How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison.
Also: how to search for authorized drivers and get trained to drive a passenger bus.
On this page
- Key tasks
- Become an authorized driver
- Volunteer driver authorization
- Search driver database
- Passenger bus or van drivers
- Pre-employment checks
- Travel reimbursement/expense policy
- Expiration, deactivation, and renewal
- Passengers in vehicles
- Vehicle use prohibitions/restrictions
- Policies and procedures
Be an authorized driver
Steps to complete to become an authorized driver at UW–Madison.
Search the driver database
View and confirm authorized drivers who have completed the authorization process.
Passenger bus or vans
Use a passenger bus for larger group transportation at UW–Madison.
Volunteer driver authorization
Eligible volunteers (see criteria above) who have a volunteer appointment letter may apply to become an authorized driver.
- Volunteers who have a NetID apply in the Enterprise Fleet Management System (EFMS).
- Volunteers who do not have a NetID must submit a paper or digital Vehicle Use Agreement. See the volunteer driver authorization form and instructions.
Search the authorized driver database
Use the Enterprise Fleet Management System (EFMS) website to view and confirm approved UW–Madison authorized drivers.
Log in and search the EFMS database
Once logged in, select Reports in the top menu, then select Driver Summary.
One may search by name or UDDS; however, the search will only return UW System drivers.
Passenger bus or van drivers
The University allows the use of 14-passenger buses for transportation of larger groups when necessary. See Transportation Services for more details on 14-passenger buses and reservation information.
All drivers of 14-passenger buses must be at least 25 years of age, have completed the appropriate bus-driver training course (see section below), and meet all other driver requirements.
Madison College offers 14-passenger bus training programs to UW–Madison drivers. See the Bus Training Instructions section below for schedule details. You may also find details for required refresher trainings in the Recertification section below.
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14-passenger bus training instructions
Madison College has released a Schedule of 14-passenger bus training classes which are available to UW–Madison drivers who may require training.
Instructions can be found on the Madison College Training Schedule and Registration guide (PDF).
These courses are not sponsored by UW–Madison therefore you must register directly with Madison College as instructed on the document. If you have any questions on registration, you may work directly with Madison College.
A bill will be sent to individual participants by Madison College once the course is completed, at the address provide during registration. Once paid, the cost of the training course may be eligible for reimbursement by your School/College/Division through the expense reimbursement process.
After successful completion of the course, Madison College will issue a 14-Passenger Bus Training Certification Card. Drivers shall provide certification of successful completion to Risk Management at firstname.lastname@example.org in order to update Enterprise Fleet Management System (EFMS) for reporting purposes. School/College/Division shall also maintain all Training Certifications in their applicable employee training record/file.
In the EFMS Reports section there will be a Y/N statement in the “certified van” column if a driver is approved to drive 14-passenger buses, (or historically vans) and a date when they completed the training in the corresponding column.
Drivers certified for 8-passenger sprinter vans (Athletics only), and those previously certified to drive 12/15 passenger vans, must be at least 25 years of age, have completed the appropriate driver training course, and meet all other driver requirements to drive these types of vehicles.
To maintain these certifications, drivers must take a refresher van driving course every three years or more frequently if required by their Supervisor. Refresher training may be completed through online courses.
An online course is available through Madison College, and the current cost is $11.55 per student. Please follow the instructions in the Madison College Van Driver Refresher Guide (PDF) to register. The cost of this refresher training course may be an allowable employment expense through the employee’s department.
Once the course is completed, the driver must provide certificate of successful completion to Risk Management at email@example.com in order to update Enterprise Fleet Management System (EFMS) for reporting purposes. School/College/Division shall also maintain all Training Certifications in their applicable employee training record/file.
In the EFMS Reports section there will be a Y/N statement in the “certified van” column if a driver is approved and a date when they completed the training in the corresponding column.
Recertification is not currently required for 14-passenger bus training.
12- or 15-passenger vans
The University no longer allows the use of 12/15 passenger vans, unless, with very limited exception, authorized in writing by UW–Madison Risk Management and appropriate campus Dean or Vice Chancellor. All requirements of UW System Administration (UWSA) and State of WI Department of Administration’s 12/15 Passenger Van policy (UWSA Policy 615, 6. A.I.b.) must be fulfilled before exceptions can be approved.
- Only properly trained and certified drivers will be considered for approval, in accordance with State of WI Department of Administration’s 12/15 Passenger Van policy (UWSA Policy 615, 6. A.I.b.)
- UW–Madison does not offer 12/15 passenger van training resources. UW System Administration or Madison College may have training programs available to drivers interested in becoming certified. If in the future sources become available, links may be posted here for reference.
- Note: The 14-passenger bus training program does not satisfy the 12/15 passenger van training requirement. You must complete a specific 12/15 passenger van training session.
You can request authorization to use 12-15 Passenger Van from Office of Risk Management by emailing the following information to firstname.lastname@example.org:
- A summary of the trip’s purpose and how it is necessary for the fulfilment of the campus unit’s mission.
- Name, title, and contact information of responsible campus staff member who will provide direction and supervision on the trip.
- Authorization letter and support of the 12/15 passenger van exception from the applicable School/College/Division’s (S/C/D) Dean or Vice Chancellor. See the note below* regarding damage financial responsibility acknowledgment by the S/C/D to be included in this letter.
- Details of requesting unit’s compliance with UWSA Policy 615, 6. A.I.b. including:
- Names and ages of proposed drivers
- Evidence of proposed driver’s fulfillment of UW-Madison driver authorization requirements
- Documentation of completion of appropriate 12/15 passenger training requirements for all proposed drivers
- Planned trip details related to the 12/15 passenger van utilization, including: trip origin and destination locations, number of days of planned use, number of travel hours planned per day, any off-road use, number of passengers, any external (non-UW) passengers planned, and all equipment to be stored inside the van.
- Name and contact details of the vehicle rental company, and rental agreement details (copy of proposed agreement including insurance coverage).
- *Note: if renting any vehicle outside the Big Ten contract, the requesting unit must secure and purchase all available insurance coverages from the rental agency. Any damage not covered by insurance (such as off-road use or other restrictions imposed by rental agency) will be the full financial responsibility of the requesting campus S/C/D. This includes any insurance coverage exclusions under the Big Ten Contract’s coverage.
- This financial responsibility acknowledgment must be included in the Dean/Vice Chancellor authorization letter. This is a very important consideration as there can be many insurance restrictions/exclusions with 12/15 passenger van rentals.
Departments needing to check an applicant’s driving record in pre-employment or post-offer situations will use the Pre-Hire Driver Authorization Check web form.
Expiration, deactivation, and renewal
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Expiration of driver authorization
Volunteer, Canadian, and out of state driver’s license holder authorizations will expire within one year of date of application. Drivers must sign a new Vehicle Use Authorization (VUA) with current valid information prior to the expiration date to renew their VUA.
All drivers holding a Wisconsin driver’s license are evaluated monthly and any individual no longer meeting the driver criteria will be deactivated with notification to employee and their supervisor.
It is the employing department’s responsibility to notify the Risk Management Office of terminated or retiring employees on a regular basis to remove them. Email these terminations to email@example.com.
The Driver Authorization Renewal “How To” Guide (PDF) provides instructions and guidance to applicants wishing to renew their Vehicle Use Authorization (VUA) and continue to their UW–Madison authorized driver status.
Passengers in vehicles
In general, only employees, agents, and students are allowed to ride in University/State owned vehicles. Exceptions to this rule arise when transportation is necessary or convenient for individuals who are dealing directly with, or involved in, University business. Passengers who are not employees, students or agents must have approval from the Office of Risk Management.
For guidance on passenger allowances in all vehicle situations, see information in the UW System Administrative Policy 615: Vehicle use and Driver Authorization.
Important – Vehicle use prohibitions/restrictions
Use of State of Wisconsin/Fleet vehicles is only allowed for university business purposes. Rental and personal vehicle usage: see important information on the Automobile Insurance page for coverage requirements for business versus personal use; also see UWSA Travel for further details and eligible renter requirements.
University of Wisconsin student drivers must meet the requirements of university business use as defined in UWSA Policy 616 in order to drive a State/Fleet vehicle or to utilize the State of Wisconsin/NASPO Hertz Rental Contract. Non-business use situations require the use of a non-university vehicle, such as personal vehicle or the Non-Business Use Big Ten Vehicle Rental Contract Option (requires purchase of insurance by driver). Student drivers must receive authorization from a campus official (supervisor, academic department, or administrative official) to qualify for University business use. Drivers renting a vehicle from UW Fleet will be required to document the name of the authorizing campus official through the Fleet Reservation System (document in the “Customer Comments” field) and/or at the Fleet counter prior to vehicle being released. In the event of an incident requiring response by State of WI insurance (liability or property) an investigation by State of WI Department of Administration to confirm valid business use will be conducted. Non-compliance with the policy will result in State of Wisconsin coverage denial and resulting in personal liability.
After reviewing the vehicle use against the UWSA Policy 616, methods of documenting business use by the applicable campus unit include:
- Evidence of Employment of the Student
- Volunteer Letter on file
- Authorization via email from Dean, Associate Dean, Director, Supervisor or their designee to the Student Driver.
Here is an example of what should be documented by the Schools, College, or Department (“S/C/D”) for each specific event/instance:
“UW-Madison Student [insert name], is authorized by [insert name, title, email of the campus official], of [insert campus S/C/D name], to drive fleet vehicle for [list purpose and date(s)]”
Please note: if a fleet vehicle is reserved for the usage, the information shall be updated and added within the Fleet Reservation System‘s Reservation Information section Customer Comments field.
If other documentation exists with the campus Schools, Colleges, or Departments as evidence of authorization (such as email direction, agreements, or other), that documentation may be utilized to aid in confirmation of business use. The information must be retained by the S/C/D and made available in the event of a claim or for audit purposes.
Questions on determination of business use may be directed to firstname.lastname@example.org.
Vehicle use restrictions
- Drivers are not permitted to use a state/fleet vehicle for a personal purpose. The only exceptions to this rule are incidental stops during authorized business use.
- Examples: stops at a restaurant for a meal, an Automatic Teller Machine (ATM) or financial institution, urgent care or emergency room, or a gas station / convenience store.
- Drivers should remember public perception of state employees is important and influenced by how and where the public sees state vehicles being used. Drivers should not make incidental stops at locations the public would perceive as inappropriate.
- Examples: gaming and sports venues, liquor outlets, and other locations where it is unlikely that any state business or allowable incidental use is involved.
- Drivers required to stay overnight(s) away from home may, with permission of their supervisor, use a state vehicle for the types of necessary activity that could be expected of a traveler away from home.
- Examples: evening use to go to a pharmacy, grocery, laundromat, fitness center, or other locations to purchase goods or conduct activities necessary for the employee’s health and well being.
The above guidelines also apply to use of personal and rental vehicles during business use. Operation of these vehicles outside of the above parameters would be considered personal use; State Self-Funded Liability Program excess automobile liability coverage is not extended in these situations.
All applicable rules of the road must be followed at all times for any University business purpose vehicle operation.
Policies and procedures
- UW System Administrative Policy 615 - Vehicle use and Driver Authorization
- UW System Administrative Procedure 615.A
- State of Wisconsin Fleet Driver and Management Policies and Procedures
- UW System Administrative Policy 616 - University of Wisconsin Student Drivers Under the State's Liability Protection