Policies & Procedures

15.4.2 Become Eligible to Drive a University Motor Vehicle

Policy Statement

The applicable motor pool or unit authorizing a driver to use a university vehicle is responsible for verifying the driver’s eligibility. A driver of a University of Illinois System vehicle must be a system employee and:

  • Have a valid driver's license that is not suspended or revoked
  • Follow system policy on appropriate business use of the university vehicle
  • Must not use a university vehicle for personal use
  • Obey state and local traffic regulations
  • Report all motor vehicle accidents that involve bodily injury and/or the damage or destruction of system property or the property of others within 24 hours to the applicable university motor pool office and employee’s immediate supervisor
  • Respond to or pay any traffic violations incurred
  • Not consume or be under the influence of alcohol or controlled substances while driving, nor transport alcohol or controlled substances unless it is consistent with the vehicle’s primary purpose, such as a catering vehicle or a box truck
  • Be familiar with the State of Illinois Rules of the Road booklet and the information in 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles

Anyone who does not meet these criteria will have their university motor vehicle driving privileges suspended or revoked, along with disciplinary action.

Procedure

Eligibility to drive a university vehicle requires a valid driver's license issued by the driver’s state of residence for the correct class of the vehicle that will be driven.

Employees or student employees who have not declared Illinois as their state of residence may drive on a valid out-of-state or foreign driver's license.

New Illinois residents may drive with a valid out-of-state or foreign driver's license in compliance with Illinois law.

Employees must complete and submit the applicable form(s):

  1. Departmental Driver Approval—Required of driver prior to use of unit vehicles at all universities and for UIC units to have on file regardless of whether the vehicle is assigned to the motor pool or a unit
  2. Car Release Order—Required of primary driver prior to use of motor pool rental vehicles at all universities
  3. Alternate Driver Car Release Order—Required of any driver(s) in addition to the primary driver prior to use of a motor pool rental vehicle at all universities

Signing these forms indicates agreement to operate university motor vehicles in accordance with applicable state and local laws and university regulations.

Drivers involved in an accident must promptly report the accident as outlined in 15.3 Motor Vehicle Accidents.

Request an Exception

To request an exception, contact the applicable university motor pool office (below). Be prepared to submit a written justification.

Urbana-Champaign: Use the Facilities and Services portal for all vehicle requests and approvals. Contact the Car Pool at 217-333-3910 for information about portal access.

Chicago: Call the CARS Reservation Office at (312) 996-2886 (6-AUTO) to reserve a vehicle.

Springfield: Contact Facilities and Services Motor Pool at (217) 206-6531.

Forms Used in this Procedure

All universities

Departmental Driver Approval

Chicago and Springfield

Alternate Driver Car Release Order

Car Release Order

Urbana-Champaign

Use the Facilities and Services portal for all vehicle requests and approvals. Contact the Car Pool at 217-333-3910 for information about portal access.

15.3 Motor Vehicle Accidents

15.4.4 Determine Approved Use of Department and Motor Pool Vehicles

Additional Resources

The Illinois Secretary of State maintains a website with links to several publications for drivers, including the booklet Rules of the Road

First published: September 2012 | Last Updated: May 2024 | Last Reviewed: May 2024