Procedure on Reporting Automobile Accidents


University of North Carolina at Chapel Hill Procedure on Reporting Automobile Accidents

Procedure Statement

Immediately notify Risk Management Services of all automobile accidents or damage involving University-owned, NC Motor Fleet Management, or personal vehicles being used for official state business.

Forms and Instructions

For all accidents or damage involving a University-owned vehicle or mobile equipment, a vehicle leased from NC Motor Fleet Management, or a rental or personal vehicle being used for University business, complete an Automobile Loss Notice Form and submit to Risk Management Services within 24 hours of the loss. If the vehicle was being operated at the time of loss, the driver must complete the Automobile Loss Notice Form. Otherwise, any department representative may complete the form.

Include any supporting documentation such as the accident report and driver's exchange slip when submitting the completed Automobile Loss Notice Form to Risk Management Services.

Always report automobile accidents to the appropriate law enforcement agency and obtain the other party's contact and insurance information from the investigating officer. For situations where it is not possible to submit the Automobile Loss Notice Form within 24 hours, contact Risk Management Services immediately and provide them with a verbal report. Always also notify your immediate supervisor of the accident.

If the accident involved bodily injury to any party, contact Risk Management Services immediately. If an employee was injured, also follow the University procedures for reporting workers' compensation injuries.

If the other party is at fault for an accident, their automobile liability insurance should pay for the damage to our vehicle. Obtain the other party's contact and insurance information and Risk Management Services will assist with reporting the claim to the other insurance carrier.

If an accident occurs while a personal vehicle is being used for University business, the employee's personal automobile liability insurance is considered the primary coverage. Therefore, these accident types should also be reported promptly to the employee's insurance company.

Once Risk Management Services receives the Automobile Loss Notice Form, Risk Management Services will report the claim to the applicable automobile insurance company and provide the driver or campus department with any further instructions that may be needed.

Related Requirements

University Policies, Standards, and Procedures


June 12, 2009

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Article ID: 131846
Thu 4/8/21 9:18 PM
Thu 5/5/22 8:27 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
06/27/2019 12:47 PM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Associate Vice Chancellor for Campus Safety and Risk Management
Last Review
Date on which the most recent document review was completed.
06/27/2019 12:47 PM
Last Revised
Date on which the most recent changes to this document were approved.
06/12/2009 12:00 AM
Next Review
Date on which the next document review is due.
06/26/2020 12:00 AM
Date on which the original version of this document was first made official.
07/01/2003 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Risk Management Services and Mission Continuity