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Vehicle Use on University Business

Any employee, student or volunteer operating a vehicle for University business is required to become an Authorized Driver while operating state or University owned or leased vehicles, rented vehicles or personal vehicles. You are not eligible for the University's liability coverage until you have been approved through the Driver Authorization Application process.  

All University owned vehicles must carry a Liability Protection Letter, Driving Q&A Reference Guide, and Vehicle Accident Glass Repair Instructions.  For copies, make a request to maines@uwgb.edu.

Vehicle Use Rules

See Vehicle Use Rules (pdf)                                    UW System Vehicle Use Policy

Approved Use ExamplesInappropriate 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.












  • 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 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.

Driver Authorization Process

Coverage under the University's liability protection only applies to people who complete the driver authorization process and are acting within the scope of your employment or other use approved by the University. To be eligible, you must meet the minimum requirements to qualify for authorization. It remains the discretion of the Risk Manager to grant authorization. To meet the minimum requirements, you must:

  • Complete the Driver Authorization Application
  • Have a valid operator's license
    • Residents of Wisconsin must obtain a Wisconsin license within 30 days of establishing residency.
    • Individuals with an out of country license (except for Canada) must obtain a Wisconsin license if they want to drive a vehicle on University business.
  • Have two years licensed driving experience (not including instructional experience)
  • Be 18 years of age, and
  • Maintain a good standing driving record.

Authorization will be denied if driving record reflects any of the following:

  • Three (3) or more moving violations or at-fault accidents in the past two (2) years.
  • An Operating While Intoxicated (OWI), Driving Under the Influence (DUI) or Blood Alcohol Content (BAC) violation within the last 12 months.
  • License has been reinstated for less than one (1) year after revocation.
  • An expired, suspended or revoked driver's license.
  • Possession of an occupational license only

Students

Students driving for University business such as educational or outreach activities, institutional governance activities or transportation of student athletic teams are eligible for coverage. To become authorized, you must:

  1. complete a Student Driver Authorization Request Form to document business purpose and supervisor name
  2. your Supervisor will approve your request
  3. upon approval, you'll be emailed instructions and a link to complete a Driver Authorization Request through the Enterprise Fleet Management System.

You may be requested to provide additional information; failure to complete within 14 days will result in your application being deactivated. Students eligible to drive for University business must complete this process annually by September 5.  All authorizations will be purged from the authorization list on August 31 of the academic year.  

Faculty & Staff

Faculty and staff driving for the University must also have a Driver Authorization in place in order to be covered under the University's liability.  Otherwise, your personal auto liability coverage applies. 

Complete a Driver AuthorizationVerify an Authorized Driver
  1. Access the Enterprise Fleet Management System.
  2. Select the "UW" employee type and the "UW Green Bay" campus.
  3. Log in with your UW-Green Bay account. 
    • Volunteers without a University login are not able to access this system. Email vaneremt@uwgb.edu for a Volunteer Vehicle Use Agreement.
  4. Select Vehicle Use Agreement under New Fleet Driver Section and follow instructions to submit.
  5. Enter required information:
    • Driver's License Number
    • Supervisor Name and Email
    • UDDS Code for your Department (e.g. UD000000). First, select "UW GREEN BAY" from the UW CAMPUS pick list. Then, click into the text box and type the letters UD followed by the six digits of your UDDS. Click the search icon, and the drop-down box will open and highlight your code. Click on the code to populate the field. If you need a code, ask your supervisor or obtain by searching the listing of codes or email vaneremt@uwgb.edu.
  6. Out-of-state license holders need to upload a PDF copy of their driving abstract/driving record and a legible copy of their license (front and back) via the portal. 
    • Obtain driving records from the applicable DMV of the respective state. 
    • We only require the non-certified copy and recommend obtaining records directly from respective state’s DMV; commercial sites are acceptable if all details are provided.

All authorizations require supervisor information and/or out of state driving abstract attachments and will not be processed without it.  Applicants and supervisors will be notified of approval or denial within 10 business days via email.

  1. Access Enterprise Fleet Management System
  2. Select the "UW" employee type and the "UW Green Bay" campus
  3. Log in with your UW-Green Bay account
  4. Select Reports in the top menu, then select Driver Summary
  5. Enter a Name or UDDS, then select View Report
  6. Authorized Drivers will have:
    • Active = Yes
    • Status = Approved

































Maintain Driving Record Standing

Once you're authorized to drive for the University, the authorization will continue as long as you're employed by UW-Green Bay and maintain an appropriate driving record. The Wisconsin Department of Administration conducts an annual driving record review of all University employees who have submitted a Vehicle Use Agreement.

If you no longer meet the standards, your agreement is suspended. That means you're no longer covered under the University's liability protection, and any use is not approved and solely under your personal auto coverage.

Authorized Drivers are required to maintain a valid driver license in good standing to maintain authorization. Report immediately to Risk Management if anything happens that would negatively affect minimum driving requirements.

What to Do If an Accident Occurs

In the event of an accident or sustained vehicle damage while driving a vehicle for University business, the driver must immediately report the accident to the following:

Fill Out Vehicle Incident Report (doc)

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.

Sandi Maine-Delepierre

Ask an Expert

If you have questions about vehicle use on university business, get in touch with Sandi Maine-Delepierre, Records Officer, at maines@uwgb.edu or 920-465-2781.

Email Sandi