Administrative Services

Drivers and Passengers

Academic, administrative, civil service personnel, graduate assistants, and Board of Trustees members may request and drive University vehicles.

Student employees are allowed to drive University vehicles if driving the vehicle:

  • is considered a requirement of the job
  • the reason for driving for their work department is written in their job description
  • the trip is considered University business
  • and they will only be driving in Macomb or to University-owned properties within a 30 mile radius of the Macomb Campus.

All drivers must present a valid U. S. driver’s license at the time of vehicle dispatch (Information about international driving permits/licenses). Drivers of 12- and 15-passenger vans must be 21 years of age or older and successfully completed the van training program prior to vehicle dispatch.

Vice presidential approval must be obtained prior to each trip for a student driver leaving the above designated 30 mile radius of the Macomb Campus. Vice presidential approval must also be obtained for a non-university employee to ride in a university vehicle. Even when vice presidential approval is obtained, no insurance coverage is provided for non-University personnel.  Personal guests, including spouses, and children under the age of 18 that are not employed by Western Illinois University are not permitted to ride in university vehicles.

To obtain vice presidential approval, submit a written request to the appropriate vice president, along with an explanation outlining the benefit or need for a student to drive the vehicle or for a spouse or non-employee to ride in the vehicle. Please request that your vice president forward the approval to WD-Oster@wiu.edu in the Vice President for Administrative Services office, with an additional copy going to HA-Cox@wiu.edu in Transportation Services. Due to the extra steps necessary for travel of this nature, requests should be submitted at least three weeks prior to the trip. Once approval is obtained, follow the regular requisition process.

Any trip involving a student as a driver must include a faculty member, staff member or graduate assistant. It is preferable that a full-time University employee drive whenever possible. Each trip requires a separate student driver authorization. We encourage you to have more than one authorized driver for every trip in a car or minivan when you will be traveling more than 450 miles one way or for any trip in a 12- or15 passenger van when you will be traveling more than 300 miles one way.

Travel by external organizations, such as annuitant associations, booster clubs, credit unions, fraternities and sororities, whose business and purpose is ancillary to the primary mission of the University, is not allowable. Purely recreational, social or entertainment-related trips are not allowable. It is not permissible for children or non-service animals to travel in University vehicles. Personal use of vehicles is not permitted.

International Driving Permits and Eligibility to Drive WIU Vehicles

International Driving Permits are not recognized as valid driver's license in the State of Illinois. Transportation Services may not issue a vehicle to an individual with only an International Permit. The State of Illinois provides that persons with an out-of-State or non-US license may legally drive in Illinois for up to 90 days before seeking an in-State license as a resident of Illinois. The State does offer a Temporary Visitor Driver's License for individuals who are permitted to be in the US legally but will not be aquiring a permanent Illinois Driver's license. The following is a clarification of WIU policy regarding driver's license requirements and eligibility to operate a WIU vehicle:

  1. A valid Illinois Driver's License or a Temporary Visitor Driver's License issued by the State of Illinois are acceptable.
  2. An International Driving Permit is not acceptable.
  3. A holder of only an out-of-State or non-US Driver's License will be required to sign a Statement of Compliance that they understand State law governing Illinois Driver's Licensing requirements and that they are agreeing to comply with those laws before renting or using a WIU vehicle.
  4. This policy applies to all University departments owning, leasing, or renting their own WIU vehicles.

Questions may be directed to Lisa Waller in Transportation Services, 298-1100.