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.  

Authorized drivers 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.

When driving a University owned vehicle, carry the following documents:

• Liability Protection Letter (pdf)
• Driving Q&A Reference (pdf)
• Vehicle Incident Report (doc)
• Vehicle Accident Glass Repair Instructions (pdf)

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 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.

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. For other uses, refer to System Policy 615 Vehicle Use and Driver Authorization for guidance. To become authorized, the following must occur:

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.

UW Student Drivers Policy

Driver Disqualification

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.

Maintain Driving Record Standing

Once you're authorized to drive as an employee, 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.

Student authorizations must be completed annually. All authorizations will be purged from the authorization list on August 31 of the academic year. Every September 1, students must re-submit the Vehicle Use Agreement to renew their authorization.

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:

• University Police at 920-465-2300 (if on campus)
• Your Supervisor/Manager
• University Risk Management at 920-465-2781 or maines@uwgb.edu
• Rental Vehicle Supplier (noted on your rental agreement)

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.