​Automobile Coverages
​Vehicle use entails a wide variety of related issues which affect the liability, property, and worker's compensation experience of the University. It is critical that those making the determination on who is authorized to drive remember that driving a University vehicle is not a right but a privilege, and the exposure is extreme. All drivers of UWSP vehicles must be authorized through UWSP Transportation Services.
 

Authorized drivers have liability protection when driving a State vehicle on University business within the scope of their employment. Employees - staff and faculty - injured in a motor vehicle are covered under Worker's Compensation. Non-employees must use their own health insurance for injuries from a motor vehicle accident. There is a small medical payments program for volunteer drivers that provides up to $5000 in medical payment coverage for authorized volunteer drivers operating within scope of agency. See Non-Employee Drivers Medical Payment Insurance for details. Otherwise volunteers, students and other non-employees are fully responsible for their own medical, accident, disability and other care, needs and insurances.

Passengers Note:
Non-employee and non-agent passengers are not allowed to ride in vehicles being used on university business due to the additional liability exposure which they pose. Exceptions to this rule arise when transportation is necessary or inconvenient for individuals who are dealing directly with and involved in the mission of the university. Non-employee, non-agent, and non-student passengers must be approved from the institution risk manager. Passenger authorization is not the same as driver authorization.
 
If you use a State of Wisconsin contracted rental firm when renting a vehicle while on State business in the United States or Canada, there are insurances included in the rate. Check the UW TravelWise port under vehicle rentals for details.  
 
There is no property coverage provided to personal vehicles from the State. Only secondary liability coverage for authorized drivers operating within scope of employment may be provided. See Personal Vehicle Use under Resources for more details.
 

If your department becomes aware of a potential claim they should contact the Risk Management office (x2053). An investigation will be conducted and the claim processed, if applicable.

All property claims must be concluded within 90 days of the incident.
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Students must be agents of the University to be eligible to drive a UW-Stevens Point Fleet vehicle or rent under the business use contract. To be an agent of the University, you must have three things:
  • Travel must be related to a degree or professional certification
  • Travel must be co-sponsored events with the University
  • Travel must be under the direction and control of the University.
To rent a vehicle or schedule a fleet vehicle:
  1. Driver must have an approved Vehicle Use Agreement on file and
  2. Driver must have written Authorization from faculty or management stating the University business for the use
  3. Driver must remain in the scope of that use while driving the vehicle
  4. Driver must have read and abide by the Fleet Manual. 
See the UW System policy for specific examples of when students may or may not be an agent of the University. Not being an agent will require students to take the insurance for coverage in a rental vehicle or be responsible for the cost of any collision, comprehensive and/or liability damages. UW Fleet vehicle use is prohibited for non-business use.

All Students driving a fleet vehicle or rental vehicle must review Policy SYS 616:

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​Student Vehicle Use Authorization FAQ:

Why do I need to fill out an extra form?

​The Student Vehicle Use Authorization Form is in place to provide a consistent means of the required documentation needed to deem a student-driver an agent of the state.

When do I need to submit the form by?
​To ensure all authorizations are received, the request should be submitted at least two weeks in advance of departure.

Who is considered my Academic Advisor or Supervisor?
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  • An Academic Advisor or Supervisor is a University Representative who has the authority to direct students to do University business, specifically they will provide written documentation directing the business use of the travel/vehicle use.
  • The University Representative will be included in the electronic workflow of the Student Vehicle Request Authorization Form and will provide their electronical approval to the request.

  • The request form will then route to the Risk and Compliance Manager for final review and approval prior to departure. The approved form must be on file prior to the travel.

I am not the only one traveling in the vehicle, will passengers be allowed to travel with me?
​UW Fleet or State contract rented vehicles may only be used for University business. Non-University employees/non-agents may not travel as passengers in UW Fleet or State contract rented vehicles without prior University written authorization by the Risk and Compliance Manager.
  • The Big Ten contract (Enterprise/National) allows non-University employee/non-agent passengers.*

*Must be 21 and purchase insurance

If passengers are allowed, do I need to have prior approval?
  • ​By filling out the Student Vehicle Request Authorization Form passengers will be approved or denied.
  • All passengers need to be documented for CLEARY purposes.

I prefer to use my personal vehicle, am I covered with insurance?
​Drivers are responsible for their own insurance with their personal vehicle.

Regarding the mention of extra insurance cost, would that be incurred when student organizations are renting vehicles?
  • ​Student organizations are not under the direction and control of the University. Segregated fees are not criteria for business use coverage.
  • Non-Business Use of the Big Ten Contract requires payment of Collision and Liability insurance coverage provided by the Rental Company.

How much would the insurance cost be?
​Insurance coverage for Collision and Liability is approximately $40 per day.

Can student organization activities ever be considered University business?
  • ​The activity may be reviewed based on a University Representative’s direction and control of the activity.
  • A University Representative will have the authority to direct students to do University business, specifically they will need to provide written documentation directing the business use of the travel/vehicle use.
  • The University Representative will be included in the online request of the Student Vehicle Request Authorization Form and will provide their electronical approval to the request.
  • The request form will then route to the Director of Risk Management. The approved form must be on file prior to the travel.
  • Members of student organizations may be authorized to drive a fleet or rental vehicle if there is a business reason for doing so. University students that are not employees but are being directed to drive for business use need:
    • (1) an approved Vehicle Use Agreement on file;
    • (2) must have written documentation (email, handwritten note from supervisor or advisor) directing that student to drive a vehicle on behalf of the University for business. 
      • The written documentation should indentify the university business reason, and include a to and from intinerary for the vehicle schedule.

Can our student organization faculty/staff advisor drive members in a rental vehicle?
​Yes, Faculty and staff advisors to student organizations are covered by the State Self-Funded Liability Program for acts performed in the scope of employment.

If a student organization is driving on non-university business, do they still need to have a VUA on file?
​No, but they will have to note that it is student org and not required to have a VUA.

Do I need to complete the Student Driver Authorization Form if I am already an authorized University employee?
​Yes, if the travel is for University business not related to your employment.

Will student organizations who travel for University business be eligible for reimbursement with state funds? (i.e. drive to a conference or competition in personal vehicle be reimbursed with SUFAC funds)
​Yes, they will need to fill out a Travel Expense Report.

If student organizations are not approved to drive on university business but have segregated fee funding through our student government association, are they eligible for reimbursement?
​Yes.

How do I rent a vehicle through Enterprise if I am renting for non-business use?
​There are now two Contract IDs that need to be used for Enterprise rental vehicles. One is for non-business use and one is for business use. If you have an approved Student Vehicle Request Authorization, you can use the Contract ID which will not require additional insurance costs. If you are not approved for University business use and are over 21, the non-business use contract ID can be used to rent a vehicle but will require the driver to pay for additional Collision and Liability insurance (or use their personal insurance).

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