Vehicle/Driver Requirements

Applies to: Faculty (including part-time and visiting faculty), postdoctoral scholars, staff and students (including graduate/undergraduate student workers and graduate assistants) employed by University of Southern California and its subsidiaries (“USC employees”).  This policy continues to apply to individuals on sabbatical, other leaves or while visiting other institutions. 


Issued: 11/11/2017
Last Revised: 10/03/2023
Last Reviewed: 10/03/2023                                                   

2. Policy Purpose

The California Vehicle Code 1808.1 requires the University to participate in the Department of Motor Vehicle’s Employer Pull Notice (EPN) program.  The purpose of this policy is to comply with Vehicle Code 1808.1 and define the compliance, restrictions, and parameters for operating university vehicles, rental vehicles, leased vehicles, and personal vehicles for university business.

3. Scope and Application

This policy applies to all USC students, faculty, staff (including temporary or resource) and visitors who are required and authorized to drive university vehicles on or off campus, for business purpose.

4. Definitions

Department Fleet ManagerAn employee assigned by a school or department to oversee management of university vehicle
university vehiclesVehicles owned by the university
rental vehiclesVehicle rentals or hired car from a car rental agency
leased vehiclesLong term vehicle rental agreement
personal vehiclesVehicle owned by student, faculty, staff (including temporary or resource) or visitor.
pull programDriver motor vehicle record (MVR) monitoring program
MVRMotor Vehicle Record from Department of Motor Vehicles
authorized driverApproved USC students, faculty, staff (including temporary or resource) and visitors qualified to drive a university vehicle

5. Policy Details

The Office of Risk Management and Insurance must pre-approve all employees (including all categories of faculty, staff, student, or temporary employees), who drive university vehicles. Non-USC individuals who do not fall in the categories listed above are prohibited from driving university vehicles unless authorized by the Office of Risk Management. Failure to follow these procedures may result in disciplinary action up to and including termination of employment.

USC reserves the right, at its discretion, to prohibit any individual from driving a university vehicle, or to prohibit an employee from driving a personal vehicle for university business. 

6. Procedures

USC Vehicle and Driver Procedures

7. Forms

USC Pull Program (California License) – Authorization for Release of Driver Record

USC Pull Program (Out of State License) – Authorization for Release of Driver Record

8. Responsibilities

Risk Management– Monitoring and communication of Vehicle Driver policy and pull program
Department Fleet Manager– Ensure department or school employees are enrolled in USC pull programNotify Office of Risk Management and Insurance of add/deletions to pull program
Employees– Notify Office of Risk Management and Insurance of any accidents in university vehicle
– Employees must immediately report to their manager or Department Fleet Manager any conditions that may potentially affect the safe operation of a university vehicle
– Authorized drivers must immediately report a change in their driver’s license status to their manager or the Office of Risk Management and Insurance

9. Related Information

USC Preferred Rental Car Agencies

Travel & Expense Portal

Office of Risk Management & Insurance website

The Office of Risk Management & Insurance – Defensive Driver Training

Trojan Learn

California DMV Website

Office of International Services website

USC Drug-Free policy

Office of Risk Management Incident Reporting Portal – Origami Risk Portal

California’s Hand-Held Wireless Telephone Laws

California Code, Vehicle Code 1808.1

10. Contacts

Please direct any questions regarding this policy to:

Office of Risk Management and