Depending on the nature of the damage claim, the Office of
the Controller may charge the department multiple times for
the same accident. However, the total charge for any one accident
will not exceed $2,500.
Vehicle information-Vehicle Identification Number (VIN), Year, Make, Model
All vehicles owned by the University of Texas at Austin will maintain coverage through
the Auto Liability policy regardless of any additional coverage
they may carry via another policy. (i.e. Physical Damage).
Currently, the Auto Liability policy is purchased with designated University
funds. In the future, departments may be charged for Auto Liability coverage
for university-owned vehicles.
Evidence of Financial Responsibility
All university-owned vehicles are required to carry a copy of the
current Certificate of Auto Liability Insurance in their glove
compartments. This document lists the policy's number, effective
coverage dates, deductibles, and payment limits.
The university driver is responsible for ensuring that the
university-owned vehicle is carrying current insurance information
before operating it. This can be found in the vehicle packet, which should be placed in the glove box.
Contact
Risk Management if you need to obtain
a copy of the current Certificate of Auto Liability Insurance.
Physical Damage Auto Policy:
The Physical Damage Auto Policy covers scheduled vehicles against
theft and most types of physical damage.
Contact Risk Management to request physical damage
coverage for any university-owned vehicle(s).
Provide the following information:
VIN, license plate number, and value of the vehicle(s).
Account number to pay the premium.
Name and phone number of a department contact.
The coverage will begin as soon as the insurance company is notified.
Departments may purchase Physical Damage insurance when vehicles are purchased at any time during the year and renew coverage on an annual basis. The Office of the Controller will process a VT5 and
charge the account number provided above to pay the annual policy
premium.
Hired/Nonowned Auto Policy:
Covers hired and non-owned vehicles (See the definitions below.)
Hired vehicles: Autos that the university leases, hires, rents, or
borrows. This does not include employee-owned vehicles.
Non-owned vehicles: Autos that the unversity does not own, lease,
hire, rent, or borrow. This includes employee-owned vehicles
that are being driven for official university business.
Hired/Non-owned Liability Component
Liability Coverage Limits:
$600,000 (per accident).
Liability Deductible:
$2,500 per accident.
Depending on the nature of the claim, the department
may be billed multiple times for the same accident, but
the total charge for any one accident will not exceed $2,500.
Hired Physical Damage Component:
Hired Physical Damage Coverage Limits:
$75,000 (per accident).
Applies to Hired autos only (Physical damage
coverage does not apply to non-owned vehicles, i.e. employees'
personal vehicles).
Hired Physical Damage Deductible:
$100 Comprehensive Deductible.
$500 Collision Deductible.
Hired / Non-owned policy coverage applies only after
the limits of all other available insurance policies have been reached.
"Other insurance coverage" includes coverage made available
by the rental agency and the employee's personal auto insurance
policy.
II. WHAT TO DO AT THE SCENE OF AN AUTOMOBILE ACCIDENT
Remain calm, and be cooperative and not argumentative. Remember that
you are representing The University of Texas at Austin.
Be prepared to report the accident. Gather as much information as
possible at the scene, including the following:
The other driver's name, phone number, and insurance information.
Information about other vehicles involved—year, make, license plate.
The names and phone numbers of any potential witnesses.
Do not admit fault, and do not make any claims regarding the university's insurance
coverage to anyone else involved in the accident.
You should inform the parties involved that the accident will be
reported to the university's insurance provider and that a claims adjuster will
contact them. Be sure to get their names, phone numbers, and insurance
information.
Make every attempt to contact the police and file
a report. If the accident occurred on campus, contact UTPD. If it occurred off campus, contact the local police department. You should try to obtain a copy of the police report for
later submission to Risk Management.
III. REPORT ALL ACCIDENTS TO THE OFFICE OF THE CONTROLLER
even if it involves university-owned vehicles only.
even if you have previously reported it to the police. An Automobile Loss Notice form (ACORD) must be filled out and submitted along with the police report.
Complete an Automobile Loss Notice form (ACORD) using
the information you obtained at the scene. Contact Risk Management for any questions regarding the completion of the form. Please type or print clearly,
and include the following information:
Date and time of accident.
Description of accident.
UT-owned vehicle being operated at the time of accident.
Names and phone numbers of anyone involved.
Route the ACORD form, along with the police report, written statements,
and any relevant documents to Risk Management in the Office of the
Controller—Main Building 132, campus mail K5300 . Phone: 471-3723.
The Office of the Controller will forward the paperwork to the university's
insurance provider, and an adjuster will contact the parties involved
to discuss the accident and determine the amount of coverage available.
Departments must complete and submit an ACORD form for every accident
involving a university-owned vehicle. The university's insurance provider will not
authorize any repairs until they review the ACORD form.
For additional clarification refer to the vehicle packet placed in each UT owned vehicle.
IV. AUTO ACCIDENTS INVOLVING SERIOUS INJURIES OR FATALITIES
Follow the above procedures to report all accidents involving university-owned vehicles to Risk Management within 48 hours of the occurrence.
If the accident occurs during regular business hours (Monday-Friday, 7 a.m.-4 p.m.), contact:
In addition to notifying the Office of the Controller, contact
one of the following if the accident occurs after regular business
hours and involves serious bodily injuries or fatalities:
Paul Pousson / UT System, Associate Director, Risk Management—844-8087
Phil Dendy / UT System, Director, Risk Management—844-8089
V. UT DEPARTMENT'S FINANCIAL RESPONSIBILITY
If the university driver is responsible for the accident, the university's
insurance provider will pay for repairs to the other driver's vehicle.
The insurance company will route invoices for the amount paid out
on the claim to the Office of the Controller.
The Office of the Controller will pay the invoices and then charge
the driver's department. The department must provide an expense account
number for the IDT.
Depending on the situation, liability claims can consist of many separate
charges (such as car repairs, rentals, medical costs, lost wages, etc.).
Therefore, the department may be billed multiple times for the same
accident.
The department may be charged multiple times, but the total amount
of the charges will not exceed $2500, the university's Auto Liability Insurance
Policy deductible.
The Auto Liability policy will pay to repair the other driver's (claimant's)
vehicle, not the university-owned vehicle. The department is financially responsible
for any repairs they choose to make to the university-owned vehicle unless the department has purchased comprehensive, physical damage auto coverage.
Contact Risk Management for information about adding
vehicles to the Comprehensive/Physical Damage Auto policy.
