Vehicle and Driving Information
Driver Authorization and Vehicle Use
The purpose of this information is to provide the UW-Whitewater campus with procedures regarding driving requirements that must be met in order for officers, employees, LTE's, students or agents to be authorized to use a State/University owned, leased, rented or personally owned vehicle on university business.
It is critical that those making the determination on the need to drive, remember that driving any vehicle on university business is not a right but a privilege. Vehicle use entails a wide variety of related issues which affect the liability, property and workers compensation experience of the university.
It is appropriate to drive when the purpose of the trip fits the mission of the university or the official business of the university is carried out as a result of the trip. Anyone driving on state business must be an active officer, employee or LTE, currently enrolled student, or specified agent. A valid relationship between the university and the driver must be in place prior to being authorized.
Coverage for use of university-owned vehicles is restricted to our University Self-Funded Liability Program. It is a requirement of the University Self-Funded Liability Program that anyone driving on behalf of the university must have a Driver Authorization Form on file in the Risk Management and Safety Office, prior to departure.
When driving a personal vehicle on university business, the vehicle owner's personal coverage is primary. The State liability protection applies on an excess basis only. The State liability and property program do not provide coverage for non-university vehicles. The vehicle owner should contact their personal insurance company to determine how coverage will be applied for business use of their vehicle.
In general, non-employee and non-agent passengers are not allowed to ride in vehicles being used on university business due to the additional liability exposure which they pose. Contact Risk Management and Safety for further information.
Minimum Driving Requirements
- Must have a valid operator's license. (New residents to Wisconsin must obtain a WI driver's license within 60 days of residence; 30 days if the person holds a CDL.)
- Must have minimum of two years licensed driving experience (not including instructional experience).
- Must be eighteen (18) years of age.
- 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) citation within 12 months.
- Expired license.
- Suspension or revocation of driver's license.
- Possession of an occupational license only.
- Less than two years driving experience.
- License reinstated for less than one year.
UW-Whitewater Driver Authorization Process
By signing the UW-Whitewater Driver Authorization Form, the driver is agreeing to inform their supervisor and the UW-Whitewater Risk Manager whenever any negative change in the status of their driving record may occur. Any negative change in the status of one's driving record may result in the revocation of the privilege of driving on university business. The State of Wisconsin Fleet Policies and Procedures are to be reviewed prior to granting authorization.
WISCONSIN LICENSE HOLDERS
- UW-Whitewater Driver Authorization Form must be completed and signed by the driver and by the supervisor of the department managing the drive.
- If a Wisconsin license has been held for less than 2 years due to previously being licensed in another state or country, the driver must also submit the UW-Whitewater Notarized Statement of Driving Record which must be completed and signed by the driver, in front of a notary. Notary is a person who is legally empowered to witness and certify the validity of documents. Contact a notary for an appointment. A list of campus notaries can be found here.
- Deliver the completed form(s) to: Risk Management & Safety no later than 5 business days before driving approval is needed. Hyer Hall Room 333 or via fax 262-472-5668 Attn: Risk Management & Safety. (do not send information via email).
- The driver's motor vehicle record will be checked and compared to the driving requirements established by UW-Whitewater, UW-System and the State of Wisconsin.
- Once approved to drive, drivers will be placed on the UW-W Authorized Driver List.
- An email will be sent when a request has been denied or if further information is needed
OUT OF STATE LICENSE HOLDERS
- UW-Whitewater Driver Authorization Form must be completed and signed by the driver and by the supervisor of the department managing the driver.
- UW-Whitewater Notarized Statement of Driving Record must be completed and signed by the driver, in front of a notary. Notary is a person who is legally empowered to witness and certify the validity of documents. Contact a notary for an appointment. A list of campus notaries can be found here.
- Photocopy of out of state driver license.
- Deliver all 3 items above to: Risk Management & Safety, no later than 5 business days before driving approval is needed.Hyer Hall Room 333 or via fax 262-472-5668 Attn: Risk Management & Safety. (do not send information via email).
- Out of state drivers must submit #2 and #3 to Risk Management & Safety annually.
- The driver's information will be reviewed and compared to the driving requirements established by UW-Whitewater, UW-System and the State of Wisconsin.
- Once approved to drive, drivers will be placed on the UW-W Authorized Driver List.
- An email will be sent when a request has been denied or if further information is needed.
DRIVERS FROM OTHER COUNTRIES
- The only acceptable international driving permit is from Canada.
- Any driver who has an out-of-country license and is requesting approval to drive on university business must pursue a Wisconsin driver's license.
Denied Driver Authorization
If an applicant's request to drive has been denied by Risk Management, the applicant's supervisor can appeal the denial by writing to the Director of Risk Management and Safety with information as to why it is critical to the mission of the Department that the applicant drive. The appeal will be reviewed and the supervisor will be notified of the decision.
To reserve a vehicle, review the information on the UW-Whitewater Transportation Office Website here. All drivers must be driver authorized by Risk Management prior to making any vehicle reservation or traveling on official university business. To verify active drivers, contact Risk Management at 262-472-1856 or Transportation at 262-472-6739.
12/15 Passenger vans are banned from use, as directed by the Chancellor's Office.
Driving out of state and in other countries: Contact Risk Management & Safety
Examples of appropriate use of a university owned, leased, rented, or personal vehicle are:
- Field trips that are for educational purposes and have on-site supervision by a UW-Whitewater employee.
- Education programs that require training to be taken outside of the Whitewater area and are course-required. (This would not include students who are required to train at some other site all day, i.e. student teaching, internships and coops).
- Business errands for a department.
- Conferences, meetings, events which are university-related.
- Research under the direct supervision of a principal investigator or instructor, (Note #1 below for exceptions.)
- Volunteer programs that are under the direct supervision of the university, the program provides substantial benefit to the university, and where an agent agreement has been approved by Risk Management.
- Student organization trips when the purpose fits the mission of the University.
Examples of inappropriate use of a university owned or leased vehicle are:
- Individual research projects or course work primarily for the personal benefit of a student working
- toward an undergraduate or advanced degree.
- Field trips that do not have on-site supervision.
- Fraternity or Sorority business trips.
- Student organization trips that are not related to the mission of the university.
Vehicle Accident/Damage Reporting
Campus Vehicle - Call the police to file a police report. Check the glove box for a vehicle accident kit and follow the instructions. Notify Risk Management as soon as possible for further information. Complete the Vehicle Accident/Incident Report Form. Submit the form to Risk Management.
Rental Vehicle - Call the Police to file a police report. Notify the rental company. The rental company will manage any claim. Notify Risk Management as soon as possible. Complete the Vehicle Accident/Incident Report Form which is attached to the rental contract. Submit the form to Risk Management.
Personal vehicle - Call the Police to file a police report. Contact your personal insurance Agent. Notify Risk Management as soon as possible. Reminder: vehicle owner's insurance is primary in the event of an accident/incident.
Driving records of Authorized drivers from the State of Wisconsin will be checked monthly.
Employee Authorizations: Once approved, employees do not need to annually submit a Driver Authorization Form. Employee authorization ends when the employee driver fails to meet the minimum driving standards, when Risk Management & Safety is notified to inactivate, or when employment is terminated. If an employee leaves and then returns, a new Driver Authorization Form will need to be submitted for processing.
Student Authorizations: Expire annually on May 31st. After May 31st, a new Driver Authorization Form will need to be submitted to Risk Management and Safety for review to determine eligibility.
Agent/Volunteer Authorizations: Are authorized for their term of service and may be authorized for a maximum of one year. After expiration of term, a new Driver Authorization Form will need to be submitted to Risk Management and Safety for review to determine eligibility.
- "Employee" - Officer, Staff, Faculty, LTE, Project
- "Student Driver" - University of Wisconsin currently enrolled students, including student employees.
- "Volunteer/Agent Driver" - An individual other than a student or employee who is officially registered as a University Volunteer in the Office of Risk Management and Safety.