Motor Vehicle Report (MVR) Frequently Asked Questions

Frequently asked questions about the MVR Policy.

General

Why are we starting this process? Is there a law requiring it?

We are starting this process in response to directives from our insurance carrier, which require enhanced Motor Vehicle Records (MVR) checks. A system-wide committee is overseeing the implementation. This initiative ensures that individuals operating vehicles for system or university business are safe, qualified, and compliant with insurance requirements. Regular MVR reviews help us mitigate risk and maintain the level of coverage necessary for university operations.

Regular Drivers

What constitutes a Regular Driver?

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

Who is responsible for identifying a Regular Driver?

As this MVR process begins, the department/unit will coordinate with their university or system human resource office to identify if an existing employee is a Regular Driver. As new employees are hired, the department/unit or central human resource office will indicate if the employe is a Regular Driver as defined above. A checkbox for an MVR will be added to HireTouch, similar to that used to request a background check in that system.

I’ve identified a Regular Driver in my unit. What office do I contact to start the MVR process? What information is needed?

If the employee is a new hire, the MVR process will take place in conjunction with the criminal background check. If the employee is NOT a new hire, please contact your university or system human resources office for assistance.

Motor Vehicle Reports (MVRs)

What is a Motor Vehicle Report?

A Motor Vehicle Report (MVR) is a document supplied by a consumer reporting agency containing information compiled from public records and/or various sources regarding an individual's driving history. An MVR may include information about moving violations, traffic tickets, accidents, and other driving-related incidents. MVRs are commonly used by insurance companies and employers for purposes such as determining insurance rates and risks associated with an individual driving a motor vehicle.

Who requests the MVR (unit, driver, Motor Pool, Risk Management, other)?

The System and University Human Resources Offices coordinate the MVR check process. They are responsible for working with an external vendor to request and conduct MVR checks on designated individuals, as outlined in the policy.

What is the cost for the MVR and who pays for this check?

MVR costs for existing employees identified as Regular Drivers are included in the University of Illinois System insurance expenses.

MVRs for new employees identified as Regular Drivers will be paid by the department and are roughly $25 per MVR.

Is the MVR limited to incidents in Illinois or does it include incidents in all 50 states?

The Motor Vehicle Record (MVR) check is conducted based on the state that issued the employee’s driver’s license. For example, if an employee holds an Indiana license, the MVR will be run through Indiana’s records. While some states share driving history with other states, not all do. The information returned depends on the reporting practices of the issuing state.

Does this apply to Regular Driver employees who work outside Illinois?

Yes. Regardless of an employee’s work location, they are considered a Regular Driver if they meet the criteria defined in the policy.

Does this apply to employees operating golf carts, forklifts, etc.?

Yes. This policy applies to any vehicle owned by the system or university, including, but not limited to: cars, vans, trucks, golf carts, forklifts, buses, ATVs, etc.

MVR Review

Who evaluates MVRs?

The University of Illinois System is responsible for maintaining and evaluating MVRs for all employees who meet the policy’s definition of a “regular driver.” Employees with an unacceptable MVR will be evaluated on a case-by-case basis.

What constitutes a “failed” MVR?

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

Are departments notified of failed MVRs?

The background check vendor continuously reviews MVRs, and should a finding occur that requires employment action, the central human resources office will alert the department/unit.

What are the unit’s responsibilities for failed MVRs?

The central human resources office will alert the college/unit regarding the next steps.

Is there an appeal process for a failed MVR? If so, what is that process?

Employees will have the opportunity to provide additional context to information provided by the background check vendor should a finding occur.

How often are MVRs reviewed (monthly, quarterly, annually, every X number of years)?

MVRs will be continuously reviewed by the background check vendor.

MVR Vehicle Rental

How does a Regular Driver request a vehicle from Motor Pool? Do they need to provide their MVR and their driver’s license?

The Regular Driver would request a vehicle via the normal Motor Pool request process as outlined in Business & Finance Policy 15.4.1 Rent a University Motor Pool Vehicle.

Please also review policies 15.4.2 Become Eligible to Drive a University Motor Vehicle, 15.4.3 Comply with Unit Responsibilities for Motor Vehicle Use, 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles, and 15.4.5 Determine When to Use Commercially Insured University Motor Pool Vehicles.