The State of Georgia Department of Administrative Services (DOAS) set forth requirements for all State Agencies to follow regarding Driver Qualification Programs. These requirements were outlined by DOAS as part of the Comprehensive Loss Control Program (CLCP). The Georgia Legislature has empowered DOAS to set penalties for non-compliance including 10% surcharges on all insurance premiums, high co-payments on every claim and denial of coverage.

In accordance with these requirements, VSU is committed to ensuring that all drivers are properly vetted, trained, and licensed to promote safe and responsible vehicle use while representing the University.  Please refer to the MVU Flowchart and MVU procedures.

There are two types of drivers as identified by the University System of Georgia Human Resources Administrative Practice (HRAP):

Definitions

Travel covered by a university travel authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

VSU Employees who are approved for special purpose driving shall be subject to annual training and be required to complete the Driver Acknowledgment Form on an annual basis.
Employees who regularly drive both for travel and to complete job duties on campus and within Valdosta. Employees who routinely drive will be subject to annual training, annual completion of the Driver Acknowledgement Form and an annual MVR History check prior to operating a vehicle on USG/university business.

Travel covered by a university travel authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

VSU Employees who are approved for special purpose driving shall be subject to annual training and be required to complete the Driver Acknowledgment Form on an annual basis.

Employees who regularly drive both for travel and to complete job duties on campus and within Valdosta. Employees who routinely drive will be subject to annual training, annual completion of the Driver Acknowledgement Form and an annual MVR History check prior to operating a vehicle on USG/university business.

Annual Driver Qualifications

  • Complete Annual Training
  • Complete the Driver Acknowledgement Form

  • Complete Annual Training (via annual compliance)
  • Complete the Driver Acknowledgement Form (via annual compliance)
  • Complete Defensive Driving Course every three (3) years offered by the Employee and Organizational Development Department
  • Complete the Request for Motor Vehicle Record (only need to be submitted once)

Georgia License Holders

  • Complete the Request for Motor Vehicle Record and send the original form via Docusign to mvucompliance@valdosta.edu or Campus Mail to Financial Services – Risk Management
  • If you have a Georgia license, but your address or name has changed, you have 60 days to apply for a replacement license showing the correct information (See O.C.G.A. §40-5-33)
  • You and your supervisor will be notified by email if you do not qualify to operate a vehicle on behalf of VSU.

 

Out-of-State License Holders

  • Complete the Out of State Motor Vehicle Request form and email the form to humanresources@valdosta.edu.
  • HR will input your information, and you will receive an automatic email from Accurate with a link to complete the electronic background consent form.
  • DO NOT send forms to Risk Management. HR will notify Risk Management when they receive the MVR.
  • If you have an out-of-state license and you are a resident of Georgia, you must obtain a Georgia driver’s license within 30 days of establishing residence (See O.C.G.A. § 40-5-20)

 

Motor Vehicle FAQs

All employees who drive their own car, a rental car or a state vehicle while on university business must have this annual training. Note: If you routinely drive a state vehicle (beyond occasional travel) you are deemed a Routine Driver and must also have an MVR Motor Vehicle History Check.

Any university employee who receives a payroll check from the University is affected including all student and part time casual labor employees.

You are considered a routine driver when you drive on institutional or university business on a regular basis. If an employee answers “yes” to any of the following questions, then the employee is considered a “routine” driver and is subject to annual training and a Motor Vehicle Report(MVR) check.

  1. Do you drive a state vehicle several days a week; one or two or more times a week?
  2. Do you drive a state vehicle almost every week?
  3. Is this activity reflected in your position description?
Note: If you are a routine driver, you are also required to take the Defensive Driving Course offered every three years by the Employee and Organizational Development Department.

Special purpose driving is defined as travel covered by an institutional travel authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

Institutional or university business ranges from driving your personal or state vehicle around campus, to a conference out of town, or to another institution. Any time you are performing an activity related to your position at the university you are performing university business.

No, driving to and from work is not considered university business.

The department pays for the report.

In today’s increasingly litigious environment, the definition of an employee’s “course and scope of employment” has broadened significantly. Activities such as operating a personal or state vehicle to attend meetings across campus, running brief errands to the office supply store, visiting surplus property, or any other task that may be tangentially related to one’s professional responsibilities can potentially be construed as work-related. Plaintiff’s counsel frequently seeks to identify ANY connection between an individual’s actions and a larger employing entity in order to include the employer as a defendant in legal proceedings. It should also be noted that most personal automobile insurance policies expressly exclude coverage for business use unless a specific business-use endorsement has been obtained.
If an employee is involved in an accident and the training and MVR check have not been completed, DOAS has authority to:
  1. Surcharge all of VSUs insurance premiums by 10% plus increased co-pays on every claim for at least 2 years.
  2. Deny coverage for the loss which puts VSU and the employee on the hook for the entire claim; or
  3. Both 1 and 2 above.

You will need to verify completion on an annual basis.

Information can be obtained from the USG HRAP

You will need to complete the Driver Notification form and give it to your supervisor.

You complete the Supervisors Accident Follow-up Checklist and send it to the Compliance Officer in Financial Services.

1. Stop immediately and take required precautions to prevent further accidents at the scene and render all reasonable assistance to persons injured at the scene.
2. Ask someone at the scene to call police. If on campus call campus police at 229-259-5555. NOTE: All accidents involving a state vehicle require a police report.
3. Contact your immediate supervisor and report the accident.
4. All accidents should be reported to the Toll Free number (1-877-656-7475) listed on the Georgia Liability Insurance Card. (The Georgia Liability Insurance Card should be in the vehicle at all times). Follow the instructions on the form.
5. If the state vehicle is not drivable from the scene of the accident, you should contact Holman at 1-800-227-2273 to arrange to have vehicles picked up and taken to a Holman certified repair shop.
6. The Driver Notification and Supervisor Accident Follow-up Checklist must be completed and received in the VSU Risk Management Office within 24 hours so the report can be processed within the 48 hours requirement.

Yes, if driving a state own vehicle. Holman is a company which maintains data management information for all state vehicles. They have information related to auto repair shops and towing services which are recognized within Holman Program. They may be contacted at 1.800.227.2273, Client ID: 5C95. Be sure to have your full vehicle number (including the “5551-”) and the last eight of your VIN.
Human Resources – Training, Compliance and Policy Interpretations
Risk Management Office – Accident Reporting
Accounting Office- Travel Authorization Form and Travel Reimbursement

Visit the Georgia Department of Administrative Services website at:
https://pur.doas.ga.gov/RiskManagement/Videos/SafeDriving/Web12DosandDontsforSafeDrivingWebVer/story.html

This policy does apply to students that are also employed by VSU.

 

You are considered a routine driver when you drive a state owned vehicle on a regular basis. If an employee answers “yes” to any of the following questions, then the employee is considered a “routine” driver and is subject to annual training and an MVR check.

  1. Do you drive a state vehicle several days a week; one or two or more times a week?
  2. Do you drive a state vehicle almost every week?
  3. Is this activity reflected in your position description?

Special purpose driving is defined as travel covered by an institutional travel authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

Institutional or university business ranges from driving your personal or state vehicle around campus, to a conference out of town, or to another institution. Any time you are performing an activity related to your position at the university you are performing university business.

No, driving to and from work is not considered university business.

Any university employee who receives a payroll check from the University is affected by this policy including all student and part time casual labor employees.

You will need to verify completion on an annual basis.