University Business: Arizona
Department of Administration Risk Management Division (“ADOA RMD”) insures losses
arising from official University use of commercial rental vehicles. The
University advises employees (renters) to purchase the liability insurance
coverage or collision damage waiver insurance offered by auto rental agencies.
ADOA RMD advises all state agencies, including
universities, not to allow non-State of Arizona employees to drive any state
owned, rented, or leased vehicles on University business (i.e. independent
contractors, individuals from another university (apart from ASU or UofA),
spouses, employees of another agency, conference attendees).
Rental Vehicle Vendors:
To rent a vehicle from an outside rental company, contact Fleet Services at (928)
523-2469 or visit their website at http://nau.edu/Facility-Services/Operations/Transportation/Fleet-Services/ to
ensure compliance with the rental processes, check for billing errors, and help
with check-out/check-in of the vehicles. Fleet Services can recommend nationwide
rental requests as well.
The State of Arizona has contracts in place for
use by the University that offers lower prices and additional coverages
including the damage waiver with no deductible. In order to take advantage of
these rates and benefits, reference the contract number for Enterprise, Hertz, or National.
Rentals outside of Fleet Services is
discouraged. If necessary these rentals should be paid for using a University
purchasing card (“P-Card”) and include the damage waiver.
Volunteer Drivers: Volunteers
are those persons doing University work under the direction and control of
University officials and not compensated for these activities. “Registered”
volunteers, acting at the direction of University officials and within the
course and scope of their University-authorized activities, have liability
coverage through ADOA RMD (Arizona
Administrative Code R2-10-107.B) and Who Is
Covered). Registered volunteers are provided the same liability
protection afforded to University employees with the exception of Workers’
Compensation coverage. Thus, registered volunteers acting within the
course and scope of their University-authorized activities have coverage for
their liability exposure.
To become a registered volunteer, the
volunteer and his/her University supervisor must complete and submit a Volunteer Registration Form to Insurance and
Claims Unit (P. O. Box 4067) prior to any volunteer activity. Refer
to Volunteer Coverage section
for more information on registered volunteers.
Personal Use: ADOA
RMD does not cover losses associated with personal use of a rental
vehicle. This type of loss is the responsibility of the employee (renter)
Business and Personal Use: University employees who combine
University business and personal use of a rental vehicle should personally rent
the vehicle and purchase the rental vehicle insurance at their own expense to
avoid financial difficulties in the event of a loss. The employee's
department may reimburse the employee for that portion of the rental used for
Transporting Family and
Friends: If the University employee transports non-University
passengers (e.g. family, friends, individuals not affiliated with the
University), the employee should personally rent the vehicle and purchase the
rental vehicle insurance at their own expense to avoid financial difficulties
in the event of a loss.
Van Training: If
you are the authorized University driver of a 9 or 12-passenger rental van, you
must be van certified. For more information on van training and
certification, contact FSSafety@nau.edu.
Rental Card: ADOA
RMD provides insurance for physical damage to vehicles rented for the purpose
of University business. Contact the Insurance and Claims Unit for a
rental card, to provide to the rental agency as notification of coverage by the
State of Arizona.
Inspect Rental Vehicle
Prior to Leaving and When Returning Vehicle to Rental Agency:
Inspect the rental vehicle thoroughly for damages before you leave the rental
lot. Walk around the vehicle and do a complete inspection of the body,
tires, windows, etc. If damages are discovered (no matter how minor)
report damages to the rental company and have the rental company record the
identified damages on their paperwork. Get a copy of the paperwork for
your files. The same is true when returning the vehicle to the rental
agency. Do a thorough check of the vehicle for damages. If
possible, have the rental agency personnel inspect the vehicle in your
presence, and request they note "no damages" on their paperwork.
Purchasing Card Coverage
of Damages: When University purchasing cardholders charge their
rental vehicle on their purchasing card (“P-Card”), they receive additional
coverage that reimburses cardholders for the repair or replacement of a damaged
or stolen rental car, up to the full value of the car. For more
information, refer to the Purchasing
Card Training Manual.
Damages to Rental
Vehicle: In the event the rental vehicle receives damages while in
your care and custody, do one of the following:
involving another vehicle or criminal damage:
Contact the local law enforcement agency and file a police report.
Contact the Insurance and Claims Unit to report the damage and information
on the accident (law enforcement agency name, police report number, name
of University driver, driver’s phone number, department, name of the
rental agency, make/model of rental vehicle, specifics on accident, etc.).
Fill out the on-line Damage Report and contact the Insurance and Claims Unit.
Indicate the name of the rental company, type of vehicle, license number,
year, etc. on the Damage
These situations do not include criminal type damage or collisions with
another vehicle. Examples would include but are not limited to backing
into a pole, windshield damage due to road rocks, body damage due to
scraping tree branch.
For more information on Rental Vehicles,
contact the Insurance and Claims Unit at (928) 523-2009.