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Business and Financial Policies and Procedures

Report an Accident Involving a Commercial Rental Vehicle

Before You Begin

The University is subject to and complies with the Illinois Administrative Code (Section 5040.520), which mandates that the University must report all accidents involving rented or leased vehicles to the Department of Central Management Services (CMS). An "accident" is defined as "harm to state-owned property and/or harm to another party's person or property."

Drivers of rental vehicles must regard vehicle accidents with the same sense of responsibility as if the accident involved their own vehicle.

If you do not report the accident promptly the state of Illinois may refuse to defend you in a lawsuit or to pay a judgment on your behalf.

Begin

To report an accident involving a commercial rental vehicle:

  1. Report the accident to local law enforcement while still at the scene.
  2. Report the accident to the car rental company and follow their instructions.
  3. Call to report the accident to your campus motor pool (Urbana, Springfield) or Transportation Office (Chicago), and your immediate supervisor within 24 hours, or the next business day following a weekend or University holiday.
  4. Complete and submit the Illinois Motorist Report to the address on the form.
  5. Within 3 days submit a copy of your completed Illinois Motorist Report to your campus motor pool (Urbana, Springfield) or Transportation Office (Chicago). For information on how to complete the form correctly, consult the Example of a Completed Illinois Motorist Report. Your supervisor may complete the form if you are unable to do so
  6. If the accident occurred outside Illinois, complete and submit the equivalent form required by that state within 3 days following the accident. Submit a copy to your campus motor pool (Urbana, Springfield), or Transportation Office (Chicago).
  7. Urbana and Springfield motor pools submit the completed Illinois Motorist Report to Claims Management.
  8. If the accident resulted in real or alleged bodily injury and/or damage to property, Claims Management (Urbana and Springfield) submits your Illinois Motorist Report (or the out-of-state form) to the CMS Auto Liability Division within the required 7 calendar days. In Chicago, the Transportation Office reports the accident directly to Central Management Services (CMS).
  9. Notify your personal auto insurance carrier. If the claim is reported after the 7-day deadline to CMS and/or the accident occurred during non-business use of the vehicle, the State of Illinois will deny the claim. Your personal insurance carrier would then become your primary insurance.

Insurance Coverage for Passengers

University drivers or passengers are covered by Workers' Compensation benefits if injured while on University business. Non-employee passengers are not covered by the State of Illinois Self-Insured Motor Vehicle Liability Plan so should contact their personal insurance. On a case-by case basis, the University may choose to aid an individual with medical costs, should circumstances warrant. Under no circumstance will the University pay more than $10,000 in medical payments on behalf of an individual in the afore-mentioned situation.

Forms Used in this Procedure

Illinois Motorist Report
Example of a Completed Illinois Motorist Report

Additional Resources

Car Rental
Illinois Administrative Code (Section 5040.520)
How Your Personal Insurance Becomes Involved in a Claim
Urbana Car Pool
Chicago Campus Auto Rental Service
Springfield Facilities and Services

Last Updated: January 22, 2013 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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