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

The University of Texas Driver
UTDRIVERS
Record Information and
VERification System
Revised January 24, 2008
Objectives
• Learn the rules regarding authorization to drive UT vehicles.
• Understand the responsibilities of a UTDRIVERS department
delegate.
• Know where to go for assistance.
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.
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.
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.
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.
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.
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.
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, behindthe-wheel training.
All drivers are required to repeat driver training every three
years.
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.
Who are UTDRIVER contacts?
Each department assigns responsibility for maintaining UT
vehicle driver information to a primary contact, also known as
a delegate.
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.
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.
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.
Contact Responsibilities:
Reviewing the MVR
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.
• Criminal negligent homicide –
1st or 2nd 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
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.
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.
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.
Contact Responsibilities:
“I Drive Safely” Driver Training
As previously mentioned, UTS157 defines driver training.
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.
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.
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 15Passenger 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.
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.
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.
Contact Responsibilities:
Driver Reporting Responsibilities
As a UTDRIVERS contact, you are responsible for
communicating to each driver the reporting responsibilities.
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:
•Nature of charge
•Scheduled court date
•Pleas entered by driver
•Findings of the court
– Any other violation(s) that could cause a driver to have an
unacceptable status.
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
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.
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.
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.
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.
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
Contact Responsibilities:
Training UTDRIVER Updaters
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
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.
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.
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.
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.
Resources
Office of the Controller
office 471-3723 / fax 471-1651
[email protected]
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)
Human Resource Services Employee Relations
(http://www.utexas.edu/hr/er/er_dir.html)
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