Driving Bentley University Vehicles

In order to receive authorization to operate a university motor vehicle, an employee or student must:

• Possess a current and valid United States driver's license issued by the Department of Motor Vehicles from his/her state of residence or the District of Columbia for at least three years (International driver's licenses are not acceptable).
• All students driving an insured vehicle (owned or leased by the University) must be 18 years of age or older.  The rental company used by Bentley University requires students to be at least 21 years of age to rent a vehicle.
• Fall within the "approved" or "approved on probation" status on the driver acceptability guidelines after an RMV driving background check is complete.
• Students must successfully complete the university's safe driver training program.

Cars and Small Vans:

Who This Applies To

This process applies to students, faculty, and staff who need authorization to drive (Bentley-owned vehicles or personal vehicles) for Bentley-related business.

1. Log in to ServiceNow

• Go to Bentley ServiceNow: https://bentley.service-now.com 
• Log in using your Bentley credentials.

2. Navigate to the Driving Approval Request

• Select Department Services
• Choose Driving Approval Request

3. Complete the Application

You will be asked to provide:

• Your name and contact information
• Driver’s license information
• Type of driving permission requested (Bentley vehicle, personal vehicle)
• Department you are driving for
• Name of your endorsing faculty or staff member, such as your direct manager/supervisor.

You may also be required to upload documentation, such as a copy of your driver’s license.

4. Endorsing Faculty/Staff Review

• Your request is routed to the endorsing faculty or staff member you listed.
• Their approval confirms departmental support for your request.
• This step does not authorize you to drive.

5. Risk Management Review

• You will receive a separate email from IntelliCorp inviting you to complete a motor vehicle background screening.
• Risk Management conducts the required driving checks.
• Additional information may be requested by Risk Management through the ServiceNow portal.

6. Required Training (Students Only)

• Online training is required.
• Training instructions will be emailed to you by Risk Management.
• Once online training is complete, you will be provided a short assessment to complete, which will require a passing score to receive a certificate of completion. 
• Certificates of completion must be uploaded to your ServiceNow request.

7. Final Decision & Notification

• Risk Management issues a final decision (Approved or Denied).
• Both the applicant and the endorsing faculty/staff member are notified via ServiceNow portal and an email from bentleysupportcentral@bentley.edu

• Students, staff, and faculty must have a valid U.S. driver’s license for at least 3 years to be considered for approval. 
• Approval is required before driving on behalf of Bentley.
• Departmental endorsement alone does not authorize driving.
• All driving approvals have an expiration date and require renewal. Expiration dates will be provided to both the applicant and endorser within their driving approval email.
• Risk Management will reach out via email when your driving clearance is close to expiring.
• Questions concerning your driving request should be submitted through your ServiceNow ticket so they are tied to your request.
• Please reach out to Risk Management (risk@bentley.edu) if you have any other questions.
• Those also needing access to drive Bentley University golf carts must contact Kat Fondo kfondo@bentley.edu of the Facilities Management Department to finalize your approval.

As a minimum requirement, each department or group that may use a university motor vehicle is required to maintain the program procedures outlined below. The development of department specific procedures is the responsibility of individual deans, directors, or department heads. Deans, directors, or department heads may institute additional policies or procedures, as they deem necessary. Failure to adhere to these rules could result in uninsured losses and expenses.

List of Responsibilities:

• Use of vehicles is confined to university business
• Transport of passengers, other than employees or affiliates, is prohibited.
• Ensure only those individuals, who have been determined eligible and are authorized by the sponsoring department or group, operate a university motor vehicle
• In the event of an accident on public property, drivers must follow the following procedures:
  • Notify the local police department by telephoning 911 and providing pertinent information concerning the accident. Do not leave the accident scene until the local police have responded.
  • Notify the Department of Public Safety at 202-885-3636.
  • Obtain the names, addresses, and telephone numbers of all witnesses.
  • Complete the accident report form (and accident questionnaire, if necessary) located in the motor vehicle glove box.
  • Report the accident immediately to your supervisor. 
  • Never admit liability while at the scene of the incident. Insurance adjusters, and in some cases the courts, will determine liability after an investigation of the facts in accordance with applicable laws and regulations. Drivers should speak freely and accurately to law enforcement personnel and university insurance adjusters.
  • For further guidance, note the instructions found in the Emergency Action Packet claims brochure. For additional copies of the brochure, contact the risk management office.

Failure to adhere to these rules could result in uninsured losses and expenses to the University and may result in the revocation of the authorization to drive Bentley vehicles.

These procedures do not pertain to driving golf carts. Please see Facilities Management Life-Safety-Services for information on obtaining authorization to drive golf carts.

Department managers can only rent vehicles for six months or less and must contact the Purchasing Department (781.891.3456) when renting vehicles for more than one month. If you require vehicles for longer than six months, you must contact the Purchasing Department since the vehicle must be leased or purchased. Insurance does not need to be purchased for rental vehicles in the United States, Canada or Puerto Rico. The university's preferred vendor for rental vehicles is Enterprise Rent-A-Car, 140 Moody Street, Waltham, MA 02452, 781.894.6770.

When renting a vehicle, you must make sure that you include Bentley University's name on the rental agreement or there may be no insurance provided through Bentley University's insurance policy.

Employees using their personal vehicles for Bentley University business use must maintain a minimum of $300,000 auto liability coverage on their personal insurance policy.  Bentley's policy serves as excess insurance coverage over an Employee's Automobile Policy Limits when these vehicles are used for University business. University limits are $1,000,000 for liability and are subject to a $1,000 deductible for physical damage. The most notable exclusions on this policy are the use of a University vehicle for personal reasons and driving while under the influence of alcohol or drugs.

Please note the use of personal vehicles for university business is discouraged because:

• At the time of the accident it is often difficult to determine whether the person was on personal business or University business.
• If an accident occurred, the employee would have to submit the claim to their insurer for payment and 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. Please submit a copy of your policy limits with your vehicle use application.