Driver Authorization

In order to be covered by the State's Liability Protection while driving on university business, all UW-Madison Faculty, Staff, Student, LTE and Volunteer drivers must be approved through Risk Management, prior to departing on university business. Regardless of whether you are driving your personal vehicle, Car Fleet or DOA vehicle, or rental vehicle, all potential drivers must complete the appropriate driver authorization request form.

PLEASE NOTE:  Effective 12/1/2010 WI law forbids texting while driving.  You may not text while driving a state owned vehicle.
While driving for business in any vehicle (state owned, rental, or personal vehicle), it is best to pull over, safely and then use the cell phone for texting or for other uses, including making phone calls.

Once approved to drive, all approved drivers will be listed on the Approved Driver Database. Risk Management does not notify drivers of approval; drivers need to check the website.

General Rules
Students
Faculty/Staff
14 Passenger Bus


NOTARY STATEMENTS: If you need a Notary and are unable to find one, you can make an appointment with Debbie Beich or Margaret Hoffman for that service.

 

GENERAL RULES FOR ALL POTENTIAL DRIVERS:

  • One of the purposes of your signature on the request form is to acknowledge that the driver has reviewed and understands the Fleet Driver Policies and Appendix and UW-Madison Fleet Rules and Regulations.
  • Be aware that the University's Authorization Requirements are stricter than DOA.
  • Processing of driver authorizations takes 10 working days from the date received in our office. Due to the volume of driver authorization requests, we cannot do rushes.
  • If not approved, the requesting driver and department will receive an e-mail rejection from our office.
  • Other than Canada, we cannot accept licenses from outside the country. Individuals will need to contact the Wisconsin Department of Motor Vehicles to obtain a Wisconsin driver's license before being authorized to drive.
  • 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.
  • 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.

STUDENTS:

  • 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.
  • If the driver has an out-of-state license, or a Wisconsin license for less than 3 years due to being licensed out-of-state, the driver must complete a Notarized Statement of their driving record and have the form notarized, before submitting it along with the appropriate application.
  • All students should watch the 4 YouTube videos, which applies specifically to UW-Madison. There is also a two-page test of knowledge that departments should consider requiring before siging the authorization request.

FACULTY AND STAFF:

WISCONSIN LICENSE HOLDERS ONLY
2 years experience minimum in Wisconsin and never licensed anywhere else
OR
Last 3 years licensed in Wisconsin
Apply by clicking: Wisconsin Only Vehicle Use Agreement

  • If the above box does not apply, Faculty and staff must complete a Vehicle Use Agreement. Specific information regarding the process for authorizing faculty and staff is available in the Faculty/Staff guidelines.
  • If the driver has an out-of-state license, or a Wisconsin license for less than 3 years due to being licensed out-of-state, the driver must complete a Notarized Statement of their driving record and have the form notarized, before submitting it along with the appropriate application.

FAQ's

14 PASSENGER BUS DRIVER:

  • Drivers of 14 passenger busses are required to attend a driver training course. For course information see 14 Passenger Bus Driver Training . There is no allowable use of 12/15 passenger vans.