Vehicles (UGA or Ecology Fleet)

Drivers must have passed a DVM background check before operating any UGA or Ecology vehicle.

Screening/Training

1. Insurance & Claims Management (ICM) will be responsible for the development and tracking of initial and ongoing training, with the concerted help of the unit.
2. All Drivers who drive on University business regardless of frequency and location of driving shall be subject to annual training, among other things.

Driver Qualifications

Drivers must have a valid license in their possession while operating any vehicle on University business.

The Driver Acknowledgement Form must be completed annually by each Driver. Each Driver must initial next to each safety standard on the form to be deemed eligible to drive.

The Driver Acknowledgement Form and MVR history check will be completed annually by each Primary Driver who’s job requires them to routinely drive a State of Georgia Vehicle as a primary function of their job. The University of Georgia Police Department will be responsible for running the MVR history check.

Driver Disqualifications

A Driver who has had one of the following occurrences during the 24-month period preceding their use or request for use of a State of Georgia Vehicle, or a vehicle used for University business will be considered a “Disqualified Driver”:

1. Accumulating 10 or more points on his or her driving record,
2. Having an “at fault” motor vehicle accident within the six (6) months preceding an assignment to drive on University business, or
3. Having been convicted of one of the following offenses preceding an assignment to drive on University business:
   • Driving Under the Influence (DUI)
   • Driving Under the Influence Less Safe
   • Leaving the scene of an accident

Drivers subject to completion of the Driver Acknowledgement Form are required to disclose to the Director if any of the above apply. A Disqualified Driver may not drive on University business until: (a) his or her Motor Vehicle Record has been reviewed by Insurance & Claims Management and (b) the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by UGA. A Driver with a driver’s license that is restricted, expired, suspended, or revoked is not permitted to drive on University business until the license is fully reinstated. Drivers who drive on University business are to disclose any license restriction, expiration, suspension, or revocation upon notification.

Drivers who fail to complete the annual training or sign the Driver Acknowledgement Form will be automatically considered a Disqualified Driver.

Drivers charged with the following offenses are not permitted to drive on University business until disposition of the charges and review by Legal Affairs, ICM and department:

1. Driving Under the Influence
2. Driving Under the Influence Less Safe
3. Leaving the scene of an accident
4. Aggressive Driving (only if a conviction would result in 10 or more points accumulated on his or her driving record)
5. Exceeding speed limit by more than 19 mph (only if a conviction would result in 10 or more points accumulated on driving record)

Drivers who drive on University business are to disclose receipt of the above charges by submitting the Driver Notification Form to department head/director no later than the workday following the charges. Department head/director will forward a copy of the Driver Notification Form to Insurance & Claims Management. In addition, the Driver must comply with the reporting requirements of the UGA Policy on Arrests and Convictions.

Drivers who meet all Driver Qualifications and are not otherwise Disqualified Drivers following disposition of the charges and review by Legal Affairs, ICM and the department, are permitted to resume driving on University business.

If a Driver does not meet all Driver Qualifications following disposition of the charges, the employee will not be permitted to drive on University business until the circumstances leading to such citations have been reviewed by the Insurance & Claims Management and the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by UGA and required under this Policy. The determination of the measures to be required will be made by Insurance & Claims Management, in consultation with the Driver’s departmental manager, based on the specific citation and circumstances. Information for these items can be retained through DOA.

Liability Insurance

The State of Georgia provides a Georgia Liability Insurance Identification Card, annually.

You may print a copy of this card if driving is a requirement of your job.

This card is not to be used for the registration of a privately-owned vehicle. Any person using this card for such a purpose may be subject to criminal prosecution.

The insured are State of Georgia Government or State employees while operating a vehicle within the scope and course of employment.

This card explains what you should do if you are in an accident.

Accidents must be reported within 48 hours.

Gas/Fuel

Each UGA vehicle comes with a WEX gas card. These cards are assigned to a specific vehicle, not a person. The vehicle number is located at the bottom of each card. The card may ONLY be used to obtain gas for the associated vehicle.
New vehicle operators must contact Felicia Hubbard at 706-542-7525 to be granted authorization to use the WEX gas card.

Ecology Fleet

Ecology currently has a fleet consisting of five 15-passenger vans. Instructional use is given first priority and use is managed by Kait Farrell and Joanne Greenway.

If you need to request a reservation you may email ecologyfrontdesk@uga.edu for further information.

Vehicles should not be kept overnight unless associated with an approved course and with prior approval. Keys can be picked up during normal office hours, Monday – Friday, 8am – 5pm.

Only students, faculty, and staff that have completed and signed a driver acknowledgement form are permitted to operate an Ecology vehicle. 

Vehicle operators are responsible for complying with and completing a vehicle maintenance checklist (to be filled out and turned in when keys are returned).