Audit, Risk, and Compliance

Driver Resources

On this page:

Overview

Duties and responsibilities of certain positions and a wide variety of campus activities require faculty/staff/students/volunteers need to drive university-owned, leased, loaned, or rented vehicles while conducting university business. There are driver approval guidelines and a specific online process that must be followed if individuals plan to drive on behalf of the university. University Policy 9210 includes the details, so please review the policy prior to driving. 

Electronic Driver Application Form (e-DAF)

Becoming an Approved Driver

In order to assist individuals through the driver approval process and the responsibilities associated with driving for Wright State, a summary of the required online steps and other important information is outlined below. 

1

Access the Electronic Driver Application Form (e-DAF)

  • Please complete the Electronic Driver Application Form at least 2 weeks prior to leaving on your university-related business trip. If you don’t hold an Ohio driver's license, allow more than 2 weeks. Note: Drivers of personally owned vehicles need not apply.
  • Click on the Electronic Driver Application Form link and enter your campus username and password.
  • Note for Audit Purposes: If filling out the form on behalf of someone else (a departmental example would be HR for hiring purposes), you are required to have the applicant complete and sign a copy of the paper form and retain it on file in the originating department for 5 years. This becomes proof the applicant was allowed access to their Motor Vehicle Record and received the Fair Credit Reporting Act Summary of Consumer Rights.
2

Complete the Form

  1. Read all information on the form, sign where requested, and enter name, date of birth, driver's license information, and email address. (Use a Wright State email address when possible.)
  2. Enter the applicant’s driver's license issuing state and driver's license number correctly. Note: The Ohio driver's license number format is two alpha characters and six numeric characters.
  3. A primary approver is required and is usually the applicant’s supervisor or departmental representative. A secondary approver is optional. Upon submission of the application, approvers will receive an automated email asking them to approve the application. In order to avoid processing delays, approvers should approve the application promptly.  Note: Applicants of student organizations must obtain electronic approval from the Director of Student Life or authorized department representative through the electronic application process.
3

Maintaining Approved Driver Status

  • A renewal email will be sent to approved drivers near the anniversary date of the most recent application.
  • The email will prompt the driver to re-submit a completed Electronic Driver Application. This ensures that only individuals needing to drive during the next 12 month period maintain approved status and that any inaccurate or out-of-date information can be corrected. If you have no plans to drive in the next 12 months, DO NOT renew your approval.
4

List of Approved Drivers and List of Completed Driver Training

An approved drivers list is available. The list is always current with real-time information. If you have a question about the status of a driver, please contact Risk Management at 937-775-3908.

5

Accident Reporting

  • Employees required to drive per their job description and others who drive leased, loaned, or rented vehicles must be aware of the university’s accident reporting requirements per University Policy 9210.
  • Drivers should make sure they have a copy of the accident reporting kit (PDF).
  • Drivers of university vehicles should make sure to carry a copy of the insurance card in the glove box.
6

Rental Car Agreement

  • Wright State offers special rates for Wright State business and personal use through its preferred rental car providers. Visit procurement and contract services for additional information.
  • When using the rental for business purposes, the preferred daily rate includes insurance.  If not using a preferred rental car provider, please refer to University Policy 9210 for rental insurance requirements.

Resources

Audit, Risk, and Compliance

Location: 
University Hall