Section 10 September 21, 2016 Page 1 of 7
DRIVER’S LICENSE CLEARANCE
Diocese of Palm Beach
Section 10 September 21, 2016 Page 2 of 7
Diocese of Palm Beach
DRIVER’S LICENSE CLEARANCE PROCEDURES
Effective April 1, 2016
All employees, and volunteers who drive on activities of any diocesan entity,
must undergo a driver’s license check.
Check all new employees prior to hiring and re-check every three years.
Employees driving others (for example, driving children or the elderly) must be checked every year.
Volunteers who drive others on behalf of the Diocese must be checked every year.
Volunteers who drive themselves on diocesan business must be re-checked every three years.
Procedures
1. The “Authorization for Drivers License Check” form must be completed, signed by the individual, and kept on file for
your records.
2. Request a copy of the driver’s license from the individual and keep on file. Update as licenses expire.
Do not include copies of driver’s license with your request to Gallagher.
3. Complete the “Drivers License MVR Request Approval Form.”
4. Scan and Email the completed “Drivers License MVR Request Approval Form” to:
Miami.BSD.Diocese_Requ[email protected]m
(If unable to email, you may fax the completed form to Arthur J. Gallagher & Co. at 305-716-3293)
NOTE: MVR’S RESULTS WILL BE PROCESSED WITHIN 48 HOURS OF RECEIPT
The “Authorization for Drivers License Check” and “Drivers License MVR Request Approval Form” can be downloaded and
printed from the DMR website.
If you have any questions, you may contact Arthur J. Gallagher & Co. at 1-800-488-3003 or 305-592-6080
(Virginia, Ampy or Lorena).
MVR Results
Gallagher checks the driving records of all drivers whose information is submitted, but because of confidentiality issues, they
cannot share that information but only communicate the results based on the agreed upon underwriting criteria as to approved
or not approved. If the driver would like to obtain a copy of his/her driving records he/she should contact the State of FL Motor
Vehicle Division directly.
If the driver finds that there is an error and the error is corrected by the State, the driver should ask the State how soon the
corrected driving record will be on file. Then, resubmit a driver’s license check form to Gallagher with a note on what
transpired, so that Gallagher can check the record again and advise if the driver is authorized at this time.
Underwriting requirements
Underwriting requirements include but are not limited to:
3 years of clean driving record history or less than 6 points in their license within the last 3 years
No one under 21 years old driving diocesan vehicles on a regular basis
No one under 25 years old driving students or children on a regular basis
FL license (Out of state drivers moving to FL are required by law to obtain a FL license within 10 days after move)
No driver approval for a suspended license
No driver approval if a driver has been charged with a DUI conviction. Please note that DUIs sometimes do not show
up on the MVR check, but, remain on the person’s record, for life, on the criminal background check report.
Employees Who Drive Their Own Personal Vehicles on Diocesan Business
All employees and volunteers who regularly drive their own personal vehicle on Diocese of Palm Beach business, within the
scope of their employment, are required to carry personal auto liability insurance at the $100,000/$300,000 level.
A copy of the “declarations page” of the policy should be provided annually to the bookkeeper of each entity and
maintained on file. In the event of an accident, a copy of that declarations page will be requested from the bookkeeper.
Section 10 September 21, 2016 Page 3 of 7
Diocese of Palm Beach
DRIVER’S LICENSE CLEARANCE PROCEDURES
Commercial Driver’s License (CDL) Policy
Commercial Driver’s License (CDL)
In addition to the Background and Driver’s License Check required for all employees, any Diocesan employee or volunteer
who, as part of their assigned duties must drive a commercial vehicle including conforming school buses, must carry a Class B
or C commercial Driver’s License (CDL).
Potential New Employees
Before presenting a job offer to a potential employee, the bookkeeper must first contact the Diocese of Palm
Beach Human Resources Office to process a CDL License Check through Gallagher and to schedule a Drug and
Alcohol Test. Once the CDL License Check and Drug and Alcohol Test are completed and clear results are received,
the job may be offered to the potential employee and they may drive a commercial vehicle for the entity.
Current Employees
Before an existing employee may begin driving a commercial vehicle, the bookkeeper must first contact the
Diocese of Palm Beach Human Resources Office to process a CDL License Check through Gallagher and to
schedule a Drug and Alcohol Test. Once the CDL License Check and Drug and Alcohol Test are completed and clear
results are received, the employee may begin driving a commercial vehicle for the entity.
Volunteers
Before a Volunteer may begin driving a commercial vehicle, the bookkeeper must first contact the Diocese of
Palm Beach Human Resources Office to process a CDL License Check through Gallagher and to schedule a Drug
and Alcohol Test. Once the CDL License Check and Drug and Alcohol Test are completed and clear results are
received, the volunteer may begin driving a commercial vehicle for the entity.
Borrowed Diocesan Owned Commercial Vehicles
When a commercial vehicle is borrowed from one entity for use by a second, the driver approved for that vehicle from the
owner entity must be the designated driver during its use by the borrowing entity.
Annual Random Drug and Alcohol Test
On an annual basis, the Diocese of Palm Beach Human Resources Office conducts a random drug and alcohol drug test.
Covered drivers are subject to random, unannounced drug and alcohol testing. This includes all drivers who operate a
commercial motor vehicle or who perform a safety sensitive function (as these terms are defined in 49 CFR 382.107).
Annually, 25% of covered drivers shall be tested for alcohol use and 50% of covered drivers shall be tested for drug/controlled
substance use.
Testing Notice
The Diocesan Human Resource Director or his/her designee will provide written notice of the required testing to the supervisor
of the affected driver(s) and said supervisor shall provide oral and written notice to the driver at the time of actual testing. If
only a drug/controlled substance test is required, the driver shall report to the identified testing site immediately. A driver may
only be tested for alcohol immediately before or after performing safety- sensitive functions.
To begin the process of a CDL License Check, or if you have any questions, please contact:
Gretchen Wood, Human Resources Coordinator
561-775-9503 or gwood@diocesepb.org
Section 10 September 21, 2016 Page 4 of 7
®
Underwriting requirements include but are not limited to:
3 years of clean driving record history or less than 6 points in their license within the last 3 years
No one under 21 years old driving diocesan vehicles on a regular basis
No one under 25 years old driving students or children on a regular basis
FL license. (Out state drivers moving to FL require by law to obtain a FL license within 10 days after
moving)
No driver approval for suspended license
No driver approval if a driver has been charged with a DUI conviction
Diocese:
Location Name:
Address:
Contact Name:
Phone No.:
Email Address:
Fax No.:
Date:
DRIVERS NAME
STATE
DRIVERS
LICENSE NO.
THIS SECTION
COMPLETED BY
GALLAGHER
YES
NO
Once this form has been completed, please fax it to the number 305-716-3293 or email at
Miami.BSD.Diocese_Request@ajg.com. If you have any questions, you may contact us at 1-800-488-3003 or
305-592-6080 (Virginia, Ampy or Lorena).
NOTE: MVR’S RESULTS WILL BE PROCESSED WITHIN 48 HOURS OF RECEIPT
Gallagher checks the driving records of drivers whose information is submitted, but because of
confidentiality issues, we cannot share that information but only communicate the results based on the
agreed upon underwriting criteria as to approved or not approved. If the driver would like to obtain a
copy of his/her driving records he/she should contact the State of FL Motor Vehicle Division directly.
DRIVERS LICENSE MVR REQUEST
APPROVAL FORM
Updated page October 26, 2016
Section 10 September 21, 2016 Page 5 of 7
Diocese of Palm Beach
Authorization for Driver’s License Check
Please complete this form if the individual will be driving on behalf of Diocese/Entity for business purposes.
Please Print
Diocesan Entity Requesting Check: _______________________________________________________________
Entity Contact: _____________________________________ Entity Phone #: _____________________________
Employee/Candidate/Volunteer Name: ____________________________________________________________
I am an employee of the Diocese of Palm Beach
I am applying for a position with the Diocese of Palm Beach and/or one of its parishes, schools or other
entities. I understand that as part of their hiring process, the Diocese of Palm Beach may conduct a driving
record check.
I am a volunteer for the Diocese of Palm Beach and/or one of its parishes, schools or other entities.
I am aware that consumer and motor vehicle reports may be obtained as part of my job application,
employment and/or volunteer status with the Diocese of Palm Beach. I understand the information obtained
may include personal information such as my driving record, and an assessment of my insurability, etc.
I hereby consent and authorize the Diocese of Palm Beach and/or their designated agents to make such
inquiries, and I authorize without reservation, the release of such information to the Diocese of Palm Beach
and/or their designated agents, and release the Diocese of Palm Beach and the provider of such
information from any and all liability for damages arising from the investigation and disclosure of the
requested information.
By signing this form, I hereby authorize the Diocese of Palm Beach (or the church, school, or other
diocesan entity or their insurance company representative) to obtain such information and reports, as well
as additional reports about me from time-to-time as deemed appropriate, to evaluate my insurability or for
other permissible purposes.
I will allow a photocopy of this authorization to be as valid as the original.
Signature of Candidate: ___________________________________________ Date: ________________________
Candidate/Employee/Volunteer: Please attach a copy of your driver’s license & return this form to the office at the
parish, school, or other entity where you work, volunteer, or are applying for a position.
Parish Bookkeeper/Office Manager: Keep this form in the employee’s personnel file. Do not send this form or the
copy of the employee’s driver’s license to Arthur J. Gallagher & Co.. Please enter the employee’s name and driver’s
license number on the separate Driver’s License MVR Request Approval Form. Submit only the Driver’s License
MVR Request Form to Virginia Gomez at Arthur J, Gallagher and Co. at Fax 305-716-3293.
Updated December 2014
Section 10 September 21, 2016 Page 6 of 7
Diocese of Palm Beach
Employees NOT CLEARED for Driving
It is a Diocese of Palm Beach policy that all employees and volunteers who drive on activities of any diocesan entity
must undergo a driver’s license check and receive clearance to drive from Arthur J. Gallagher & Co. Arthur J
Gallagher & Co. bases their decision on their review of the individual’s current Department of Motor Vehicles
driver’s license report (MVR). The individual may challenge the accuracy and completeness of their driver’s license
report (MVR) by contacting their local office of the Department of Motor Vehicles.
In addition, employees and volunteers undergo a criminal background check through the Diocesan Safe
Environments Office. Please note that drivers may not be approved based on the results of either the criminal
background check or the MVR. If an employee is unable to drive based on the results of their criminal background
report, the Safe Environments Office will contact you directly. The individual may challenge the accuracy and
completeness of their criminal background report by contacting FDLE, regarding Florida records, at FDLE, Attn:
USB/VECHS Unit, P.O. Box 1489, Tallahassee, Florida 32302-1489, (850) 410-8324.
We have attached a sample “no driving letter” that must be signed by the employee and supervisor, if it is
determined, for any of the above reasons, that the individual cannot drive. This letter will be sent by the appropriate
Diocesan office (Insurance or Safe Environments) to the Pastor, Principal or Agency Head, as applicable, for
execution. The original must be returned to the Diocesan Department with a copy to be kept by the employer in the
individual’s file.
Please contact Ana Jarosz at 561-775-9525 or [email protected] if you have any questions on the above.
Section 10 September 21, 2016 Page 7 of 7
Diocese of Palm Beach
Employees NOT CLEARED for Driving
Sample Driving Letter
September 1, 2016
PERSONAL AND CONFIDENTIAL
Employee Name
Employee Address
City, State ZIP
Re: Driving Restrictions
Dear _________:
Due to the results of your Department of Motor Vehicles check and/or your national background investigation from
the Florida Department of Law Enforcement (FDLE), as applicable, the Diocese has determined that you may not
drive a Diocesan vehicle or drive a personal vehicle on behalf of the Diocese.
Please sign and return this form to your supervisor identified below, acknowledging that you are aware of the above
restriction and will comply with this request. Failure to do so may result in termination of employment and/or
volunteer ministry. If applicable, you may challenge the accuracy and completeness of your criminal background
report by contacting FDLE, regarding Florida records, at FDLE, Attn: USB/VECHS Unit, P.O. Box 1489,
Tallahassee, Florida 32302-1489, (850) 410-8324 or your local office of the Department of Motor Vehicles, as
applicable.
Sincerely,
______________________
Name
Diocese of Palm Beach
Safe Environments / or / Insurance Office
Title
Received and acknowledged to comply:
_______________________________ ___________________________
Employee Name Supervisor Name
________________________________ ___________________________
Date Date
CC: Entity Administrator
Office of Human Resources/Safe Environment Office
