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Policy and Procedure ManualChapter 370, Risk Management Responsible Department: Risk Management This section describes policy regarding insurance for vehicles used on University business and procedures for filing accident claims and acquiring necessary coverage in foreign countries. This is a general description, summarizing the provisions of various UC Business & Finance Bulletins. In case of conflict, the provisions of the Business & Finance Bulletins control. A. University-owned vehicles--physical damage insurance 1. Insurance coverage for damage to University vehicles is available from the University's self- insurance fund. Fleet Services purchases coverage for fleet vehicles; departments purchase coverage for department-owned vehicles. To purchase coverage for department-owned vehicles, contact campus Property & Liability or UCDHS Risk Management. Departments may choose either a $200 or $500 deductible. a. The department that was using the vehicle at the time it was damaged pays up to the deductible amount (see II-A-1, above) for damages and related costs, including towing, unless the damages are due to mechanical failure of the vehicle or are recovered from the person(s) who caused the damage. b. Employees or students who have custody of a vehicle will not be charged for damages, except in cases where the damage is due to misuse or careless operation. In these cases, the employee or student may be required to reimburse the University for all or part of the damages. It is the responsibility of the department to determine whether misuse or careless operation occurred and to collect reimbursement. c. If the department fails to report damages within 24 hours of the driver's return or to make the vehicle available for repairs within 45 days, the full cost of repairs may be assessed to the department. 2. Special rules apply to trailers, boats, farm tractors, and farm equipment. For information regarding insurance on these types of vehicles, contact campus Property & Liability. B. University-owned vehicles--liability insurance 1. The University maintains automobile liability insurance coverage for all fleet vehicles and departmentally owned vehicles. It covers claims by third parties for bodily injury and property damage caused by University vehicles. 2. All vehicles must be registered and licensed through Fleet Services in order to qualify for insurance coverage. Fleet Services obtains liability insurance coverage as part of the registration process. Premiums are recharged monthly to the department. 3. University vehicles driven in foreign countries must be covered by any additional liability insurance required by that country (see III-B, below). C. State-owned vehicles State-owned automobiles operated by University employees and students on official University business are covered by the University against claims by third parties, but are not covered by the University for damage to the vehicle itself. Depending upon circumstances, the State may charge the responsible driver for repair costs. D. Privately owned vehicles Privately owned vehicles used for University business must be covered by the driver's liability insurance with the following minimum limits: $15,000 for personal injury to or death of one person; $30,000 for injury to or death of two or more persons in one accident; $5,000 for property damage. Refer to Section 300-10, Travel Policies and Regulations, for procedures for reporting that the required insurance coverage is in effect. E. Rental automobiles 1. The University maintains automobile rental agreements with various automobile rental companies for use by University faculty and staff on business-related travel. When using University agreements, liability and physical damage insurance on the rental automobile is provided by the rental companies if: a. A University rental agreement is used (see list on the World Wide Web at http://www-purchase.ucdavis.edu/dm3/carrent.html); b. The driver gives the University agreement number (each company has its own number) to the rental company and identifies herself/himself as a University employee; and c. The automobile is used on University business. 2. If these conditions are met, the employee need not purchase the collision damage waiver (CDW) or other optional insurance coverages from the rental company. The rental company has already provided the appropriate coverages as part of the University rental agreement. 3. University insurance will not pay liability or property damage claims arising from use of a rental automobile, except that if the conditions in 1, above, are met, the University's liability insurance will cover the portion of a liability claim that exceeds the rental company's limits. 4. Refer to Section 300-10, paragraph X-E-2, regarding allowable reimbursable travel expenses for insurance costs and property damage to rental automobiles. F. Vehicles on loan or leased If physical damage insurance or general liability insurance is required for vehicles, trailers, boats, or similar equipment on loan or leased to the University, it must be requested and purchased by the department. Contact campus Property & Liability or UCDHS Risk Management for further information. A. To report an accident The driver prepares an Accident Report Form immediately after the accident and forwards it to Fleet Services (Fleet Services vehicles), to Property & Liability (campus departmentally owned vehicles), or to UCDHS Risk Management (UCDHS departmentally owned vehicles). Accident Report Forms and instructions should be carried in all University vehicles. 1. Fleet Services, campus Property & Liability, or UCDHS Risk Management must be notified immediately, by telephone, of accidents involving death, serious injury, or extensive damage, even if information is incomplete. 2. The Accident Report Form must be filed within the time limits in II-A-1c, above. B. To procure insurance 1. Physical damage within the United States For vehicle physical damage insurance within the U.S. for departmentally owned vehicles, contact campus Property & Liability or UCDHS Risk Management. 2. Liability insurance within the United States Liability insurance is procured by Fleet Services as part of the vehicle registration process. 3. Foreign liability and physical damage insurance a. The traveler purchases the required minimum amount of local insurance or the amount recommended by the local insurance broker in each country in which the University vehicle will be driven. Minimum coverage may not be adequate for an extended stay in a foreign country. Consult campus Property & Liability or UCDHS Risk Management for assistance. b. The traveler submits a Travel Expense Voucher in order to be reimbursed for this expense. 4. Mexico At the traveler's request, campus Property & Liability or UCDHS Risk Management issues a letter verifying that the bearer is in Mexico on University business. This enables the bearer to purchase the special liability insurance required under Mexican law. The traveler must submit the request at least 7 working days before departure. Obtain the request form from campus Property & Liability or UCDHS Risk Management. For further information, insurance coverage enrollment, and claim forms, contact campus Property & Liability at 752-0797 or UCDHS Risk Management at 734-3883. UC Business & Finance Bulletins: A. BUS-35, Vehicle Accident Reporting and Claim Procedures, 10/15/87, revised 12/15/89. B. BUS-46, Use of University Vehicles, 8/1/94. C. BUS-69, Vehicle Physical Damage Self-Insurance Program, 7/1/92. D. BUS-75, General and Automobile Liability Self-Insurance Program, 4/15/88. E. G-28, Policy and Regulations Governing Travel, 12/15/95. Copyright © 2006 The Regents of the
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