Faculty Handbook

Transportation and vehicle safety

Use of automobiles driven by program leaders and students should be reviewed very carefully.  All risks associated with travel in the U.S. are present, as well as difficulties involving cars, roads, laws and traffic, all of which will, to varying extents, be governed by customs and rules different from those found in the United States.  While these risks may be managed with experience, obtaining valid and effective insurance in the countries being visited may be problematic.

Because of the undue risk of serious and fatal accidents, rental expense from outside agencies for vans that hold a driver and 11-14 passengers is not reimbursable.  A mini-bus with a driver is permissible since they are constructed differently and not subject to roll-over like the 12-15 passenger vans.

MSU’s automobile insurance policy extends only to vehicles rented for 30 or fewer days within the U.S. and Canada.  Because of unique laws in foreign countries, complications in settling claims, and personal policy limitations, travelers renting vehicles for University business in countries other than the U.S. and Canada should "buy back" the liability waivers, that is, purchase liability and collision coverage from rental agencies in all areas except the U.S. and Canada.  The University will reimburse insurance costs of foreign automobile rentals.  (MSU Manual of Business Procedures 35:V. D.4.)

If faculty and program assistants are driving rental vehicles, they should have a valid driver’s license (a chauffeur’s license may be required in some countries for transporting groups), good driving record, and be familiar with the handling of the type of vehicle to be driven.  Check for any driver’s license requirements for areas where you will be driving.  When traveling on program-related activities, students should be transported via public transportation or in vehicles rented by MSU for that purpose and driven by professional, hired drivers, in-country instructed staff, or MSU employees.  Private vehicles should not be used to transport students on program activities. Student participants are not permitted to drive their own or MSU-rented vehicles as part of the program transportation.

It may be better, from a risk avoidance perspective, to use taxis or minibuses rather than rental cars, despite an increase in cost or some inconvenience.  Travelers should learn to distinguish between official taxis and so-called "gypsy" cabs in which travelers in some locations abroad have been robbed.  Information on identifying official taxis can be obtained from the local U.S. embassy. 

If group travel is to be conducted, travel should be through a reputable company that has a record of good performance.  This should be coordinated with the local MSU contact person.   Determining how reputable the company is should include questions about how drivers are selected, what training drivers are given, and the amount of liability insurance available.   Maps should be obtained and travel routes determined prior to the trip.  Travel plans should be followed and no side trips made.  Drivers should be instructed not to pick up additional riders.

In the event that advance arrangements are not possible and group transportation needs to be arranged after arrival in the country, care should be taken to verify that the driver has a valid license, that the vehicle appears to be well maintained, and that there is insurance covering the vehicle.  From a practical standpoint, this would include attention to whether the vehicle appears to be well maintained and the tires are in reasonably good condition.  Request to see the driver’s license and a certificate or statement as evidence of insurance coverage.

For additional information, contact the MSU Risk Management Office at 517-355-5022.