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Policies and Procedures

Policy 1403 – Automobile Accidents and Damage

Effective
July 1, 2003
Last Updated
June 12, 2009
Responsible University Officer
Director of Risk Management Services
Responsible Unit
Risk Management Services

Policy Statement

All automobile accidents involving University-owned, Motor Fleet Management, rental or personal vehicles being used for official state business must be immediately reported to Risk Management Services, regardless of damage or fault. This includes not only accidents but also damage such as broken windshields, theft or vandalism. The vehicle operator's immediate supervisor should also be notified of the accident.

Different claims reporting procedures apply depending on the type of vehicle involved, the coverages that are applicable, and who is at fault for the accident. Risk Management Services will provide the necessary instructions to assure the proper procedures are followed.

Automobile accidents should always be reported to the appropriate law enforcement agency. A police report documents how the accident occurred, who was involved, and when applicable, assists in our recovery against the responsible third party.

Reason for Policy

The prompt reporting of automobile accidents helps minimize our financial loss or the legal and financial obligation we may have to the other party.

Exclusions

None.

Special Situations

Accidents involving personal vehicles being used for University business must also be reported to the owner's automobile insurance company. The owner's personal automobile insurance is typically considered to be primary over the University's.

Procedures

  • 1403.1 - Reporting Automobile Accidents

Additional Information

Frequently Asked Questions

Q: I had an accident in a University vehicle. Who should I notify?
A: All automobile accidents involving University-owned, Motor Fleet Management, rental or personal vehicles being used for official state business must be immediately reported to Risk Management Services. This notification should be made by completing an Automobile Loss Notice. The driver's immediate supervisor should also be made aware of the accident.

Q: I had an accident while using my personal vehicle for University business. Who should I notify?
A: Employees must still immediately notify Risk Management Services of University-related accidents involving personal vehicles. However, the employee should also notify their personal insurance company. The employee's personal insurance will most likely be primary to any insurance the University may offer.

Q: I'm out of town on business when I have an accident. How do I immediately complete the Automobile Loss Notice?
A: If a travel situation limits your ability to promptly report the accident in writing, contact Risk Management Services at 919-962-6681 and verbally notify them.

Related Data

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Automobile Accidents and Damage Risk Management Services 919-962-7360 919-962-0636 risk@unc.edu

History

Revised:
June 12, 2009