Fleet Vehicles
Facilities Management maintains a fleet of cars, vans, and trucks for the use of the UWO campus community.
The online Vehicle Use Agreement (VUA Sign -Up Portal) must be completed and approved with Risk Management prior to vehicle use.
A drivers license is required for identification when keys are picked up.
Authorization / Vehicle use Agreement
Driver’s Authorization
Any person driving a state-owned vehicle, a rental vehicle, or their personal vehicle for University business must read the State of Wisconsin’s Fleet Driver and Management Policies and Procedures Manual
For information regarding the use of your personal vehicle for University travel, click here.
A Driver’s Authorization – Vehicle Use Agreement (VUA) must be submitted through the Wisconsin State Department of Administration’s Fleet Management Portal. Processing time for a complete application is one week
Once you are in the Fleet Management Portal select “UW” form the top left drop down followed by “Logon”. Then select “UW-Oshkosh” followed by “Logon” proceed with your W number and password.
Items you will need in order to log in and complete your VUA include:
Network ID and password
Driver’s license number
Your UWO email address
Your supervisor’s name and email address (if this is left blank your VUA will not be approved)
UDDS code for your department (e.g. UJ028000) if known. If you don’t know your UDDS number, enter “UJ990000”.
Out of state license holders will need to upload a driving abstract report (a driving abstract can be ordered through the DMV of your licensing state). Note: Please provide extra time to receive this document; your VUA will not be approved without the driving abstract if you hold a driver’s license from a state or territory other than Wisconsin.
Important notes:
If you hold a probationary license or do not have two years of legal driving experience, you will not be approved for a driver authorization.
If you are a UWO volunteer, please contact the Risk Management Office for Driver Authorization information.
For more information see:
The State’s fleet Driver and Management Policies and Procedures Manual
UW System Vehicle Use and Driver Authorization Policy.
UW System Policy 425 Use of Personal Vehicles , Rentals Cars and Fleet for Business Transportation.
UW System Administrative Policy 616,Univeristy of Wisconsin Student Drivers Under the State’s Liability Protection
If you have any question, please feel free to contact your VUA Coordinator Brain Schmidt at (920)-424-2458 or schmidtbr@uwosh.edu.
Complete the Driver’s Authorization- Vehicle use Agreement Form if you:
Are a new employee: The approval is valid for your employment period at UWO
Are a student or an agent of UW- Oshkosh: The approval is valid for 12 months and expires one year from the application approval date.
Have a change of driver’s information: e.g.., state, license, name change, etc.
Minimum Driving Standards:
Must have a valid driver’s license (new residents to Wisconsin must obtain a driver’s license within 60 days of residency).
Must have a minimum of two years licensed driving experience.
Must be least 18 years of age.
Authorization will be denied if driving record reflects any of the following:
Three or more moving violations and/or at fault accidents in the past two years.
An OWI, DUI or BAC violation within the past year.
License has been reinstated for less than one year after revocation.
Please Note:
Employees, temporary employees, students and agents will have their driving records checked monthly.
Authorization ends when the driver fails to meet the minimum driving standards.
Authorization also ends when the approval expires or employment is terminated.
Fleet Rates
Fleet Rates
Effective 09/01/2024
| Vehicle Type | Daily Rates | PER MILES |
|---|---|---|
| Sedan | $24.00 | $0.27 |
| Mini Van | $35.00 | $0.37 |
| SUV | $45.00 | $0.62 |
| Large Pickup 4*4 | $45.00 | $0.64 |
| Box Truck | $60.00 | $0.77 |
| No show | 1- day charge |
$30 Indirect cost will be applied to individual rental transactions.
Vehicle Request form
Fleet Vehicle Reservations
Reservations for all fleet vehicles can be made via TMA. Agency rates & fees shall be updates annually to reflect DOA rates.
Reservations Requirements
When placing a reservation, the following is required:
Justification
Type of vehicle needed
Date and time of departure
Date and time of return
Name of the driver
Destination
Department account number
Phone number
Facilities Management relies on the requestor to provide accurate information regarding their travel. Agency vehicle availability is on a first- come, first – serve basis. Certain usage may be prohibited. The Fleet Program Manager will make judgments in instances of conflicts and assist with making other travel arrangements if possible.
Please click HERE to make a vehicle reservation.
Confirmation and Pickup
After making a reservation, an email will be sent to the requestor containing a work order number and a copy of the reservation. The work order number should be referenced for any inquiries.
The authorized driver must show a valid driver’s license upon pickup. Personal vehicles should be parked in the assigned reserved vehicle stall.
Upon pickup, you will receive a clipboard with the keys. Be sure to fill out this paperwork along with the beginning mileage before you leave.
Return Process
Vehicle should be returned to the assigned stall.
Return the completed mileage log and keys to the Facilities Management Office.
Personal items left in the vehicle will be held for 30 days before being submitted to surplus.
Fees & Charges
Unauthorized early pickup
Incomplete mileage form
Late vehicle return
Excess wear & tear, damage and littered interior
Other damage, charged as parts and labor
Administration fees are updated and published on the Facilities Management website.
Usage Limits
Due to the fleet size, a driver may generally reserve a fleet vehicle for no longer than two weeks.
Reference: State of Wisconsin Fleet Driver Management Policies and Procedures Manual 1.13 Extended use.