Automobile liability, collision and comprehensive coverages are provided through the state’s self-insured Risk Management Plan. Coverage applies to both state-owned vehicles and commercially leased vehicles when they are used for authorized business purposes. Executive Order 89 requires that state-owned vehicles be used strictly for official business.
Liability coverage is extended to the operator of a state-owned vehicle whose negligence results in bodily injury or property damage to a third party.
VCU, its board members, officers, employees, students and agents are covered under the insurance plan while operating a state-owned or rental vehicle, provided they are acting within the scope of their employment, authorization or assigned duties.
The limit of liability for individuals operating a state vehicle on Virginia Commonwealth University business is $2 million per claim.
The state’s collision and comprehensive insurance plans are limited to the actual cash value of the damaged state vehicle. Comprehensive coverage includes loss from glass breakage, fire, theft and vandalism. The department that owns, rents or leases the vehicle is responsible for the $1,000 deductible.
Personal vehicles are not covered by the plan, even if used by employees or students who are driving within the scope of their employment or assigned duties. In the event of an accident, the state’s Division of Risk Management may, at its discretion, assume liability for losses that exceed the vehicle owner’s personal policy limits
Changes to the fleet must be reported to Insurance and Risk so that physical damage and comprehensive coverage can be obtained or discontinued. New vehicles may not be driven until coverage is confirmed by Insurance and Risk Management. To report a new vehicle or report the sale or surplus of a vehicle, call (804) 827-0359 or (804) 828-4989.
Drivers must be familiar with the Vehicle Accident Prevention and Safety policy.
Drivers are responsible for reporting any accident to law enforcement, their supervisor and the office of Insurance and Risk Management. The operator must also cooperate fully in the investigation and the defense of any claim or related suit. Failure to report an accident or cooperate may result in a denial of coverage. Individuals will not be covered for acts of intentional, malicious or wanton misconduct or criminal acts in the use of a vehicle.
Cell phones and other electronic devices must be operated via a hands-free device when driving a state-owned or rented vehicle. Text messaging and emailing by the driver are strictly prohibited while the vehicle is in motion. This policy also applies to vehicles rented for VCU-approved travel.
If you are involved in an accident while operating a state-owned vehicle or a vehicle rented for VCU business, follow these steps:
VCU utilizes separate contracts with Enterprise Leasing Co. and Hertz Car Rental to provide nationwide vehicle rentals through these brands. Both contracts include a damage waiver which covers physical damage to the rental vehicle.
To utilize these contracts and take advantage of this coverage, employees must use contract number 1917452 for a Hertz rental or contract number XZ21184 for Enterprise/National when making a reservation.
Departments that choose to reserve a rental vehicle with a company other than Hertz or Enterprise/ National will be responsible for damages up to the $1,000 deductible under the state’s LeaseCare plan in the event of an at-fault accident, or incidental damage to the vehicle during the rental period.
Note: the damage waiver is a reimbursable expense for domestic rentals only when obtained through these contracts or when renting a vehicle in a foreign country. Go to Foreign Travel for more information.