Vehicle Use Requirements
This document is designed to communicate the University's procedure regarding the use of University owned and rented vehicles on University business.

Please contact Risk Management for additional information, questions, and clarifications.

Short-Term Rental Vehicles

Vehicles leased on a short-term basis from a rental agency (e.g. Budget, Avis, etc.) should be rented under the name of the University. The rental agency may require the driver's name to be on the form. In this case, write "PITT/ (driver's name)."

University insurance is only available on vehicles rented for approved University functions/business.

Personal Vehicles On University Business

Use of a personal vehicle on business is strongly discouraged primarily due to the personal liability the vehicle owner automatically assumes.  The vehicle owner's automobile liability insurance coverage is primary coverage.  There is no physical damage coverage through the University on a personal vehicle.  The employee is responsible for the deductible portion of the personal collision coverage and for any increased personal automobile insurance premiums as a result of an accident.  No reimbursement will be made by the University for accident-related repairs.

If a personal vehicle must be used:

• The owner of the vehicle must carry automobile liability insurance.
• The driver must have a valid driver's license.
• The owner's automobile liability insurance card (provided by their insurance agent) must be in the driver's possession.

International Vehicle Use

Departments renting or leasing vehicles for University business in any country other than the United States, Canada, the territories and possessions of the United States, and Puerto Rico are to purchase insurance offered by the rental or lease agent in that country.

Driving In Mexico And Canada
The driver of a rented automobile on University business involved in an accident shall immediately, by the quickest means of communication, give notice to the nearest police department if the accident involves:

• MEXICO: Drivers who are using rented or personal vehicles in Mexico on official University business must obtain adequate automobile liability and physical damage coverage while in Mexico.

  Travel into Mexico also requires that drivers have proof of vehicle ownership. Please confirm that the University vehicle you are using has a copy of the vehicle registration card in the vehicle's glove compartment before departure. Drivers should contact the Motor Pool Department for a replacement card if no card is found in the vehicle.

• CANADA: When driving a University vehicle in Canada, a Canadian Liability Card must be carried in the car at all times. Although full liability coverage exists while in Canada, these cards provide the necessary proof of insurance as required by Canadian officials. These cards may be obtained from Risk Management.

Drivers From Other Countries

Drivers from other countries can only be approved to drive University-owned, leased, or rented vehicles if they speak and read the English language, have a valid operator's license or a valid international driving permit for a period not to exceed one year from the date of arrival.

This permit or license must be carried, by the driver, at all times when driving a University-owned, leased, or rented vehicle.

Automobile Financial Responsibility Insurance Identification Cards

All University-owned vehicles must carry an automobile financial responsibility insurance identification card, which indicates proof of insurance. This card should be in the vehicle's glove compartment. If renting a vehicle, check to see if the ID card is there.