NO.  State policy does not allow reimbursement of expenses for Physical Damage coverage such as "CDW, PDW, or LDW or similar items with one exception for foreign countries.  Instead, the State has procured comprehensive and collision coverage for commercial vehicles rented by employees for less than thirty (30) days in conjunction with the conduct of official University business. This coverage is underwritten by the Travelers Insurance Company with limits of $30,000 per vehicle less than 10,000 pounds gross vehicle weight, with no annual aggregate and no deductible for comprehensive or collision coverage.  Coverage is provided in the United States, its possessions and Canada.

Will the rental agency accept the University’s Physical Damage coverage on rental vehicles?

YES. IRM has wallet size rental insurance cards, which may be used as proof of coverage, which may be obtained from Insurance and Risk Management by calling 515-6135.

Does the University’s policy provide coverage in foreign countries?

NO.  There is no coverage in other foreign countries. There is one exception to the rule on the purchase of the "CDW" or similar items. Because the Travelers' coverage does not extend to most foreign countries, the State Budget Office does allow reimbursement on the cost of the "CDW" and similar items when employees are conducting official University business in the foreign countries not covered by the policy.

Can students drive rental vehicles under the University’s coverage?

NO. Only students who are employed by the University and receive a salary, or a payroll check may drive vehicles rented by the University while performing duties within the scope of the job for which they are being paid. Students, such as those on scholarship or fellowship, who are not employed by the University, are not allowed to drive vehicles rented by the University.

How do I report an auto accident involving my rental vehicle?

Notify police no matter how small the incident.  File an accident report with the rental agency.  Report the accident  to your departmental contact person so they can file a Vehicle Loss Report in the University VIN system by noon of the following day.  Then fax the police report, rental agency accident report, and the front and back of the rental agreement to IRM at  515-1538.  

NOTE:  Never tell the other party involved that you or the University accepts responsibility for the accident.