Driver Authorization

In order to be covered by the State's Liability Protection while driving on university business, all prospective drivers must complete the appropriate driver authorization request form.

  • Processing of driver authorizations takes 10 working days from the date received in our office. Due to the volume of drivers we can not honor rush's.
  • Faculty and staff must complete a Vehicle Use Agreement. This form indicates that the driver has received and understands the Fleet Driver Policies and Appendix and UW-Madison Fleet Rules and Regulations. A check of your motor vehicle record will be made. Be aware that the University's Authorization Requirements are stricter than those of DOA. Once approved to drive, employees will be listed on the Approved Driver Database. Specific information regarding the process for authorizing faculty and staff is available in the Faculty/Staff guidelines.
  • Students, LTE's and volunteers must complete the Student, LTE, & Volunteer Driver Authorization form. Again, a check of your motor vehicle record will be made and, if approved, the drivers name will be listed on the Approved Driver Database. Specific information regarding the process for authorizing students is available in the Student/Volunteer Guidelines.
  • In both cases, if the driver has an out-of-state (or country) license, or a Wisconsin license for less than 3 years, the driver must complete a Notarized Statement of their driving record and have the form notarized, before submitting it along with the appropriate application.
  • Due to the State's increasing scrutiny of driver qualifications, UW System will no longer accept driver licenses from other countries, Canada excepted. Individuals will need to contact the Wisconsin Department of Motor Vehicles to obtain a Wisconsin driver's license before being authorized to drive. From this point forward, we can only accept licenses from the US, it's territories, and Canada.
  • Group Travel: When using multiple fleet vehicles to travel to one destination, DO NOT drive the vehicles in a single file 'convoy'. Often, the fleet has experienced 'double damage' due to two fleet vehicles being involved in a collision with each other. This also makes it very difficult for a group to continue travel if that is desired after a collision. Always maintain adequate following distance to all traffic based on conditions; never drive fleet vehicles so close together that other traffic is unable to merge and flow in between. A group that attempts to drive in a convoy will foster the impulse for reckless or overly aggressive driving and road rage in order to prevent other traffic from disrupting the convoy, and needlessly risk the lives and property of vehicle occupants. This is not permitted.
  • When hiring for a driving position, please fill out a Pre-Hire Driver's License Check form. Risk Management will do a license check and respond before the employee is hired. This process applies to Wisconsin licensees only.

If not approved, the requesting department will receive an e-mail rejection from our office.


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