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Frequently Asked Questions

  • 1. What do I do if I have a vehicle accident in a State owned or rented vehicle while on University business?

    While at the scene of the accident:

    • Take all necessary precautions to prevent further accidents.
    • Do not leave the scene. Ask a passing motorist or some other person to contact the University Police at 911 if on Grounds, the State Police at 1-800-552-0962 direct or through 911 if off Grounds in a University vehicle, or the local or State Police at 911 if off Grounds in a rental vehicle.
    • Do not make a statement of any kind to anyone other than your employer, an enforcement officer, or a representative of the University's auto coverage company.
    • Follow your department's procedures regarding whether to contact others in your department from the scene.
    • If there are serious injuries, a large number of people with injuries, deaths, or extremely high dollar damage to property of others, have someone call our vehicle coverage company, CAPSTONE at (866) 729-9655 and Property & Liability Risk Management (434) 924-3055 as soon as possible.

    After the police release you from the scene:

    1. For all accidents:

    • Report the accident immediately to your supervisor or your department's designated person.
    • Email (orm--frm@virginia.edu) or fax (434-982-2635) an Auto Loss Notice to Property & Liability Risk Management within 24 hours of the accident. You can find this form by doing any of the following:
      • Click on this link Automobile Loss Notice .
      • Contact us at (434)924-3055 and ask anyone to fax/email the form to you.

    2. For accidents involving rental vehicles:

    • Follow the directions in 1.
    • Contact the rental company immediately and report the accident and damage to the vehicle.
    • Contact the vehicle coverage company for the University listed below in Vehicle Coverage Companies for U.Va.
    • If contacted by anyone other than Property & Liability Risk Management, your Department, the investigating officer, the rental company, or the University's vehicle coverage company, do not supply any information and refer them to Property & Liability Risk Management.

    3. For accidents involving non-University owned State vehicles:

    • Follow the directions in 1.
    • Follow the directions provided by the State agency that owns the vehicle, and send a copy of the accident report to Property & Liability Risk Management.
    • Contact the vehicle coverage company for the University listed below in Vehicle Coverage Companies for U.Va.
    • If contacted by anyone other than Property & Liability Risk Management, your department, the investigating officer, the University's vehicle coverage company, or representatives of the agency that owns the vehicle, do not supply any information and refer them to Property & Liability Risk Management.

    4. For accident involving University owned State vehicles:

    • Follow the directions in 1.
    • If contacted by anyone other than Property & Liability Risk Management, your department, the investigating officer, or the University's vehicle coverage company, do not supply any information and refer them to Property & Liability Risk Management.
    • Follow any additional directions on or in the insurance packet located in the vehicle including reporting the accident by phone to the vehicle coverage company listed below in Vehicle Coverage Companies for U.Va.
    • If the accident occurs out of state forward a copy of the police report, through your supervisor, to the Department of State Police.

    Vehicle Coverage Company for U.Va.

    7/1/2012 to present: CAPSTONE
    For reporting and claim handling dial (866) 729-9655.

  • 2. What do I do if I have a vehicle accident in my own personal vehicle while on University business?

    Contact the insurance company that you have your vehicle insured with.

    If the damage to the property of others and/or injuries could exceed the amount of coverage you have purchased contact the Office of Property & Liability Risk Management at (434) 924-3055.

    If any UVa employees are injured in the accident report the injuries to your supervisor.

  • 3. I am going to a foreign country and will be taking University owned property with me. What do I need to do to have coverage for this property?

    The University can provide coverage for property located in most countries, subject to normal exclusions. Certain high-risk countries are excluded from coverage. you will need to send a list of the equipment, each item's replacement value, the countries the equipment will travel in, the dates of the trip, and written approval from your dean or department head to allow the equipment to go on the trip, to Rick Schupp in Property & Liability Risk Management early in the planning phase of your trip. You may be contacted by Rick Schupp to discuss shipping and insurance issues for high value or sensitive equipment.

  • 4. What do I do if I discover potential damage or loss to University owned or leased property?

    • Contact Facilities Management or your designated building maintenance provider for damage involving the building structure or flooring.
    • Contact other emergency response entities as appropriate including Charlottesville Fire Department, Environmental Health and Safety, and the police.
    • For potential high value damages, machinery damages over $1000, or any situation that you believe warrants the immediate attention of Property & Liability Risk Management, call 924-3055, for assistance.
    • Preserve evidence. Take steps to stop further damage from occurring.
    • If stopping further damage prevents preserving evidence, stopping further damage takes precedence.
    • If the loss is under $1000 it is under your department's deductible for coverage and you do not need to report it to Property & Liability Risk Management, with the following exceptions:
        • The incident involves potential losses to other departments such as Facilities Management, other building occupants, other locations at U.Va., such as might occur during storms, power fluctuations, flooding, etc.
        • If the loss could be in excess of $1000 complete an Incident Report Form and fax it to Property & Liability Risk Management as soon as possible but no later than 48 hours after the incident. you will be contacted by Debbie Hinton to discuss the loss further and you will be provided with the documentation and information requirements needed in order to determine coverage and process your claim.
        • Save all damaged items for possible insurance related inspection, if possible.
    • 5. What do I do when I become aware of a potential injury to someone other than an employee of U.Va or damage to property not owned by U.Va?

      If the damage or injury occurs on grounds, or off grounds where University activity is taking place, do the following:

      • Do not make a statement of any kind to anyone other than your employer, an enforcement officer, or the State's Division of Risk Management.
      • Do not make any financial commitment on behalf of the University. Advise any person requesting a financial commitment to call Kristin Jones at (434) 924-3850 to discuss this issue.
      • Ask witnesses to stay at the scene until you are able to obtain their names, addresses, and phone numbers.
      • Assist the injured person and summon the appropriate assistance needed after seeking the permission of the injured person, when possible.
      • For potential serious injuries, high value damages, or any situation that you believe warrants the immediate attention of Property & Liability Risk Management, please contact Kristin Jones at (434) 924-3850. If Kristin is unavailable please call our main number, (434) 924-3055, for assistance.
      • Take steps to protect public safety when appropriate. Protecting public safety and medical assistance takes precedence over preserving evidence and the scene. Contact Kristin Jones, Debbie Hinton, or Rick Schupp, before disturbing the evidence or the scene when possible and if time allows.
      • If the person with injuries or damages is capable of responding to questions ask for and write down the following information: their name, address, and phone number; the names and their relationship to any people that were with them when the incident occurred; any information they have regarding potential witnesses; their description of what occurred immediately before, during, and after the incident; and their description of their injuries or damages.
      • Complete and fax to Property & Liability Risk Management at (434) 982-2635 or email (orm-frm@virginia.edu) an Incident Report Form within 48 hours. You may also call 924-3055 for incidents not at the Health System and (434) 924-5595 for incidents at the Health System and request that the form be faxed or emailed to you.
    • 6. What information do I need to provide to Property & Liability Risk Management when my department sells or places a University vehicle in surplus?

      When selling or placing a University owned vehicle in surplus, you must provide Property & Liability Risk Management with the following information:

      • Department Name
      • Year, Make, and Model of the vehicle
      • Vehicle Identification Number (VIN)
      • License plate number
      • Date or Sale/Surplus
      • Mileage at the time of the sale/surplus

      You can send this information by email (preferred) to mb4dv@virginia.edu, fax:(434) 982-2635 or Messenger Mail to Box 400205.

    • 7. How do I insure a recently acquired University vehicle?

      When your department acquires a vehicle, whether purchased new, used, from another department or as a gift; before operating the vehicle you must provide Property & Liability Risk Management with the following information to properly insure the vehicle

      • Department Name
      • Year, Make, and Model of the vehicle
      • Vehicle Identification Number (VIN)
      • Is the vehicle owned or leased. If leased, from whom?
      • Purchase or Lease Date
      • P & T assigned vehicle number (if any)
      • License plate number
      • Number of passengers (Include the driver)
      • Actual Cash Value of the vehicle

      You can send this information by email (preferred) to mb4dv@virginia.edu, fax:(434) 982-2635 or Messenger Mail to Box 400205.

    • 8. What is a Certificate of Insurance and how do I get one?

      A Certificate of Insurance provides proof of the University's insurance coverage to a third party. A Certificate of insurance is sometimes required when entering into a contract or agreement with a third party. Request for Certificate of Insurance Form and additional information can be found on our Certificate of Insurance & Proof of Coverage web page.

    • 9. What is Proof of Coverage and what do I do to provide Proof of Coverage?

      In addition to what is mentioned in question 8, there are times when Proof of Coverage is required to verify Professional Liability/Medical Malpractice Coverage while providing services on behalf of the University and Medical Center. Additional information can be found on our Certificate of Insurance & Proof of Coverage web page.