Driver authorization

Any person (employee, student, volunteer) who will be driving a vehicle (personally owned or rented) on University business must be authorized to drive.

To become an authorized driver, review the Driver Authorization Policy and complete a Vehicle Use Agreement (VUA). The VUA was formerly referred to as the Driver Authorization Form.

Employees and students must complete an electronic VUA by logging into the Wisconsin Department of Administration VUA Sign-up Portal. Volunteers must complete a paper VUA.

PURPOSE
The Wisconsin Department of Administration (DOA) has enacted regulations which require the drivers of state‐owned vehicles to be qualified based on their age, driving experience and driving record. The UW System has expanded this policy to include all drivers of personally owned vehicles, as well as leased and rental vehicles while on University business. See Universities of Wisconsin Vehicle Use and Driver Authorization Policy. Due to the substantial risk associated with allowing unauthorized drivers to drive vehicles on university business, DOA regulations and UW System policy require the completion of a Driver Authorization form.

POLICY
Prior to operating any vehicle on University business, a Driver Vehicle Use Authorization (VUA) Application shall be completed. This applies to all students, LTEs, employees and other agents whose job requires or provides them the opportunity to drive any vehicle, including a personally‐owned vehicle, on University business. This form shall be renewed every year by students, non‐employee agents and drivers with out‐of state driver licenses and there is no renewal requirement for non‐student employees with Wisconsin driver licenses. Applicants should allow at least three weeks processing time from the date the form is submitted to the proposed travel date. The supervisor will be notified within 5 days of the receipt of the driving record whether or not that driving record qualifies the individual to drive on University business based on the standards set forth in the DOA’s Policies and Procedures.

Drivers with out‐of‐state driver licenses must also complete the Notarized Statement of Driving Record form that verifies that the driver has a qualifying driving record. Like the Driver Authorization Application, this form shall be submitted to Business Services.

Qualification Requirements
The minimum requirements for an individual to drive a vehicle on University business are as follows:

1. Must have a valid operator’s license.
2. Must have a minimum of 2 years licensed driving experience.
3. Must be eighteen (18) years of age.
4. Cannot have 3 or more moving violations or “at fault” accidents within the 2‐year period prior to the date of the Driver Authorization Application or within 2 years of being authorized.
5. Cannot have an OWI (operating while intoxicated) or DUI (driving under the influence) violation in the past year.
6. Driver license must have been reinstated for one year or more after revocation.

Enforcement
It is the responsibility of the Supervisor approving the use of a vehicle on University business to ensure that the driver has a current Driver Authorization Application on file. If a current Driver Authorization Application is not on file, a driver of a personally‐owned vehicle or a personally‐financed rental vehicle on University business may not be reimbursed for vehicle‐related expenses. A driver who rents a vehicle for University business using a University Procurement Card who does not have a current Driver Authorization Application on file could be subject to the revocation of the University Procurement Card and/or be asked to reimburse the University for the vehicle‐related expenses.

Business Services will maintain information on the drivers who have completed the Driver Authorization Application. Access to the information will be limited to those individuals who require it for renewal and/or enforcement purposes and the information available shall not exceed that which is necessary for these purposes.

Employees and Students

1. Review the Driver Authorization Policy.
2. Complete an electronic Vehicle Use Agreement (VUA) VUA Sign-up Portal. Select UW and then Select La Crosse. Enter your log in credentials when prompted. Select 'Vehicle Use Agreement' within the New Fleet Driver tile and enter the following information:
   
   • Date of Birth
   • Email
   • Driver’s license number and state
   • Supervisor’s name and email address
   • UDDS code for your department includes UE followed by the six digits (e.g. UE######)
   • Out-of-state license holders must upload a Notarized Statement of Driving Record or a copy of your drivers abstract from your state's Driver and Vehicle Services office.
3. Supervisors will receive an email notification from noreply@wisconsin.gov, stating that a VUA has been completed. (Please note: if the application does not list an advisor, a notice will not be sent to a supervisor.)
4. Business Services reviews the applicant’s driving record to determine if the applicant’s record qualifies them to be an authorized driver.
5. Business Services contacts the driver’s supervisor if the application will not be approved and provides guidance on the possibility of becoming authorized in the future.
6. noreply@wisconsin.gov sends an email notification to those drivers (and their supervisors) whose applications have been approved.

Volunteers

1. Review the Driver Authorization Policy.
2. Complete a paper Vehicle Use Agreement. The VUA form must be reviewed and signed by the supervisor.
3. A Volunteer driver with an out-of-state license also completes a Notarized Statement of Driving Record Form that must be attached to the VUA.
4. Driver submits VUA and Notarized Statement of Driving Record, if applicable, to Business Services via campus mail or delivering it to 125 Graff Main Hall.
5. Business Services reviews the applicant’s driving record to determine if the applicant’s record qualifies them to be an authorized driver.
6. Business Services contacts the driver’s supervisor if the application will not be approved and provides guidance on the possibility of becoming authorized in the future.
7. Business Services sends an email notification to those drivers (and their supervisors) whose applications have been approved.

The Driver's Authorization Application Name changed to Vehicle Use Agreement (VUA).

• VUA Sign-up Portal - For employees and students
• Vehicle Use Agreement - Paper form for volunteers only
• Notarized Statement of Driving Record Form

State of Wisconsin Fleet Driver and Management Policies and Procedures Manual

UW System Vehicle Use and Driver Authorization Policy

VUA Help Guide

Notaries on Campus:

• Julie Schumacher, Business Services
• Shauna Salow, Health Professions
• Lea Butterfield, University Police Services
• Jeri Baller, University Police Services
• Kathryn Oleson, Student Life
• Abby Wojahn, Business Services

If you have FAQs you’d like to submit, please email them to BusinessServices@uwlax.edu or send them through campus mail to the Business Services Office at 125 Graff Main Hall.

Do students have to become authorized drivers?

• Yes, any person driving a vehicle on university business is required to be authorized.

Do you have examples of a student driving a vehicle on university business?

• Attending university-related conferences, meetings, and events when required by a university employee or partially or fully supported by the university.
• Research under the supervision of a principal investigator or an instructor.

I am using my personal vehicle, do I still need to become an authorized driver?

• Yes, any person driving a vehicle on university business must be authorized regardless of whether they are driving a personally-owned vehicle or a rented vehicle.

What is university sponsored travel?

Per Universities of Wisconsin, University sponsored travel is defined as:

• travel paid for in full or in part by the University;
• paid directly or indirectly by the University;
• organized by the University with participants or sponsors paying;
• organized by others outside the University and paid for by the University; 

and/or

• sponsored by the University in the form of name, organization, communication, management, staffing, transportation, or space provision.

Who will be reviewing my driving record?

• An authorized representative in Business Services or designated Universities of Wisconsin Shared Services employee.

If I am not approved, who will know this?

• An authorized representative in Business Services or designated Universities of Wisconsin Shared Services employee.

Who is a Notary on campus?

• See the Resources tab on this page for a list of notaries on campus.