1. UTDRIVERS Revised January 24, 2008 The University of Texas Driver Record Information and VERification System

2. Objectives Learn the rules regarding authorization to drive UT vehicles. Understand the responsibilities of a UTDRIVERS department delegate. Know where to go for assistance.

3. What is UTDRIVERS? UTDRIVERS is the system used by the university to enter license information for employees and track whether employees are authorized to drive a university vehicle. UTDRIVERS is NOT generally used to track employees who drive personal vehicles for business purposes.

4. Who can drive a UT vehicle? Liability insurance has been purchased for officers and employees covering liability arising from the use and operation of university-owned and operated vehicles while on official university business. Only authorized drivers are allowed to drive UT vehicles. The UT System Policy UTS157 details the rules regarding authorization.UTS157

5. Who is an Authorized Driver? A driver must meet the following qualifications in order to drive a UT vehicle: –Have a valid Texas driver’s license. –Be appointed as an employee or paid through a flat rate agreement. –Have an acceptable driver rating. –Have completed a driver training course within the past three years.

6. Who is an Authorized Driver? 1. A driver must have a valid Texas driver’s license. Before driving a UT vehicle, the employee should present to you a valid Texas driver’s license. Make sure that the license has not expired. Make a photocopy of the license to put in the employee’s personnel file.

7. Who is an Authorized Driver? 2. A driver must be appointed as an employee or paid through a flat rate agreement. Students with scholarships are not considered to be employees.

8. Who is an Authorized Driver? 3. A driver must have an acceptable driver rating. Each quarter (full file review) and nightly (newly added records and by request), information in UTDRIVERS is sent to DPS to obtain driving records to determine each driver’s rating. The driver rating is automatically determined by the UTDRIVERS system. Therefore, it is very important for you to accurately enter the employee’s driver’s license number, name, and birth date into UTDRIVERS.

9. Who is an Authorized Driver? 4. A driver must have completed a driver training course. Per UTS157, driver training may include, but is not limited to defensive driving; one-day seminars on driving improvement; driver training videos on specific driving skills in which the driver may be deficient; or hands-on, behind- the-wheel training.UTS157 All drivers are required to repeat driver training every three years.

10. Who is an Authorized Driver? REMEMBER! Drivers must meet all four qualifications in order to be authorized to drive: –Have a valid Texas driver’s license. –Be appointed as an employee or paid through a flat rate agreement. –Have an acceptable driver rating. –Have completed a driver training course.

11. Who are UTDRIVER contacts? Each department assigns responsibility for maintaining UT vehicle driver information to a primary contact, also known as a delegate.

12. UTDRIVER Contact Responsibilities As a contact you are responsible for updating and maintaining accurate information in UTDRIVERS. communicating responsibilities and problems to your departmental drivers. reviewing driver information monthly. training UTDRIVER updaters regarding their responsibilities. Most important of all, ensuring that ONLY authorized drivers drive vehicles for your department.

13. Contact Responsibilities: Maintaining Driver Information In order to enter a new driver, you need to see the employee’s driver’s license, driver training certificate, and official copy of the driving record. –Make sure the license is a current and valid Texas driver’s license (TDL). –It’s the employee’s responsibility to provide a motor vehicle report (MVR). –Keep a copy of the TDL, training certificate, and MVR in the employee’s personnel file.

14. Contact Responsibilities: Maintaining Driver Information Determine if the new driver is authorized to drive based upon the motor vehicle report (MVR). –An authorized driver is evaluated on the most recent three-year history reflected on the MVR, and points are assigned accordingly. –If the total points equal four or more for the immediately preceding 36 months, the employee cannot be authorized to operate a University-owned vehicle for official university business.

15. Contact Responsibilities: Reviewing the MVR Criminal negligent homicide – 1st or 2 nd degree Driving while intoxicated Driving while under the influence of drugs Drag Racing / Speeding Contest Aggravated assault with motor vehicle Driving while license suspended Murder - with motor vehicle Reckless driving Fleeing from police officer Felony use of Commercial Motor Vehicle (CMV) Felony use of CMV - controlled substance Driving while license disqualified - CMV The following violations are considered “Type A” violations, any of which count as four points. Therefore, an employee with one of these violations within the past three years is ineligible to drive.

16. Contact Responsibilities: Reviewing the MVR If you have any questions when evaluating the information on an employee’s MVR, please contact the Controller’s Office for assistance. UTDRIVERS sends newly entered driver records for MVR check overnight. This replaces the need to get a copy of the MVR from the employee as the updated status will show in UTDRIVERS on the next business day.

17. Contact Responsibilities: Driver Training As a UTDRIVERS contact, you are responsible for ensuring that drivers have completed the required training. –Drivers are required to receive training at least once every three years. –Do not allow an employee to drive until a driver training certificate is presented to you. Update UTDRIVERS with the training date. Keep a copy of the certificate in the employee’s personnel file.

18. Contact Responsibilities: Driver Training You are also responsible for ensuring that drivers keep current on the training requirement. –UTDRIVERS shows when an employee’s training has expired. –Inform drivers when training is needed. –Provide drivers with an account to charge the training to, along with the procedures posted on the Office of Controller Web page.

19. Contact Responsibilities: “I Drive Safely” Driver Training As previously mentioned, UTS157 defines driver training.UTS157 As a convenience for departments, the Controller’s Office has a contract setup with I Drive Safely, so that employees can complete a driver training course online for a nominal fee.

20. Contact Responsibilities: “I Drive Safely” Driver Training Departments should provide the employee with an account number to charge when the employee takes the online training. The employee will enter the account number when taking the online training, and the account will print on our monthly billing from I Drive Safely. The Controller’s Office will IDT your account for the charge.

21. Contact Responsibilities: Special Training Requirement for 15-Passenger Vans Use of 15-passenger vans is not recommended by the University. Promoting use of alternative transportation is suggested. To drive a 15-passenger van, a driver must have a 15- Passenger Van Training Certificate. Training is provided by Fleet Management. Keep a departmental copy of the driver’s van training certificate in the personnel file. Make sure that UTDRIVERS is updated with the training information.

22. Contact Responsibilities: Special Training Requirement for 15-Passenger Vans 15-passenger van training does not substitute for general driver training. Drivers of vans need to have BOTH types of training. Enforce the use of 15-passenger vans to only drivers with the proper certification.

23. Contact Responsibilities: Commercial Drivers License (CDL) A CDL is required for drivers who operate commercial motor vehicles (CMVs) for official University business. According to federal law, only those employees who are required to have a CDL for University business are subject to random drug and alcohol testing. Refer to the UTS157 policy for definition of a CMV. UTS157

24. Contact Responsibilities: Driver Reporting Responsibilities As a UTDRIVERS contact, you are responsible for communicating to each driver the reporting responsibilities.

25. Contact Responsibilities: Driver Reporting Responsibilities Drivers are required to immediately report to their supervisors any of the following: –Suspension or revocation of driver’s license. –Any Type A violation with the following information: –Any other violation(s) that could cause a driver to have an unacceptable status. Nature of chargeScheduled court date Pleas entered by driverFindings of the court

26. Contact Responsibilities: Driver Reporting Responsibilities Drivers should report any accident with a UT vehicle to their supervisors and to their UTDRIVERS contact. In turn, you should contact the Controller’s Office immediately in accordance with the instructions on the Web: http://www.utexas.edu/business/busmgr/vehicle-insur.html

27. Contact Responsibilities: Driver Reporting Responsibilities Why is it important that a driver report all accidents and violations? An accident or violation may affect a driver’s status. This information is required to be in compliance with UT’s vehicle insurance policy.

28. Contact Responsibilities: Review Driver Info Monthly Each month you should review the drivers listed for your department in UTDRIVERS. –Look for drivers who are unauthorized. –Expired training status –Inactive appointment status –Unacceptable driver rating –Contact the drivers and/or their supervisors, as appropriate, and inform them of problems.

29. Contact Responsibilities: Maintaining Driver Information Drivers who no longer drive for your department should be deleted from the system. Make a copy of the driver’s detail screen, notate when and why the driver is being deleted, and put a copy into the driver’s personnel file.

30. Contact Responsibilities: Maintaining Driver Information Review who is authorized to view and update your department records. Make sure the information is current. Review reports from the Office of the Controller and compare with your records. Take appropriate action when necessary.

31. Contact Responsibilities: Communicating with Drivers Official communication between the department contact and drivers should be in writing. Types of communication that should be in writing: –Notice of expired driver training –Reason for overriding an acceptable driver status

32. There is only one primary UTDRIVERS contact (a.k.a. delegate) assigned to each department. This is the only individual who receives mailings and notices from the Office of the Controller. As a delegate, you have the ability to add others to view and update driver information for your department. If you give someone update status, they can view and update department information in UTDRIVERS. However, they cannot grant authorizations to others. Contact Responsibilities: Training UTDRIVER Updaters

33. As the delegate, you must decide if you wish to have updaters. –An updater is typically someone who has the authority to provide keys to drivers in your absence. –Updaters must follow the same rules and procedures as a delegate. –An updater must NOT provide keys to a driver who does not have an acceptable status.

34. Contact Responsibilities: Training UTDRIVER Updaters Updaters can view a list of all drivers on the system, including name, department code, department name, appointment status, and driver rating. For their own department, updaters can view drivers’ records, add/delete drivers, and update driver information.

35. Contact Responsibilities: Training UTDRIVER Updaters You are responsible for training updaters on the appropriate driver rules and procedures. For control purposes, a department should limit the number of updaters to a manageable level. The delegate will ultimately be held responsible for driver status in the department.

36. Contact Responsibilities: Ensuring ONLY Authorized Drivers Drive It’s up to you! You should ensure that only authorized drivers (those meeting all the qualifications, including driver training) drive vehicles in your department. You need to make sure that all drivers and their supervisors understand the policies, procedures, and responsibilities involved with driving a UT-owned vehicle. You need to train other UTDRIVERS updaters so that they only allow authorized drivers to drive and can instruct drivers and supervisors regarding the rules.

37. Office of the Controller office 471-3723 / fax 471-1651 oa.riskmgt@austin.utexas.edu UTDRIVERS (https://utdirect.utexas.edu/controller/utdrivers/)https://utdirect.utexas.edu/controller/utdrivers/ The University of Texas System Policy UTS157 Automobile insurance coverage for officers and employees and general requirements for the use of vehicles. (http://www.utsystem.edu/policy/policies/uts157.html)http://www.utsystem.edu/policy/policies/uts157.html Human Resource Services Employee Relations (http://www.utexas.edu/hr/er/er_dir.html)http://www.utexas.edu/hr/er/er_dir.html Resources

38. Thank you for viewing this presentation. For more information, contact: User Services Financial Information Systems 512-471-8802 oa.askme@austin.utexas.edu