University employees who operate a vehicle on UW business – whether utilizing a personal vehicle, fleet vehicle, or rental vehicle – must be authorized to drive by UW-Madison Risk Management. Non-authorized drivers will not be reimbursed for vehicle-related expenses. Non-employees are not required to be authorized drivers unless they are a current UW student or a volunteer on behalf of UW.
- To confirm your status, please visit the online authorized driver database:
- Logon as a UW employee at UW-Madison.
- Click on “Reports” in the top banner, then click “Driver Summary” to search
for your name. - If you are not found in the database you will need to register to become authorized.
- Driver authorizations take up to 10 business days, so plan ahead
- Once you’re authorized and have a WI license, you do not need to renew for subsequent trips.
- Those with out-of-state licenses or students will need to reapply. See Driver Authorization Renewal Instructions for more info.
- Any negative change in your driving record may result in revocation
of authorization. - Any requests for mileage reimbursement or vehicle rental will not be processed without completed Driver Authorization.
Expense Types to use in e-Reimbursement, depending on the type of expense:
- Parking – for parking expenses associated with privately owned vehicles or rental vehicles.
- Travel Miscellaneous – for expenses for Tolls associated with privately owned vehicles or rental vehicles. (This expense type is also used for other, allowable travel-related expenses not identified by a specific expense type or included as part of M&IE per diem: tolls, internet, visa fees, currency conversion fees, etc.)
The following documentation and information is required expenses for parking and tolls:
- Itemized Receipt is required if the claimed expense exceeds $25. If the claimed expense is less than $25, a receipt is not required.
- A UW-Madison business purpose and description of the trip
- Documentation that an approved driver application has been submitted to UW-Risk Management, if not an approved driver with Active status on the Approved Driver Database.