The University insures all the vehicles it owns or leases. When employees in the course and scope of their employment or other authorized personnel use University vehicles on official University business, they are covered by the University's insurance programs, subject to the restrictions listed below.

Primary insurance: UC’s self-insurance programs.

If the vehicle is damaged: Coverage is by the UC’s Vehicle Physical Damage Self-Insurance Program (Business & Finance Bulletin 69). Call 893-2860.

If you are injured: UC’s Workers' Compensation Program covers injuries incurred in the course & scope of employment. Call 893-8050.

If someone else’s vehicle or property is damaged: Coverage is by UC’s General & Automobile Liability Self-Insurance Program (Business & Finance Bulletin 75). Call 893-2860.

If someone else is injured: Coverage is by the UC’s General & Auto Liability Self-Insurance Program (BUS-75). Call 893-2860.

RESTRICTIONS:

(1) Coverage is limited to department owned and/or leased vehicles.

(2) Authorized drivers are limited to faculty, staff, students, and consultants who hold a valid driver’s license. An appropriate campus official must approve use of the vehicle.

(3) You must be on UC business when the accident occurs. Private use of the vehicle invalidates insurance. Tickets received while operating a UC vehicle are the responsibility of the driver, not the University.

(4) University insurance will not pay for any damage caused by misuse or unauthorized use of a UC vehicle. Misuse or unauthorized use could include, but not be limited to, use for private purposes, use by a driver with a suspended license or no license at all, use by a driver under the influence of alcohol or narcotics, any kind of reckless use, from double-parking to speeding to leaving the scene of an accident, etc. Misuse or unauthorized use could make the department and/or employee responsible for damages to the vehicle and/or any third party.

(5) Damage incurred while selling, repairing, servicing, road testing, or storing vehicles is not covered.

The University does not provide insurance coverage for rented vehicles but it does have system-wide agreements with Alamo, Avis, Budget, Hertz, and National. When you rent a car from one of these companies under the University agreement and pay the University rate, insurance coverage is included. To guarantee that you get the University rate (and the insurance coverage) give the agent the UC Santa Barbara Corporate Contract Number for the rental car company you are using when you make your reservation. If you don't know the Corporate Contract Number, call the Campus Travel Supervisor, Accounting & Financial Services.

Primary insurance: The rental car company.

If the vehicle is damaged: Coverage is by the rental car company.

If you are injured: UC's Workers' Compensation Program covers injuries incurred in the course & scope of employment. Call 893-8050.

If someone else's vehicle or property is damaged: Coverage is by the rental car company.

If someone else is injured: Coverage is by the rental car company.

RESTRICTIONS:

(1) When you reserve the car, notify the reservations agent that you are a UC employee and give the agent the UC Corporate Discount Number. The rate that you are charged includes auto insurance. You must decline the Loss Damage Waiver (LDW) and Supplemental Liability Insurance (SLI) because this coverage is included in the UC Corporate rate. If you do not do this you are responsible for the additional cost of the insurance coverage.

The University periodically renegotiates these agreements so participating companies and their terms may change. Call Accounting & Financial Services, Travel Accounting, or click here for a current list of rental car companies with whom UC has agreements and their Corporate Discount Numbers. When you pick up the rental car make sure the UC Corporate Discount Number is noted on the contract.

(2) Mileage, out-of-state, and age restrictions may apply. Read your rental contract carefully. Misuse and other violations of the terms and conditions of a contract may invalidate the rental car insurance and make the department and/or employee responsible for damages to the vehicle and/or third parties.

RECOMMENDATIONS:

(1) If you do not use the UC Corporate Discount Number (and get the automatic insurance coverage provided for under the UC contract), you should purchase insurance coverage from the rental car company even though it may not be a reimbursable travel expense within the United States. You should purchase both Loss Damage Waiver (LDW covers damage to the rental vehicle) and Supplemental Liability Insurance (SLI covers damage or injury to others).

(2) In some cases your credit card may cover the cost of insurance for damage to your rental vehicle. If this is the case you may obtain coverage for your rental vehicle by charging the rental to that credit card. You should purchase Supplemental Liability Insurance (SLI) to cover damage or injury to others.

Primary insurance: The rental car company.

If the vehicle is damaged: Coverage is by the rental car company.

If you are injured: UC's Workers' Compensation Program covers injuries incurred in the course and scope of your employment. Call 893-5837.

If someone else's vehicle or property is damaged: Coverage is by the rental car company.

If someone else is injured: Coverage is by the rental car company.

RESTRICTIONS:

(1) Transportation Services must reserve the vehicle. Driver must pick up the vehicle at Transportation Services.

(2) You do not need to purchase additional coverage from the company. LDW and SLI are included in the rate that Enterprise charges the campus.

(3) UCSB Transportation Services periodically renegotiates this agreement so terms may change. Call Transportation Services to verify that UCSB still has an agreement with this company.

(4) Mileage, out-of-state, and age restrictions may apply. Read your rental contract carefully. Misuse and other violations of the terms and conditions of a contract may invalidate the rental car insurance and make the department and/or employee responsible for damages to the rental vehicle and/or third parties.

Unless you purchase LDW and SLI from the rental car company, you are not insured when you drive a rental vehicle from a company without a UC contract unless your personal auto insurance policy provides the coverage. If you cannot obtain a car from a company with whom UC has an agreement, or if you are outside the continental U.S. (in a foreign country, Alaska, or Hawaii), we highly recommend that you purchase LDW and SLI from the rental car company. Though Business and Finance Bulletin G-28: University Policy and Regulations Governing Travel states that these costs are not reimbursable when renting a vehicle within the United States, at UCSB you will be reimbursed for this cost if the appropriate control point gives authorization and Travel Accounting is informed that authorization has been given and it is the only way to secure insurance coverage.

Primary insurance: None unless you purchase insurance from the rental car company or use a credit card that provides coverage.

If the vehicle is damaged: Coverage is by you unless you purchase LDW from the rental car company or use a credit card that provides coverage.

If you are injured: UC's Workers' Compensation Program covers injuries incurred in the course and scope of employment. Call 893-8050.

If someone else's vehicle or property is damaged: Coverage is by you, unless you purchase SLI from the rental car company or use a credit card that provides coverage.

If someone else is injured: Coverage is by you, unless you purchase Supplemental Liability Insurance (SLI) from the rental car company or use a credit card that provides coverage.

RESTRICTIONS:

(1) If you do not purchase insurance from the rental car company, your credit card may cover the cost of insurance for damage to your rental vehicle. If this is the case you may obtain coverage for your rental vehicle by charging the rental to that credit card. You should purchase Supplemental Liability Insurance (SLI) to cover damage or injury to others.

(2) Mileage, out-of-state, and age restrictions may apply. Read your rental contract carefully. Misuse and other violations of the terms and conditions of a contract may invalidate the rental car insurance and make the department and/or employee responsible for damages to the rental vehicle and/or third parties.

Primary insurance: Your own automobile insurance policy even if you are using your vehicle on University business.

If your vehicle is damaged: Coverage is by your own insurance even if you are using your vehicle on University business. Your department can pay the first $500 or your deductible whichever is less but the money will come out of your department budget, not out of the insurance program. Refer to Business and Finance Bulletin G-28, Part VII.C ("Travel by Automobiles"), Section 1a, Paragraph 2d for details.

If you are injured: UC's Workers' Compensation Program covers injuries incurred in the course and scope of employment. Call 893-8050.

If someone else's vehicle or property is damaged: Coverage is by your own automobile insurance policy.

If someone else is injured: Coverage is by your own automobile insurance policy.

RESTRICTIONS:

(1) Failure to maintain liability insurance on a personal vehicle used for University business could make the department and/or employee responsible for all or part of any resulting liability.

The University's Auto Liability Self-Insurance Program (BUS-75) covers all fleet vehicles, and department-owned/leased vehicles registered with UCSB Risk Management & Insurance. It provides liability coverage for damage or injury caused to third party property, vehicles or persons by University vehicles. This coverage is mandatory on all University vehicles: operating, non-operating, currently in use, or in storage. It is not optional.

To add a vehicle to department's schedule of owned autos and to secure coverage under the University's Auto Liability Self-Insurance Program, complete the Auto Insurance & Schedule Adjustment Form and submit it to UCSB Risk Management & Insurance (email: lee.mudrick@buss.ucsb.edu; fax: 893-8521; Business Services Office, University of California, Santa Barbara, CA 93106-2090). For more information, call 893-2860.

The University's Auto Physical Damage Self-Insurance Program (BUS-69) covers physical damage to University vehicles, including theft. It covers fleet vehicles, and department owned/leased vehicles registered for this coverage with UCSB Risk Management & Insurance. If a department chooses not to insure a vehicle through this program no coverage will be provided in the event of theft, damage, or loss. There is a $500 deductible.

To obtain this coverage on a vehicle, complete the Auto Insurance & Schedule Adjustment Form, indicate that the department wants this coverage, and submit it to UCSB Risk Management & Insurance (email: lee.mudrick@buss.ucsb.edu; fax: 893-8521; Business Services Office, University of California, Santa Barbara, CA 93106-2090). For more information, call 893-2860.

The University requires all departments that operate vehicles in foreign countries to purchase coverage under the University's Foreign Auto Liability Insurance policy for those vehicles whether they are operating, non-operating, currently in use or in storage. This coverage is not optional. The University's Foreign Auto Liability policy provides coverage for damage caused to third party property, vehicles or persons by University vehicles in foreign countries.

To obtain foreign auto liability coverage on a vehicle, complete the Auto Insurance & Schedule Adjustment Form. Indicate where the vehicle is located, that the department requires this coverage, and submit the form to UCSB Risk Management & Insurance (email: lee.mudrick@buss.ucsb.edu; fax: 893-8521; Business Services Office, University of California, Santa Barbara, CA 93106-2090). For more information, call 893-2860.

In any country where a compulsory automobile liability insurance law is in force, the coverage provided by the University's Foreign Automobile Liability policy is excess of and reduced by the limit of the local compulsory insurance. In any country where there is no compulsory automobile liability insurance law in force, a Department must purchase local insurance with bodily injury limits of $10,000 each person/$20,000 each accident or occurrence and property damage limits of $10,000 each accident or occurrence. In any country where the compulsory requirement applies only to bodily injury liability, the Department must purchase property damage liability coverage for a limit of $10,000 each accident or occurrence. In all cases the University's Foreign Auto Liability insurance is excess of and reduced by the amount of local insurance.

The University's Auto Physical Damage Self-Insurance Program (BUS-69) covers physical damage to University vehicles located in foreign countries, including theft. It covers department owned vehicles registered for this coverage with UCSB Risk Management & Insurance. If a department chooses not to insure a vehicle through this program no coverage will be provided in the event of theft, damage, or loss. There is a $500 deductible.

To obtain this coverage on a vehicle, complete the Auto Insurance & Schedule Adjustment Form, indicate that the department wants this coverage, and submit it to UCSB Risk Management & Insurance (email: lee.mudrick@buss.ucsb.edu; fax: 893-8521; Business Services Office, University of California, Santa Barbara, CA 93106-2090). For more information, call 893-2860.

Report the damage to UCSB Risk Management & Insurance and/or Transportation Services. Obtain a Report of Vehicle Accident form or a Transportation Services Damage Report. Complete and sign the form and fax it to us at 893-8521 or send it to us via campus mail within three business days. (You must also provide a copy to Transportation Services). If you discover the damage before or after business hours, leave a voice-mail message at 893-2860. Try to call within 24 hours of discovering the damage; in no event should you take longer than three business days to notify us.

Before proceeding with repairs, obtain two estimates from contracted vendors (obtain a current list of vendors from Transportation Services). Submit your estimates to UCSB Risk Management & Insurance for review and approval. If you have a camera, take photos of the damage to the vehicle. The photos should show enough of the vehicle to positively identify the vehicle and the vehicle damage (make certain the license plate number or UC I.D. number is in one or more of the photos). If a camera is not available, ask the auto repair shop to take photos of the damage and give them to you, or make an appointment with us and we will take the photos. Submit the photos to UCSB Risk Management & Insurance with the estimates.

• the names of the other drivers involved;
• the names of the owners of each vehicle (they may be different from the drivers);
• the license number of each vehicle;
• the name and address of the insurance company for each vehicle;
• the names and addresses of any witnesses.

The Accident Reporting Packet includes index-sized cards for witnesses to complete. If you don't have a packet, try to obtain brief written statements about what the witnesses saw. Then draw a diagram of the accident.

Except as indicated above, do not discuss the accident with anyone except the police, your supervisor, and UCSB Risk Management & Insurance. Do not admit liability or offer to pay for damages. Protect the University vehicle from further damage.

Once you’re back from the accident scene, call UCSB Risk Management & Insurance at 893-2860. Complete a Report of Vehicle Accident form or a Transportation Services Damage Report. Sign it and fax it to us at 893-8521 as soon as possible. (You must also provide a copy to Transportation Services). If you are injured in the accident, notify your supervisor and UCSB Workers Compensation at 893-8050.

You may be asked by UCSB Risk Management & Insurance to give a statement to a claims adjuster acting on the University's behalf. Do not talk to claims adjusters representing other parties without first obtaining permission from UCSB Risk Management & Insurance.

As long as you were properly using the University vehicle at the time of the accident, the insurance program will pay all costs except the deductible. Your department will be charged directly for the deductible. The University, through the Risk Management & Insurance office and the claims adjuster, will deal with the other parties to the accident. If the accident was the other driver’s fault, we will file a claim against the responsible parties and attempt to recover the costs of the accident from them.

It is the responsibility of UCSB Transportation Services to purchase vehicles for the campus per Business & Finance Bulletin BUS-8, Acquisition and Disposition of University Vehicles. On rare occasions, departments may have a compelling reason to request an exception to policy; for example, automobiles located in foreign countries, vehicles that are grant funded, etc. When a department believes it has good reason to request an exception to policy, it must comply with the following steps before it is granted the exception and authorized to purchase a vehicle on behalf of the University:

1. Submit a written request to UCSB Transportation Services requesting an exception to policy. Provide the reason(s) that justify the exception to policy. Transportation Services will review the request, and if they approve it, forward it to Business Services for final approval.

2. Business Services will review the department's justification for requesting an exception to policy and ascertain its compliance with University policies and procedures. If Business Services approves the request, the department has authority to proceed with the purchase of a vehicle.

3. After locating the vehicle but prior to preparation and submittal of a purchase requisition, the department is required by UCSB Risk Management & Insurance to have UCSB Transportation Services Garage inspect the vehicle. Transportation Services Garage will record their findings on the UCSB Preventative Maintenance Checklist. If they determine that the vehicle does not meet University standards for owned vehicles, they will not approve purchase of that vehicle. If the vehicle does meet University standards, the Report must be retained in the University's file on the vehicle and a copy must be submitted to Purchasing who will process the purchase of the vehicle.

4. If Transportation Services approves purchase of the vehicle, the department may submit a purchase requisition to the Purchasing Department along with the written authorization from Business Services and the approved inspection report from Transportation Services. The Purchasing Department will also require the following information and documents:

   1. Owner's name, address, phone number
   2. Vehicle year, make, and model
   3. Vehicle Identification Number
   4. License number
   5. Mileage
   6. Features of vehicle, (4 wheel drive, AC, sun roof, etc.)
   7. Price
   8. Funding source
   9. Certificate of Ownership (signed by Owner)
   10. Current registration
   11. Proof of smog certification (seller is responsible for this and must provided it)
   12. Maintenance records (recommended)

   Before Purchasing can finalize the purchase of the vehicle, the seller must release his/her interest in the vehicle by signing the Certificate of Ownership. If the seller is reluctant to do this without a PO in hand, the department and seller may go to the Purchasing Department and they will process the purchase requisition and issue a Purchase Order to the seller.

5. In order to register the vehicle on the UC schedule of vehicles, and to insure it, complete the Auto Insurance & Schedule Adjustment Form, and submit it to UCSB Risk Management & Insurance (email: lee.mudrick@buss.ucsb.edu; fax: 893-8521; Business Services Office, University of California, Santa Barbara, CA 93106-2090).

6. After Purchasing completes the sale of the vehicle, Transportation Services will assign the vehicle a UC ID number and provide an E-plate form to be used at the DMV.

7. Take the vehicle to the DMV with the completed PO, the signed Certificate of Ownership, the current registration, proof of smog certification, and the E-plate form. When you arrive at the DMV, remove the plates from the vehicle. You will be asked to surrender them and pay the use tax. They will provide you with E-plates and title to the vehicle. Keep the title in the vehicle at all times.

8. Give a copy of the new registration documentation to Transportations Services-Garage for their file.

When an exception is granted and a department purchases a vehicle, it becomes the responsibility of the department to comply with all UC policies and procedures regarding vehicle ownership including properly insuring it.