How to become an authorized driver, allowing employees to drive for business purposes at UW–Madison.
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Volunteer driver authorization
Eligible volunteers (see “Required criteria” section 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). A copy of the volunteer appointment letter must be emailed to driverauth@bussvc.wisc.edu at the time of your electronic Vehicle Use Agreement submission.
- Volunteers who do not have a NetID must submit a paper or digital Vehicle Use Agreement. See the volunteer driver authorization request 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. Note: towing/trailering with a 14-passenger bus is prohibited.
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.
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14-passenger bus training requirements
Please contact Office of Risk Management at driverauth@bussvc.wisc.edu to understand availability of 14 Passenger Bus training options.
Certificates
Drivers shall provide certification of their successful completion of 14-Passenger Bus Training to Risk Management at driverauth@bussvc.wisc.edu; Risk Management will update the Enterprise Fleet Management System (EFMS). School/College/Division shall also maintain all Training Certifications in their applicable employee training record/file.
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. Anderson 360 is a training resource which may offer onsite training. All arrangements and fees associated with the training are the full responsibility of your department. Contact Office of Risk Management at driverauth@bussvc.wisc.edu with any questions.
- Towing/Trailering with a 12-15 passenger van is prohibited.
- 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 driverauth@bussvc.wisc.edu:
- 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.
Recertification
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.
Please contact Office of Risk Management at driverauth@bussvc.wisc.edu to understand availability of 12/15 passenger van refresher training options.
Certificates
Drivers shall provide certification of their successful completion of 12/15-Passenger Bus Training to Risk Management at driverauth@bussvc.wisc.edu; Risk Management will update the Enterprise Fleet Management System (EFMS). School/College/Division shall also maintain all Training Certifications in their applicable employee training record/file.
Pre-employment checks
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
Volunteers and those holding a Canadian, US territorial, or out-of-state driver’s license will be authorized for up to one year. Drivers must sign a new Vehicle Use Authorization (VUA) with current valid information prior to the expiration date to renew their VUA. Volunteers must contact their supervisor to assist them with completing the proper forms.
All drivers holding a Wisconsin driver’s license are evaluated monthly.
Individuals no longer meeting the driver criteria will be deactivated, with notification sent to the employee/volunteer/student and their supervisor.
Driver deactivation
It is the employing department’s responsibility to notify Risk Management of terminated or retiring employees on a regular basis, so they can be removed. Email these terminations to serviceoperations@support.wisconsin.edu.
Renewal
Drivers will need to submit a new Vehicle Use Authorization (VUA) to continue UW–Madison authorized driver status. See the Become an Authorized Driver section of this webpage for instructions and guidance.
Passengers in vehicles
Per State of Wisconsin Department of Administration (DOA) and Universities of Wisconsin policies only employees, agents, and students are allowed to ride in University/State owned vehicles. No other external passengers are allowed in University/State owned vehicles.
Rare exceptions to this rule arise when transportation is necessary for individuals who are dealing directly with or involved in official University business, and no other reasonable transportation is available or the transportation arrangement is most practical for University business purposes. Such exceptional use of a University-owned vehicle is limited to travel within the State of Wisconsin. Passengers in University/State owned vehicles who are not employees, agents, or students, must have written approval in advance from the Office of Risk Management. Exception requests with detailed University business justification must be submitted to driverauth@bussvc.wisc.edu at least 10 business days prior to the trip.
For guidance on passenger allowances in all vehicle situations, see information in the UW System Administrative (UWSA) Policy 615 – Vehicle use and Driver Authorization. Options may include renting a vehicle via the Big Ten Contract or utilizing your personal vehicle. See the Automobile Insurance webpage for information on using a personally owned vehicle for University business.
Reminder: all drivers for University business purposes, regardless of the vehicle utilized, must be driver authorized in advance of vehicle use.
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.
Student drivers
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 driverauth@bussvc.wisc.edu.
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.
- Drivers are only allowed to tow/trailer with a vehicle (fleet, rental, or personal):
- when necessary for university business purposes,
- only if using an appropriately rated vehicle,
- if drivers are verified by Fleet Manager as trained in trailering utilization (see DOA Trailer Training Guidelines), and
- if they obtain proper prior approval from the UW–Madison Fleet Manager (contact UW Fleet for trailering approval).
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
Contact
Risk Management
21 N. Park Street
Madison, WI 53715
Note – Please contact the email address with questions and/or to schedule an in-person meeting. Advanced meeting scheduling is necessary in order to meet with Risk Management staff; drop-in appointments are not available.
Driver Authorization
serviceoperations@support.wisconsin.edu
driverauth@bussvc.wisc.edu