX Authorization form is exclusively
processed by the Enterprise Corporate office located in the Peninsula area of
the Bay Area. The Traveling FAX authorization form allows travelers to obtain
Enterprise rental cars at most major airports throughout the state of California.
This authorization/reservation form is invalid at Enterprise outlets outside
the state of California.
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How do I obtain an American Express (State) Government Card for San Francisco State University state business use?
American Express Corporate card applications may be obtained
from Jason Huynh, Procurement Card Coordinator, Fiscal Affairs at (415) 338-2546.
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May private rental car insurance be purchased at the car rental agency in lieu of using the American Express (State) Government Card?
No. Private rental car insurance is not a State
reimbursable travel expense because of the State’s existing vehicle liability
contract with designated rental car vendors. If you are involved
in a vehicle accident on official State business, the State of California,
your CSU campus, your employing department, and you personally may be held
legally and fiscally liable in the incident regardless of the separate
rental car insurance purchase.
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May I use my personal credit card, check, or cash for payment of a rental car on official State business?
No. Use of a personal credit card, check, or
cash is prohibted for payment of rental cars used on state business.
All designated car rental agencies contracted with the State of California
provide vehicle liability coverage ONLY when a State employee uses an American
Express (State) Government card, or any State pre-approved direct billing
procedure. If an employee uses any method of payment outside of the
required payment forms, vehicle liability coverage under the State contract
does not apply.
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The State of California provides for only third-party
liability coverage. This means the State only provides vehicle repair damage
payment for the third party's vehicle. The repair of the employees'
State vehicle (either State owned/leased) is paid (budget permitting) by
the budget of the department that owns the vehicle.
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Who pays for the vehicle damage expense to the State owned University vehicle during an accident?
When the State driver is at fault for a vehicle accident
the State driver's department budget pays for the vehicle damage repair
expense. When the other party driver is at fault for an accident, the responsible
party or their insurance carrier pays for the vehicle damage repair expense
for the State owned University vehicle. ORIM claim adjusters assist
with vehicle damage recovery efforts when the other party is at fault for
the accident.
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Who pays for damage to my private vehicle when an accident occurs during official State business?
If your private vehicle is damaged in an accident
during official State business, your private auto insurance provides primary
coverage for any damage or loss to your vehicle. When an accident occurs,
the employees' private vehicle insurance provides payment for any vehicle
repair damage to the employees' private vehicle and/or repair damage to
the other party's vehicle. In addition, any insurance deductible payment
is the employees' responsibility. The State Motor Vehicle Insurance Account
(SMVIA) will pay for excess expense not covered by your private vehicle
liability insurance.
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Employees driving their private vehicle on State business are REQUIRED to annually verify personal auto liability coverage with the form STD 261 (Authorization to Use Privately Owned Vehicles on State Business) to their Department Supervisor. Employees who use their private vehicles on state business must certify they have the following minimum amounts of auto liability insurance coverage as required by California state law:
Who must complete a CSU approved defensive driver course?
Every state employee who drives a motor
vehicle on University or State business must satisfactorily complete a
CSU approved defensive driver course every four years.
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How do I enroll in a CSU approved defensive driver course?
All Defensive Driving Certification courses are
free and available through the campus EHOS department (Environmental
Health and Occupational Safety) at (415) 338-1449 to all state employees.
Classes are also available statewide through the State of California Office
of Risk and Insurance Management (ORIM) training website. Check the ORIM
Defensive Driver
Training courses website for further information.
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Who may drive a state owned, leased, or rental vehicle for official State business?
Only State of California employees are allowed to drive any state owned, rented, or leased vehicles on state business. The policy on state vehicle use prohibits any student or non-state employee to drive any state owned, leased, or rented vehicle unless given special permission by the State of California or the University.
Volunteer employees may become authorized vehicle drivers
on State business. Any non-academic staff and student volunteer drivers
are appointed by the use of the Volunteer
Appointment Directive number 156#-1 form which is completed and returned
to the Human Resources Department in ADM 252. Approved volunteer
employee drivers are then subject to the CSU employee vehicle driver requirements.
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What are the CSU driver requirements
to drive a vehicle for official State business?
All authorized state drivers must be an SFSU employee or an SFSU appointed volunteer. Students or employees of the SFSU Auxiliary are not allowed to drive on state business. These requirements apply to individuals driving in a state-owned, state rented, or privately owned vehicles while on State business.
Designated vehicle drivers must obtain University approval and meet all the requirements of the University's Driver Safety Program (DSP) before driving for official State business. The Office of Environmental Health and Occupational Safety (EHOS) is delegated the responsibility of authorizing official University drivers. Contact EHOS for further information at (415) 338-1449.
State employees may also reference the CSU's State Vehicle Use Policy manual called the CSU: Use of University and Private Vehicles Policy Guidelines located on the CSU systemwide website.
What kind of certification do I need to drive a state owned, leased , or rental vehicle for official State or University business?
A current defensive driver training certificate is required to drive on official State or University business and a valid California drivers license. Call the campus Environmental Health and Occupational Safety (EHOS) department at (415) 338-1449 for a schedule of the next defensive driving certification course on campus.
You may also check the Office of Risk and Insurance Management
(ORIM) website for their Defensive
Driving Training courses offered throughout the State of California.
All courses are free to all state employees.
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What is the Employee Pull Notice program (EPN)?
The University participates in the State of California Department of Motor Vehicle's (DMV) Employee Pull Notice (EPN) program to promote driver safety through ongoing review of its' employees' driver records. The EPN program generates a report of an employees' drivers' current record on a regular basis to allow employers to make informed decisions regarding whether or not an employee should be allowed to drive on official State business.
The University’s EPN program designee , the Director of
Environmental Health and Occupational Safety (EHOS), is notified of any issues
that may affect an employee’s authorization to drive on official state business.
The EPN program verifies when an employee driver has a driver license suspension,
driver license revocation, accidents, failures to appear court, convictions
(i.e. Driving under the Influence), or any other actions taken against the employees'
driving privilege that may warrant review of an employee’s authorization to
drive on State business. Under the EPN program, a Driver License record
(printout) is generated and mailed to the Director of EHOS who then verifies
the information with the employee driver. If the driver is unable to resolve
or verify the discrepancy, the Director of EHOS contacts the employee’s supervisor
to notify him/her that the employee is not authorized to drive on official state
business. Further general information about the EPN may be obtained from the
State of California Department of Motor Vehicles (DMV)
website.
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Who initiates the Employee Pull Notice (EPN) request and what is the procedure?
All San Francisco State University employees that enroll and complete the Defensive Driving Certification (DDT) course on campus are required to provide their California Driver’s License number to the campus Environment Health and Occupational Safety (EHOS) department. EHOS then verifies an employee’s driving record through the State of California Department of Motor Vehicles Employee Pull Notice (EPN) program. Whenever there is any activity on an employee’ driving record or every six months (whichever comes first) a record of an employees driving record is forwarded to EHOS for review. SFSU employees remain in the Employee Pull Notice program until separation from the University. EHOS is the campus department responsible for verifying an employee’s authorization to drive on State business.
Supervisors may verify whether an employee is authorized to drive on State business by providing a name and California Drivers License number to EHOS. The Employee Pull Notice program requires 3-4 weeks to respond to any request for information. Therefore, sufficient time should be allowed to verify an employee’s authorization to drive on State business. Bernie Tano, Compliance Specialist, may be reached at (415) 338-1419 for further questions on the Employee Pull Notice program.
The Employee Pull Notice request is a free service to the University. The Employee Pull Notice request satisfies the CSU requirement to verify the California driving records of all State employees authorized to drive on State business.
Please note that authorized State employee drivers must
possess a California driver’s license to drive on State business.
Employee drivers with out-of-state driver’s licenses are ineligible to drive
on State University business. Out-of-state drivers license information
and driving history cannot be verified through the State of California Department
of Motor Vehicle's Employee Pull Notice program.
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Privately owned vehicles. When you are involved in an accident, you must share your drivers' license information and your personal vehicle liability insurance information with the other party or parties at the time of the accident. In addition you should share information on the STD 269 Accident Information Card (pdf) to identify yourself as a state employee on state business to the other driver. Report the vehicle accident to your private vehicle insurance company. Personal vehicle liability insurance is primary coverage when a private vehicle accident occurs during State business. Do not admit any fault or make any promises. Also, report the accident to your immediate supervisor and complete a STD 270 Vehicle Accident Report (pdf) and STD 274 State Driver Accident Review (pdf) within 48 hours.
Send a copy of the completed STD 270 to the campus Office of Safety and Risk Management and the State of California Office of Risk Management address and/or fax phone number listed on the form.
Please note you need adobe acrobat to download any of these reporting forms.
State owned/leased/rental vehicles. Use the STD 269 Accident Information Card (pdf) to write and share vital information with the driver of the other vehicle(s). If you are on official State business at the time of a vehicle accident, the Office if Risk and Insurance Management (ORIM) listed on this card is the State agency responsible for handling any claims related to the incident. Do not admit any fault or make any promises. Report the accident to your immediate supervisor and complete a STD 270 Vehicle Accident Report (pdf) and STD 274 State Driver Accident Review (pdf) within 48 hours.
Send a copy of the completed STD 270 to the campus Office of Safety and Risk Management and the State of California Office of Risk Management address and/or fax phone number listed on the form.
Please note you need adobe acrobat to download any of
these reporting forms.
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What form(s) do I use to report a State Vehicle accident?
STD
269 Accident Information Card (to
be completed by employee driver for reference)
STD 270 Vehicle
Accident Report (to
be completed by employee driver)
STD
274 State Driver Accident Review (to
be completed by the employee driver's supervisor)
Send a copy of the completed STD 270 to the campus Office of Safety and Risk Management and the State of California Office of Risk Management address and/or fax phone number listed on the form.
Please note you need adobe acrobat to download any of these reporting forms.
How do I obtain the STD 270 Vehicle Accident Report form?
Individuals that need the STD 270 Vehicle Accident Report form may visit the campus Office of Risk Management in the Corp Yard, Suite 201 to obtain the form or may call (415) 338-2565 to request the form.
The STD
270 Vehicle Accident Report form may be obtained from the State of California
Office of State Publications website.
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Office of Risk and Benefit Management, San
Francisco State University, 1600 Holloway Avenue, San Francisco, CA
94132
riskmgmt@sfsu.edu
Last modified 04/04/2008