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Vehicle Use on University Business

University officers, employees, students, and agents may be approved to operate a vehicle for University business once a Driver Authorization has been obtained through the Driver Authorization Process, after which you will be eligible for liability coverage.  If unsure you meet University business guidelines, see approved use examples below.

The Permitted Vehicle Use Matrix provides standards on vehicle use.  Driving is limited to 8 hours per day with a minimum break after 4 hours (unless sooner); exceptions may be granted by Risk Management.  

Liability Coverage

Upon approval of a Driver Authorization, you will become an authorized user and eligible under the University’s liability protection when acting within the scope of your employment.  Without this authorization, an employee/agent would not be covered under this protection.  

All University owned or rental vehicles should contain the Driving Liability Protection Letter from Risk Management.  In the event of an accident, use the appropriate Accident Reporting forms.

Worker’s Compensation Insurance does not cover students or volunteers traveling on University business. Therefore, medical costs incurred because of an auto accident while traveling on University business will be the responsibility of the student or volunteer.

Permitted Vehicle Use

Conditions and standards for vehicle use are outlined within the Permitted Vehicle Use Matrix.  Additional guidance may be found within System Policy 615 Vehicle Use and Driver Authorization.

Rental Vehicles

Should the State contracted vendor not have an available vehicle, follow these steps to use a non-contracted vendor:

  • Save a screen shot of Concur that indicates no vehicles are available (you will use this later when submitting receipts for reimbursement)
  • Contact the vendor directly, they may be able to locate a vehicle for you outside of the online system.  Local Enterprise Rental 920-469-5262 or Airport National 933-739-2660.
  • Obtain Pre-Approval through UWGB Travel or Purchasing to confirm non-contracted vendor purchasing rules and obtain approval for rental
  • Purchase collision insurance for non-contracted vendor vehicles, no matter the vehicle size or type
  • Submit expense report with Concur Screen Shot attached that reflects the unavailability from a contracted vendor

Any rental outside of this process will not be covered by the University and subject to the employee’s personal liability insurance.

Personal Vehicle Use

Personal use of either a fleet (University owned) or rental vehicle is not allowed (except for incidental personal use as defined in the State Fleet Driver and Management Policies and Procedures manual). 

Incidental Use is defined as (activities necessary to sustain a traveler away from home such as dining within a reasonable distance.

Approved Use Examples

  • While in travel status, stops for Incidental Use activities necessary to sustain a traveler away from home such as dining within a reasonable distance, such as ATM or lunch.
  • Field Research under the supervision of a principal investigator.
  • Class related field trips that are for educational purposes and have on-site supervision by a UW authorized driver.
  • Volunteer program staff that are under the supervision and control of the University and that provide benefit to the University.
Inappropriate Use Examples
  • Individual research projects or course-work primarily for the personal benefit of a student working toward a degree.
  • Student field trips that do not have the approval of the faculty or advisor and/or are not class related.
  • Substantial or unreasonable personal use of a University vehicle while on University business may result in a decision that a driver was operating outside of the scope of their employment, thereby removing the University's liability protection in the event of an accident.
  • A person taking a fleet vehicle home more than once per month will have to reimburse the University for personal mileage.
  • Non-University passengers are not allowed.  In general, only employees, agents, and students are allowed to ride in University owned vehicles due to the additional liability exposure posed to both the University and the passenger.  Exceptions arise when transportation is necessary or convenient for individuals who are dealing directly with, or involved in, University business.
Student Driving
  • Students driving for University business (such as educational mission and/or outreach activities) that are under the direction and control of the University may be eligible for liability protection coverage.
  • Students must complete the Driver Authorization Process annually every September 1 to be provided coverage.
  • Other eligible student use may include:
  • Students may drive no more than 8 hours per day, with a required break after 4 hours unless sooner. A personal vehicle may not be driven more than 800 miles roundtrip.

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