Driving for ASU

All ASU employees, student workers and registered volunteers who drive ASU-owned, leased or rented vehicles for official university business must complete the Authorized Driver Program. Official University Business is defined in Arizona Revised Statutes §38-538.02 and Arizona Administrative Code R2-10-107.

The Authorized Driver Program does not need to be completed by individuals driving their personal vehicles to conduct official university business. 

To successfully complete the Authorized Driver Program, you must:

1. Consent to the program in Workday.
2. Complete the authorized driver training.
3. Have a successful 39-month motor vehicle records check annually.

Those permitted to drive an ASU leased, owned or rented vehicle:

• ASU employees.
• Registered volunteers 
• Student workers.

Drivers must be 18 years old and have a valid U.S. license to operate an ASU-owned vehicle. When renting a vehicle for ASU business, drivers are subject to the age requirement set forth by the rental company. 

Those not permitted to drive ASU-owned, leased or rented vehicles:

• Contractors or vendors.
• Student organizations.
• Students who are not employees or registered volunteers.
• Temporary employees.
• Third parties.

For questions or guidance on your authorized driver status, follow these steps:

1. Employees and volunteers should connect with their department supervisors.
2. Department supervisors should connect with their department HR Specialist.
3. The departmental supervisor can email the authorized driver support team if details remain unclear.

All ASU employees, student workers and registered volunteers must complete a satisfactory 39-month motor vehicle record annually to be an authorized driver. A copy of your MVR must not be provided unless you need to expedite authorization. Once you enter your correct driver’s license information and consent to the authorized driver system, your MVR will automatically be triggered and checked according to the report dates below.

The report dates and the turnaround times for receiving MVR results are estimates and are subject to change based on third-party system delays, weekends and holidays.

In-state licenses are automatically run on the 12 and 24 days of each month. It can take at least one week to receive the results, but it can take up to two weeks. MVR results will be uploaded into the authorized driver system.

Out-of-state licenses are automatically run through ASU’s vendor, HireRight, on the 15 and 26 days of each month. Drivers will receive an email from HireRight inviting them to complete their information. The results are received within 72 hours and uploaded to the authorized driver system.

Departments are charged for this service. If the employee holds multiple positions within ASU, the charge account for the position with the driver’s type listed will be charged. If all positions have the same driver’s type listed, the charge account for the position marked “primary” will be charged.

Expediting authorization

If an individual should miss the report run dates — see above — but they need to drive immediately, they can request their authorization be expedited through the Authorized Driver Program Request task in Workday.
 

Employees and Student Workers

To access the authorized driver program, employees must visit Workday. Once in Workday, use the search box to search for “Authorized Driver” and select Authorized Drivers Program Request under Tasks and Reports. To update your driver’s license information and request to be an authorized driver at ASU, employees and student workers can view the Authorized driver requests and updates job aid. 

Non-employed students and non-ASU affiliated registered volunteers.

Volunteers not affiliated with the University through employment and ASU student volunteers who the University does not employ, must first become contingent workers before they can access Workday Learning and complete all policy requirements. For a guide on creating contingent workers, ASU departments should review the Contingent Worker job aid for a guide on creating contingent workers.

Employees and Student Workers

Employees and student workers must take the training through Workday Learning. Once the training has been completed, results will be uploaded into the authorized driver program within 72 hours.

Non-employed students and non-ASU affiliated registered volunteers.

Volunteers not affiliated with the University through employment and ASU student volunteers who the University does not employ access must first become contingent workers before they can access Workday Learning. For a guide on creating contingent workers, ASU departments should review the Contingent Worker job aid for a guide on creating contingent workers.

ASU-owned vehicles and carts are covered under the state’s auto liability insurance, and a copy of ASU’s auto liability certificate of insurance should be carried in every ASU vehicle. Visit Vehicle Insurance to download a copy of the auto liability certificate of insurance and learn more about insurance coverage for ASU-owned or rented vehicles.