The following is relevant to all UW–Madison faculty, staff, and students driving a Fleet, rental, or personal vehicle for university business purposes.
UW–Madison Office of Risk Management is pleased to announce updates to the Driver Authorization process. Effective February 17, 2025, UW–Madison will transition standard processing of Vehicle Use Agreements (VUA) to Universities of Wisconsin (UW) Shared Services.
With this transition, campus will benefit from process enhancements for obtaining out-of-state motor vehicle records for applicants. Of note: Most individuals will no longer be required to obtain out of state driver records, thus saving valuable work time.
Drivers licensed in the State of Wisconsin for at least two (2) full years will continue to submit their Vehicle Use Agreements in the Enterprise Fleet Management System (EFMS) in the same manner. UW Shared Services will now process and communicate with the driver and their supervisor about the application, including requesting additional information and notifications on approvals or denials.
For more information on the Driver Authorization process, becoming an authorized driver, checking the Fleet database for drivers, and Vehicle Use Agreement submission, please visit the Driver Authorization web page.
New for out-of-state license holders
Faculty, staff, or students who currently hold — or held in the most recent twenty-four months — an out-of-state driver’s license will no longer be required to obtain and submit their driving records with their application.
Enhancements to the process
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- UW Shared Services will utilize the HireRight system to assist drivers in obtaining an out-of-state driving abstract/motor vehicle record.
- Note: Drivers holding a Canadian or other US Territorial license will still need to obtain and submit their driving records with their application.
- After submitting the VUA in EFMS, drivers will receive an email from HireRight with instructions on how to authorize HireRight to obtain their driving record.
- The HireRight email will include links for entry of the driver’s personal information (address, driver’s license number, etc.) into the HireRight system.
- The link only remains active for FIVE (5) days, and if there is a delayed or no response from the driver, their application may be denied.
- If denied, the driver is required to reapply and go through the process again.
- UW Shared Services will utilize the HireRight system to assist drivers in obtaining an out-of-state driving abstract/motor vehicle record.
UW–Madison Office of Risk Management will continue to manage exceptions, appeals, volunteer appointment letters, and other non-standard Driver Authorization circumstances and inquiries.
All other Driver Authorization policies and procedures will remain in place, with additional support from UW Shared Services partners, who can be contacted at serviceoperations@support.wisconsin.edu.
Questions about this transition can be emailed to driverauth@bussvc.wisc.edu.