Authorized Drivers

Driver Authorization requirements apply to both employees and approved non-employees.

Employees. Employees include faculty, staff, student workers, graduate assistants, teaching assistants, and other student employees. Student employees may operate a covered vehicle only when the department has assigned and approved the driving activity.

Non-employees. Volunteers, affiliate organization employees, and others may be approved to drive on University business. A non-employee must complete Driver Authorization when driving meets a condition under Who Must Be an Authorized Driver, the same as any other driver. Consistent with PM-13, non-employed students, guests, and contractors may not drive University-owned, leased, or rented vehicles unless the Department Head approves the exception in writing and retains that approval in departmental records.

The Driver Authorization process is administered by the Office of Risk Management and is initiated by you, the prospective driver. Before starting the Driver Authorization Request Form, have the following available:

• Your first and last name, date of birth, driver's license number, and license state, as they appear on your driver's license;
• Your LSU email address;
• Your LSU identification number (LSU ID beginning with 89, printed on your Tiger Card, or your Workday Employee ID);
• Your supervisor's name and email;
• Your department vehicle use contact's name and email, if your department has one; and
• The date you completed the LSU A&M Driver Training.

By submitting the form, you certify that you hold a valid United States driver's license, that you authorize LSU to obtain your motor vehicle record and enroll it in continuous monitoring, that you understand Driver Authorization may be suspended or revoked as described in FASOP RM-04, and that you have read and agree to the requirements of FASOP RM-04, PM-13, and PM-21.

Upon completion of the LSU A&M Driver Training and submission of the form with the required certification, you are authorized to operate vehicles consistent with your request. Authorization remains active until it ends or is removed as described under Suspension, Revocation, or Removal of Authorization.

The Office of Risk Management obtains your motor vehicle record (MVR), the official driving record issued by your license state, and monitors it based on your license state and employment status. In plain terms: LSU pulls your driving record once and then watches for changes, so you never have to resubmit paperwork.

• New hires. Motor vehicle records are obtained through the University's third-party MVR provider, currently HireRight, as part of the onboarding process.
• Louisiana-licensed drivers. Motor vehicle records are pulled directly from the Louisiana Office of Motor Vehicles at no cost to the department and enrolled in continuous monitoring.
• Out-of-state licensed drivers. Motor vehicle records are obtained through the University's third-party MVR provider and enrolled in continuous monitoring. State and vendor fees apply and are paid by the department.

Once enrolled, drivers are continuously monitored for new violations, license status changes, and other reportable events. The Office of Risk Management reviews alerts as they are received and notifies the department when a change affects driver eligibility.

There is no cost to the department for motor vehicle records on Louisiana-licensed drivers. Costs apply only to out-of-state licensed drivers and new hires whose motor vehicle records are obtained through the University's third-party MVR provider.

The cost varies by state and includes the applicable state fee plus the vendor processing fee. State and vendor fees are subject to change and are paid by the department. Departments should provide out-of-state licensed drivers with the department's Workday driving worktag (Program, Project, Gift, Grant, or Funding Source) to enter on the form; when the MVR provider invoices the University, that worktag is charged in Workday. Contact the Office of Risk Management regarding any discrepancies on a department invoice.

A state-by-state fee table, including the vendor service fee, is available on the Out-of-State MVR Fee Schedule sheet.

You must notify your supervisor or department vehicle contact of any change that could affect your authorization status. Reportable changes include license suspension, license revocation, expiration of your driver's license, major moving violations, at-fault accidents, driving restrictions, or any other change that may affect your motor vehicle record, continuous monitoring, or eligibility to drive on University business.

Departments are expected to promptly notify the Office of Risk Management of any known changes or offenses that may affect a driver's record or authorization status.

The Office of Risk Management may suspend or revoke Driver Authorization at any time based on motor vehicle record review, continuous monitoring results, failure to complete required training, false or incomplete information submitted during the authorization process, unsafe vehicle operation, or other information indicating that a driver may not be eligible to operate vehicles on University business. Knowingly providing false or incomplete information may also result in disciplinary action consistent with University policy.

A driver who requests removal from continuous monitoring will no longer be authorized to operate covered vehicles unless the driver later completes any required steps to reestablish authorization. Driver Authorization also ends when a driver separates from the University or no longer has an approved driving role, unless continued authorization is approved by the Office of Risk Management. A department may request that a driver be removed as an Authorized Driver when the driver no longer has an approved driving role by contacting vehicles@lsu.edu.

When authorization is suspended, revoked, or otherwise removed, the driver and department will be notified. The department must ensure the driver does not operate covered vehicles unless authorization is reinstated by the Office of Risk Management.

Departments and department vehicle use contacts are responsible for the following:

• Determine whether a prospective driver meets a requirement under Who Must Be an Authorized Driver, and notify the employee to submit the Driver Authorization Request Form.
• Assign and approve driving activity for student employees before they operate a covered vehicle.
• Provide out-of-state licensed drivers with the department's Workday driving worktag to enter on the form; there is no cost for Louisiana-licensed drivers.
• For non-employed students, guests, or contractors, obtain the Department Head's written exception approval and retain it in departmental records.
• For 12- and 15-passenger van drivers, provide vehicle familiarization, document that it occurred, and retain the documentation in departmental records or on the dashboard. Visit the 12 and 15 Passenger Vans page for more information.
• Promptly notify the Office of Risk Management of any known changes or offenses that may affect a driver's record or authorization status.
• Request removal of a driver who no longer has an approved driving role by contacting vehicles@lsu.edu.
• When a driver's authorization is suspended, revoked, or removed, ensure the driver does not operate covered vehicles unless authorization is reinstated.

Department vehicle use contacts can monitor their approved drivers on the Authorized Drivers by Department Vehicle Contact Dashboard. Drivers appear on your dashboard when they enter your email address on the request form (the email address must match). From the dashboard, department vehicle use contacts can export a list of drivers and update department, training, and accounting information for their drivers. Department contacts do not have access to driver's license or motor vehicle record information.

Exemptions or modifications to Driver Authorization requirements must be approved in advance by the Office of Risk Management. Submit exemption requests in writing and include a description of the activity, the proposed driver, the vehicle to be operated, and the justification for the exemption.

• FASOP RM-04, Driver Authorization, on the Risk Management FASOPs page
• Driver Authorization Request Form
• LSU A&M Driver Training and Driver Training Questionnaire
• 12 and 15 Passenger Vans page, including the 15-Passenger Van Safety Training
• Vehicle Use Procedures
• Permanent Memorandum 13, University Travel Regulations
• Permanent Memorandum 21, Use of University Automobiles and Trucks
• Auto Accident Reporting