University vehicles are provided to further the educational mission of the university. Operators of university vehicles are expected to be good stewards of this important asset. University vehicles may be used only for official university business. The use of university vehicles for personal or other non-official business is strictly prohibited. The title of a vehicle determines which party responds to auto losses. Vehicles titled to the university must be enrolled in liability coverage, and if five years or newer, physical damage coverage. Coverage is through the State of Idaho Risk Management Program (State RMP). In order to ensure safe operation of university vehicles, drivers must qualify to use the vehicles. Before operating a university vehicle, a university employee must have on file with their unit: an Authorization to Travel form signed by the appropriate authority for their unit; verification of completed driver training; a satisfactory driver’s record checked; and a signed Vehicle Use Agreement (VUA) on file in their unit. If an accident occurs, drivers of university vehicles must report claims promptly.
Vehicles titled to individuals, or privately-owned vehicles, even if used for university business, are not part of the State RMP coverage.
Units that own vehicles must: ensure that each vehicle has a vehicle accident claim kit; post cautionary, safe-use guideline signs provided by EHS in conspicuous locations in all 8 -12 passenger vans; immediately report all accidents to Risk; assist Risk in any accident investigation; maintain vehicles, including update maintenance records and inspect vehicles on a regular basis; pass inspection by a qualified inspector annually; and ensure that each university-owned vehicle is equipped with a first aid kit and a fire extinguisher.
The College of Natural Resources requirements for use of their vehicles may be more restrictive than university requirements, but may not be less restrictive. Information on procedures and charges for these can be obtained by calling the College of Natural Resources. If a unit wishes to rent vehicles to other university units, they must consult with Risk before the rental occurs.
The president and certain other university employees designated by the president (e.g., persons who are subject to emergency call) are authorized to drive university vehicles between the campus and their homes and to keep the vehicles at their residence. All vehicles, except as described above, are to be kept in assigned parking areas when not in use.
Units are responsible for notifying Risk and Asset Accounting of newly acquired vehicles, regardless of vehicle age or value, and notifying Risk annually thereafter. Units are responsible for putting a vehicle accident claim kit in university vehicles, owned or rented, and for making sure the forms are updated or replaced as needed.
As of 7/1/2009, the university will not allow the purchase or rental of any 15 passenger vans, whether new or used. Effective 7/1/2010, 15 passenger vans may not be purchased, rented, borrowed or used by any university units. For alternatives to 15 passenger vans, contact Risk.
Vehicle Coverage for University Vehicles.
Liability Coverage for University Vehicles.
Through the Idaho Tort Claims Act (Idaho Code 6-901 through 6-929), State RMP is charged with management of auto liability and auto physical damage (comprehensive and collision) coverage. The university participates in the State RMP coverage arrangement. All university vehicles (owned or rented) are covered by the State RMP’s auto liability coverage. Units are responsible for notifying Risk and Asset Accounting of newly acquired vehicles, regardless of vehicle age or value, and notifying Risk annually thereafter to maintain coverage.
Physical Damage Coverage for University Vehicles.
Comprehensive and Collision Coverage. The university maintains comprehensive coverage on its owned vehicles of the five most recent model years, as determined July 1 each year, and on specific other vehicles at the request of the user unit, with a deductible of $500 per loss. Units are responsible for notifying Risk and Asset Accounting of newly acquired vehicles, regardless of the vehicle age or value and notifying Risk annually thereafter to maintain coverage. Units must have comprehensive coverage on vehicles that are five years old or newer. Comprehensive coverage for vehicles older than five years is acquired by unit request. Units are responsible for deductibles and damage not covered through the State RMP.
Medical-Payments Coverage for University Vehicles.
Medical-payments coverage is not carried on university vehicles. For this reason, university policy restricts passengers in university vehicles.
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or the Administrative Procedures Manual, 05.08.
Accident Claims Kit
. A vehicle accident claim kit includes a State of Idaho Auto Accident Report Guide, a Citizen’s Claim Procedure Form, and a State of Idaho Certificate of Financial Responsibility.
Certificate of Financial Responsibility
. A document provided by the State of Idaho Risk Management Program that provides proof of coverage for liability, property, or auto.
Collision insurance covers damage to the operator’s vehicle through impact with another object, when the operator’s vehicle is in motion or is struck while parked and (1) when the impact is the fault of the operator; (2) when the other driver was at fault, but was uninsured; or (3) as a result of a hit-and-run accident.
. Comprehensive insurance covers damage to the operator’s vehicle that occurs from causes other than a collision with another vehicle or a stationary object. Examples include fire and vandalism.
Driving Related Conduct.
Actions of a driver while in control of a motor vehicle. Unsatisfactory driving related conduct is action or inaction that could cause harm to the driver, the passengers, the vehicle, or other vehicles and their passengers.
Liability insurance covers damages to the person or property of another through the fault of the operator of a vehicle.
Idaho Tort Claims Act.
The Idaho Tort Claims Act (Idaho Code 6-901 through 6-929), in addition to other provisions, established the State of Idaho Risk Management Program and charged that agency with the management of a retained-risk fund.
Medical Payments Coverage.
Medical payments covers the medical, hospital, and funeral expenses of an insured, others in the vehicles, and pedestrians struck by the insured. This provides a limited amount (usually $5,000) of first-dollar insurance for medical expenses for injuries to passengers for which the driver of the vehicle is responsible. Payments are available regardless of fault. Medical payments coverage is not carried on university vehicles.
The College of Natural Resources has a number of university vehicles that are available on a rental basis.
A passenger vehicle is identified as a sedan, light truck, or sport utility vehicle. Passenger vehicles are also available at car rental agencies.
Privately-owned vehicles are vehicles that are licensed and titled to a private party, business, or organization other than the University of Idaho (UI).
A rental vehicle is a passenger vehicle or pickup rented in the name of UI in order to be used for official university purposes.
Trucks and Moving Vans.
Trucks and moving vans are larger in size and in some cases require special training and licensing through the State of Idaho (State) to be able to operate the vehicle.
A university vehicle is any licensed vehicle owned, rented or leased by the university for official university purposes.
All vehicles licensed and titled in the name of the university are considered university-owned. All university-owned vehicles must be reported annually to the Office of Risk Management (Risk).
Authorized volunteers are persons who are not employees of the university but who have been asked to perform a specific function on a volunteer basis. Volunteers must be recruited and authorized by a UI employee who has hiring authority. For full description of procedures, see APM 5.11.
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or the Administrative Procedures Manual, 05.08.
Contact the Risk Management Office at (208) 885-7177 or firstname.lastname@example.org.