UCR

UCR Policies and Procedures

Printer Friendly Version

Campus Policy Number 900-55

Vehicle Accident and Damage Reporting

Policy Owner:  Office of Risk Management

Effective Date:  07/01/2006

Revision Date: 02/20/2015

 

______________________________________________________________________________

  1. DEFINITIONS

    1. Collision - Damage caused by upset or contact with another object (e.g., traffic accident; vehicle hitting a building or pole).
    2. Comprehensive Coverage - Damage caused by missiles, falling objects, fire, theft or larceny, explosion, windstorm, hail, water, flood, malicious mischief or vandalism, riot, civil commotion, contact with a bird or animal, breakage of glass other than when caused by collision.
    3. Wear and Tear - Natural wear and tear means deterioration or depreciation in value by ordinary and reasonable use of the vehicle.
       
  2. INSURANCE

    1. The University's General and Automobile Liability Self-Insurance Program covers personal injury and property damage to others which is caused by University vehicles when they are operated in the course of official University Business, including authorized ride sharing programs.
    2. The University's Worker's Compensation Self-Insurance Program covers personal injuries to University employees resulting from vehicle accidents occurring during the course of authorized trips on official University business.
    3. Worker's Compensation Self-Insurance Program covers employees for injuries sustained during the direct round-trip commute between home and the authorized worksite for all University employees participating in vanpools, buspools, guaranteed ride home programs, and other ridesharing programs utilizing University vehicles.
    4. Personal injuries sustained by students and/or non-UC individuals driving, or riding as a passenger in, a University vehicle are NOT covered under any University insured or self-insured program.
    5. The University's Vehicle Physical Damage Self-Insurance Program covers all Fleet vehicles, and department-owned vehicles if the coverage has been specifically requested, for physical damage caused by collision, comprehensive exposure as defined in Section A, above, unless such damage is caused by or results from unauthorized use and/or intentional misuse. (See Section G., below).
       
  3. INSTRUCTIONS FOR REPORTING ACCIDENTS/LOSSES - ALL UNIVERSITY VEHICLES

    1. A Vehicle Accident/Loss Report must be completed by the driver and/or the using department and submitted to Fleet Services whenever there is damage to a University vehicle regardless of the cause; regardless of the number of vehicles involved in an accident, and/or regardless of fault.
    2. Accidents involving injuries or death
      1. Fleet Vehicles - Fleet Services should be notified by telephone immediately following the accident.
      2. Department Owned Vehicles - The Campus Insurance/Risk Management Office should be notified by telephone immediately following the accident.  If the accident occurs on a weekend or holiday, notification should be made on the next working day following the accident.
      3. All required accident reports should be submitted as described in Section C. 4., below.
    3. Damage to an Unattended Vehicle - All drivers of University vehicles who cause damage to an unattended vehicle should make an attempt to locate the vehicle owner to report the incident. If the vehicle owner cannot be located, drivers are required to leave, in a conspicuous place on the other vehicle, the driver's name, business address, telephone number, and statement as to what happened and the date.  This information must be left on the other vehicle regardless of whether or not the driver believes that the other vehicle sustained any damage.
    4. Accident/Loss Reports
      1. The glove compartment of each University vehicle should contain a Driver's Accident Packet.  Printed on the outside of each packet are instructions for the driver in the event of an accident; the telephone number for Fleet Services and/or Campus Insurance/Risk Management Office; and information concerning the University's Automobile Liability Self-Insurance Program.
      2. Fleet Vehicles - Vehicles leased/rented from Fleet Services
        1. Each accident packet contains a Vehicle Accident/Loss Report with instructions. If the packet and/or reports are not located in the glove compartment, contact Fleet Services.
        2. If possible the Vehicle Accident/Loss Report should be completed at the scene of the accident.  If not, they should be completed immediately following the accident.
        3. The Department Chair/Head or designee must complete and sign Section VI of the Vehicle Accident/Loss Report.
        4. ALL loss reports must be returned to Fleet Services within 5 working days following the accident unless instructed otherwise by Fleet Services or the Campus Insurance/Risk Management Office.
      3. Department Owned Vehicles
        1. Each accident packet contains a Vehicle Accident/Loss Report with instructions.  If the packet and/or loss reports are not located in the glove compartment, contact the appropriate department personnel or the Campus Insurance/Risk Management Office.
        2. If possible the Vehicle Accident/Loss Report should be completed at the scene of the accident.  If not, they should be completed immediately following the accident.
        3. The Department Chair/Head or designee must complete and sign Section VI of the Vehicle Accident/Loss Report.
        4. All loss reports must be submitted to the Campus Insurance/Risk Management office within 5 working days following the accident unless instructed otherwise by the Campus Insurance/Risk Management Office.
      4. All University Vehicles
        1. It is the driver's responsibility to obtain the police report, if applicable.  The driver should not, however, wait for the police report before sending the accident report to Fleet Services, or to the Campus Insurance/Risk Management Office, as required in Section C.4., above. The driver's department or campus program is responsible for any and all costs associated with obtaining a copy of the police report.
        2. In the event that the University driver is unable to complete the loss reports due to injuries, the appropriate department personnel should complete the paperwork and submit it to Fleet Services or to the Campus Insurance/Risk Management Office within the time period specified above.
      5. State of California Financial Responsibility Laws - The University of California is exempt from filing Financial Responsibility Forms (SR-1) under the California Vehicle Code. However, a University employee or student involved in an accident while driving a University vehicle on official University business that results in vehicle damage of $500 or more, or in an accident involving injury or death, may receive a notice from the Department of Motor Vehicles (DMV) which in essence states that they will lose their driver's license unless they file an SR-1 within 20 days from receipt of the notice.  Driver's should either write a letter to the DMV, explaining that they were driving a University vehicle on University business and that the University is exempt from filing this form, or complete a SR-1. SR-1 forms are available from the local DMV, Fleet Services, or the Campus Insurance/Risk Management Office.  If the driver opts to complete the SR-1 form, he/she should complete as much of the information as possible and send it to the Campus Insurance/Risk Management Office with a note requesting that the insurance information be provided and that the form be sent to the Sacramento DMV office.
      6. University employees injured in the accident should also complete required Worker's Compensation forms.  Contact the appropriate department personnel or the Labor Relations Office.
         
  4. DRIVER'S RESPONSIBILITY AT THE SCENE OF THE ACCIDENT - ALL UNIVERSITY VEHICLES

    1. When an accident occurs, stop, remain calm and follow these instructions:
      • Aid the injured
      • Call the Police
      • Obtain name, badge number and address of investigating police officer.
      • Obtain facts about other vehicle (s):
      • License number (s);
      • Registered owner (s);
      • Driver of other vehicle;
      • Name and address of insurance company covering other vehicle;
      • Damage to other vehicle (s)
        • Obtain facts about injured person (s).
        • Obtain facts about other property damaged.
        • Contact Fleet Services and/or Campus Risk Management office.
      • Fleet Services: (951) 827-2277
      • Campus Risk Management:  (951) 827-8221 or (951) 827-3206
        DO NOT DISCUSS THE ACCIDENT EXCEPT with Police, Campus Risk Management, the Sedgwick Claims Management Services claims adjuster, Fleet Services personnel; or your supervisor.
      • Do not admit liability or offer to pay for damages.
      • Protect vehicle and other property from further damage.
    2. For the protection of the University and the driver, it is very important that all accidents be reported as quickly as possible and the necessary papers completed. If in doubt, contact Fleet Services or the Campus Risk Insurance/Risk Management Office.
       
  5. CLAIMS ADMINISTRATION

    1. The University's Third Party Administrator, Sedgwick Claims Management Services, in conjunction with the campus Insurance/Risk Management Office handle claims against the University.
    2. Sedgwick Claims Management Services adjusters may contact UC drivers who have been involved in an accident, and it is acceptable for the driver to discuss the accident with them without contacting the Campus Insurance/Risk Management Office first.  It is NOT, however, acceptable to talk to any attorney, other insurance company, investigator, etc. without prior approval from the Campus Insurance/Risk Management Office.  All such inquiries regarding the accident and/or anyone attempting to file a claim should be directed to the Campus Insurance/Risk Management Office.
    3. All claims for damage to University vehicles are also handled by Sedgwick Claims Management Services in conjunction with the Campus Insurance/Risk Management Office.  This includes collecting the full cost of repair from the other driver in a multi-vehicle accident caused by that driver.
       
  6. RESPONSIBILITY FOR PHYSICAL DAMAGE TO UNIVERSITY VEHICLES

    1. Deductibles - Responsibility for the vehicle belongs to the department or campus program authorizing its use. In the event of an accident, Fleet Services will repair the vehicle unless the wholesale value is less than the cost of repair.  The responsible department or campus organization will be required to pay the initial $500.00, even if the damage is due to "unknown causes", and the balance will be requested from the Vehicle Physical Damage Self-Insurance Program.
    2. Departments are not charged the $500 deductible if the damage was due to an accident that was the fault of a third party unless the cost of the damages cannot be collected.
    3. Claims Involving Two University Vehicles in One Accident
      1. The "at-fault" department is responsible for payment of the deductible.
      2. For accidents in which both drivers are at fault, the deductible will be split between the respective departments.
    4. Departments will be held responsible for the full cost of repair for losses not covered by insurance which includes but is not limited to:
      • Damage with an unknown date of loss;
      • Damage resulting from misuse of the vehicle;
      • Any repair or replacement not related to loss from a reported occurrence;
      • Damage reported after the 60-day filing requirement;
      • Wear and tear;
      • Maintenance items.
    5. University Vehicle Accidents Involving Non-UC Vehicles - Other Driver At Fault When damage to a University vehicle is caused by a third party, Sedgwick Claims Management Services will attempt to recover the total repair costs from the third party.  The using department is not responsible for paying the $500 deductible unless recovery cannot be made.  If recovery cannot be made, a claim will be filed under the Vehicle Physical Damage Self-Insurance, and Fleet Services will request the deductible from the using department.
    6. Damage Due to Unknown or Uncontrollable Causes
      1. Operators of vehicles should be required to report damage to assigned vehicles to appropriate department personnel as soon as practical after the damage is noticed.
      2. Written record of the damage should be made;
      3. Fleet Services should be notified as soon as practical to determine whether or not damage will be repaired immediately.
      4. Prior to, or upon determination that the cause of damage was unknown or uncontrollable, Fleet Services will repair the vehicle unless the wholesale value is less than the cost of repair.  A claim will then be made for reimbursement from the Vehicle Physical Damage Self-Insurance Program and the initial $500.00 will be borne by the department.
      5. Departments will be held responsible for the total cost of repair if the reports are not submitted or if the reports are submitted after the 60-day filing requirement unless there are mitigating circumstances.
         
  7. MISUSE OR UNAUTHORIZED USE OF UNIVERSITY VEHICLES

    1. Categories of misuse or unauthorized use include, but are not limited to:
      • Failure to stop after an accident - hit and run;
      • Driving while under the influence of alcohol or drugs;
      • Reckless driving or flagrant violation of speed laws;
      • Accident frequency (after repeated warnings);
      • Private use of vehicle and/or use of the vehicle for something other than official University business;
      • Unauthorized loan of vehicle to non-employee;
      • Failure to report the accident;
      • Failure to maintain a valid drivers license and/or have a valid drivers license in possession at the time of vehicle use.
    2. Appropriate action, up to and including termination of employment, shall be taken in all instances of misuse or unauthorized use of University vehicles by drivers and/or responsible authorizing officials.  Such action may include, withdrawing or limiting permission to use a University vehicle and/or canceling authority to authorize use of University vehicles.
    3. All costs for damage to a University vehicle caused by or resulting from misuse or unauthorized use will be obtained from the driver, the authorizing official and/or budget of the using/responsible department or program.
    4. All instances of misuse or unauthorized use shall be reviewed by the Campus Insurance/Risk Management office.  Decisions concerning the appropriate action to be taken will be discussed with the Fleet Services Manager, the driver, the Department Chair/Head and, in some instances, Labor Relations.
  8. REFERENCES

    Business & Finance Bulletin, BUS-35, "Vehicle Accident Reporting & Claims Procedures."
    Business & Finance Bulletin, BUS-46, "Use of University Vehicles."
    Business & Finance Bulletin, BUS-69, "Vehicle Physical Damage Self-Insurance Program."
    Business & Finance Bulletin, BUS-73, "Workers' Compensation Self-Insurance Program."
    Business & Finance Bulletin, BUS-75, "General & Automobile Liability Self-Insurance Program."
    UCR Policy & Procedures Manual, Policy - 900-50, "Use of University Vehicles."
    University of California Guidelines on Drivers and Drivers Public Driving Records, June 24, 1989.

    Click here to view the Vehicle Accident/Loss Report Form