LOUISIANA TECH UNIVERSITY
Insurance Coverage for Personal Vehicles used for University Travel and Rental/Leased vehicles used for University Travel
All Louisiana Tech faculty and staff are governed by State rules and regulations when performing official travel on behalf of Louisiana Tech University.
Louisiana Travel Polices and Procedures
Collision Deductible Waiver (CDW)
Collision Deductible Waiver (CDW) offered by car rental/lease agencies is not reimbursable for domestic travel. At the discretion of the department head (university president), CDW costs may be reimbursed for international travel. Should a collision occur while on official state business, the cost of the deductible should be paid by the traveler and reimbursement claimed on a travel expense voucher. The accident should also be reported to the Office of Risk Management through the Louisiana Tech University Office of Environmental Health and Safety (318) 257-2120.
Insurance Coverage and Claims
See Required Documentation
In this document rented and leased vehicles are those vehicles rented or leased for the purpose of the conduct of official university business. A vehicle leased for personal use and is used for university travel on a per mileage reimbursement basis is considered as equivalent to a personally owned vehicle.
Subject to State Travel Regulations (PPM 49), university owned vehicles are covered by the State of Louisiana Office of Risk Management for Liability, Collision and Comprehensive Insurance. Accidents are reported through the Office of Environmental Health and Safety Office.Claims are submitted through the Office of Administrative Affairs (318) 257-2769.
Subject to State Travel Regulations (PPM 49), vehicles rented or leased for official university travel are covered by the State of Louisiana Office of Risk Management for Liability, Collision and Comprehensive Insurance. Claims are submitted through the Office of Administrative Affairs (318) 257-2769.
IMPORTANT: Rented and Leased vehicles are only covered by the Office of Risk Management while the vehicle is being used for official travel. The Office of Risk Management does not insure the rented or leased vehicle for side trips, personal or non-official use of the vehicle.
The Office of Risk Management provided these guidelines concerning whether use of a rental vehicle on university travel would be personal or university related:
One would have to look at the reasonableness of the distance from the work site and/or hotel. For example, if an accident occurs significantly away from the work site and/or hotel (for example 10 miles or further) and the employee contends that he was coming to/from lunch, this would probably be considered not to be in course and scope of official business and therefore not covered.
An accident that occurs when an employee decides to go sight-seeing or to the mall would be the result of deviation and thus not covered. If however, the accident occurs in and around the hotel or work site, in all likelihood there is coverage.
Subject to State Travel Regulations (PPM 49), personal vehicles used for official university travel are covered for liability coverage beyond the limits of the owner of the vehicle. Effective June 23, 1997, the Office of Risk Management (ORM) will begin reimbursing deductible payments up to $1,000.00 on personal vehicles on state related business for collision losses only. ORM DOES NOT provide reimbursement for (1) Glass breakage, (2) Loss caused by hitting birds or animals or (3) losses caused by falling objects or any comprehensive type coverage not caused by collision, such as fire, lightning, explosion, theft, windstorm, hail, flood, mischief or vandalism, or damages caused by conveyance transporting the auto. Contact the Office of Administrative Affairs for specified exclusions.
Required Documentation for Insurance Claim
Reimbursement of Collision Deductibles for Employees' Personally Owned Vehicles used on State Business
Copy of Police Report
Copy of Approved Travel Authorization (Must be approved before the first day of travel)
Copy of the first page of the Louisiana State Driver Safety Program (DA2041) completely filled out. This form is available from the Louisiana Tech Office of Environmental Health and Safety at (318) 257-2120. Important - The DA2041 is a five page document, the first page of this report must be mailed to the Office of Risk Management within 24 hours of the accident. If the traveler does not return in time, or is not able to complete the accident report, the Department Head is responsible for completion and mailing of the report. Pages 2 through 5 of the ORM accident report must be completed as soon as possible after the accident and forwarded to the Louisiana Tech Office of Environmental Health and Safety no later than 4 days after the accident.
Copy of Repair Estimate and/or appraisal of the damaged vehicle
Copy of the Declaration Page from your insurance carrier
Statement on Letterhead from the university employee describing the accident, detail of where the employee was driving from and to at the time of the accident, and confirmation that the employee was on official business when the accident occurred.
Statement on Letterhead from the Department Head certifying that the employee was on official travel at the time of the accident.
Copy of the State Vehicle Registration of your vehicle (pink slip)
Required Documentation for Insurance Claim
Rental/Lease Vehicles used on State Business
(Liability and Physical Damage)
Copy of Police Report
Copy of Approved Travel Authorization (Must be approved before the first day of travel)
Copy of the first page of the Louisiana State Driver Safety Program (DA2041) completely filled out. This form is available from the Louisiana Tech Office of Environmental Health and Safety at (318) 257-2120. Important - The DA2041 is a five page document, the first page of this report must be mailed to the Office of Risk Management within 24 hours of the accident. If the traveler does not return in time, or is not able to complete the accident report, the Department Head is responsible for completion and mailing of the report. Pages 2 through 5 of the ORM accident report must be completed as soon as possible after the accident and forwarded to the Louisiana Tech Office of Environmental Health and Safety no later than 4 days after the accident.
Copy of all reports/settlements completed when the vehicle was returned to rental/lease agency.
Copy of the Lease/Rental agreement.
Statement on Letterhead from the university employee describing the accident, detail of where the employee was driving from and to at the time of the accident, and confirmation that he was on official business when the accident occurred.
Statement on Letterhead from the Department Head certifying that the employee was on official travel at the time of the accident.