Automobile Loss Notice Form
If involved in an accident with an owned or leased vehicle, you must fax a completed and signed Automobile Loss Notice form within 24 hours of the accident to the Office of Risk Management.
The University's insurers can not act on your behalf until this form has been received.
The University carries automobile liability insurance covering owned, leased, or hired motor vehicles used for official state business. The University also carries optional physical damage insurance on scheduled, higher-valued vehicles, as well as rented and leased vehicles used for official state business.
Following an Accident
Immediately following an accident with an owned or leased vehicle, the driver must contact the local or State Police and report the accident. If the accident occurs on campus, you must call the University Police at (757)-683-4000. In addition, the driver must contact their supervisor, the rental or leasing agency, and Capstone ISG (the state's Claims Adjusters at 1-866-729-9655). Inform Capstone ISG that you are a Virginia state employee.
The driver must also contact the Office of Risk Management at (757) 683-4009 as soon as possible, and submit a completed and signed Automobile Loss Notice Form within 24 hours of the accident. The completed and signed Insurance Loss Notice Form should be faxed to the Office of Risk Management at the following number (757) 683-3958, available 24-hours a day. We cannot engage our insurers to act on your behalf until this signed form has been received. If an employee is injured while on official business in a rented or state-owned vehicle, the incident must be reported to the Department of Human Resources.
Departments, or the individual driver, will be responsible for the deductibles. Personal vehicles used for Official University business are covered by the owners' policy of insurance and is considered primary coverage. The University's coverage may be excess to any other available coverage.
If you are renting a car in a foreign country, it is advisable to purchase the optional CDL and LDL insurance. Any additional costs may be reimbursable according to current University travel regulations.
When accepting or returning a rental vehicle, it is highly recommended that the driver inspect the vehicle for any and all physical damage, and bring such damages to the attention of the rental agent. It is also strongly recommended that vehicles not be returned after hours, thus avoiding the formal check-in process and possible resulting liability for damages discovered later.