Travel

Getting from place to place for student organization activities exposes the organization’s membership to the risks of injury and loss of life.  Both the driver and the owner of the vehicle used for transportation are exposed to increased risk of legal liability in the event of an incident for which they are at-fault. 

The University has procedures in place to help manage the risks to drivers and passengers of vehicles used for university business, including authorized student organization events that require transportation.   

Forms:

• SUFAC - Organization Preliminary Travel Form:  https://cglink.me/2z5/s167 

• Non-employee form for E-reimbursement:  https://www.uww.edu/documents/adminaffairs/finance/accounting/Non-employee-request-form%2001022019.docx 

• For Enterprize Rent-A-Car  Information, contact Sue Havlovick at havlovis@uww.edu or (262) 472-1986 

Driver Authorization

• State-owned or leased vehicles:  All persons that operate these vehicles for conduct of university business must be formally authorized by the University.

• If an individual or group intends to be reimbursed for mileage, drivers must be authorized regardless of use of personal or state-owned/leased vehicles.

• Authorization Process / How to become an Authorized Driver:  https://www.uww.edu/adminaffairs/hr/vehicle-and-driving-information#become-an-authorized-driver

• Prospective driver and the organization’s campus advisor must complete and submit the driver authorization form to Risk Management & Safety at least 5 days prior to travel. 

• Applicant and advisor are informed of approval/denial decision after comparison of applicant’s driving record to driver quality standards

• Authorization Period:  All students must reapply annually.  Employees must reapply upon transfer to new work units or change in driving status

• For information on Travel Expense Reimbursement(s), please contact Sue Havlovick at havlovis@uww.edu or (262) 472-1986

Personal Vehicle

Things to remember:

•  State of WI does not provide any insurance coverage for personal property, including personal vehicles; liability coverage is provided for authorized agents and employees (student organization members/officers are not agents or employees)

• Owner’s personal vehicle insurance is “primary”; the State’s liability coverage may provide “back-up” coverage only after the owner’s coverage is exhausted

• An incident could impact owner’s insurability for many years into the future – it could result in vehicle owner becoming uninsurable or unable to obtain affordable premiums for insurance coverage.

• Use of personal vehicles is an option, but probably not the best one.

Alternatives

• Charter a bus or use public transportation, when available.

• Walk to nearby destinations, when feasible.

• Start the event “at the destination” and let members decide how to get there

• CAUTION:  If meeting at the destination, officers and advisors must not become involved in assigning or coordinating carpooling arrangements…let members self-determine their travel arrangements.