Vehicle Insurance and Driver Responsibilities

UC's self-insurance program offers departments several by-request liability and physical damage insurance programs for UC San Diego owned vehicles.

Be aware of these facts when determining insurance coverage for your department:

• Rental: Rental vehicle insurance requires use of a current UC contract number with the proper rental agency. Read Rental Car Insurance Coverage for details.
• Personal: Personal vehicles used for university business are not covered for damage or loss by university insurance programs. Read using personal vehicles below for more information.
• Department-owned or leased: Your department must obtain coverage for department-owned or UC leased vehicles. Fleet Services vehicles are routinely insured by Fleet Services.

Mandatory UC vehicle insurance

The base premium is a yearly charge calculated by combining the UC’s experience and the department’s experience.

Note: A minimum $500 deductible applies per incident plus 20% of claim costs up to $25,000.

Change or delete vehicle insurance programs

Use the UC Vehicle Insurance Program Change Form (PDF) to apply for vehicle insurance and to change or delete your existing coverage.

Only university employees or specially approved individuals with a current, valid driver’s license are allowed to operate university vehicles.

Responsibilities

• Drivers are responsible for the safe and legal operation of vehicles.
• Use vehicles for authorized purposes only.
• Examine the vehicle for damage before you drive it. Report any damage to your supervisor before driving the vehicle.
• Expect your department to check your Department of Motor Vehicles (DMV) driving record every few months if you regularly drive a vehicle.
• Avoid using a cell phone or hands-free device when driving. Pull over to place or answer calls/texts.

When a vehicle collision happens

• Do not admit or accuse fault.
• Call the police if the incident happens on campus and wait for an officer to prepare a report before anyone leaves the scene. Off campus, the Highway Patrol will respond to injury and major collisions, and if you advise the UC vehicle is a state-exempt vehicle. They may not respond to minor fender-benders.
• Complete the Vehicle/Cart Incident Report (PDF) at the scene of the incident before either party leaves. Forms are stored in the glove box of vehicles.
• Get two independent witnesses if possible.
• Notify:
  • EHSrisk@ucsd.edu, (858) 246-0369, or Denise Smith, and Fleet Services, (858)  534-3485, within 24 hours, or
  • Call the university's third-party administrator directly at 1-800-416-4029 to report a claim

After a vehicle collision

• The DMV receives notification of an incident if the damages are over $1,000, which may increase your personal auto insurance premiums or jeopardize coverage with your personal auto insurance company.
• For a liability incident, your department budget will be charged a $500 deductible and 20% of the claim cost per incident. In addition, the yearly premium will include a surcharge for the next three years.
• A $500 deductible will also be paid by the department if the vehicle is damaged. Gross negligence will be a higher cost, determined per incident.
• If the incident results in a lawsuit, you may be named as a defendant, deposed, and have to testify in court.
• You and your supervisor may be asked to attend a meeting with Risk Management and the Vehicle Accident Review Board to discuss the incident.

Training

Vehicles Driver Responsibility Training

UC policy

BFB-BUS-46: Use of University Vehicles

Liability insurance

University insurance programs do not cover damage or loss to personal vehicles used for approved university business. A vehicle owner's personal liability policy is primary in the event of a vehicle collision when using a personal car for UC San Diego business. If that exhausts, UC San Diego’s liability policy is secondary.

If you use a personal vehicle for university business, your vehicle insurance must meet the university’s minimum liability coverage:

• $50,000 bodily injury liability per person
• $100,000 bodily injury liability total per accident
• $50,000 property damage liability total per accident

Physical damage insurance

Physical damage is the full responsibility of the vehicle owner. Departments can opt to pay up to $500 for a deductible, but if the vehicle's owner doesn't have comprehensive physical damage coverage, the university cannot assist with reimbursement.

Manage your department's risk

• Check driver's licenses regularly to ensure they're current and valid. Keep a copy of current proof of driver's insurance on file. Check driving records in one of these ways:
  • Ask the employee for a copy of his or her driving records. Coordinate with Employee Relations as necessary.
  • Use the Department of Motor Vehicles Employer Pull Notice (EPN) program.
    • DMV EPN Program is administered by Samba Safety.
    • Contact Risk Management about how to enroll your department in the Samba Safety EPN program.
  • If driving is more than 51% of an employee's job, enter the employee in the EPN program.

Vehicle/Cart incident reporting

If you are involved in a collision, report the incident to your personal insurance company and review vehicle driver responsibilities above for when a vehicle collision happens. You must complete a Vehicle/Cart Incident Report.

Training

UC San Diego aims to reduce the risk for all employees on the road. Risk Management provides Smith System training to protect experienced drivers from others on the road. Contact EH&S Risk Management, (858) 246-0369, to schedule training.

With approximately 900 vehicles in our fleet, UC San Diego has many drivers on the road. Driving safely should always be your top priority when you're behind the wheel. These tips will help to keep you safe on the road.

Focus your attention.

• Ensure 100% of your attention is focused on driving. Taking your eyes off the road or trying to multitask when driving can lead to a disastrous situation.
• Drive slowly and keep space between your vehicle and others on the road. The three key elements needed to avoid accidents are space, visibility, and time. You will have time to react and change your driving pattern if you have space for your vehicle and visibility.
• Avoid any activity (e.g., talking on the phone, eating, applying makeup, etc.) that could take your focus off of the road.

Drive defensively.

• Keep your eyes on the road, hands on the wheel, and mind on driving.
• Try to anticipate the actions of others on the road. Pay attention to other drivers on the road who are not paying attention and avoid those vehicles that pose a danger to you.
• Maintain a proper following distance. A four-second following distance is considered safe in ideal driving conditions. If it is raining, depending on your speed, you will need a minimum six-second following distance to keep you safe.
• Yield to pedestrians, who have the right of way on and off campus, when you are driving an electric cart, a passenger vehicle or truck.

Plan ahead.

Give yourself ample time to arrive. Often, our driving patterns change when we are in a time crunch, leading to making more dangerous decisions. Plan accordingly when considering travel distance, traffic, and weather conditions.

Follow the law.

• Note that all electric carts have a maximum load capacity, which includes the weight of the driver and passengers. Overloading an electric cart can compromise its safety and maneuverability. When loading your cart with materials, ensure the load is balanced on both sides.
• Take the time to get used to the vehicle before driving it. Adjust your seats, mirrors and climate controls before driving. Ensure that you know the placement of turn indicators, lights, hazard lights, and horn.
• Wear a seatbelt in all vehicles, including electric carts at all times.
• Drive sober and drug-free to keep you and other drivers safe.
• Report emergencies and non-emergencies to the police.

Maintain your vehicle.

Regular maintenance and repair of your department vehicle can help prevent the possibility of unexpected situations. Without proper maintenance, your department vehicle will experience more serious problems in the future that could lead to expensive repairs, or even compromise some safety features or driving quality of the vehicle. Recommended routine services include:

• Changing the oil and oil filter
• Lubricating the chassis
• Rotating tires
• Checking all fluids
• Pressure testing the cooling system
• Inspecting the suspension, brakes, lights, battery, exhaust system, belts, and hoses

Part of the responsibility of driving a university vehicle is completing a 360° inspection around the vehicle before driving it. Look for bald tires and anything that could compromise vehicle integrity. Ensure that the brakes, lights, turn indicators, instrument panel, windshield wipers, and parking brake are in good working order.

Learn more by visiting Fleet Services or contacting them at (858) 534-2551 to schedule regular maintenance for your department vehicle.

Get and provide training.

Risk Management is proud to offer the Smith System Driver’s Training, which includes behind the wheel training. The Smith System is a comprehensive driver’s safety course aimed at protecting experienced drivers from other drivers on the road. To schedule training, contact Denise Smith, (619) 218-5115, or   EH&S Risk Management, (858) 246-0369 .

Learn more about other available driver safety training.

Print and post the Hands on the Wheel poster (PDF) in a visible department location.