Reporting a Vehicle Accident (including Vandalism)
- The University is self-insured for physical damage to University owned vehicles. Courtesy vehicle physical damage is also self-insured, such as Wheels of Support Courtesy vehicles.
- The University is insured for third-party liability, such as bodily injury or physical damage to another non-University vehicle or driver. This liability insurance also includes physical damage to short-term leased vehicles, such as through rental car agencies, while on University business. (Note – injuries sustained by University employees while on University business should be reported to the Workers’ Compensation Office.)
Any and all accidents or incidents involving University drivers must be reported within 24-48 hours via the Vehicle Accident Report Form as follows:
- Vehicles from University Fleet Services (Oakland), fax to Fleet Services at 412-624-1420. (Fleet Services will forward accident report to Risk Management upon receipt.)
- In the event an accident involves injury or death of any person, or damage to any vehicle involved to the extent it cannot be driven, immediately give notice to the nearest Police Department.
- Whenever possible, please take photos to similarly preserve information.
- Vehicles that are not managed through Oakland Fleet Services, such as Regional Campuses, should report accidents as outlined to the Regional Campus Police/Security Offices.
Regional Campuses should then immediately forward to the Office of Risk Management, firstname.lastname@example.org.
- Rental Car Agency vehicles, to Risk Management, email@example.com. (Notify rental leasing agency immediately with details of the accident/incident.) Any subsequent correspondence received from leasing agency should be forwarded to the Risk Management Office immediately.
- The Risk Management Office evaluates each physical damage claim in line with University insurance and Risk Management protocols and reserves the right to deny claims as appropriate. Reasons for denial may include, but are not limited to: failure to follow aforementioned guidelines, incomplete accident information, lack of cooperation in the investigation process, etc. After the claim is reviewed, the Department (or Regional Campus) may be reimbursed for the total amount of damages, less a $1,000 deductible. Departments are responsible for payment of all deductibles. Please provide appropriate account number.
- If you are involved in an accident while using your personal vehicle for University business, you should report to your personal auto carrier per their claim reporting requirements. Please also provide the Office of Risk Management with a completed Vehicle Accident Report Form for our records and possible reporting to the University’s insurer in the event of third party damages or bodily injury as described above.
Frequently Asked Questions
If I use my personal vehicle for University business, does the University provide any insurance if my vehicle is damaged?
Use of personal vehicles for University business is strongly discouraged because the University's automobile insurance program does not provide physical damage (collision or comprehensive) coverage for any damage sustained to an employees' personal vehicle. The employee is also responsible for any deductible and premium increase as a result of any accident.
When using a personal vehicle on University business, the owner of the vehicle must carry automobile liability insurance. The owner's automobile liability insurance coverage is primary coverage. The University's automobile liability insurance policy provides excess coverage only.
Please refer to University Policy 05-07-01 for additional information and clarification.