York University Driver Requirements | Risk Management Services

Individuals who are eligible to drive under York University's owned and rental vehicle programs (both within Canada/the U.S. and worldwide) include faculty, staff, and students who are conducting university approved business or research. Specific requirements for operating University owned vehicles and University rented vehicles can be found below.

Individuals from other post-secondary institutes or companies are not eligible to drive York University-owned or rented vehicles on behalf of the university.

Driving University Owned or Leased Vehicles

Eligible Drivers Must:

be 18 years or older
meet the eligibility requirements surrounding demerit points and driving record convictions outlined in Appendix A of the York University Driver Procedure
have a valid driver's license for the type of vehicle(s) they are driving
not have a G1, G2, probationary, or motorcycle/moped only licence

To Register with Risk Management Services, each driver must submit:

DRIVER PROFILE FORM

A Driver Profile Form signed by the driver and their supervisor/manager

ANNUAL ACKNOWLEDGEMENT

An Annual York University Fleet Vehicle Acknowledgement must be submitted yearly for continued coverage under the University's insurance policy

3-YEAR ONTARIO ABSTRACT

A 3-year Ontario Driver Abstract available from Service Ontario. Non-Ontario drivers must submit an equivalent document.

COPY OF LICENCE

A scanned copy of the front and back of their drivers licence

Upon submission, the documents will be review by Risk Management Services for compliance with eligibility requirements outlined in the SOP on the Registration of University Fleet Vehicle Drivers and the York University Driver Procedure. Drivers who are approved to drive are added to the University's authorized drivers list.

To remain on the authorized drivers list, the following documents will have to be resubmitted:

Updated Driver Profile Form & copy of licence: Upon licence renewal drivers must submit an updated and signed Driver Profile Form and scanned copy of their new licence.
Annual Acknowledgement: a completed and signed Annual Fleet Vehicle Acknowledgement is due to Risk Management Services every year that the driver remains on the authorized driver list.
Annual Abstract-Equivalent (For non-Ontario drivers only): Risk Management Services runs yearly abstracts for all registered drivers with Ontario licences. If a department has a non-Ontario driver, it is the responsibility of the department to procure a yearly copy of the equivalent out of province driving record.

It is the responsibility of the driver to cease driving for the University and contact Risk Management if any of the following situations occur:

they accrue a total of four (4) or more demerit points
they are convicted of any serious driving related charge
they have their license suspended or revoked; or
their medical practitioner has indicated that they should not drive

Drivers involved in any of the following will be reviewed by Risk Management:

multiple accidents within a two year period;
a serious accident or driving infraction while driving on university-related business

Authorized drivers are subject to York University Driver Procedures. Any authorized drivers who operate University fleet vehicle in a manner that violates any University guidelines around the operation of fleet vehicles may be subject to reassignment, discipline, or other actions as the University deems appropriate, including the suspension of driving privileges .The results of this review may require the driver to attend a drivers safety course in order to continue as a driver insured under this program or could result in suspension of driving privileges.

Accidents that occur while individuals are driving on University business are required to be reported to Risk Management Services as soon as possible. If the accident occurs on campus property, please also report the accident to Campus Security immediately.

Risk Management Services performs a yearly abstract update for all registered drivers that hold a valid Ontario Driver's license.

Departments adding new drivers before or after the update period will have to provide their own abstracts;
Should an abstract show that an employee's license has been cancelled, suspended, or otherwise shows the driver as unlicensed, Risk Management services will immediately contact the employee's manager and request that the individual's driving privileges be suspended until further notice;
The suspension will remain in effect until such a time that the driver can show proof of a reinstated license through a new 3-year Ontario Driver's Abstract (the cost will be incurred by the driver).

Driving Rental Vehicles

When renting a vehicle for university business, please ensure you:

have a valid driver's license for the type of vehicle being driven
ensure you are qualified to drive in the country/province/state you will be driving the rental in

Only passenger type or light commercial vehicles can be rented, carrying a maximum of 8 passengers including the driver.* If you have questions about types of coverages afforded under the University's Travel & Expense Visa card or the University's institutional policies, please reach out to Risk Management Services before departure.

Rental car coverage does not include countries that are subject to trade or other economic sanction or embargo by Canada. Reach out to Risk Management prior to travelling to determine if coverages are available for your travel destination.

If proof of insurance is required to secure your rental, please reach out to Risk Management Services before departure.

* Collision damage waiver available through the T&E Visa is only applicable to certain types of vehicles - more information is available on the US Bank Visa Card Coverage webpage