Vehicle Accident Reporting Procedures

If a University authorized driver is in a motor vehicle accident while driving a University-owned or rented vehicle, follow the reporting instructions listed below:

  • Call 911 and arrange for local law enforcement and medical assistance as needed.  Contact the police for all collisions, regardless of severity, to obtain a third-party evaluation of the incident.  On the University campus, contact University Police Dispatch at (928) 523-3611.
  • Check for injuries, offer assistance to any injured parties, and render first aid to the extent the employee feels comfortable doing so and in good faith.  While awaiting emergency response, try to make injured persons comfortable, but do not attempt to move them.
  • Reduce hazards to other motorist (i.e. place flares, flags, cones)
  • Provide all requested information to police officers at the scene.
  • Do not admit liability or make any promise or representation that the University or the Arizona Department of Administration Risk Management Division (“ADOA RMD”) will cover any person’s damages.
  • Do not accuse the other driver of fault or engage in arguments about fault.
  • Do not discuss the accident with anyone except law enforcement authorities, University’s Risk Management, or representatives from ADOA RMD.
  • To the extent the employee can reasonably do so, obtain written names and contact information for all persons involved in the accident, including passengers and any potential witnesses.  Important information to obtain from other drivers, if possible, is name, address, phone number, vehicle make/model/license number, name of insurance company, policy number, and employer’s name.
  • Pass out witness information cards (located in the Insurance Packet located in all University vehicle glove compartments).
  • Provide other driver(s) with insurance information (refer to Certificate of Automobile Liability Insurance in Insurance Packet located in all University vehicle glove compartments).
  • Notify Risk Management at (928) 523-2009 and your supervisor as soon as possible about the accident to ensure all necessary information is obtained (i.e. police report number, name of law enforcement agency, date of accident, location of accident).
  • Complete Witness Cards, located in the Insurance Packet in the vehicle’s glove compartment.  If there is serious property damage or bodily injuries, call the Risk Management at (928) 523-2009 as soon as possible.
  • Fill out the online Damage Report, include all pertinent information such as police report number, information of other driver(s), injuries, property damage.  This can speed up the process of reporting the accident to ADOA RMD within the required time frame.
  • If University employees are injured in the accident, contact Human Resources at (928) 523-2223 and fill out the online Report of Injury.
  • If there are no serious physical injuries or fatalities and the vehicle is safely moveable, remove the vehicle from the main traveled portion of the roadway onto the shoulder, emergency lane, median, or other safe refuge.

University-owned Vehicle:  If the University-owned vehicle is involved in any of the following, contact the local law enforcement agency immediately to file a police report:  accident involving another vehicle, hit and run, injury, criminal damage, or theft.

If the damage involves non-criminal type damage (examples are windshield damage, vehicle body damage due to backing or striking fixed object, tire damage) go on-line to Risk Management’s website and fill out the Damage Report.  The Damage Report is not a police report.  Once submitted the report will go directly to the nau-propliability@nau.edu e-mail for processing as a claim.

If a University-owned vehicle is damaged while being used for University business, the University driver must report the damage immediately to Risk Management at (928) 523-2009.

Rental Vehicle:  If the rental vehicle is involved in any of the following, contact the local law enforcement agency immediately to file a police report:  accident involving another vehicle, hit and run, injury, criminal damage, or theft.

If the damage involves non-criminal type damage (examples are windshield damage, vehicle body damage due to backing or striking fixed object, tire damage) go online to Risk Management’s website and fill out the Damage Report.  Provide information on the rental vehicle when filling out the report (to include rental agency name, make/model of vehicle, license plate number).  The Damage Report is not a police report.  Once submitted, the report will go directly to the nau-propliability@nau.edu e-mail for processing as a claim.

If a rental vehicle is damaged while being used for University business, the University driver must report the damage immediately to the rental car agency and to Risk Management at (928) 523-2009.  Refer the rental car agency to Risk Management for guidance and claim filing instructions. The claim must be filed within 90 days from the date of the loss.

For more information on Vehicle Accident Report Procedures, contact Risk Management at (928) 523-2009.