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Driver Authorization & Vehicle Use

Subtitle

Staying safe while on University business

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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.

Who must become an Authorized Driver?

Any employee, student or volunteer operating a vehicle (State/University owned or leased, rental, or personal) on university business.

Register as an Authorized Driver

Minimum Requirements

Drivers must be eighteen (18) years of age, have a valid operator's license, and a minimum of two (2) years licensed driving experience

Disqualifications

Driver will not be authorized if they have 1) three or more moving violations and/or at-fault accidents in past two years; 2) an Operating While Intoxicated (OWI) or DUI citation within twelve months; 3) an expired, suspended or revoked driver's license; 4) possession of an occupational license only; 5) less than two years driving experience; or 6) a license reinstated for less than one year.

01
Before you Register

The following items are required to register and complete your Vehicle Use Agreement (VUA). Have them ready before you start.

  • Your UWEC login and password
  • Your driver’s license number
  • Your supervisor’s name and email address (or other local authority such as Department Chair, Advisor, etc).
  • For UW USSD Code 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 do not know, ask your department, or select UC990000.

Please allow for up to ten (10) days for processing (usually 1-3 days).

02
Register

Register with the Department of Administration (DOA) Enterprise Fleet Management System

Enterprise Fleet Management System
03
Approval

Once uploaded, it is reviewed against established driver authorization criteria by UW Shared Services. All VUA's that do not have the proper attachments or have missing supervisor information will be denied until proper information is provided.

Out-of-state drivers will be sent a separate email from HireRight, our third-party partner, which obtains a copy of the applicant's driving abstract. Please respond to this email immediately. 

Applicants and supervisors will be notified of approval or denial within 10 business days via email.

Contact serviceoperations@support.wisconsin.edu with questions.

Verify an Authorized Driver

To view and verify an Authorized Driver, search the Enterprise Fleet Management System (EFMS) database.

  1. Access the EFMS database
  2. Select the "UW" employee type and the "UW-Eau Claire" campus
  3. Login with your UWEC login
  4. Select Reports in the top menu, then select Driver Summary
  5. Enter a name or UDDS, then select View Report
  6. Authorized Drivers will have:
    1. Active = Yes
    2. Status = Approved

Renew your Authorized Driver status

Student, Volunteer, Limited Term Employee, and out-of-state driver authorizations expire one (1) year from submission date.

  • Wisconsin License Holders - Please complete Registration steps above or contact UW Shared Services at serviceoperations@support.wisconsin.edu and mention that you would like to renew your Vehicle Use Authorization.
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Risk Management, Safety, and Sustainability

Schofield Hall 228C
105 Garfield Avenue
Eau Claire, WI 54701
United States