Risk Management Services (RMS)
POLICY 3
Effective Date: 07/01/2003
Last Modified Date: 10/10/2003
Report All Damage
All automobile accidents involving University-owned, Motor Fleet Management, or personal vehicles being used for official State business must be reported to Risk Management Services (RMS), regardless of damage or fault. This includes not only accidents but also damage such as broken windshields, vandalism, theft, and hail. Once reported, different claims procedures apply depending on the type of vehicle involved, the coverages that are applicable, and who is at fault for the accident. See RMS Procedure 1, Reporting Automobile Accidents and Damage.
Accidents should also always be reported to the appropriate law enforcement agency. This is especially important if the accident was not your fault. A police report documents that the accident occurred, who was involved, and (typically) who was at fault. Without this documentation, the responsible party may deny fault and consequently jeopardize our ability to recover our damage costs.
Written Notification Is Required
Even if RMS is verbally notified, complete and return an Automobile Loss Notice within 24 hours of the loss for all claims. Include any available supporting documentation, such as a police report or insurance exchange slip. If the vehicle was being operated at the time of loss, the driver must complete the Automobile Loss Notice. Otherwise, a department representative may complete the form.
The Role of Risk Management Services
Once RMS receives the Automobile Loss Notice, we will notify our insurance carrier if the University's auto coverage is applicable. All automobile accidents in which our driver is legally liable for property damage or injury to a third party will be reported promptly to The Travelers Insurance Group, as will any accident that involves questionable or potential liability. This includes not only accidents in University-owned vehicles or other motorized land conveyances, but also Motor Fleet Management vehicles, rental vehicles, and personal vehicles being operated in the scope of one's employment.
If comprehensive and/or collision coverage was purchased, those losses will also be submitted. When the other party is at fault, we will notify their insurance carrier on your behalf. Additionally, we will assist you with any other claims concerns or questions.
Return to Risk Management Services Section Contents
Return to Business Manual Table of Contents