Asset Accounting/Risk Management

There are two statewide contracts with specified car rental vendors.

Hertz

• Hertz is a statewide contract vendor for any in-state rentals.
• Hertz is also the statewide contract vendor for all airport locations, both in and out of the country.
• To reserve a vehicle, go to www.hertz.com. Scroll to the bottom, under “Travel Agents” select Applicant Program. Enter Georgia Southern’s Applicant Program Number or call 1-800-654-3131.
• When renting for personal use, USG employees can utilize the Georgia Corporate Discount Program (CDP) number: 18108.

Enterprise

• Enterprise is the mandatory state contract vendor for all in-state non-airport locations (this means if you are picking up in-state at a non-airport location).
• To reserve vehicles with Enterprise, log onto your my.georgiasouthern.edu page. The link is located under the “Other Links” section.
• To complete this online reservation, you will need the reservation details (please consider Enterprise’s business hours for pickup/return times), speed type number, and budget manager’s name.
• This car rental expense will be billed directly to the University.
• To reserve a van for more than 12 passengers, a cargo van, or a box truck, please contact the local Enterprise office.

• Collision coverage insurance is included in the statewide contract at no additional cost to the University. All short-term vehicle rentals must be rented under the statewide contract for the collision coverage to be in effect.
• You must carry a Georgia Liability Insurance Identification Card while conducting official University business in a rental vehicle. This card can be found on our Automobile Insurance and Liability page and is available for printing.
• The statewide contract insurance coverage excludes any travel outside the continental U.S., with the exception of Canada; therefore, the traveler must accept the collision coverage offered.
• The State Liability policy is only in effect while the traveler is using the rented vehicle for official University business. For this reason, personal use of the vehicle, including allowing friends or family members to ride in a University rented vehicle, is prohibited.
• The following vehicles are NOT under the statewide contract: cargo vans, box trucks, and vehicles in excess of 12 passengers. Collision damage coverage must be accepted and purchased when renting these types of vehicles.

• Notify the proper police authority from the scene of the accident and seek any medical attention that is necessary.
• Make sure to get the report number and other pertinent information, including details for any third parties involved.
• Contact the rental agency to report the incident as soon as possible.
• All accidents must be reported to your supervisor as soon as possible.

The Automobile Physical Damage coverage provides collision and comprehension coverage for University owned vehicles. Drivers operating University vehicles must have a valid (and appropriate)class drivers license for the vehicle being driven, have completed the Driver Acknowledgement Form, and use vehicles for University business only.

Liability Insurance Card

Automobile Liability coverage protects employees on University business against personal liability for damages arising out of the operation of state owned, personally owned, or short term rental vehicles. The auto liability program is included under the State Tort Claims Policy and General Liability.

The cards should be placed in each state vehicle and should be presented as insurance verification.  This card should be carried by every state employee that operates a University, rental, or personal vehicle while conducting official University business. The state does not monetarily cover any damages to personal vehicles if used for official University business. 

In the event of an accident, the employee should notify the proper police authority from the scene of the accident and seek any medical attention that is necessary. Make sure to get the report number and other pertinent information including information for any 3rd parties involved. All accidents must be reported to your supervisor as soon as possible.

• University Vehicle – For University vehicle accidents, drivers should follow the accident reporting procedures as outlined on the bottom of the Georgia Insurance Identification Card and contact 877-656-7475 (Net Claims) to report accidents within 48 hours. 
• Rental Vehicle – For rental vehicle accidents, drivers should contact the rental agency to report the incident as soon as possible. 
• Personal Transport Vehicle – For utility/golf cart accidents that occur on our campuses, the department should contact Risk Management to report the incident as soon as possible. Risk Management will guide the department on needed documentation and any further actions required.

In the event of an accident, drivers should follow the accident reporting procedures outlined above and submit a vehicle accident report form.

Employees are required to use this form to notify their supervisor of activities that may affect their eligibility to operate a motor vehicle for state business.

• Driver Safety Tips
• 15-Passenger Van Safety
• Driving Do’s and Don’ts
• Driver Emergency Resources

The State Owned Building and Personal Property Insurance Policy provides coverage for direct physical loss or damage to state owned property. Personal Property in this instance refers to “state owned” personal property and includes furniture and fixtures as well as machinery and equipment.  Covered causes of loss include fire, lightning, explosion, windstorm, hail, smoke, vandalism, sprinkler leakage, flood, and water damage. Buildings that are not state-owned and under a lease agreement can not be insured, but the contents housed in the leased building can be insured.

Covered losses are subject to a $1,500 deductible per occurrence. Reimbursement for a loss is based on the cost to repair or replace with property of like kind and quality. Burglary claims must be supported by forcible entry and a police report. Loss to covered property caused by or resulting from employees or University owned vehicles operated in the course of University operations is subject to a $25,000 deductible.

All property losses or damage to University owned property or contents must be reported to the University Police immediately. If your department is not located on the Statesboro campus, please contact your local police department.

In order to begin the claims process, report losses or damages to the Controller’s Office within 48 hours of the incident.

NOTE:  Personal property items of faculty and staff are not considered covered property.   Personal property includes such things as automobiles, money, furniture, clothing, jewelry, books, etc.  Personal property items would also include musical instruments, tools, etc. required by the University as a condition of employment.  Faculty and Staff are asked to take special care in securing any personal property brought to campus

The General Liability agreement applies to bodily injury, property damage, and/or personal injury that are committed or allegedly committed by persons employed by the University while acting in the course and scope of their duties at the time of an occurrence.

This Agreement does not provide any coverage for claims or lawsuits filed in any court in the State of Georgia that are covered by the Georgia Tort Claims Act.

Please report personal injuries of non-state employees or damage to their property to the University Police immediately. If your department is not located on the Statesboro campus or the occurrence takes place off campus, please contact the local police department.

The State Torts Claim Policy provides coverage to all State of Georgia Government entities, Offices, Agencies, Authorities, Departments, Commissions, Boards, Divisions, Instrumentalities or Institutions for negligence of State Officers and employees performing their official duties or employment.

The All Risk policy insures property items not covered by the State Owned Building and Personal Property Agreement. The following coverage is available: Transient State Property, Money & Securities, Fine Art, Hull, and Non-State Owned Property.

Transient State Property

Transient coverage is afforded to “off road type equipment” that is excluded from the vehicle policy (backhoe, golf cart, tractor, etc.).

Money & Securities

Coverage includes currency, coins and bank notes, tokens, tickets, stamps and fraudulent credit card charges.

Fine Art

Coverage is for appraised values of works of art, antiques, or artifacts owned by the University or in the University’s care, custody, or control. Please contact the Risk Management for more information.

Hull

Coverage for aircraft or watercraft owned by the University

Non-Owned State Property

Non-owned state property in the University’s care, custody or control

Specialty Coverage

Contact Risk Management Office for more information.

Under special circumstances, the University will solicit insurance agencies outside of DOAS Risk Management for policies.  For example, the University enters into a contract where the contractor is to be named as the insured.

The Risk Management Office will procure the insurance for such situations.

• Deer Collisions
• Fire Prevention
• Scanning for Safety
• Slips & Falls