Back to Top
Business and Financial Policies and Procedures

Become Eligible to Drive a University Motor Vehicle

Before You Begin

All drivers of University motor vehicles must be a University employee and:

  • Have a valid driver's license that is not suspended or revoked
  • Follow University policy with regard to appropriate business use of the University motor vehicle, including not using a University vehicle for personal use
  • Obey state and local traffic regulations
  • Report all motor vehicle accidents that involve bodily injury and/or the damage or destruction of University property or the property of others
  • Respond to or pay any traffic violations incurred
  • Not consume, nor be under the influence of alcohol or controlled substances while driving

Anyone who does not meet these criteria will have their University motor vehicle driving privileges suspended or revoked, along with disciplinary action.

Begin

To become eligible to drive a University motor vehicle:

  1. Ensure you have a valid driver's license issued by your state of residence and appropriate for the vehicle you will be driving.
  2. Employees or student employees who have not declared Illinois as their state of residence may drive on a valid out-of-state or foreign driver's license.
    New Illinois residents may drive with a valid out-of-state or foreign driver's license for 90 days, after which they must obtain an Illinois license. (An international driver's license, accompanied by a valid foreign driver's license is acceptable.)
  3. Become familiar with the State of Illinois Rules of the Road booklet and the information in Determine Approved Use of Department and Motor Pool Vehicles.
  4. Complete and submit the applicable form:
    • Departmental Driver Approval - Department or motor pool vehicle assigned on a long-term basis
    • Car Release Order for motor pool vehicle for daily or short-term rental
    • Car Release Order - Alternate Drivers - Any driver in addition to the primary driver
    Signing these forms indicates your agreement to operate University motor vehicles in accordance with applicable state and local laws and University regulations.

If you are involved in an accident, promptly report the accident as outlined in the procedures Report an Accident Involving a University Vehicle, Report an Accident Involving a Commercial Rental Vehicle, or Report an Accident Involving a Personal Vehicle while on University Business.

Request an Exception

To request an exception, contact the Vice Chancellor for Administration (UIC) or Executive Director of Facilities and Services (UIS and UIUC). OBFS employees must contact the Senior Associate Vice President for Business and Finance. Be prepared to submit a written justification.

Forms Used in this Procedure

All Campuses

Chicago and Springfield Urbana-Champaign: Use the Facilities and Services portal for all vehicle requests and approvals. Contact the Car Pool at 217-333-3910 for information about portal access.

 

Related Policies and Procedures

Determine Approved Use of Department and Motor Pool Vehicles
Report an Accident Involving a University Vehicle
Report an Accident Involving a Commercial Rental Vehicle
Report an Accident Involving a Personal Vehicle while on University Business

Additional Resources

The Illinois Secretary of State maintains a website with links to several publications for drivers, including the booklet Rules of the Road

Last Updated: June 21, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

Give us feedback about this page Submit Feedback