Skip Navigation
For Employees

Vehicle Authorization

UW-Extension Vehicle Authorization Procedures

In order to be covered by the State's Liability Protection while driving on university business, all prospective drivers must complete the appropriate driver authorization request. All drivers on university business must be approved through Risk Management, regardless of whether you are driving your personal vehicle, a Car Fleet or DOA vehicle, or a rental vehicle.

Driver Authorization

All persons requesting driver authorization agree to have their motor vehicle record reviewed and compared to minimum standards on a monthly basis. Approved drivers are listed in the Approved Driver DatabaseOff-site link. If authorization is denied, the driver and their supervisor will be notified by email.

Specific information regarding the authorization process and the standards are explained in the Driver Authorization GuidelinesPDF link.

It is required that all drivers read and understand the State of Wisconsin's Fleet Driver Policies and Procedures and Appendix PDF link.


Please select the proper form according to your appointment.

Out-of-State Drivers Licenses/Wisconsin License > Three Years

Any person requesting driver authorization with an out-of-state driver’s license must provide an official state-issued driver's record/abstract from the state in which they are licensed at the time authorization is requested and on an annual basis thereafter. Consult the following website that lists all State Departments of Transportation: In addition, a notarized Statement of Driving Record is required each time the person submits the request for driver authorization. Approval is granted for six months. Wisconsin law requires obtaining a Wisconsin driver's license within 60 days of residency.

Any person requesting driver authorization holding a Wisconsin driver's license for less than three years due to being previously licensed in another state must provide an official state-issued driver's record/abstract from the state in which they are licensed at the time authorization is requested. In addition, a notarized Statement of Driving Record is required.

Licenses From Other Countries

Due to the State’s policy on authorized drivers, UW-Extension will only authorize drivers with a license from the United States, its territories and Canada. Individuals with a driver's license from another country must contact the Wisconsin Department of Motor Vehicles to obtain a Wisconsin driver's license before being authorized to drive. In addition, an official state- or country-issued driver's record/abstract from Canada or the country from which the license is issued must be provided.

Pre-Hire Driver Review

In some cases, driving on behalf of UW-Extension is a prominent feature in a position (i.e., making deliveries or running errands). When this is the case, Risk Management will do a license check before the offer for employment. The hiring authority must complete a Pre-Hire Driver's License CheckMS Word file and send to UW-Extension Risk Management. This process applies only to applicants with a Wisconsin driver's license.

12/15 Passenger Vans and 14-Passenger Bus

The University of Wisconsin System does not recommend the use of 12/15 passenger vans (either state-owned or rented) at all over other methods of transportation. Effective December 2009, UW-Madison Fleet does not rent 12/15 passenger vans. Instead, UW-Madison Fleet has a 14-passenger bus available for your transportation needs.

All potential passenger bus drivers must be an authorized driver at least 25 years of age and successfully complete the van-driver training course coordinated by the Department of Administration (DOA).

To request the van driver training, complete the Van Driver Training Application Form PDF link and submit to UW-Extension Risk Management at least three weeks prior to the first preferred training date.

Schedule training dates for the training in 2013 are:

January 10 
January 24 
February 7 
February 21 
March 7 
March 21 
April 4 
April 18 
May 9 
May 23  

A full class is eight registered and confirmed students. Enrollment is on a first come, first served basis. The training is an all-day class beginning at 8:30 am and ending at 3:30 pm with 30 minutes for lunch. Currently, the cost of the class is $118 charged to the funding string provided on the application.

Students must be on time for the class and attend for the entire day. Students not present for the entire program will not be given a passing grade nor a refund.

Confirmation for the class comes from DOA. Rescheduling or sending a substitute may be arranged with five business-days notice. Contact State Risk Management at 608/261-6638.

Following the class, send a copy of your van driver training certification card to UW-Extension Risk Management.

Van driver training expires after three years from date of completion.

For more information, contact:

UW-Extension Risk Management

432 N. Lake Street
Extension Building, Room 213
Madison, WI 53706
Phone: (608) 263-1696
Fax: (608) 263-2595