Automobile Insurance
The University of Texas System Office of Risk Management provides automobile liability insurance coverage for University drivers conducting Official University Business through the Systemwide Automobile Insurance Program. Insurance covering physical damage to a University-Owned Vehicle (including long-term leased vehicles) is also available.
Personal (Non-University-Owned) Vehicles
Employees are strongly discouraged from using personal Vehicles for conducting Official University Business. An employee’s personal auto insurance will be primary at all times when the employee utilizes their own Vehicle to conduct Official University Business.
Hired (Rental) Vehicles
When an employee rents a vehicle from a rental company under the UTS Rental Agreement, liability, comprehensive, and collision insurance coverages are automatically provided, with limited exceptions. The employee should refer to the list of exceptions/non-participating locations (Rental Cars, pdf) and, as applicable, purchase the Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW).
The Hired/Non-Owned insurance coverage is in excess of the insurance secured through the rental agreement.
When a provider under the UTS Rental Agreement is not used, employees should purchase the Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW).
UT System has agreements in place with Avis, Enterprise, Hertz, and their affiliates, i.e., Alamo, Budget, and Dollar. These companies all include CDW or LDW on passenger vehicles as a part of their daily rental rate when the rental is reserved in advance by the institution. They will also provide the CDW or LDW on vehicles that are not classed as passenger vehicles, i.e., box trucks, at an extra cost to the institutions. UT System requires the purchase of this insurance.
Accident Reporting
All vehicle accidents, no matter how minor, must be reported to UTD Police, or other local police department, and UTD Risk Management. Procedures:
- Report the accident to the police;
- Report the accident to employee’s supervisor;
- Take photos of the damage and all vehicles involved in the accident;
- Obtain the contact information and insurance coverage information for the other driver(s) involved in the accident; and
- Complete an Incident Report Form (either online or PDF) and send to UTD Risk Management along with the police report, photos, and driver information.
UTD Risk Management will investigate and communicate with the employee and supervisor, and handle claims as appropriate.
Resources
- Accident Reporting (pdf)
- Automobile Coverage Matrix (pdf)
- Incident Report Form (pdf)
- Incident Report Form (online)
Contact
Please send questions to: RiskInsurance@utdallas.edu
Completed Incident Report forms can be submitted to: OUCH@utdallas.edu