Center for Limnology

Instructions to apply for UW-Madison Fleet Driver Authorization

Information to use when you are applying to be an approved UW-Madison Fleet Vehicle Driver:

  • Go to UW Fleet Portal to complete the Driver Auth online form
  • Type of employee: UW
  • Click Logon
  • UW Campus: UW-Madison
  • Click Logon
  • Login with your NetID
  • Under New Fleet Driver:
    • Review the Fleet Policies
    • Back to Home
  • Click “Vehicle Use Agreement” and follow the instructions
  • The following must be added to your application or it will be rejected:
    • Legacy UDDS code for the CFL: UA484120
    • Your supervisor’s full name and wisc.edu email address (See your Welcome Training email for information specific to your job, or Kelly O’Ferrell @ Hasler Lab or Carrie Kissman @ TLS)
    • Driver Type (see your Welcome Training email for information specific to your job, or Kelly O’Ferrell @ Hasler Lab or Carrie Kissman @ TLS)
  • DO YOU HAVE AN OUT-OF-STATE DRIVER’S LICENSE?Effective 4/28/25: Most faculty, staff, or students who currently hold — or held in the most recent twenty-four months — an out-of-state driver’s license will no longer be required to obtain and submit their driving records with their application.

    Exceptions include license holders from: Canada, US Territories, and US States California, New Hampshire, and Pennsylvania. Drivers holding a license from these jurisdictions (currently or within the past 24 months) must continue to submit a copy of their driving abstract/driving record when completing the VUA. Fees for obtaining one’s records are an allowable employment expense.

    Those holding a Wisconsin driver’s license for at least 24 months will not be impacted and may continue to expect their VUA to be processed in the same manner.

    For most out-of-state license holders (excluding those listed above): Upon submission of their VUA in the Enterprise Fleet Management System, the applicant will receive an email notification from HireRight with instructions on how to authorize HireRight to obtain their driving record.

    • The HireRight email will include links to the HireRight system for entry of the driver’s personal information (address, driver’s license number, etc.).
    • The link only remains active for FIVE (5) days, and if there is a delayed or no response from the driver, their application may be denied.
    • If denied, the driver will be required to reapply and go through the process again.

Review the following on the CFL User Guide Vehicle Use webpage:

  • CFL Policies & Fleet Rates
  • UW Vehicle Use Guidelines
  • Reserving CFL Fleet Vehicles
  • Trailering
  • Filling Fleet Vehicle Fuel Tanks