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Vehicles and Risk Management

Florida Poly employees are insured to operate state vehicles while acting in the course and scope of their employment once they have completed the required process for becoming an approved driver.

 

Become an Approved Driver of University Vehicles or Golf Carts

First, speak with your supervisor regarding your need to drive a University-owned vehicle, or golf cart. Submit your request below or contact Risk Management. 

Submit Request

Upon submitting the request form above, you will receive additional instructions regarding required training.

For individuals needing to use golf carts, they are required to complete Facility & Safety Services' online training module prior to operation. 

Departments may have additional requirements for operation of the golf carts or vehicles they maintain.

All University employees wishing to operate University-owned vehicles must pass a Motor Vehicle Record (MVR) check conducted by Human Resources (HR). The cost of the MVR is covered by the employee’s department. The Department of Risk Management will share driver requests with HR to begin the MVR process.

MVR checks are NOT required to operate a golf cart. 

Note: Drivers with serious moving violations (DUI/DWI, Reckless Driving, accidents, etc.) or two or more moving violations in the three-year review period shall not be permitted to operate a university vehicle. 

Prior to operating a University owned vehicle or golf cart, employees must obtain their supervisor's approval. Access the Supervisor Form here. 

The entire approval process can take up to two weeks. Please submit your requests with ample time for approval prior to your date(s) of use.

Florida Poly leverages both insurance and self-insurance to cover damage to university owned vehicles as well as protect the university if found liable for someone else’s injuries or damage.   

Auto Insurance & Claims

Should an incident occur, it is important to report the details to the Department of Risk Management within 24 – 48 hours. Be prepared to share the (1) date, time, and location of the incident, (2) description of incident including any injuries or damage, and (3) any parties involved.  

The insurance and self-insurance exclude coverage related to:

  • Failure to maintain vehicles
  • Ongoing service and repair
  • Vehicle refresh  
  • Wear and tear
  • Incidents reported more than 30 days after the incident date
  • Personal vehicles even if used by employees within the scope of their employment or assigned duties. 
  • Failure to participate in any investigation and / or produce requested records in a timely manner including incident reports, repair estimates, or pictures may result in coverage denial.

  • Relates to injuries and damage to others or their property 
  • Coverage provided by State Risk Management Trust Fund 
  • Required Documentation:
    • Police report
    • Florida Poly Accident/Incident/Injury Report accompanied by Supervisor statement including information on the employee’s actions and certifying if the employee was acting within the course and scope of employment.
    • Automobile Accident Report (DFS-D0-261)
  • Report to the Department of Risk Management within 24 – 48 hours. 

  • Relates to damage to Florida Poly owned vehicles caused by a known at-fault party or an unknown at-fault party (i.e. hit and run)
  • Required Documentation:
  • Report to the Department of Risk Management within 24 – 48 hours.

  • Examples
    • Theft  
    • Vandalism by unknown party 
    • Collision with an animal 
    • Severe Weather 
    • Collision with an object (building, pole, fence, etc.) 
  • Coverage provided by the University's comprehensive & collision auto coverage.  
  • Required Documentation:
    • University Police report (if occurring campus)
    • Florida Poly Accident/Incident/Injury Report accompanied by Supervisor statement including information on the employee’s actions and certifying if the employee was acting within the course and scope of employment.
    • Additional documentation as noted by the University's comprehensive & collision auto coverage.
  • Report to the Department of Risk Management within 24 – 48 hours. 

  • Report to the Department of Risk Management within 24 – 48 hours. 
  • Departments may need to provide additional documentation as noted by the University's comprehensive & collision auto coverage.

Any repairs to Florida Poly vehicles are the responsibility of the department serving as the vehicle custodian.

Vehicle & Golf Cart Resources

The Department of Risk Management provides resources for operators, drivers, and custodians of University-owned vehicles and golf carts. 

View guidelines and expectations for golf cart use on campus including all University-owned golf carts and Third Party owned golf carts.

Golf Cart Brochure

For individuals needing to use University-owned golf carts, please see the approval process above.

Employees operating a University-owned vehicle must do so with considerable care. 

Vehicle Brochure

For individuals needing to use University-owned vehicles, please see the approval process above.

The Department of Risk Management recommends departments acting as custodians of golf carts utilize the online form below for their annual golf cart inspections.

Online Form

The Department of Risk Management recommends departments acting as custodians of University owned vehicles utilize the online form below for their annual vehicle inspections. 

Vehicle Inspection

Vehicle and Golf Cart Standard Operating Procedures

Each department is responsible for maintaining their own vehicle and golf cart. If a Florida Poly employee receives a citation while driving a state vehicle, the driver is personally responsible for any financial payment.

Students are NOT covered by Division of Risk Management to drive a state vehicle or golf cart unless they are employed, and the use is within the scope and duties of their employment at the time of the incident.   

Employees will not be covered while driving a state vehicle if the use is not for official business and within the scope and duties of their employment. Personal use of state vehicles is not allowed and is not covered by the Division of Risk Management.

Employees driving state vehicles should be 18 years of age and have a valid driver’s license. Employees driving a university-owned golf cart should also be above the age of 18 and possess a valid driver's license. If you do not meet these requirements, please contact the Department of Risk Management. 

Departments using the University owned vehicles are responsible for fueling vehicles after their use, to the starting fuel level. For more information regarding WEX fuel cards, please contact Procurement. 

In case of emergency or accident, please review the information provided in each vehicle or golf cart or speak with the Department responsible for the vehicle or golf cart. All accidents must be reported to the driver's supervisor, Risk Management, Human Resources, and Facilities & Safety Services.