Authorized Driver Information

Employees engaging in ASU business related travel are responsible for understanding all policies related to ASU travel.

This job aid helps users update their driver’s license information and request to be an authorized driver at ASU using Workday.

To become an authorized driver, you must:

1.Have a valid driver’s license in Workday.
2.Complete ASU Authorized Driver Training in Workday Learning.

Have a completed motor vehicle report (MVR) on record.

Note: ASU has an agreement with the Arizona Department of Transportation (ADOT) to provide an MVR at no cost to the department. This MVR is automatically run as part of the hire process for Arizona drivers and does not need to be requested by the department. MVRs are run on the 12th and 25th of each month.

Important: Only HR Partner (Supervisory) can run the Authorized Driver Program Status report to view their unit’s authorized drivers. HR Analysts and other roles cannot run this report as it falls under the “Government IDs” category, which is sensitive information along with social security numbers (SSN).

Initiators: Employee as Self

Approver: HR Central Service Delivery — expedited and out-of-state request only.

Step 1: Add driver’s license information

1.Go to Workday https://workday.asu.edu/

2.Type your last name in the search bar to locate your profile OR click on the upper right hand profile picture and select View Profile

3.Select the Personal section from the menu options on the left

4.Select the IDs tab from the menu across the top

5.Select Edit - click the drop down arrow to see options

6.Select Change My Licenses.

7. Select Add Row (+) in the Licenses table to add a new Driver’s License.
8. Select Driver’s License as the License ID Type.
9. Select the appropriate state from the Issued by Country Region dropdown.
10. Enter your driver’s license number in the Identification # column.
11. Enter the Issued Date as reflected on your driver’s license.
12. Enter the Expiration Date as reflected on the driver’s license.
13. Select Submit to save the changes.

Step 2: Opt into the Authorized Driver program

If you have not entered your driver’s license information, the system will let you complete the consent form and direct you to add the driver’s license information.

The Authorized Drivers Program Request task provides an update on your authorization status.

1. Search for Authorized Drivers Program Request using the search bar.

2. Read the consent and select I consent to opt into the Authorized Driver Program. If you are already an authorized driver and do not want to be in the program, select Opt out of Authorized Driver Program.

Note: You can only opt out of the authorized driver program if driving is not required for your job.

3. Select OK.

4. Optional: Select an expedited request, if requested. 

Note: State of Arizona drivers licenses can expedite the request, if needed. These requests are only authorized when driving is required before the MVR uploads on the 12th and 24th.

Note: Out of state licenses will receive a HireRight invitation in their ASU email account. The consent and disclosure form is requested to be completed electronically within 72 hours of receipt. The link remains active for 30 days.

a. Expand the Expedited Request section.

b. Select Expedite This Request.
c. Enter a business justification in Please provide a business justification for the expedited request.
d. Enter the Date Needed

5. Select OK on the Driver’s License Verification Request Information screen to finalize the request.

Step 3: Take training

You must complete the ASU Authorized Driver Training course in Workday Learning, or your authorized driver request will be denied.

Follow the Enroll in a Course Job Aid in the Work Instructions and Information application to find the Workday Learning application and enroll in training.

Arizona drivers:
If you have an Arizona driver's license and consent to participate, your information goes to ADOT for processing on the 12th and 24th of each month. Once approved, you receive a notification from Workday that you are authorized to drive. This can take up to three business days. Requests submitted outside regular business hours — Monday to Friday, 8:00 a.m. to 5:00 p.m. — may not be processed until the next business day.

Out-of-state drivers:
If you have an out-of-state driver’s license and consent to participate, you will receive an email from HireRight that you must act upon. Once approved, you will receive a notification from Workday that you are authorized to drive.

There are several scenarios in which your authorized driver approval may no longer be valid. Refer to the following table for reasons and responses.

Note: Refer to the Why am I not authorized to drive? link on the Authorized Drivers Program page for additional information.

Authorized Driver Program Status Report
HR Partners may run the Authorized Driver Program Status report to check the status of their employee’s request.

Important: Driver’s licenses are considered government IDs and are not visible to HR Analysts.

1. Search for Authorized Driver Program Status in the search bar.
2. Enter the Worker name.
3. Clear Authorized if you are not sure of the status.
4. Select OK.

5. Review the status of the Authorized Driver request.

6. Optional: Schedule the report to appropriate users.
a. Select the ellipsis next Authorized Program Status.

b. Hover over Custom Report.
c. Select Schedule.

d. Select the Run Frequency.

e. Select OK.
f. Complete the Schedule a Report parameters.
g. On the Share tab, share report output with other users.

h. Select I agree to the statement above.
i. Select OK.

Approvers receive an approval task for your request in their My Tasks inbox, which they will approve or deny. If your request is denied, it will be resolved within 5-to-18 days, by the next Arizona Department of Transportation (ADOT) processing date.

References

ASU Authorized Driver Training