Staff Newsletter

Staff Senate

Did You Know?  UW Vehicle Policy

The official UW Vehicle Policy took effect in July 2011, but for many employees unfamiliar with the policy, questions still occasionally arise.  So here’s our policy overview to get you started if you need a primer:

• A University Vehicle is owned by the University and is used for only University business in accordance with the Policy.

• A University Personal Vehicle is a privately-owned vehicle that is being used for the University. If you drive at all on University business in your own car, it is a UW Personal Vehicle and you will need to apply for Qualified Driver status.

• To drive a University Vehicle or University Personal Vehicle for University business, an Employee or a Non-Employee must be a Qualified Driver.

• An Employee or Non-Employee obtains Qualified Driver status by filling out a form to request driving privileges.  Employees can also go directly to Employee Self-Service, where you can fill out the form if you are not yet approved or also check your Qualified Driver status under the Motor Vehicle Records Form tab. 

• Qualified Driver status must be renewed annually using the form to request driving, ideally after December 1 and before December 30 for the following calendar year.

• Passengers may travel on University Business in a UW Personal Vehicle if they sign a waiver: One-time Waiver or Extended Duration Waiver.

• If you choose to travel on University Business in your UW Personal Vehicle, please understand that your personal auto insurance will be primary.  

• The UW Vehicle Policy does not cover travel to and from an employee’s normal worksite (e.g., the UW campus).  However, the policy is in effect for all travel to and from other locations, such as business trips, conference travel, etc.

• Passengers are not allowed to travel in a UW Vehicle on UW business if they are not directly related to and/or required as part of Official University Business.  Rare exceptions will be made at the discretion of the Risk Manager and can be requested using the Exception Request Form-One Time or Exception Request Form-Extended Duration

This summary does not cover all aspect of the official UW Vehicle Policy.  If you have further questions, check out the FAQ or the Vehicle Policy User instructions.