AUTO ARTICLES

Free Vehicle Insurance for Departments

The office of Risk Management has a deal for all departments that own vehicles.  How can your department get free physical damage insurance, comprehensive and collision,  and save those precious funds?  Look for the FY04 Automobile Physical Damage Insurance Renewal email and just fill out the attachment with any vehicle that is five years or newer.   So, what happens if you have a vehicle that is over five years old and you still want a bargain for insurance?   Risk management has you covered again.  List the vehicle on the form for coverage at a departmental charge of only $36.00 a year.  Once Risk Management has received your completed forms back, your departmental vehicles will be added to coverage which has various deductible and limitations.  If you have not received an email from Risk Management or you have questions, please contact Erin Hodgin-Tomlin at 885-7177. 

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How to Report Vehicle Accident

Good driving habits and defensive driving techniques can help reduce the changes of an automobile accident.  Unfortunately, accidents still occur.  It is important to know what to do if you are involved in an accident while driving a University of Idaho vehicle or rented vehicle. 

You are responsible for ensuring the vehicle you are driving contains an accident information packet.  The packets consist of three items:  a tri-fold Auto Accident Report Guide, a Certificate of Financial Responsibility, and a Citizen’s Claim Procedure form.

An accident, even if minor, is very upsetting to all parties.  You should try to remain calm, offer assistance if anyone is injured, and notify the police.  Do not comment on the accident facts or fault.  The auto accident guide gives an outline of what to do.  It is also the form you will use to report the accident to the Risk Management office.  Do not give the guide to the other party.

Your primary responsibilities are to gather as much information as you can, and to report the accident to your supervisor and to Risk Management as soon as possible.  If there are serious injuries, or severe damage, Risk Management should be notified by telephone at (208) 885-7177 or (208) 885-6177.  The Auto Accident Report Guide should be sent to Risk Management, Adm 209, PO Box 443162, Moscow ID 83844-3162, immediately afterwards. 

The law enforcement officer who comes to the scene will ask to see a proof of insurance for the University of Idaho vehicle.  The Certificate of Financial Responsibility is that proof.

If the other party believes that the University of Idaho driver is responsible, be courteous but do not either accept or deny fault.  Give the other party the Citizen’s Claim Procedure form.  It provides instructions on how to file a claim against the University of Idaho/State of Idaho.  The Citizen’s Claim Procedure is the only form that goes to the other party.  From that point forward, any questions by the other party should be referred to Risk Management or possibly the State of Idaho.

If the University of Idaho vehicle has been listed for insurance cover with Risk Management for physical damage coverage, and the vehicle is not drivable, note the name of the tow company and find out where it is being taken.  Storage charges are expensive and can mount rapidly.  It is important that this information be transmitted to Risk Management quickly.  If the vehicle is drivable, the supervisor of your department should tell the driver what two shops he should get estimates from.

Do not hold the report waiting for the estimates for the University of Idaho vehicle if the accident involves another party.  Please sent the Auto Accident Report Guide to Risk Management and then follow with the police reports and/or your estimates as soon as they become available.

You can contact risk management by emailing admaff@uidaho.edu; calling (208) 885-7177, mailing to PO Box 443162, Moscow ID 83844-3162, or come by the Administration Building room 209, to obtain the accident information packet, report accidents, or ask questions.

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Need to Rent a Car?

There are several things you will need to remember when you rent a vehicle. 

You will need to rent it in the name of the university.  Some rental agencies require the drivers name to appear first.  This is acceptable to list the driver’s name/University of Idaho.

Your rented vehicle must have a “State of Idaho” accident form kit.  If your department doesn’t have any, you can request one by emailing admaff@uidaho.edu or calling (208) 885-7177.  Please provide your name, department, department address, and how many kits you would like.  The office of Risk Management will forward the requested amount of kits out that day.

Renting cars inside the U.S. or its possessions

US possessions, per the terms of “coverage” include American Samoa, Guam, U.S. Virgin Islands, Mariana Islands, and Puerto Rico.  Inside the U.S., since the University of Idaho has vehicles that are currently insured through the State of Idaho, you don’t need to purchase insurance from the rental car company.  Be aware there is a $500 deductible for damage to the vehicles, which must be paid by your department.  All windshield damage must be paid in full by your department. 

Renting cars in Canada and Mexico

It is highly recommended that rental car insurance be purchased from the rental agencies in Canada and Mexico.  Purchase the minimum compulsory insurance.  The rental agency will be able to inform you of the compulsory insurance minimum.  The states coverage will provide an excess layer over the minimum compulsory amount.

Renting cars outside of the U.S. other than Canada or Mexico

You will not need to purchase rental car coverage from the rental agency unless: 

You are in a country which requires compulsory insurance purchased.  The rental car agency will be able to tell you the requirement.  Our “Foreign Liability” policy gives us a $1,000,000 auto liability limit; the “comprehensive and collision” limit is too low for your rental circumstances.  The limits $2,500 per occurrence and $10,000 for the aggregate are good for fender-benders but not much else; or you are in a country under State Department sanction, no coverage applies.

The Administrative Procedures manual chapter 5 section 8, 9, and 10, covers the policies on vehicle usage, renting vehicles, and using your personal vehicle.  You can email your questions to Risk Management at admaff@uidaho.edu or call (208) 885-7177.

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Workers Compensation

Does your program or department have, or plan to have, out-of-state employees, including IH employees? Please check your hiring plans against our list of insured states.

To maintain compliance with various states' Workers Compensation laws, and to avoid penalties for non-compliance, we need your help. Previously, the University had a "blanket" Workers Compensation policy. We now have to add coverage state by state. We need to know, as soon as you are planning your hire, if you are adding an employee in a state in which we DO NOT have coverage. (If we have coverage in a state, just report payroll as usual to Kathy Anderson. Don't call Kathy to add a new state.) If you are adding an employee in a state in which we DO NOT have coverage, please contact Risk Management immediately. It can take time to arrange coverage and we need you to contact Risk Management during the planning phase. States in which we currently HAVE COVERAGE are: AK, AZ, CA, CO, DC, GA, ID, ME, MD, MA, MI, MO, MT, NE, NM, NY,ND, OR, WA, TX. To add a state, please contact Carry Salonen at x7177 or csalonen@uidaho.edu. Thank you for helping UI remain in compliance with Workers Compensation laws. When you call or email, we will need the following underwriting information:

Dept name, SSN of person, Last name, First name, Job title, Specific job duties,

Date hired, Date terminated (if applicable), Hourly rate, Hrs per pay period,

Total projected salary, Work state, Work address, Residence state, and

Residence address.

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Please contact admaff@uidaho.edu or call (208) 885-7177 with any suggestions or questions regarding the Campus Security web page.