Driver Authorization Process and Requirements

Original Issuance Date: October 31, 2016
Last Revised: June 7, 2022

1. Purpose of Procedures

These procedures outline the requirements for UW System officers, employees, and agents to be authorized to drive a University owned, rented, or leased vehicle or a personally owned vehicle while on University business.

2. Responsible UW System Officer

Director of Risk Management

3. Definitions

Agents: Students and volunteers who have been approved by the University to drive on University business.

Authorized Driver: University officers, employees, and agents that have a completed Vehicle Use Agreement application on file, have met the University minimum driving standards, and are approved to perform University business as described in Section 6.A of SYS 615, the Vehicle Use and Driver Authorization Policy.

University Vehicle: A University owned, rented, or leased vehicle or any State Fleet vehicle.

Valid Driver’s License: Operator’s Driver’s License as defined by state of origin. Specific restrictions and requirements on the use of out-of-state and international licenses and permits can be found in Section 4.B of this procedure.

Wisconsin Driver’s License Residency Requirement: New residents of Wisconsin must apply for a Wisconsin State Driver’s License within 60 days

Traffic Violation: A traffic violation occurs when the citation is issued, not when the final court decision is made.

4. Procedures

A. Driver Authorization Process

To be authorized to drive a University Vehicle or a personally owned vehicle on University business, an individual must complete a Vehicle Use Agreement form. Completing this form indicates the driver has read and understands the Department of Administration Fleet Policy and Procedures Manual and it informs the driver of the obligation to reveal any changes in the status of that license.

A review of all driving records of employees with active Vehicle Use Agreements will be conducted at least annually. An employee who no longer meets the University Driver Authorization Standards for operating a University Vehicle shall have his or her agreement suspended until such time that it can be demonstrated that the standards have been met once again. Agents may be authorized for a specific term and must submit a new request for authorization renewal. An employee who no longer meets the minimum requirements for driving a personally owned vehicle on University business shall have his or her agreement suspended until such time that it can be demonstrated that the requirements have been met once again.

Exceptions to this process may be made when use is deemed to be in the best interest of the UW System. Any exceptions must be approved by the institution’s risk manager as delegated by UW System Office of Risk Management. Copies of all exceptions will be maintained by the institution’s risk manager.

I. Authorization to Drive a University Vehicle

For those wanting to drive a University Vehicle, the Vehicle Use Agreement application allows a review of driver records to compare the individual’s driving record to the University Driver Authorization Standards for driving these vehicles and determine if they can be authorized to drive a University vehicle.

a. University Driver Authorization Standards

Must have a valid driver’s license (new residents to Wisconsin must obtain a WI driver’s license within 60 days of residence). Exceptions to this timeframe must be approved by the institution’s risk manager;
Must have a minimum of two years licensed driving experience; and
Must be at least eighteen (18) years of age.

Authorization to drive University Vehicles will be denied if a driving record reflects any of the following:

Three or more moving violations and/or at-fault accidents in the past two years;
An Operating While Intoxicated (OWI), Driving Under the Influence (DUI), or Blood Alcohol Content (BAC) violation within the past year; or
License has been reinstated for less than one year after revocation.

II. Authorization to Drive a Personally Owned Vehicle

Drivers require a valid driver’s license to drive personally owned vehicles on University business and a completed Vehicle Use Agreement must be filed with the institution. Drivers must be in compliance with any restrictions associated with that license when operating their personally owned vehicle on University business. Institutions may specify other requirements for University officers, employees or agents to be allowed to use personally owned vehicles on University business and are responsible for communicating these requirements to those affected and the UW System Office of Risk Management.

B. Licenses and Permits

I. Drivers with Out of State Driver’s Licenses

Institutional review of out of state driver’s licenses shall be performed at least annually. A driver abstract from the state of issuance should be obtained and reviewed for adherence to the driver authorization requirements for any individual with an out-of-state license, military license, or international license. An institution may introduce alternative controls to verify out-of-state driver licenses. The Wisconsin Department of Transportation database tracks only Wisconsin issued licenses. Campuses may obtain abstracts directly or assist the employee in obtaining it. Consult the following website that lists all State Departments of Transportation: http://www.fhwa.dot.gov/webstate.htm. Drivers new to Wisconsin are required to apply for a Wisconsin driver’s license within 60 days of establishing residency Exceptions to this timeframe must be approved by the UW System institution’s risk manager.

II. Drivers from Other Countries

The only acceptable international driving permit is from Canada. Any driver who has an out-of-country license or permit and is requesting approval to drive on University business must pursue a Wisconsin driver’s license within 60 days of establishing residency. Exceptions must be approved by the UW System institution’s risk manager.

C. Special Provisions

I. 12/15 Passenger Van Driving

Special attention shall be given to the use of 12/15 passenger vans. Consideration shall be given to the passenger and weight capacity requirements.

Anyone requesting to drive a 12/15 University/State passenger van must meet the requirements to do so under section 6.A.I.2. of UW System Administrative Policy 615, Vehicle Use and Driver Authorization.

II. Authorization Procedure

Driver record checks are done through the Public Abstract Request System (PARS). To request access to PARS contact the UW System Office of Risk Management.