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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: Motor Vehicle Policy
Policy Number: 1.17
Effective Date: December 1, 2016
To define the requirements for driver qualification, vehicle authorization and accession, vehicle operation,
employee and departmental responsibilities, and accident reporting while operating a UW Health owned
or leased vehicle or when providing Valet parking services at University Hospital (UH), The American
Center (TAC) or at the American Family Children’s Hospital (AFCH).
II. POLICY ELEMENTS
Prior to operating a UW Health vehicle or providing Valet services at UH, TAC, or AFCH, all drivers are
required to be qualified for vehicle operation using the criteria defined in this policy. All UW Health
drivers will be required to complete and submit an Employee Vehicle Use Agreement (related document
1) to the UW Health Risk Management Department for approval. Drivers must be approved prior to
submitting a request for a vehicle. Employees will submit a request for non-overnight use of vehicles
through the Facilities and Engineering Services-Transportation intranet site found on U-Connect. While
operating UW Health owned or leased vehicles, drivers are required to abide by all Driver Safety
Regulations listed in section E of this policy. This policy applies to all UW Health employees who
operate any UW Health owned or leased vehicle or who perform Valet services on behalf of the
organization and will be reviewed by directors, managers, and supervisors with their employees who
drive to ensure full implementation and compliance.
A. Driver Qualifications: Employees hired to drive to perform their job duties will comply with all
Human Resources (HR) and department specific policies governing driving performance. All
employees must complete and submit a UW Health Employee Vehicle Use Agreement to the
UWHC Risk Management Department prior to driving a UW Health vehicle or leasing a vehicle
for work related purposes (related document 1)). The employee's supervisor must sign the
agreement prior to submission. Please allow 10 working days for verification of employee driving
record. For employees holding a driver’s license from a state other than Wisconsin, an
Acknowledgement of Out-of-State Driving Record shall also be completed and submitted to
UWHC Risk Management (related document 2). This form must be notarized prior to submission.
Out-of-State authorization expires every six months until the employee obtains a Wisconsin
license; as 60 days of residency requires that an individual obtain a Wisconsin license. Approved
drivers shall notify their supervisor immediately if a negative change occurs in the status of the
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employee's driving record and the supervisor will then notify Risk Management of this change as
soon as possible. Changes include, but are not limited to OWI/DUI citation, traffic citation,
license revocation, restriction, or suspension. Any negative change in the status of a driver's
record or the failure to report such change may result in revocation of the privilege of driving a
UW Health vehicle, and/or discipline up to and including termination, depending on the violation,
the employee's position, and the employee's driving record to date. It is important to note that the
violation occurs when the citation is issued, not when the final court decision is made. Driving
records of all UW Health approved drivers will be periodically verified and employees and their
supervisors will be informed of any change in driving status not previously reported to Risk
1. Annually, UW Health directors, managers and supervisors will be asked to review and
update a list of their employees approved to use a UW Health vehicle or leased vehicle. If
an approved employee terminates during the year, supervisors shall notify Risk
2. The following minimum qualifications must be met to operate any owned or leased UW
Health vehicle or when providing Valet services:
a. Valid driver's license
b. Two (2) years or more of driving experience
c. Minimum age of 21 years to operate a UW Health passenger vehicle, leased
vehicle or to perform Valet services
d. Minimum age of 25 years to operate a UW Health vehicle rated for 15 or more
e. No more than seven (7) points on driving record within the past three (3) years
f. No more than two (2) moving violations and/or at-fault accidents within the past
three (3) years
g. No convictions or probation violations for over the limit or driving under the
influence of alcohol or drugs (OWI) or (DUI) and no reckless driving violations
within the past three (3) years
h. A suspended or revoked license must be reinstated one full year before applying
i. If a Commercial Driver’s License (CDL) is required to operate a specific UW
Health vehicle, the employee will be required to be compliant with all DOT CDL
B. Unauthorized Use of Vehicles
Assigned drivers will not allow an unauthorized individual to operate a UW Health vehicle. This
includes co-workers and family members. Disciplinary action may be taken in the event this
occurs. Additionally, if unauthorized use results in an accident, the responsible employee will be
required to make restitution for the damages.
C. Accident Record Keeping and Reporting
A motor vehicle accident is defined as "any occurrence involving a motor vehicle which results in
death, injury or property damage."
Employees will take the following actions after a motor vehicle accident when there are injuries
to persons and/or damage to other vehicles or property:
1. Attend to the safety of all persons involved. Call the appropriate police department as
soon as possible when there are injuries or if there is visible or suspected mechanical
vehicle damage involved. Secure the names and addresses of drivers and occupants of
any vehicles involved, their operator's license numbers, insurance company names and
policy numbers, as well as the names and addresses of injured persons and witnesses.
Record this information on the Accident Report form (in the reporting packet found in the
vehicle glove box). Do not discuss fault with, or sign anything for anyone except an
authorized representative of UW Health or a police officer. Immediately notify the
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Transportation & Labor Manager at 263-1513 who will then notify Risk Management at
261-1327 as soon as possible.
2. The Transportation & Labor Manager will arrange for all repairs. For vehicles that are
assigned to a UW Health department and are involved in an accident, the department
shall be responsible for the auto insurance deductible amounts ($1,000 for both
comprehensive and collision).
3. When there is only theft of or damage to the vehicle:
a. If you did not witness the damage to the vehicle, you must notify the local police
b. Immediately notify the Transportation & Labor Manager at 263-1513 who in turn
will notify Risk Management at 261-1327 and complete a PSN.
c. The Transportation & Labor Manager will arrange for all repairs. For vehicles
that are assigned to a UW Health department and are involved in an accident, the
department shall be responsible for the auto insurance deductible amounts
($1,000 for both comprehensive and collision).
4. Note: Accident reporting kits: every UW Health vehicle should have an accident
reporting kit in the glove box. If one is not present, notify the Transportation & Labor
Manager by calling 263-1513.
D. Vehicle Reservations
UW Health employees are not authorized to use University of Wisconsin-Madison (UW)
Transportation Services (UW Fleet) vehicles. All requests for in-State non-overnight use of
vehicle reservations must be sent through the UW Health Facilities and Engineering Services-
Transportation web site. If the trip requires the traveler to stay overnight, then a rental vehicle
may be obtained by following the UW Health Travel & Reimbursement Policy 1.14.
1. Out-of-State Auto Rental:
When making out of State travel arrangements for rental cars, follow the instructions
found in the UW Health Administrative Policy 1.14-Travel & Reimbursement Policy.
2. Local/In-State Single Day Usage:
UW Health fleet vehicles will be used first to meet these requests. All requests for in-
State vehicle reservations must begin with a request submitted to UW Health Facilities
and Engineering Services-Transportation via the intranet site on U-Connect. If a UW
Health fleet car is not available, use of a rental vehicle is an option. To obtain a rental
vehicle, follow the Care Rental Booking Guidelines found in UW Health Travel &
Reimbursement Policy 1.14.
3. Local/In-State Overnight Usage:
UW Health fleet vehicles shall not be used for overnight travel. If a company owned or
leased vehicle is assigned to a specific department or individual, overnight usage is
4. Personal use: Personal use of the assigned company vehicle is allowed in limited
circumstances with supervisor approval, as long as the following rules are followed:
a. Only the employee is allowed to drive the company vehicle.
b. All driver safety regulations listed below apply.
c. All personal and business use must be tracked and submitted to Fiscal monthly so
that appropriate taxes can be withheld from the employee’s paycheck. Failure to
provide a monthly log accounting for all business and personal miles will result
in all milage usage to be considered personal use and taxed accordingly.
d. UW Health may restrict or withdraw personal use at any time.
E. Driver Safety Regulations
1. Safety Belts: The driver and all occupants are required to wear safety belts when the
vehicle is in operation or while riding in a vehicle. The driver is responsible for ensuring
passengers wear their safety belts.
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If children are being transported, they must be secured in an approved child restraint
device in the back seat of the vehicle.
2. Impaired Driving: The driver must not operate a vehicle at any time when his/her ability
to do so is impaired, affected, influenced by alcohol, illegal drugs, prescribed or over-the-
counter medication, illness, fatigue or injury. To do so may lead to disciplinary action
(see Administrative policy 9.05-Drug Free Workplace policy).
3. Traffic Laws: Drivers must abide by the federal, state and local motor vehicle
regulations, laws and ordinances. Drivers are personally responsible for the cost of all
traffic and parking citations issued while the vehicle is their responsibility.
4. Always lock an unattended vehicle.
5. Drive defensively and be courteous to other drivers.
6. Vehicle Condition: Drivers are responsible for ensuring that the interior of the vehicle is
kept clean. Problems with UW Health owned or leased vehicle operation or equipment
shall be reported to the Transportation & Labor Manager as soon as possible, as the
Transportation Department is responsible for ensuring that the vehicle is maintained in
safe driving condition.
7. Use of cellular telephones is discouraged when driving a UW Health owned or leased
vehicle or when providing Valet services. If you must make or receive a call (i.e.
responding to a page), pull over to the side of the road and safely park prior to cell phone
use or use a hands free option. Texting, emailing, internet browsing, or other activities
that may cause driver distraction is prohibited while driving.
8. Use of iPods and other electronic devices is permitted but headphones that interfere with
the driver’s ability to hear outside noise is prohibited.
9. General Safety Rules: Employees are not permitted to:
a. Smoke in any UW Health vehicle
b. Pick up hitchhikers
c. Accept payment for carrying passengers or materials
d. Use any radar detector, laser detector or similar devices
e. Push or pull another vehicle (except in emergency situations, when authorized by
Plant Engineering administration to do so)
f. Jump-start another vehicle (except in emergency situations, when authorized by
Plant Engineering administration to do so)
g. Transport flammable liquids or gases unless pre-approved to do so by UW Health
h. Use of burning flares is discouraged. The preferred method is the reflective
i. Assist disabled motorists or accident victims beyond their level of medical
expertise. If a driver is unable to provide the proper medical care, he/she must
restrict his/her assistance to calling the proper authorities. Driver safety and well-
being is to be protected at all times
j. Drive vehicle in excess of posted passenger limit
k. Travel to any foreign country (Canada or Mexico)
l. Attach equipment such as luggage carriers, winches, or plows
F. Insurance Coverage
UW Health provides liability, comprehensive and collision coverage for all UW Health owned or
leased vehicles and for Valet services. For vehicles that are assigned to a UW Health department
or when providing Valet services and are involved in an accident, the department shall be
responsible for the auto insurance deductible amounts ($1,000 for both comprehensive and
collision), when applicable. Persons pre-approved by the Risk Management Department to use a
UW Health vehicle or to lease a vehicle do not need to sign up for the extra insurance that is
offered when renting a car. The UW Health auto insurance policy covers vehicles when leased
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specifically for work-related activity by UW Health employees.
Personally owned vehicles that are used for UW Health business are not covered by UW Health
insurance. For this reason, the use of personal vehicles for work-related activities is discouraged.
Accidents involving a personally owned vehicle should be reported to the driver's insurance
company. All employees driving personal vehicles for work-related activity must have motor
vehicle liability insurance on the vehicle in accordance with the minimum limits required by
Wisconsin State law. Be advised that coverage for use of a personal vehicle for work-related
activity may vary by insurance carrier. Check your policy and/or check with your insurance agent
to make certain you are adequately covered in the event of an accident that occurs while on work-
related business. If a UW Health employee is involved in an automobile accident during the
course of his/her employment-related duties (as a passenger or driver), worker's compensation
provisions apply, including coverage of medical and hospital expenses.
G. Vehicle Use Records and Expense Reimbursements
Each UW Health fleet vehicle has a trip record kept in the vehicle, which must be completed for
each trip with beginning and ending mileage, purpose of trip, destination, and time in/time out
and a credit card for gasoline purchases. When a UW Health fleet vehicle is not available or when
the employee must keep a vehicle overnight, the department travel coordinator or administrative
assistant will lease a vehicle for the employee to use. These leased vehicles do not have credit
cards or trip records. Drivers should attempt to purchase the least expensive gasoline possible.
The employee will be reimbursed for gasoline expenses when submitted with valid receipts for
the dates of vehicle use only in accordance with UW Health Administrative Policy 1.14-Travel &
Reimbursement Policy. When personal vehicles are used for UW Health business related travel,
mileage will be reimbursed at the currently approved reimbursement rate.
Sr. Management Sponsor: VP, Facilities & Support Services
Author: Director, Risk Management,
Reviewer(s): Transportation & Labor Manager; Director, Facilities and Engineering Services; Sr.
Administrative Secretary, Legal Services
Approval Committee: UW Health Administrative Policy and Procedure Committee
UW Health Chief Administrative Officer
Previous revision: 052013
Next revision: 122019