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Automobile accidents represent a significant source of loss exposure for the University. Several types of auto claims can arise, as described below:
This type of claim is for loss or physical damage to university owned vehicles. Examples include loss or damage from collisions, windshield damage, vandalism, theft, weather, fire, etc. To seek recovery of expenses for damage to a UA owned vehicle, complete an Auto Loss Report and submit to RMS as soon as possible. For questions, contact Eric Cunningham at 621-3482 or firstname.lastname@example.org.
This type of claim arises when a private party suffers damage to their vehicle or property, or suffers a bodily injury. Liability claims from third parties must be made directly to the Arizona Board of Regents in accordance with Arizona Revised Statutes §12-821.01. Private parties who wish to make a liability claim for damages incurred from collision with a UA vehicle may contact RMS a Notice of Claim form. Claims are evaluated and adjusted by the Arizona Department of Administration, Risk Management Division. The UA does not control the claims process, adjusters handle claims directly with claimants.
UA Motor Pool Vehicles - The UA Motor Pool arranges for all repairs to vehicles from their rental fleet, and coordinates all claims with RMS. Renters are required to immediately report all damage to the Motor Pool. Damage or repairs not covered by the State's insurance program will be charged to the renting department.
UA Departmental Vehicles - Departments may make their own repair arrangements for damage to departmental vehicles. To be eligible for insurance reimbursement, an Auto Loss Report must be submitted to RMS within required deadlines, obtain estimates, and have the repair approved before proceeding. Depending on dollar value of the damage, a state adjuster may want to inspect the vehicle before repairs are authorized. Losses less than $100 are not covered. Windshield repair or replacement must be coordinated in advance with RMS to obtain referral to the contracted auto-glass company. Click below for additional information regarding windshield repair.
When the need arises for a UA department or employee to rent a vehicle, travelers should utilize the existing State of Arizona contracts with either Enterprise Rent-a-Car/National Car Rental, Hertz Car Rental, or Avis. The State's contracts with Enterprise, Hertz, and Avis include coverage for a collision damage waiver (CDW) and liability coverage (third party liability limits of $100,000/$300,000/$50,000) within the rate structure, at no additional cost to the UA. Contract details are available below. When making a reservation, it is imperative to reference the agreement/contract number. RMS strongly encourages the use of these pre-negotiated rental agreements as they prevent the UA from being exposed to additional claims for vehicle damage or third party liability.
Enterprise/National: Agreement #XZ50223
If a rental car (when the State of Arizona rental contract is not used) is damaged while in U of A use, the rental agency must make a liability claim against the State to obtain recovery of the damages. Always report damage immediately to the rental car agency, and refer them to RMS for guidance and claim instructions. For U.S. rentals (when the State of Arizona rental contract is not used), driver should decline all insurance offered by the rental agency, which typically will include a loss damage waiver or collision damage waiver (LDW or CDW) and any supplemental liability coverage. Liability incurred while using a rental vehicle on authorized UA business is covered by the State Risk Management self-insurance program. Rental vehicles used for non-business personal travel are not covered by UA insurance. Drivers who wish to combine personal use with UA business use (example - vacation time following a conference) should consider their need for additional insurance, at their own expense.
When traveling internationally and renting a vehicle, RMS strongly recommends the purchase of a loss damage waiver (LDW) or collision damage waiver (CDW), if offered by the rental vendor. Purchasing the LDW or CDW will inhibit vehicle damage charges to a user's personal credit card or UA department PCard.
There is no State coverage for damage to personal vehicles. Vehicle owners are expected to have their own insurance, and the mileage reimbursement rate includes a cost factor for this expense. Liability incurred in a personal vehicle on U of A business is covered by the State, but only on an excess basis. Personal liability insurance must be exhausted to address claims before State coverage applies. RMS has developed a Personal Vehicle Use Authorization Form for use by departments document approval of personal vehicle use for UA business.
Employees and other authorized persons driving on U of A business are covered by the State for liability arising from their actions, in accordance with the Risk Management Statute A.R.S. §41-621 et seq. Legal defense of claims against the U of A is provided by the Office of the Arizona Attorney General, Liability Management Section. This coverage does not involve defense or handling of driver citations, which remain the responsibility of the driver.
Persons who believe they have incurred damages in the form of property damage or bodily injury as the result of university vehicle use must make their claim against the State of Arizona, in accordance with the requirements of A.R.S. §12-821.01. University officials may not settle liability claims, and may not offer any promise or representation concerning the validity of a claim. Persons wishing to make a liability claim may obtain a form from RMS titled "Notice of Claim Against the State of Arizona." This form is not available online, and must be submitted directly to the Arizona Board of Regents as indicated in the instructions.