Long Distance Driving

Long Distance Driving Definitions

Long Distance Trip: more than 400 miles and/or where the destination is beyond Minnesota's borders.  Students must be at least age 21 to drive out of state.
Academic Field Trip: a trip taken as a part of a classroom activity associated with an academic program.
Student Activity Program or Club Trip: a trip sponsored by a Recognized Student Organization (RSO) or a trip taken as part of the function of the Student Activity Fee funded by the organization and/or the RSO.

Effective July 1, 2006, a new $100/trip "surcharge" per vehicle/per trip for out-of-state travel on state vehicles has been initiated. The reason for the increase is that MnSCU's out-of-state travel insurance premium was dramatically increased on our "fair-share" amount with an increase of $40,000 which brought our premiums to $54,000 per year.

General Long Distance Travel Guidelines

Details on long distance driving of state vehicles are available from the Vehicle Office.
 

1. Departments/organizations must have an approved cost center account on the MSU accounting system prior to utilizing a state vehicle, no cash payment is accepted.
2. Each driver or potential driver shall have a valid United States/Canada driver's license, personal automobile insurance coverage is preferred. Copies of each shall be given to the Vehicle Reservations Desk, at Facilities Services Office, WC358, prior to state vehicle keys being issued for the trip. Drivers are reminded that should an accident occur, it is not uncommon that a no-fault coverage claim by an injured passenger could be filed against both the driver's personal liability insurance and MSU's insurance carriers. (See Minnesota Department of Administration Risk Management Division Procedures, Chapter 1.)
3. Drivers on long distance trips, academic field trips, or student activity program/club trips are advised to rest at least once every three hours. No driver should drive more than three continuous hours without taking an extended break of at least one hour. Alternate drivers should be used to limit the time spent behind the wheel by any one driver.
4. Long distance trips, academic field trips, or student activity program/club trips shall be limited to no more than two state large vans and one sedan per trip without special approval from the Facilities Services Office. Trip organizers who have large number of participants are encouraged to check with commercial bus carriers for alternate transportation modes.
5. These guidelines shall be made available upon request to each person who is indicated as a prospective driver on the CAO-38 vehicle request form.
6. Drivers of large vans shall be experienced drivers of such vehicles, viewing the Department of Public Safety Passenger Video is required. Call Facilities Services for availability, 389-5466.
7. Any trip over 400 miles requires a minimum of two eligible drivers.
8. Any trip over 400 miles in a large van requires a staff person and/or graduate assistant to be one of the eligible drivers.
9. Follow established routes presented by the Facilities Services Office.
10. All drivers must complete a Vehicle Use Agreement (VUA) allowing a Motor Vehicle Records (MVR) check to be requested prior to driving a state vehicle.  Restrictions may be made of the driver depending on the results of the MVR check.