Original Issuance Date: October 31, 2016
Last Revision Date: October 28, 2026
1. Purpose of Procedures
Only an authorized driver can operate a vehicle on behalf of the Universities of Wisconsin (UW). These procedures outline how a state officer, employee, or agent can become an authorized driver.
2. Responsible UW System Officer
Director of Risk Management
3. Definitions
Agent: An individual meeting the definition of agent of the state under Wisconsin law, including appointed volunteers and students in certain situations, see Guidelines for Students Driving Universities of Wisconsin Vehicles.
Authorized Driver: State officers, employees, and agents, that have met the requirements outlined in UW System Administrative Procedure 615.A, Driver Authorization Process and Requirements.
4. Procedures
A. Submission of a Vehicle Use Agreement (“VUA”)
A state officer, employee, or agent seeking to be an authorized driver must:
- Read the Department of Administration Fleet Driver and Management Policy and Procedures Manual, with the understanding that UW policies and procedures can be more restrictive.
- Read the SYS 615, Vehicle Use and Driver Authorization Policy.
- Read and understand institution specific policies and procedures related to this topic. Individuals can contact their institution’s risk management office for this information.
- Submit a completed VUA through their institution, where they agree to follow and comply with the Department of Administration Fleet Policy and Procedures Manual and SYS 615, Vehicle Use and Driver Authorization Policy.
B. Review of Driving Records Against Driving Standards
Upon receipt of a submitted VUA, the UW shall review the applicant’s VUA and driving record to ensure that the applicant:
- Properly completed the VUA and answered all questions.
- Has a valid driver’s license from a U.S. or Canadian jurisdiction (e.g. not suspended or revoked). Licenses from other jurisdictions will not be accepted.
- Has a minimum of two years licensed driving experience. Two years of licensed driving experience must include time spent driving with a probationary license and international license but must not include experience with a learner’s permit.
- Is at least eighteen years of age.
- Does not have three or more moving violations and/or at-fault accidents in the past two years. A traffic violation occurs when the citation is issued, not when the final court decision is made.
- Does not have an Operating While Intoxicated (OWI), Driving Under the Influence (DUI), or Blood Alcohol Content (BAC) violation within the past year.
Any applicant who fails to meet these requirements will have their VUA denied. An applicant’s supervisor may submit an appeal to any denial which will be reviewed by the institution’s risk manager. University risk management may consult with their Fleet Manager or University of Wisconsin System Administration Risk Management as necessary. Copies of all appeals decisions will be maintained in the Enterprise Fleet Management System.
For Wisconsin licenses, this review will be conducted through the Public Abstract Request System (PARS). For out-of-state licenses (US and Canada), methods will vary based on the jurisdiction.
C. Notification of Approval or Denial
After reviewing the applicants driving record and VUA, the UW will notify the applicant if their application has been approved or denied, and if approved the length of time that they will be an authorized driver if an expiration date applies.
D. Ongoing Review
Authorized drivers must have their driving records reviewed on an annual basis, or more frequently based on institution needs. This review must include all the standards listed above for new applicants. Any authorized driver who no longer meets these standards must have their VUA revoked and will be notified that they are no longer an authorized driver until all the standards have once again been met.
Universities have the ability to revoke an individual’s status as an authorized driver at any time for any reason.
E. Requesting a New VUA after Expiration
Approved VUAs may expire based on institution needs. Once a VUA expires, individuals must submit a new application for approval to maintain their authorized driver status.
5. Related Documents
UW System Administrative Policy 615, Vehicle Use and Driver Authorization
UW System Administrative Policy 405, Universities of Wisconsin Travel and Expense Policy
Section 895.46, Wis. Stats., State and political subdivisions thereof to pay judgments taken against officers.
Vehicle Use and Driver Authorization Pages by Institution
Department of Administration Fleet Driver and Management Policies and Procedure Manual
6. History
Revision 2: October 28, 2026
Revision 1: June 7, 2022
First approved: October 31, 2016*
*Previously part of UW System Risk Management Manual (Part 7 – Vehicle Programs, Vehicle Use and Driver Authorization)