Division of Business and Finance

Automobile Insurance

Brandeis University's automobile policy provides coverage for university employees and students while driving vehicles owned, leased or rented by the university.

The policy states that:

• Vehicles are to be used only by authorized employees and students possessing valid and applicable licenses (no international driver license).

• Operators must complete a vehicle use application (pdf) through the Department of Public Safety and a defensive-driving training class, if applicable, prior to approval.

• Use of vehicles is confined to university business.

• Transport of passengers, other than employees or affiliates, is prohibited.

Failure to adhere to these rules could result in uninsured losses and expenses.

Guidelines for Employees

• Department managers may rent vehicles for six months or less. If a vehicle is needed for more than a month, Procurement Services (ext. 6-4500) must be notified.

• If you require a vehicle for longer than six months, the vehicle must be leased or purchased. For information, contact Procurement Services.

• Insurance does not need to be purchased for rental vehicles in the United States, Puerto Rico or Canada. The university's preferred vendor for rental vehicles is Enterprise Rent-A-Car, 140 Moody St., Waltham; phone is 781-894-6770. For discount information, contact Procurement Services.

• All employees who drive a vehicle owned, leased or rented by Brandeis University must complete a vehicle use application (pdf) and a defensive-driving training class prior to approval.

• A valid driver's license must be provided with the application in order to have a motor vehicle record check completed. Permanent residents of Massachusetts must provide a copy of a valid Massachusetts license. If you are not sure whether you need to obtain a Massachusetts license, consult the Massachusetts Registry of Motor Vehicles.

Use of Personal Vehicles

The use of personal vehicles for university business is discouraged because:

• At the time of an accident, it is often difficult to determine whether the person was on personal business or university business.

• If an accident occurs, the employee would have to submit the claim to their insurer for payment; the university's insurance would only be used if the employee's limits were not high enough.

• Employees are required to have minimum limits of $100,000/$300,000 and submit proof of this coverage prior to using their personal vehicle for university business.

Guidelines for Students

Students who drive vehicles owned, leased or rented by Brandeis University must complete a vehicle use application (pdf), including proof of a valid driver's license (no international driver's license), and a driving-training course before operating a university vehicle. This is a one-time training; once successfully completed, it will not need to be taken again. 

Once completed, the vehicle use application must be sent to the Department of Public Safety, MS 066, so a driving record check can be completed; applications take about two weeks to process. After the record check is completed by the Registry of Motor Vehicles, it is evaluated by Public Safety, using the matrix below. If the applicant's record falls under the "poor" or "borderline" category, the application will be denied and that person will not be able to drive any vehicle owned, leased or rented by Brandeis University, and all driving privileges will be suspended immediately.

Motor Vehicle Record Matrix

* Any major violation in the last three years automatically results in a "poor" motor vehicle record. Major violations include: driving under the influence of liquor or drugs; driving while impaired; reckless driving; careless driving or racing/speed contest; failure to report an accident; making a false accident report; vehicular homicide or manslaughter; attempting to elude a police officer; driving while license is suspended or revoked.