Fleet Vehicle PolicyThe Driver Authorization process has changed effective August 21, 2008, please see instructions below.
Anyone driving while on State business must be an authorized driver. This policy applies whether one drives a fleet vehicle, a rental vehicle or a personal vehicle while on State business. An authorized driver is a state employee, University student, agent of the University (volunteers may fall in this category) or an approved independent contractor who has completed a Vehicle Use Agreement and meets Department of Administration (DOA) mandated minimum driving standards. You must be an authorized driver to reserve a fleet vehicle. Reimbursement for rental vehicles and personal mileage expenses incurred while driving on University business can be denied if the driver is not an authorized driver.
- All students and volunteers will be purged from the authorized driver data base on September 1 of each year. This includes student employees as well as students driving for student activities. All students and volunteers requiring authorization to drive on University business must submit a new Vehicle Use Agreement each academic year.
- Previously authorized faculty and staff will only have to submit a new Vehicle Use Agreement if they leave University employment and then return or if they lost authorization because they do not meet minimum driving standards.
- Only the following people may ride in a fleet vehicle or a vehicle rented through the State contract: State employees, University students, agents (volunteers could fall in this category), approved independent contractors and approved non-state employees on official State business. Note: approval must be obtained before a non-state employee on official State business rides in a fleet or rented vehicle.
- No personal use of fleet vehicle or contract rental vehicle (except for incidental personal use as defined in the State Fleet Driver and Management Policies and Procedures manual) is allowed. A person taking a fleet vehicle home more than once per month will have to reimburse the University for personal mileage.
- The State maintains mandatory vehicle rental contracts. Please contact Purchasing for additional information on mandatory vehicle rental contracts.
- Students or volunteers traveling on University business are not covered by Worker's Compensation Insurance. Therefore medical costs incurred as a result of an auto accident while traveling on University business will be the responsibility of the student or volunteer.
- If a trip is over 300 miles in one day, two drivers must be authorized and they shall change off driving.
- If a privately-owned vehicle is used, this vehicle must carry a minimum liability coverage of $100,000 per person, $300,000 total per occurrence, $50,000 property coverage, and must be in good mechanical condition; particular attention being paid to brakes, signal lights, and lights.
- 12-15 passengers vans may not be driven on University business.
Minimum Driving Standards – Individuals must meet the following minimum standards to be granted driver authorization:
Authorized drivers must have a valid driver license
Residents of Wisconsin must obtain a Wisconsin license within 30 days of establishing.
People with an out of country license (with the exception of Canada) must obtain a Wisconsin license if they want to drive a vehicle on University business.
Authorized drivers must have a minimum of two year’s driving experience.
Authorized drivers must be a minimum of 18 years of age.
Authorized drivers must have a motor vehicle driving record that meets DOA minimums. Authorization will be denied if driving record reflects any of the following:
Three or more moving violations, as defined by DOA, in the past two years.
An OWI or DUI within the last 12 months.
A suspended or revoked license.
Instructions for obtaining driver authorization
- Read through the statewide Fleet Driver and Management Policies and Procedures (DOA-3068P) at
- Click on the Vehicle Use Agreement link and follow instructions on submittal form.
- Out of state license holders must complete the Notarized Statement of Driving Record and submit with the Vehicle Use Agreement.
- Send or bring completed form to Christopher Paquet, CL 830 (ext. 2110) at least ten (10) working days prior to departure.
- Applicants who meet minimum driving standards and are approved to drive on University business will receive an e-mail notification.
Denial of this application is automatic when driver has:
- Three or more moving violations or at fault accidents in last two years
- An OWI or DUI driving violation within last twelve months
- Falsified statements of his/her driving record
- Less than two years driving experience
You can check online whether you or someone you supervise is an authorized driver. Use the Authorization Verification link to access the verification web page. Enter the driver's first and last name or email address and submit. The process will then search the database for an exact match. If it finds an exact match, a message will be displayed that this person is authorized to drive. If it doesn't find an exact match, it will ask you to check your spelling and re-submit. If you have problems verifying if someone is able to drive, please contact Christopher Paquet.
Campus Contacts for vehicle use issues:
|Insurance related issues||Christopher Paquet, firstname.lastname@example.org|
|Car rental issues||Tracy Van Erem , email@example.com|
|Travel reimbursement questions||Cheryl Pieper, firstname.lastname@example.org|
|Driver authorization Process||Christopher Paquet , email@example.com|
|Fleet vehicle reservations||Peggy Van Rixel, firstname.lastname@example.org|