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Louisiana Tech University

Division of
Finance

Insurance on Personal or Rented Vehicles

 

Insurance Coverage for Personal Vehicles used for University Travel and Rental or Leased vehicles used for University Travel

 

This information is subject to the actual provisions contained in the polices of the Office of Risk Management. In case of conflict of wording, the actual insurance policy provisions published by the Office of Risk Management shall take precedence.

Office of State Travel

All Louisiana Tech faculty and staff are governed by State rules and regulations when performing official travel on behalf of Louisiana Tech University.

Office of State Purchasing and Travel - Travel Solutions

Office of State Purchasing and Travel - Travel Policy

Collision Deductible Wavier (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 for Insurance Claim.


For purposes of this discussion, 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.  Accidents must be reported on Office of Risk Management Vehicle Accident Report.  Claims are submitted through the Office of Administration and Facilities(318) 257-2769.

CDW/Damage Waiver Insurance along with $1 Million Liability Protection Coverage (Domestic Travel only) is provided by the State Contract Mandatory Vehicle Rental program (see PPM 49).

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 Finance and Administration (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 Administration and Facilities for specified exclusions.

Required Documentation for Insurance Claim for Reimbursement of Collision Deductibles for Employees' Personally Owned Vehicles used on State Business

Required Documentation for Insurance Claim Rental/Lease Vehicles used on State Business (Liability and Physical Damage)

 

 


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