Vehicle Handbook

Vehicle Risk Management Guidelines

Link to printable version of this web page.

1. The operation of vehicles present a source of very high liability risks for the CSU. The intention and purpose of vehicle risk management is to limit these risks, as far as possible, using accepted risk management techniques. Vehicular accidents could result in costly losses when the summation of property damages, bodily injuries, fatalities, and liability suits are considered. The State is self insured, but the CSU pays premiums for the cost of liability protection. The State Motor Vehicle Insurance Account (SMVIA) is funded through assessments charged to the State agencies (e.g. CSU) that own vehicles/equipment. The assessment reflects the projected amount to be expended to pay claims settlements and administrative expenses.
2. Unless perfect driving is the rule, the cost of claims and insurance can mount to proportions that will adversely affect the CSU's efforts to accomplish its mission and maintain good public relations. The safety and well being of our students and employees are of primary importance to the University and their protection demands a fully operational vehicular accident loss control program.
3. Travel by vehicle impacts two broad campus activities, namely, Academic Field Trips and the business use of State or personal vehicles by University employees. While there are distinct differences and applications in each area, both are concerned with the safety of employees and students and the liability associated with their activities on and off campus. Therefore, anyone in the University responsible for the use of vehicles by students, employees or others, as part of regular or special college courses or normal work activities, needs to be acquainted with and follow the safety and loss prevention guidelines.
4. The vehicle use requirements apply to any driver of a University owned or leased vehicle (including campus powered carts) and any authorized driver operating a vehicle in order to conduct University business. The requirements also extend to passengers in the noted vehicles. Liability may be created because of the University's vehicle ownership or by the driver being an employee, volunteer, authorized student or individual (neither student nor employee).
5. Academic Field Trip requirements apply to the liability that is created when students and others are transported to and from college sponsored activities off campus. The net result of vehicular accidents includes serious injury to staff and students and negative impact on our families and the community in general. Because of the complexity of the liability issues, specific rules, waivers, agreements and procedures apply to University vehicles, drivers and activities authorized by the University.
6. Under no circumstances is an unlicensed or minor individual permitted to operate a University owned, leased or rented vehicle. Only University employees may drive University vehicles.
7. Because of the serious impact that the use of vehicles may have on University liability and recognizing that procedures are required to effectively conduct University business, the University issued a policy regarding the use of vehicles on University business. Specifically, refer to University Policy and Procedures #450-01 and associated references therein. Questions regarding accidents and policy guidelines for the use of University and private vehicles on University business should be directed to the State Office of Insurance and Risk Management (ORIM) (562) 951-4580.

Vehicle Usage Policy

This CSUN Department of Administration and Finance Policy #450-01 was issued on November 8, 2004.

http://www-admn.csun.edu/vp/policies/450_ppm/450_01.htm

Vehicle Accident Reporting Procedures

Link to a printable version

The State of California administers a vehicle self-insurance program against loss for personal injury and property damage to others. This program protects any officer or employee of the CSU and the State while operating a state-owned vehicle while on official business. Timely reporting of employee injuries and accidents is vital to protecting our employees. As such, we would like to remind everyone that injuries/accidents must be reported immediately.

1. MOTOR VEHICLE ACCIDENTS:

• A vehicle accident is defined as one that involves a state-owned vehicle (or a non-state owned vehicle operated by a state employee on state business) where there is damage caused to the state driver and state vehicle and/or to another person or property.
• A vehicle accident involving only a state owned vehicle where the damage, regardless of the amount, is limited just to the state vehicle that was stationary at the time the damage occurred does not have to be reported to the State Office of Insurance and Risk Management (ORIM). The University is self-insured for vehicle property damage and ORIM provides third party liability insurance.
• An Accident Identification STD 269 card, should be carried in the glove compartment of all state vehicles. The card should be completed and the tear-off portion given to the other party. The card provides a convenient place to write down pertinent information while still at the accident scene. This information should be then transferred to the required STD 270 Vehicle Accident Report.
• State employees should not discuss the accident with anyone other than the police, their supervisors, CSUN Risk Management, CSU Claims officials, or the independent claims adjusting company under contract with CSUN. If contacted by the other party, their attorney, or insurance company, the state employee should refer the party or correspondence to the Office of Insurance and Risk Management (ORIM). Under no circumstances should the state employee driver give either a written or recorded statement to the other party or their representatives.
• When in doubt as whether or not to report an accident, call ORIM at (800) 900-3634 for direction.

2. SUPERVISOR'S REVIEW:

• The supervisor of an employee involved in an accident must investigate that accident. This investigation will enable the supervisor to co-sign STD 270 vehicle accident report. The supervisor is also responsible to ensure that STD 270 is completed and promptly forwarded to the Office of Insurance & Risk Management. We highly recommend that the supervisor also forward a copy of the STD 270 to the University Risk Manager.
• The supervisor is also responsible for preparing the Supervisor's Review of State Driver form, STD 274, take any appropriate corrective action, and forward STD 274 to both the Office of Insurance & Risk Management, and the University Risk Management Office (MD 8284).
• If a California Highway Patrol (CHP) or other police authority accident report is needed to allow the supervisor to do the above, he or she may obtain these reports as an "interested party" and at no cost.
• When in doubt as to whether or not to report an auto accident, call ORIM at (916) 376-5302 for direction.

3. MOTOR VEHICLE ACCIDENT PROCEDURES SUMMARY:

CSUN drivers must report all motor vehicle accidents involving University vehicles as well as personal or rental vehicles operating on official CSUN business by following the procedures outlined below:

• Record all pertinent information on the Accident Identification Card, Std. Form 269 located in the glove compartment of the State vehicle, before leaving the scene of the accident. If another vehicle is involved, detach the appropriate potion of the form and give it to the driver of the other vehicle. Do not admit any fault or make promises. Determine whether immediate medical attention is needed for anyone involved in the accident. Obtain necessary medical assistance.
• If any police authority or California Highway Patrol (CHP) is present, obtain a police report number if one is to be completed.
• Immediately report any bodily injury or significant property damage to the State Office of Risk Management and Insurance (ORIM) by telephone at (916) 376-5302 or by FAX (916) 376-5277. Weekend voicemail messages may be left at their toll free phone number (800) 900-3634. Be sure to leave your telephone number since all calls will be returned next business day.
• If you are injured, report immediately to the Human Resources Department Workers' Compensation Coordinator at (818) 677-3351 for additional instructions.
• Report any property-only accident to the Office of Risk and Insurance Management (ORIM) that involves any State-owned vehicle or any vehicle used for state business within 48 hours. Complete and submit the form STD 270 (Vehicle Accident Report) to your supervisor and the campus Risk Management office or fax to 818-677-5853. If a police report was completed, provide the report number with the STD 270. Your supervisor must complete and submit form STD 274 (State Driver Accident Review).
• Make no subsequent comment or statement regarding the accident to anyone except the investigating police authority, your supervisor, CSUN Risk Management or an identified representative of the State's insurance adjuster.
• Immediately telephone (818) 677-2079 and give a verbal report of the accident. If there is no answer, leave a message giving your name, department, telephone numbers where you can be reached and a brief description of the accident.
• All drivers involved in an accident while driving on official CSUN business must complete the Report of Vehicle Accident, Std. Form 270, and submit a copy to the CSUN Office of EHS within 48 hours. (Mail drop 8284; fax number: (818) 677-5853)

4. LEGAL ISSUES:

Calls from the Other Party
If you get a call from the other party, attorney, insurance company, or other representatives, refers them to the Risk Management office (818) 677-2079. DO NOT agree to provide any written or recorded statements.

Property Damage Claims
If the automobile accident is limited to property damage only and the other party's vehicle is operable, you may suggest to the other driver to give you two repair estimates so you may submit the STD 270 as a package to ORIM. Only one estimate is needed for repairs of $500 or less. The repair of the other driver's vehicle may be expedited by referring the person to the Risk Management Office (818) 677-2079.

Remember that the University is self-insured for loss or damage to vehicles owned by the University but ORIM may pursue the party responsible to recover the costs of repair.

You are served a Small Claims Court Summons or Complaint
Notify the CSUN Risk Management office immediately! Mail or fax copies of the documents received to the CSUN Office of Risk Management (Mail Code: 8284; fax number: (818) 677-5853).
You may have to appear as ordered. This will be coordinated through the University Risk Management office in consultation with the Department of General Services, Office of Risk and Insurance Management (ORIM) and CSU General Counsel.

You are served a Municipal or Superior Court Summons or Complaint
Call the CSUN Risk Management office IMMEDIATELY! An answer must be filed within 30 days of service to avoid a default judgment. You will be given instructions regarding defense counsel, etc.

5. MEDICAL TREATMENT AS A RESULT OF A MOTOR VEHICLE ACCIDENT:

Medical treatment to individuals in a motor vehicle accident involving a State, personal, leased or rental vehicle driven by an authorized State driver on State business will depend on the following circumstances.

University Employees
Employees involved in vehicle accidents on State business who sustain bodily injuries may receive medical attention from the California State University's designated Workers' Compensation provider or their pre-designated physician or health care provider. Please contact the campus Office of Insurance and Risk Management at (818) 677-2079 for assistance.

If you are an employee with California State University (i.e. staff, faculty, student assistant, college work study student, volunteer, etc.) you may be eligible for Workers' Compensation benefits that will help pay for medical expenses related to your vehicle accident. Call the campus Workers' Compensation Coordinator at (818) 677-3351 to report and obtain a claim form.

All Other Third-Parties
All other parties involved in a State vehicle accident may receive treatment or medical attention at the nearest or preferred hospital or clinic. All third parties may file a liability claim to ORIM and the State Board of Control for reasonable and documented medical expenses related to the accident. The Motor Vehicle Liability Self-Insurance Program (VELSIP) does not provide medical coverage for uninsured motorists. A third party's vehicle insurance or personal medical insurance is primary coverage for any immediate medical expense related to the accident.

6. VEHICLE REPAIR GUIDELINES:

State or Personal Vehicle Repair for Physical Damage
Commonly referred to as collision and comprehensive coverage, physical damage coverage is not provided by the State Motor Vehicle Insurance Account (SMVIA) for State vehicles, privately owned vehicles, or rental cars used on State business. However, the employing State agency or department may reimburse damage for losses to privately owned vehicles.

University Owned Vehicles
The cost of repair to a damaged State owned University vehicle is paid by the budget of the owning department. The SMVIA provides only for third party liability coverage.

Leased State (University) Vehicles
Vehicle damage repair expenses for leased State vehicles are included with the rental rate charged by the State Garage, Office of Fleet Administration. The cost of repair or replacement of all Department of General Services (DGS) pool cars is included in the daily, weekly, and monthly rental rate charged by the DGS Fleet Administration.

DGS may request reimbursement from the department (or campus) that employed the driver of the vehicle per the Office of Fleet Administration. Each accident is reviewed on a case-by-case basis to determine if the circumstances warrant reimbursement request from DGS.

Rented Vehicles
In most cases the cost of repairs to vehicles rented for State business from approved rental agencies (i.e., Enterprise) is covered by the rental agency. Please contact the rental agency to file a report.

University Vehicle Damage Recovery
When the driver of the other vehicle is at fault for damages to the State Vehicle, the Office of Risk and Insurance Management (ORIM) Vehicle Claims Unit, recovers the vehicle damage repair costs from the other party's insurance carrier or other responsible party. Estimates for repair to the State vehicle must be submitted to ORIM for use in the recovery (subrogation) activity.

7. REFERENCE:

The full manual of the "Use of University and Private Vehicles Policy Guidelines" is available from the CSU Office of Risk Management/Human Resources/General Counsel website.

In case of an auto accident, additional information is available from ORIM at http://www.documents.dgs.ca.gov/orim/mvasop.doc

Forms and Programs for Vehicle Use and Accidents:

You may download the STD 261, 262, 269, 270, and 274 forms from the State of California Office of State Publishing (OSP) forms website by entering the form number. However, you can only download these forms if you have the recommended version of Adobe Acrobat Reader. A description of the various vehicle related forms and their purpose is as follows.

• STD 261
  Authorization to use Privately Owned Vehicle on State business - Employee This certification verifies the employee's private vehicle has the minimum amounts of liability insurance coverage, is in safe mechanical condition, and is adequate for use in accordance with the State Administrative Manual (SAM) section 0753. This form advises the State employee that adequate vehicle insurance coverage must be provided by the employee's personal insurance and that personal vehicle insurance is primary coverage in case of vehicle accident.
  The supervisor authorized to approve travel shall retain the STD 261 completed authorization form in the employee's personnel file. The authorization form is valid for a period not to exceed one year. Once the STD form 261 is completed, it may be initialed and dated annually by the employee to certify adequate personal auto insurance is current and that the private vehicle is safe for state business use.
• STD 262
  Travel Expense Claim - To submit auto expenses associated with CSUN business travel.
• STD 269
  Accident Information Card form - When the driver of a University or State-owned vehicle is involved in an accident, he/she must record all pertinent information on the Accident Information Card form STD 269 before leaving the scene of the accident. Blank STD 269 cards should be readily available in the glove compartment of each State (rental, owned, leased, or private) vehicle. When another vehicle is involved in an accident with a State vehicle, the appropriate portion of the STD form 269 is completed, detached, and given to the driver of the other vehicle. The State Office of Risk and Insurance Management (ORIM) is the University's third-party auto insurance provider.
• STD 270
  Vehicle Accident Report Form - All motor vehicle accidents involving a State-owned vehicle or any vehicle being used on State business must be reported on the Vehicle Accident Report (STD 270) form within 48 hours to the State Office of Risk and Insurance Management (ORIM). If the accident results in bodily injury or significant property damage, the accident must be first reported by telephone and/or fax copy of the STD 270 to the ORIM fax phone number at (916) 322-6006. The ORIM website (link: http://www.orim.dgs.ca.gov/default.htm) allows individuals to download a copy of the STD 270 Vehicle Accident Report form.
• STD 274
  State Driver Accident Review Form - The supervisor of each driver involved in an accident must prepare a State Driver Accident Review form STD 274 to investigate the accident promptly and thoroughly. The supervisor must initiate any verbal or written corrective action; record the action, and forward copies of the completed form to the appropriate campus administration (the CSUN Office of Safety and Risk Management). The purpose of this report is to determine whether the accident was avoidable and to aid in the prevention of future accidents. This State Driver Accident Review (STD 274) must be submitted with the Vehicle Accident Report (STD 270) filed with the State Office of Risk and Insurance Management (ORIM) as well as your Campus Risk Manager.
• Student Authorization
  Authorization to Operate Privately Owned Vehicle - Student To be completed when a student will operate a private vehicle on a university sponsored trip/activity.
• Powered Cart Training Certification
  Employee/Supervisor Training Certification - Every powered cart or low-speed vehicle driver must be certified before driving.
• CSUN Vehicle Use Policies
  Vehicle Usage Policy - Policy 450-01 from the Office of the Vice President for Administration and Finance, issued 11/08/04 and currently in effect.
• CSU Department of Motor Vehicles Pull Notice Program
  Pull Notice Program - There is a CSU requirement to verify the California driving records of all State employees authorized to drive on State business. The Department of Public Safety under the direction of the Chief of Police administers this program.
• CSU Vehicle Manual
  "Use of University and Private Vehicles Policy Guidelines" The full manual is available from the CSU Chancellor's Office website.
  ORIM's "OK, You've had a motor vehicle accident, so now what happens?" In case of an auto accident, additional information is available from the Office of Risk and Insurance Management.

Vehicle Use Frequently Asked Questions