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Business and Financial Policies and Procedures

15.4.2 Become Eligible to Drive a University Motor Vehicle

Policy Statement

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

  • Have a valid driver's license that is not suspended or revoked
  • Follow system policy with regard to appropriate business use of the system motor vehicle, including not using a system 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 system 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 system motor vehicle driving privileges suspended or revoked, along with disciplinary action.

Procedure

To become eligible to drive a system 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 15.4.4 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 15.3.1 Report an Accident Involving a University Vehicle, 15.3.2 Report an Accident Involving a Commercial Rental Vehicle, or 15.3.3 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

15.4.4 Determine Approved Use of Department and Motor Pool Vehicles
15.3.1 Report an Accident Involving a University Vehicle
15.3.2 Report an Accident Involving a Commercial Rental Vehicle
15.3.3 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

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