UTDRIVERS Frequently Asked Questions
A. Driver Rating
- What does UT consider an “acceptable” driver rating?
- How can an employee learn more about specific violations appearing on his or her three-year Motor Vehicle Record (MVR)?
- How often is UTDRIVERS updated with the employee Motor Vehicle Records (MVRs)?
- What if I need to authorize a driver during the middle of the month, in between the times that the monthly Motor Vehicle Record (MVR) check is normally run?
- Can I add an employee to UTDRIVERS list if he or she has driver’s license issued by a state other than Texas?
B. Driver Training
- What is UT’s driver training policy?
- Can a driver with an unacceptable driver rating be authorized to drive after completing a driver-training course?
C. Appointment Status
- What are the criteria for being considered a UT employee?
- What is a flat-rate pay agreement?
- Can an individual who has a 0% appointment be authorized to drive a UT-owned vehicle?
- How often does UTDRIVERS update appointment status information?
- Can a retired employee or Professor Emeritus be authorized to drive a UT-owned vehicle?
- Can an independent contractor or a worker paid on an Authorization of Professional Services (APS) be authorized to drive a UT-owned vehicle?
- Will UTDRIVERS automatically update a driver’s department information if the driver changes departments, and will it automatically delete inactive drivers?
- Can my department use UTDRIVERS to perform Motor Vehicle Record (MVR) checks on students or other individuals not considered to be employees of the University?
D. 15-passenger Vans
- What is required if I am planning on driving a 15-passenger van?
- Does an employee need to be listed on UTDRIVERS as an authorized driver in order to attend the 15-passenger van driver training course?
- Can I use a 15-passenger van to transport minors (high school age and below)?
E. Random Drug Testing
- Who is eligible for random drug testing?
- How are the test subjects selected?
F. Losing Authorization to Drive a UT-owned Vehicle
- What if a driver receives an unacceptable driver rating per the monthly Motor Vehicle Record (MVR) check?
- What are the potential consequences of allowing a non-UT employee to drive a UT vehicle?
- What happens if a driver receives a “Type A” violation (refer to UTS157 for a definition) on his or her Motor Vehicle Record (MVR)?
A. Driver Rating - Back to FAQ -
1. What does UT consider an “acceptable” driver rating?
According to UT System Policy (UTS) 157, a driver must have three or fewer points on a four-point scale against his or her three-year Motor Vehicle Record (MVR) in order to be rated as "acceptable."
Point values are assigned based on the number and type of violations (as defined in UTS157) on a driver’s three-year MVR provided by the Texas Department of Public Safety (DPS).
2. How can an employee learn more about specific violations appearing on his or her three-year Motor Vehicle Record (MVR)?
An employee should contact the Texas Department of Public Safety (DPS) at 512-424-2600 to inquire about purchasing a copy of his or her MVR, or contact Human Resource Services—Employee Record Services at 512-471-5127 for assistance.
The Office of the Controller will not disclose an employee's MVR information to anyone, including the employee’s supervisor.
3. How often is UTDRIVERS updated with the Motor Vehicle Record (MVR) information?
UTDRIVERS evaluates employee MVR information once per quarter (3 months). The MVR check process begins on the first working day of each quarter. In most cases, the check is completed and the drivers are rated within 5 business days.
4. What if I need to determine a driver's rating between the monthly Motor Vehicle Record (MVR) checks?
If the employee has lived in the State of Texas, they can obtain their record from DPS. If you need to verify an employee’s MVR before the DPS check, please contact Human Resource Services—Employee Record Services at 512-471-5127. Employee Record Services can assist in obtaining the employee's three-year MVR and manually determine the driver's rating.
5. Can I add an employee to UTDRIVERS list if he or she has a driver's license issued by a state other than Texas?
No. All drivers listed on UTDRIVERS must have a valid Texas drivers license. UT will not make exceptions for full-time students with driver’s licenses from other states.
B. Driver Training - Back to FAQ -
6. What is UT’s driver training policy?
Per UT System Policy (UTS) 157, all currently authorized drivers must take at least one driver training course every three years. New drivers must be trained before being authorized and allowed to operate a UT-owned vehicle.
Contact the Office of the Controller for information about online driver training courses available to UT employees. For more information about driver training requirements, click the UTS157 link in this FAQ.
7. Can a driver with an unacceptable driver rating be authorized to drive after completing a driver-training course?
No. Attending a driver training course (“Defensive Driving”) can no longer be used as a means to override an unacceptable rating and regain authorization to drive a UT-owned vehicle. Driver training is mandatory for all drivers. All authorized drivers of UT-owned vehicles, including those who have acceptable driver ratings, must receive training at least once every three years.
C. Appointment Status - Back to FAQ -
8. What are the criteria for being considered a UT employee?
An individual must have an active appointment in *DEFINE or receive compensation through an approved flat-rate pay agreement to be considered an employee.
9. What is a flat-rate pay agreement?
A flat-rate pay agreement is a contract issued to an individual who is hired to perform a specific task for a fixed fee, regardless of hours worked. For example, a student may be paid $50 to drive a UT-owned vehicle to run some errands for the day. Human Resource Services must approve these agreements in advance. Please contact Human Resource Services—Compensation at 512-475-8036 for more information.
10. Can an individual who has a 0% appointment be authorized to drive a UT-owned vehicle?
No. An individual's appointment must be greater than 0% in order to be eligible for authorization to drive a UT-owned vehicle.
11. How often does UTDRIVERS update appointment status information?
UTDRIVERS performs real-time checks of appointment status. Appointment information is updated each time an authorized user logs on to the system.
12. Can a retired employee or Professor Emeritus be authorized to drive a UT-owned vehicle?
No. These individuals cannot be authorized to drive a UT-owned vehicle unless they have a current appointment or receive compensation through an approved flat-rate pay agreement.
13. Can an independent contractor or a worker paid on an Authorization of Professional Services (APS) be authorized to drive a UT-owned vehicle?
No. An individual must be considered a UT employee through an appointment in *DEFINE or a flat-rate pay agreement to be authorized to operate a UT-owned vehicle.
14. Will UTDRIVERS automatically update a driver’s department information if the driver changes departments, and will it automatically delete inactive drivers?
No. UTDRIVERS will not automatically update a driver's department information or remove inactive drivers. It is the department contact's responsibility to maintain an accurate list of their drivers and update the system to reflect any informational changes.
15. Can my department use UTDRIVERS to perform Motor Vehicle Record (MVR) checks on students or other individuals not considered to be employees of the University?
No. It is illegal for UT to check the MVR of a non-employee. This is the reason that all authorized drivers must have an appointment in *DEFINE or a flat-rate pay agreement.
D. 15-passenger Vans - Back to FAQ -
16. What is required if I am planning on driving a 15-passenger van?
Due to safety concerns, UT strongly discourages the use of 15-passenger vans. However, drivers who do operate 15-passenger vans must meet the following criteria:
- They must be properly authorized in UTDRIVERS (must have an acceptable driver rating and be considered a UT employee).
- They must successfully complete the 15-passenger driver training course offered by Fleet Management.
The proposed driver must meet these conditions regardless of whether the 15-passenger van is UT-owned or is rented from an outside vendor. Also, the Office of the Controller advises you to notify your department’s Dean or Vice President that you will be using a 15-passenger van.
17. Does an employee need to be listed on UTDRIVERS as an authorized driver in order to attend the 15-passenger van driver training course?
Yes. The 15-passenger van training course includes hands-on/behind-the-wheel training on public streets. Therefore, anyone taking the course must be a UT employee with an acceptable driver rating per the Department of Public Safety (DPS) check.
18. Can I use a 15-passenger van to transport minors (high school age and below)?
No. The CFO and Vice President for Financial Affairs prohibits the transportation of minors in 15-passenger vans.
E. Random Drug Testing - Back to FAQ -
19. Who is eligible for random drug testing?
According to federal law, only those employees who are required to have a Commercial Drivers License (CDL) for their position are subject to random drug and alcohol testing. Employees who are required to have a CDL must have a Y entered in the CDL Required field in their UTDRIVERS record. If this is not the case, please update the information or contact Risk Management in the Office of the Controller at 512-471-6382 for assistance.
20. How are the test subjects selected?
Each month, the Office of the Controller initiates a job to select three names from a list of drivers eligible for random drug testing. Employee Relations will contact the supervisors of the selected drivers.
F. Losing Authorization to Drive a UT-owned Vehicle - Back to FAQ -
21. What if a driver receives an unacceptable driver rating per the monthly Motor Vehicle Record (MVR) check?
Employees who receive an unacceptable driver rating are not authorized and should not be allowed to drive a UT-owned vehicle or any 15-passenger van, whether UT-owned or -rented, to conduct University business. If driving is a required part of the employee’s job, then the employee’s supervisor should contact Employee Relations in Human Resource Services to discuss the appropriate management options.
Per UT System Policy (UTS) 157, employees with unacceptable ratings who continue to drive UT-owned vehicles will be subject to disciplinary action, which may include dismissal.
22. What are the potential consequences of allowing a non-UT employee drive a UT vehicle?
If the UT-owned vehicle is involved in an accident, there is a possibility that UT’s auto liability coverage will not extend to the non-UT employee. Additionally, the non-UT employee is not eligible for Worker’s Compensation and will not receive protection under the Texas Torts Claim Act.
23. What happens if a driver receives a “Type A” violation (refer to UTS157 for a definition) on his or her Motor Vehicle Record (MVR)?
An employee who receives a Type A violation on his or her driving record is not authorized to drive any UT-owned vehicle or any 15-passenger van, whether UT-owned or -rented, to conduct University business.
The employee must wait for the Type A violation to fall off of his or her three-year motor vehicle record before reinstatement to driving authorization. Additionally, the driver must promptly report the Type A violation to his or her supervisor or possibly face disciplinary action up to and including dismissal. Refer to UT System Policy (UTS) 157 for details.
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