Authorization to use Privately-Owned Vehicle - 0753

(Revised: 07/2025)

 

Legal Authority

Vehicle Code section 16056

Definitions

None

Policy

Agencies are responsible for determining who will be authorized to drive privately owned vehicles while conducting official State business.

Employee must certify in writing that the vehicle shall always be:

• Covered by liability insurance as provided in Vehicle Code section 16056.
• Adequate for the work performed.
• Equipped with operating safety belts.
• In safe mechanical condition.

Employees should be aware that the insurance maintained by the state is for the liability above the amount of the employees' policies. Mileage reimbursement rates paid to employees include an amount that reimburses employees for maintaining minimum insurance coverage.

Responsibilities

Employee:

1. Complete an STD 261 – Authorization to Use Privately Owned Vehicle on State Business form (STD 261).
2. Submit signed STD 261 to manager/supervisor for review and approval. STD 261 must be renewed annually thereafter.

Manager/Supervisor:

1. Review and approve STD 261 submitted by employees driving a privately owned vehicle on official state business; annual review and approval required.
   
   
2. Verify current approved STD 261 is on file before:
   1. Authorizing an employee to drive their privately owned vehicle on official State business.
   2. Approving a Travel Expense Claim submitted by an employee.

Resources

• STD 261 – Authorization to Use Privately Owned Vehicle on State Business