15.5 Motor Vehicle Records

Policy Statement

At the direction of its insurance carrier, the University of Illinois System orders, maintains, and reviews motor vehicle records (MVRs) for all employees who satisfy the definition of “regular driver,” as defined in this policy. Unsatisfactory MVRs for regular drivers may lead to reduction in or denial of driving privileges for system- or university-owned and/or -leased vehicles or other penalties, including but not limited to, loss of driving privileges on behalf of the system or one of its universities.

Reason for the Policy

To ensure safe and reliable drivers are operating motor vehicles on system or university business, and to remain in compliance with insurance carrier requirements, the system and its universities order and review motor vehicle records (MVRs) for all regular drivers.

Applicability of the Policy

This policy applies to all employees within the University of Illinois System, including the universities at Chicago, Springfield, and Urbana-Champaign, the University of Illinois System Offices, the University Hospital and clinics, and regional offices who are regular drivers, as defined below.

Procedure

Regular Driver

A “Regular Driver” is defined as an employee who meets one or more of the following criteria using personal, system, university, and/or rental vehicles while driving on system or university business:

  • All employees who drive as a regular function of their job duties as determined by their unit including, but not limited to, the following positions in the following State Universities Civil Service System (SUCSS) series:
    • Automotive Garage Technician
    • Disability Transportation Specialist
    • Driver
    • Mail Messenger
  • Facilities and unit craft and trade civil service (CS) staff
  • Facilities project managers, engineers, inspectors, and commissioning staff whose duties include regular on-site visits to build, demo, and renovation sites
  • Public Safety and Parking staff, either assigned a designated vehicle, or routinely (i.e., weekly) engaged in vehicle patrol duties
  • Any employee permanently assigned a unit-owned or -leased vehicle
  • Any employee who drives on system or university business at least 10 days in any 30-day period
  • Any employee who drives as an essential function of their job
  • Any employee involved in an accident while driving any vehicle on university business

Obtaining an MVR

Once a new candidate for employment is identified as a Regular Driver, the college, unit, or central human resources office will begin the MVR process in tandem with the criminal background check process by submitting the background check request via the established background check process. The background check vendor will notify the candidate that an MVR must be completed and they will provide next steps for the candidate to follow.

Existing employees (not newly hired) identified as a Regular Driver will receive instructions from the background check vendor on how to complete the MVR check.

MVR Review & Unacceptable MVRs

MVRs will be continuously reviewed by the background check vendor and should a finding occur, the central human resources office will alert the college/unit and the applicant/employee regarding the next steps.

An MVR can be determined unacceptable for multiple reasons and will be addressed on a case-by-case basis.

Responsibilities

Regular Driver:

  • Provide complete and accurate information as requested in order for an MVR to be ordered.
  • Provide authorization for an applicable MVR when requested.
  • Report revocation, forfeiture, and/or suspension of driver’s license immediately to appropriate individual(s) (i.e., department head or unit designee).

Unit Contact

  • Provide a list of Regular Drivers as defined in this policy.
  • Inform the unit’s Regular Driver employees of their requirement to provide necessary information and authorization for MVR checks.

System and University Human Resources Offices:

  • Communicate to unit any necessary updates to MVR procedures.
  • Coordinate the process for soliciting and contracting, as necessary, with an outside vendor to perform MVR checks on specified individuals pursuant to this policy.

Office of Risk Management:

  • Annually confirm system and universities are in compliance with this policy.

Confidentiality

All records obtained through MVR checks will be maintained in accordance with this policy and other applicable policies and procedures established by the system offices or each university. To the extent permitted by law, all such records shall be deemed confidential, maintained in a secured, access-restricted file with access limited to only those individuals who have a need to review or utilize those records in fulfilling their responsibilities.

Related Policies and Procedures

Forms Used in this Policy

First Published: December 19, 2025 | Last Updated: December 19, 2025 | Last Reviewed: December 19, 2025