Driver Authorization and Vehicle Use

Keep in mind

*PLEASE NOTE THAT OUT OF STATE DRIVERS MAY SUBMIT EITHER A DRIVER'S ABSTRACT OR A NOTORIZED STATEMENT. IN BOTH CASES, A COPY OF YOUR DRIVER LICENSE MUST ALSO BE INCLUDED. SEE DRIVER AUTHORIZATION PROCESS BELOW FOR MORE DETAILS*

The purpose of this information is to provide the UW-Eau Claire campus with procedures regarding driving requirements that must be met prior to being authorized to use: a State/University owned, leased, rented or personally owned vehicle on university business.

It is critical to remember that driving any vehicle on university business is not a right but a privilege. Vehicle use entails a wide variety of related issues which affect the liability, property and workers compensation experience of the university.

It is appropriate to drive when the purpose of the trip fits the mission of the university or official university business is carried out as a result of the trip. Anyone driving on state business must be an active officer, employee, currently enrolled student, or specified volunteer or agent. It is required that a valid relationship between the university and the driver be in place prior to being authorized to drive on behalf of the university.

The Enterprise Fleet Management System is not used to rent vehicles. It is, instead, used to electronically store Vehicle Use Agreements (VUA) needed for driving on university business. UW-Eau Claire does not currently have or use fleet vehicles. Please see the UW-Eau Claire travel page for information on vehicle rentals: https://www.uwec.edu/ask/travel/

By requesting to be an authorized driver, the driver is agreeing to inform their supervisor and the UW-Eau Claire Risk Management and Safety office whenever any negative change in the status of their driving record occurs. Any negative change in the status of one's driving record may result in the revocation of the privilege of driving on university business. The State of Wisconsin Fleet Policies and Procedures are to be reviewed prior to granting authorization.

Please Note:

  • 12/15 passenger vans are banned from use, as directed by the Chancellor's Office.
  • All student and out-of-state driver* authorizations expire yearly on May 31st.
  • Driving in other countries (including Canada): Contact Risk Management and Safety at askcenter@uwec.edu

 * Out-of-state driver refers to any student, faculty, or staff with an out of state driver’s license.

  • Must have a valid operator's license. (New residents to Wisconsin must obtain a WI driver's license within 60 days of residence; 30 days if the person holds a CDL.)
  • Must have a minimum of two years licensed driving experience (not including instructional experience).
  • Must be eighteen (18) years of age.
  • Three or more moving violations and/or at-fault accidents in the past two years.
  • An Operating While Intoxicated (OWI)/Driving Under the Influence (DUI) citation within 12 months.
  • Expired license.
  • Suspension or revocation of driver's license.
  • Possession of an occupational license only.
  • Less than two years driving experience.
  • License reinstated for less than one year.

Automated email notification of a denial will be made to both the driver and supervisor/faculty member.

 *** All student and out-of-state driver authorizations expire yearly on May 31st ***

Processing time may take up to 10 days. Please call the ASK Center for more information at 715-836-3131.

All active officers, employees, currently enrolled students, or specified volunteers or agent​s traveling (or driving on university business) must:

1. Have the following information ready prior to completing your VUA:

    • UWEC Username and Password.
    • Driver's license number.
    • Your supervisor's name and email address.
    • Your departments UDDS code (see step 9).
    • If you have an out-of-state driver's license or have less than 2 years driving experience with a Wisconsin license; you must upload a notarized statement OR driving abstract from the state it was issued and a copy of the front and back of your current and valid driver’s license. 
      • Notarized statements are free and can be downloaded HERE. These can be notarized at US Bank in the Davie's Center, your local bank, or courthouse at no cost.
      • ​​Driver abstracts may be obtained from your state's Department of Motor Vehicles Office (DMV).
      • Driver abstracts, notarized statements and driver’s license (front and back side) save and attach to Step 8 of these instructions.

2. Complete the electronic VUA online https://fleetportal.wi.gov.

3.  If you get a similar screen to this, select “click here”

4. Select “UW” for type of employee and then “Logon”.

5. Select “UW Eau Claire” for UW Campus and then “Logon”.

6. Enter your Username and Password and select “Log In”.

7. If you get a screen with different boxes  select “Vehicle Use Agreement” under "New Fleet Driver"

8.  If you have an Out-of-state driver's license or have less than 2 years driving experience with a Wisconsin license; you must upload a driving abstract or notarized statement and a copy of the front and back of your current and valid driver’s license at this step. 

  • If you are having problems attaching these documents or do not have access to a scanner (pictures are ok), these can be emailed to whitcojl@uwec.edu or dropped off in the ASK Center in Schofield 230. Office hours are Monday through Friday from 7:45am to 4:30pm.

9. Please complete all fields. Make sure that you have “UW EAU CLAIRE” selected for the “UW Campus” field. Then, type "UC" in the box and click the drop-down arrow. This will give you a listing of the UDDS codes to select from. Please select the UC code that makes the most sense. If you don’t know, ask your department or select “UC990000”.

10. Your supervisor will receive email notification when you have completed the Vehicle Use Agreement and when it is approved.

If you have any questions, please contact Jamie Whitcome at:

Email -  WHITCOJL@UWEC.EDU

Phone - 715-836-4285

Detailed sign-up instructions

1. Go to: https://fleetportal.wi.gov

2. Select “UW” for type of employee and then “Logon”.

3. Select “UW Eau Claire” for UW Campus and then “Logon”.

4. Enter your Username and Password  

5. At the top of the screen, select “Reports” and then “Driver Summary”.

6. Enter the name in the search field and select “View Report”. If you have been approved, you will see “Yes” for “Active” and “Approved” for “Status”. If you have not been approved, you will see “No Data Available”.

VUA’s expiring for students, volunteers, and out-of-state drivers:

  • Wisconsin drivers – just send an email to Jamie Whitcome at whitcojl@uwec.edu and I will just run your driver’s license again. (All student VUAs expire yearly on May 31st)
  • Out-of-state drivers* – Please complete a new notarized statement and email to whitcojl@uwec.edu (along with a copy of the front and backside of your license) or stop by the ASK Center in Schofield 230.

No need to complete the electronic portion of the VUA a second time.

* Out-of-state driver refers to any student, faculty, or staff with an out of state driver’s license.

When driving a personal vehicle on university business:

  • The vehicle owner's personal coverage (insurance) is primary.The vehicle owner should contact their personal insurance company to determine how coverage will be applied for business use of their vehicle. 
  • Drivers require a valid driver's license.
  • Must have an active/approved electronic Vehicle Use Agreement (VUA) on file prior to departure. 
  • Drivers must be in compliance with any restrictions associated with that license when operating their personally owned vehicle on University business.
  • The State liability protection applies on an excess basis only and does not provide coverage for non-university vehicles.
  • Institutions may specify other requirements to use personally owned vehicles on University business and are responsible for communicating these requirements to those affected and the UWEC Risk Management and Safety Office.
  • Coverage (insurance) is restricted to our University Self-Funded Liability Program.
  • Must have an active/approved electronic Vehicle Use Agreement (VUA) on file prior to departure. 
  • Ensure an vehicle accident kit is enclosed in the glove compartment prior to departure. 
  • Non-employee and non-agent passengers are not allowed to ride in vehicles being used on university business due to the additional liability exposure which they pose. 
  • University Owned Vehicle – In the event of an accident call the appropriate police department. Check the glove box for a vehicle accident kit and follow the instructions.

Notify the Risk Management and Safety as soon as possible. Complete the Vehicle Accident/Incident Report Form. Submit the form to Risk Management and Safety located in the ASK Center Schofield 230.

Volunteer drivers are those who are volunteering to drive for university business and who do not have a UWEC username and password.

Please email Jamie Whitcome or call 715-836-4285 to obtain the “Volunteer Vehicle Use Agreement Form”.

Examples of appropriate use of a university owned, leased, rented, or personal vehicle are:

  1. Field trips that are for educational purposes and have on-site supervision by a UW-Eau Claire employee.
  2. Education programs that require training to be taken outside of the Eau Claire area and are course-required. (This would not include students who are required to train at some other site all day, i.e. student teaching, internships and coops).
  3. Business errands for a department.
  4. Conferences, meetings, events which are university-related.
  5. Research under the direct supervision of a principal investigator or instructor, (Note #1 below for exceptions.)
  6. Volunteer programs that are under the direct supervision of the university, the program provides substantial benefit to the university, and where an agent agreement has been approved by Risk Management and Safety.
  7. Student organization trips when the purpose fits the mission of the University.

Examples of inappropriate use of a university owned, leased, rented, or personal vehicle are:

  1. Individual research projects or course work primarily for the personal benefit of a student working toward an undergraduate or advanced degree.
  2. Field trips that do not have on-site supervision.
  3. Fraternity or Sorority business trips.
  4. Student organization trips that are not related to the mission of the university.

Agents: Students and volunteers who have been approved by the University to drive on University-sponsored business.

Authorized Driver: University officers, employees, and agents that have a Vehicle Use Agreement application on file and are approved to perform University business as described in section 6.A of this policy.

University Vehicle: A University owned, rented, or leased vehicle.

If you have any questions, please contact Jamie Whitcome.

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