Vehicle Accident Reporting Procedures

If a NAU authorized driver is in a motor vehicle accident while driving a University-owned or rented vehicle, follow the reporting instructions listed below:

  • Call 911 and arrange for local law enforcement and medical assistance as needed.  Contact the police for all collisions, regardless of severity, to obtain a third-party evaluation of the incident.  On the NAU campus, contact University Police Dispatch at 523-3611.
  • Check for injuries, offer assistance to any injured parties, and render first aid to the extent the employee feels comfortable doing so and in good faith.  While awaiting emergency response, try to make injured persons comfortable, but do not attempt to move them.
  • Reduce hazards to other motorist (i.e. place flares, flags, cones, etc.)
  • Provide all requested information to police officers at the scene.
  • Do not admit liability or make any promise or representation that the University or State Risk Management will cover any person’s damages.
  • Do not accuse the other driver of fault or engage in arguments about fault.
  • Do not discuss the accident with anyone except law enforcement authorities, NAU Insurance Officer at Property and Liability Insurance Services, or representatives from State Risk Management.
  • To the extent the employee can reasonably do so, obtain written names and contact information for all persons involved in the accident, including passengers and any potential witnesses.  Important information to obtain from other drivers, if possible, is name, address, phone number, vehicle make/model/license number, name of insurance company, policy number, and employer’s name.
  • Pass out witness information cards (located in the Insurance Packet located in all University vehicle glove compartments).
  • Provide other driver(s) with insurance information (refer to Certificate of Automobile Liability Insurance in Insurance Packet located in all University vehicle glove compartments).
  • Notify Property and Liability Insurance Services Insurance Officer (928) 523-2009 and your supervisor as soon as possible about the accident to ensure all necessary information is obtained (example police report number, name of law enforcement agency, date of accident, location of accident, etc.).
  • Complete the Automobile Loss Report Form and forward to NAU Property and Liability Insurance Services, Insurance Officer, as soon as possible.  Also include the completed Witness Cards, located in the Insurance Packet in the vehicle’s glove compartment.  If there is serious property damage or bodily injuries, call NAU Property and Liability Insurance Services at (928) 523-2009 as soon as possible.
  • Fill out the on-line Damage Report, include all pertinent information such as police report number, information of other driver(s), injuries, property damage, etc.  This can speed the process of reporting the accident to State Risk Management within the required time frame.
  • If NAU employees are injured in the accident, contact Human Resources at (928) 523-6106 and fill out the Supervisor’s Report of Employee Injury, located on the NAU Human Resource web-site.
  • If there are no serious physical injuries or fatalities and the vehicle is safely moveable, remove the vehicle from the main traveled portion of the roadway onto the shoulder, emergency lane, median, or other safe refuge.

University-owned Vehicle:  If the University-owned vehicle is involved in any of the following, contact the local law enforcement agency immediately to file a police report:  accident involving another vehicle, hit and run, injury, criminal damage, or theft.

If the damage involves non-criminal type damage (example, windshield damage, vehicle body damage due to backing or striking fixed object, tire damage, etc,) go on-line to the NAU Police Department website and fill out the Damage Report.  The Damage Report is not a police report.  Once submitted the report will go directly to the Insurance Officer’s e-mail for processing as a University claim.  
   
If a University-owned vehicle is damaged while being used for University business, the NAU driver must report the damage immediately to NAU Property and Liability Insurance Services Insurance Officer at (928) 523-2009.

Rental Vehicle:  If the rental vehicle is involved in any of the following, contact the local law enforcement agency immediately to file a police report:  accident involving another vehicle, hit and run, injury, criminal damage, or theft.

If the damage involves non-criminal type damage (example, windshield damage, vehicle body damage due to backing or striking fixed object, tire damage, etc,) go online to the NAU Police Department website and fill out the Damage Report.  Provide information on the rental vehicle when filling out the report (to include rental agency name, make/model of vehicle, license plate number).  The Damage Report is not a police report.  Once submitted, the report will go directly to the Insurance Officer’s e-mail for processing as a University claim.     
  
If a rental vehicle is damaged while being used for University business, the rental agency must submit a liability claim against the State to obtain recovery for the cost to repair the damages.  The NAU driver must report the damage immediately to the rental car agency and to NAU Property and Liability Insurance Services Insurance Officer at (928) 523-2009.  Refer the rental car agency to NAU Property and Liability Insurance Services for guidance and claim filing instructions.  The rental agency must file a liability claim (Notice of Claim Against the State of Arizona) with the State of Arizona, Risk Management Section within 180 days from date of occurrence to obtain recovery for the damages.

For more information on Vehicle Accident Report Procedures, contact the Insurance Officer with Property and Liability Insurance Services, at (928) 523-2009.