Field Trip Travel Guidance

• A DMV Employer Pull Notice-Authorization For Release of Driver Record information  form must be completed and submitted to Human Resources (SA 2600). The faculty’s/staff’s supervisor should verify their California Driver License and sign as the authorized representative.
• An Authorization to Use Privately Owned Vehicles on State Business (Std 261) form must be completed (annually) and submitted to the Accounting department.
• Request and complete the mandatory “Defensive Driving Training” by submitting a ticket with the IT Service Desk. 
• When authorized faculty/staff drivers are driving a privately owned vehicle, their personal vehicle liability insurance is primary and the University vehicle liability insurance is secondary.

 In Case of a Vehicle Accident

• Vehicle accidents during university business and involving university vehicles must be reported.
• Call 911 if immediate medical attention is needed for anyone involved in the accident. 
• Immediately report bodily injury or property damage to the CA Office of Risk and Insurance Management (ORIM) at (916) 322-0459. Weekend voicemail messages can be left at (916) 322- 8967.
• Obtain a police report number if a report is completed.
• Report any accident immediately to Risk Management (510) 885-2250.
• Complete the Standard 269 Form  and Standard 270 Form and submit to Risk Management (RiskManagement@csueastbay.edu) 
• Inform your supervisor to complete the Supervisor's State Driver Accident Review Form STD 274 and submit to Risk Management (RiskManagement@csueastbay.edu) 

• Field trips should begin and end at the field trip site.
• To create the least liability for the University, students should be advised that they are responsible for arranging and providing their own transportation to the field trip location. 
• Students driving their own vehicles to and from an academic field trip do so at their own expense and their own liability. The university will not provide mileage reimbursement.
• It is strongly recommended that no offers are made to provide, arrange, or coordinate participants driving themselves in their own vehicles. Do not organize carpools or caravans to travel to academic field trip site. 
  • In cases where it is necessary to arrange transportation, contact the Procurement Services Department to arrange for chartered travel services.

• For instances where chartered transportation is used, it is recommended to begin and end the field trip on campus.
• Use only chartered transportation services contracted through the Procurement Services Department to guarantee that the insurance and indemnification requirements have been met.
  • Faculty/Departments may not develop or sign a contract for chartered transportation services, as only Procurement Services has authorization to develop such contracts.

• Students participating in programs that require air travel must be informed in writing that participation in such program is voluntary.  
• Students must be informed that air travel involves risks to personal safety, that the University assumes no liability for damage, injury or death occurring as a result of such voluntary air travel and that students undertake such travel at their own risk. They shall be required to execute a liability waiver certifying that they have been informed of the risks and undertake such risks voluntarily with full knowledge of the risks.
• Faculty/staff and students must complete a Travel Authorization Form.
• If a field trip involves travel outside of the United States, the department must inform Risk Management regarding purchasing Foreign Travel Insurance. This insurance is mandated by CSU Executive Order 1041 and a cost is assessed for faculty and students.