Motor Vehicle Use

The safety of students, faculty, staff, and our communities is a primary focus of Miami University. The operations of Miami University, at times, necessitate faculty, staff, students, and volunteers operating vehicles and other motorized equipment.

The Motor Vehicle policy sets forth the requirements for drivers who operate University insured vehicles. Several University departments/divisions collaborated to develop the policy and the intent of the policy is to proactively manage the use of our vehicles, establish minimum qualifications for our drivers, and decrease the number and severity of auto accidents.

All drivers of university owned and long-term leased vehicles (including golf carts and gators), must be approved drivers. Please review the Motor Vehicle policy and submit a request for Motor Vehicle Use as follows:

If you are a Miami University employee, including student employees and graduate assistants, submit a Motor Vehicle Use request inside Workday (instructions are below).
If you are NOT a Miami University employee, submit the Motor Vehicle Use Agreement form.

How to submit a Miami Motor Vehicle Use Request in Workday

Login to Workday.
Search for "Create Request" task.
Select request type "Miami Motor Vehicle Use."
Fill out the questionnaire and submit.
- If you select “Save for Later” the request will appear in your Workday task inbox where you can edit and submit from there.
Your request will go through an approval process.
- If you have not had a Motor Vehicle Record (MVR) background check with Miami or if your most recent check is older than 6 months, you will also receive a notification from our background check partner, HireRight, with instructions for completing the background check process.
You will receive a notification when the motor vehicle request is approved or denied.
- If you are approved, the “Miami Approved Driver Certification” will be added to your record in Workday. This certification is good for one year. You will receive a notification when it is time to begin the process to renew your Miami Approved Driver certification.

The following questions apply to the Motor Vehicle Use Policy.

Why do we need a Motor Vehicle Use Policy?

Having a policy that spells out who is authorized to drive and that establishes driver standards is best practices. Additionally, Implementation of a vehicle use policy puts us in line with our peer institutions.

What is the benefit to Miami University?

The benefit for Miami is that we will now have a policy that proactively manages the use of our vehicles, establishes minimum qualifications for our drivers, and decreases the number and severity of auto accidents.

How does this policy compare to the point system used in many states?

There is no correlation. State point systems address general driving privileges within a state. The University's system reflects our tolerance for and ability to absorb vehicle risk exposures.

Do I have to be an approved driver to drive a short-term rental through a rental car company such as Enterprise, National, or Hertz?

No, individuals renting vehicles to conduct University business from Enterprise/National or other entity under a University-contracted rental program are not required to complete the Motor Vehicle Use Agreement or be an Approved Driver, but must have a valid driver's license and must adhere to the safe driving practices contained in this Policy as well as all applicable traffic laws.

What office will be responsible for insuring the enforcement of the Motor Vehicle Use Policy?

The Office of the Senior Vice President for Finance and Business Services will oversee the policy and work collaboratively with HR and other departments.

What is a long-term leased vehicle?

These are vehicles rented by departments under a contractual agreement whereby Miami University is responsible to insure the vehicles. This is not a short term rental through the local Enterprise office.

If I allow a volunteer to drive a University owned or long-term leased vehicle, do they need to be an Approved Driver?

Yes, the policy applies to all drivers.

Am I permitted to rent a 15 passenger van?

Yes, 15 passenger vans may be driven by Miami University employees, students, or volunteers for university related business or activities WHEN RENTED under the Enterprise/National/Hertz business account for university business.

If I am driving my personal vehicle for University business, will my insurance have to respond if there is an accident?

Yes, when driving a personal vehicle, even for university business, the owner's insurance policy covering the vehicle is considered primary for both liability and physical damage. Insurance maintained by the University, if it applies, will be excess of the employee's personal automobile liability limits.

The following questions apply to the process of submitting a Miami Motor Vehicle Use Request in Workday.

How can I find “Miami Motor Vehicle Use” requests I have submitted?

In Workday, search for and run the “My Requests” report to see all of your requests.

How can I find requests I have started but not submitted?

Requests “saved for later” will appear in your Workday task inbox. You can edit and submit from there.

As a manager, how do I approve “Miami Motor Vehicle Use” requests?

Managers will receive a notification and a task will appear in their Workday task inbox when they have a “Miami Motor Vehicle Use” request to approve. Managers can:

Approve - if the manager approves the request, it will then go to the Risk Compliance group for approval.
Send back - the manager will be required to enter a comment and the request goes back to the initiator who can then make edits and resubmit.
Deny - the manager will be required to enter a comment and the initiator will receive a notification that the request has been denied.
Save for later - task remains in manager’s inbox.

As a manager, can I delegate “Miami Motor Vehicle Use” request approvals?

Request approvals can be delegated. A manager can:

Delegate ALL request approvals for ALL request types (in Workday, go to Manage Delegations and in the "Do My Tasks On My Behalf" column select "For Business Process" and select "Request")
Delegate request approvals for ONLY Miami Motor Vehicle Use request types (in Workday, go to Manage Delegations and in the "Do My Tasks On My Behalf" column select "For Business Process" and select "Request" and in the "Delegation Rule" field select "Miami Motor Vehicle Use Requests" - this will delegate Miami Motor Vehicle Use requests to the specified delegate)

As a manager, can I see which of my employees have the Miami Approved Driver Certification?

Yes, managers can access and run the “MU Miami Approved Driver Certifications” report inside Workday.

How will I know it is time to renew my Miami Approved Driver certification?

The employee and their manager will receive a notification when the employee’s certification is 60 days from expiration. The notification will include instructions for how to begin the recertification process. A similar notification will go out when the certification has expired.

The following questions apply to drive qualifications as part of the Motor Vehicle Use Policy.

What violations prevent you from being an approved driver?

DUI/OWI drugs or alcohol; Negligent homicide via a vehicle; Use of an auto in commission of a felony; Aggravated assault with a vehicle, Operating without a license; Reckless driving, Leaving the scene of an accident; Hit and Run

Will a speeding ticket be a violation?

No, please see the list above for violations considered.

If after a review of my motor vehicle check, it is determined that I am NOT an approved driver, will this affect my ability to keep certain jobs? If so, who determines this and how is it handled?

Drivers found on a motor vehicle check to have a violation per the Motor Vehicle policy will lose their privilege to operate a University owned or long-term leased vehicle. Human Resources will work with these departments to see if an alternative solution can be found.

The following questions apply to the Motor Vehicle Record check.

Do I have to consent to a Motor Vehicle Record (MVR) check?

Yes. A Motor Vehicle Record (MVR) check is required once per year in order to obtain and renew your Miami Approved Driver status.

What happens if I refuse to give Miami University authorization to run my MVR?

A driver who refuses to give authorization for an MVR will no longer be authorized to operate a University owned or long-term leased vehicle.

If I had a violation five (5) years ago, will it affect my driving privileges?

No, only violations in the last three (3) years will be reviewed and considered.

Will MVRs be reviewed prior to an offer of employment?

Yes, if the job description requires or may require driving a University owned or long-termed leased vehicles.

How long will it take to have an MVR check run?

Results of MVR reviews will typically be communicated in 5 business days.

What if I have a violation that prevents me from becoming an Approved Driver?

Risk Management will refer this to the appropriate Human Resource area.

How will a supervisor know that a driver is approved?

The driver will be notified when they become a Miami Approved Driver. The manager or department admin may also be granted access to the Approved Driver list maintained by Risk Management. Contact Risk Management at riskmanagement@MiamiOH.edu.

The following question applies to training required by the Motor Vehicle Use Policy.

Is van safety training required by all drivers?

Yes, the University now requires that all drivers successfully complete passenger van safety training in advance of driving a large passenger van or utility van (with a wheelbase greater than 125 inches).

Please complete a Request for Van Safety Training if you have not already done so.

blossoming tree with the exterior entrance of Roudebush Hall in the distance

Finance and Business Services

218 Roudebush Hall
501 E. High St.
Oxford, OH 45056

vpfinancebusiness@MiamiOH.edu 513-529-4226 Signature Authorities Workday Vehicle Rental