Approval to Drive University Vehicles

All employees must review the vehicle driver guidelines below before approval forms are submitted. 

The Texas A&M University System Vehicle Driver Guidelines

As a state entity, The Texas A&M University System has an obligation and responsibility to ensure employees using automobiles for state business are appropriately licensed and safe drivers. All employees who drive vehicles on state business, from those who operate vehicles daily to those who rarely or never drive a vehicle, also share in this responsibility.

Under System Regulation 33.99.14, every employee is responsible for notifying their supervisor of any criminal arrests, criminal charges or criminal convictions. This includes the driving related offenses such as the following:

  • Driving under the influence
  • Negligent homicide arising out of the use of a motor vehicle
  • Aggravated assault with a motor vehicle
  • Operating a motor vehicle during a period of suspension or revocation of an operator's license
  • Using a motor vehicle for the commission of a felony
  • Operating a motor vehicle without the owner's authorization
  • Permitting an unlicensed person to drive
  • Reckless driving
  • Speeding contest
  • Hit and run (bodily injury and physical damage) driving

If an employee is arrested, charged or convicted regarding any of these offenses, Regulation 33.99.14, requires the employee to notify their direct supervisor and a review of the offense be completed and resultant disciplinary actions taken if warranted. Failure to report one of these instances to a direct supervisor can be grounds for termination. In addition, if as part of a person’s employment, an employee is required to drive on System business, employees are expected to notify their direct supervisor in any instance when their driver’s license is suspended or revoked. Employers may elect to periodically verify employees are still authorized to operate a motor vehicle by verifying the individual is still a licensed driver. 

Approval to Drive University Vehicles

Only employees acting under course and scope of their work function may operate WT vehicles.

In order for employees to qualify as approved drivers of WTAMU vehicles (including golf carts and ATV’s), a motor vehicle report must be obtained from the Texas Department of Public Safety (DPS) for drivers with an in-state license. The employees and student employees that do not have a valid Texas driver's license must have a driver background run from Parking Services.  While the out-of-state motor vehicle record is being processed an employee may be temporarily approved to drive a University vehicle by completing the "Temporary Approval for Out-of-State License."

See approval forms listed below.

Car Rentals: Please keep in mind that most car rental providers require a driver to be 21 years of age. This is at the discretion of the rental provider and not a WTAMU restriction. WT employees and WT student organizations can use the state contract to rent vehicles. The State Comptroller establishes the state contract which currently includes Enterprise and Hertz. The state contract includes insurance and the WTAMU fleet insurance will cover damages in excess if necessary. In this case, a student could be subject to our liability coverages, but again, only in excess. If the rental company does not offer insurance options, then insurance must be purchased through WTAMU Risk Management.

Personal Vehicles: Use of personal vehicles means the owner of the vehicle, and in some cases, the driver, take on the liabilities. Essentially the vehicle will be insured and the driver assumes criminal and civil liabilities. If a person is driving their personal vehicle and pulling a WT trailer, the vehicle carries the liability (insurance) and the driver assumes criminal and civil liabilities. 

Van Usage: No more than 10 passengers in a single vehicle (unless a shuttle with a professionally licensed driver).

Approval Forms

Addition to the WTAMU Approved Drivers List

Temporary Approval for WTAMU Drivers List with Out-of-State License

All forms and a copy of both sides of the driver’s license must be submitted to Jerry Faltinek in Parking Services at:

Once the background check has been reviewed and approved, Human Resources will assign the Driver & Travel Safety Training that is located in TrainTraq. Employees will have thirty days to complete the training.  If an employee will be driving a WTAMU van, they must also review van safety.

Employees must meet the listed criteria and training before they will be approved. The requesting department will be notified once the employee or student employee has been added to the Approved Driver List.

Each approved driver must be recertified annually with Parking Services.  

These procedures should be followed in case of an auto accident:

  • Stop immediately and notify the proper law enforcement agency to respond and document the accident.
  • Take defensive-driving measures to prevent another accident.
  • Call 911 for Emergency Medical Services (EMS), if needed, and render aid to the injured, if able.
  • Do not make any statements, oral or written, regarding fault.  Appropriate legal authorities will decide fault or liability.
  • Provide all required information to the law enforcement officer.
  • Record the names and addresses of any witnesses.
  • It is the responsibility of the vehicle operator to obtain a copy of the police report. A copy of the report should be submitted to the Risk Management Office, along with the MVAR (above).

The driver of a motor vehicle that is involved in an accident resulting in injury or death of any person, or damage to any property with a value of at least Five Hundred Dollars ($500) or more, must complete and forward, to the Texas Department of Public Safety, DPS Form ST-2 (Driver Confidential Accident Report) within ten (10) days of the accident.