Employees operating university vehicles must possess a valid driver's license, two years driving experience, and have completed a defensive driving course. The requirement for completion of a defensive driving course may be waived for occasional drivers who aren't transporting passengers.
Drivers must report an accident to the authorities in the jurisdiction in which it occurred. The following must be submitted to Risk Management via fax at (732) 932-2580:
- Within 48 hours the driver must submit a copy of the Police Report and the online Accident Report Form [requires NETID]
- The driver's supervisor must submit the Automobile Page of the Accident Report Form within 48 hours from the time of the accident [requires NETID]
- If there is damage to the university vehicle, the department must submit at least two repair estimates
All authorized drivers must be listed on the car rental contract.
U. S. and Canada: Collision Insurance (often called Collision Damage Waiver Insurance on the rental contract) must be purchased. The minimum liability insurance must be purchased if it is not automatically included in the contract.
International Rentals: All insurance coverages must be purchased.
Privately Owned Vehicles
While operating a privately owned vehicle on university business, employees must carry:
- A valid driver's license
- Vehicle registration card
- Insurance identification card
Accident Reporting for Privately Owned Vehicles
The financial loss for damage to a privately owned vehicle used on university business is not reimbursable by the university. However, accidents involving injuries or damages to other persons or property while on university business, must be reported to Risk Management by completing the online Accident Report Form. [requires NETID]
Privately owned motorcycles cannot be used on university business.
Loss of Or Damage to University Property
Employees are responsible for protecting the funds and property of the university. This requires constant attention to see that doors and windows are locked, cabinets and desks are locked where appropriate, equipment is physically secured and unauthorized persons in private areas are challenged.
There is no commercial insurance available to cover loss of portable equipment. Risk Management administers self-insurance funds to help replace the unused life of lost equipment and furnishings. Reimbursement is conditional on the department establishing that it has taken reasonable measures to prevent theft such as physically securing desktop computers and other portable equipment, including the use of an inventory control system.
Theft/ Vandalism to university property, should be reported to University Police and the department business manager. The Theft and Property Damage Form [PDF Form] along with a copy of the Police Report, a copy of the original invoice and a copy of the purchase order should be faxed to Risk Management.
Employee Personal Property
Employees are responsible for their own personal property at all times. The university does not cover the loss of money, books, decorations, clothing or other valuable items that are kept in offices, desks or vehicles either on campus or while traveling on university business. Employees should carry a Homeowners or Tenants policy, or specific property insurance to cover such exposures.
On the Job Injury or Illness
Employees, who are injured or become ill on the job due to their work related activities, must immediately notify their supervisor of their injury or illness. The supervisor must then complete the first page of the Employer's First Report of Accidental Injury [Secure Online Form requires NETID] by the end of the employees' work shift. The remaining pages of the form must be submitted to Risk Management within five (5) working days of the date of the accident.
For assistance in investigating an accident, please contact REHS at 732-445-2550.
If treatment is required, employees must use at the Occupational Health Department at the Hurtado Health Center and their supervisor must complete an Occupational Health Treatment Form. [PDF Form] Employees on Camden or Newark campuses must go to their respective Student Health Center. If closed, the employee must then go to the nearest hospital emergency room and contact their university health center the next day for further treatment. If an employee decides to seek treatment on their own and bypasses the health center, they are responsible for paying their medical bills.
Absence from Work
Full Time Full Benefits employees kept out of work by an Authorized University Physician (AUP) for a work related illness or injury are entitled to I-time for up to 13 weeks per accident, pending approval by Risk Management. Once employee use up their I-time, then they will paid the statutorily required Temporary Total Disability (TTD) Salary Continuation Benefit by the Rutgers Workers Compensation Administrator based on the State Average Weekly Wage. If the AUP returns the employee back to work on Alternate Duty and the department can accommodate the employee with the restrictions, the employee must return to work or the days missed will be charged to his/her vacation time only. If the employee has no vacation time available, the employee will be put on a leave of absence without pay.
Injury to Students or Public
If an injury occurs to students or members of the general public and is witnessed by an employee, then the employee must complete the Injury Report Form for Students or Public and forward it to Risk Management.
Off Campus Activities
Departments or employees organizing an off-campus activity for students should contact Risk Management for assistance in developing an Informed Consent Form and to receive a list of charter bus companies that comply with the university's insurance requirements.
If the off-campus location requires a Certificate of Insurance a copy of the contract or their insurance requirements along with the activity details such as the date, time and a brief description of the activity, should be forwarded to Risk Management at least 1 week prior to the activity.
Decisions to conduct overseas research should be made with an understanding of the current world situation, which requires travelers remain aware, informed and prepared. Prior to finalizing an overseas research arrangement it is important to plan for and to be aware of health, safety and security concerns in the region you will visit.
Medical Access Abroad
Since accessing medical and emergency assistance can be difficult and expensive while traveling abroad, Risk Management recommends HTH International Travel Health Select Overseas insurance for all University travelers for $34 per month. To enroll, you must complete the HTH Roster Template Form [MS-Excel] and email it to Steve Martini (firstname.lastname@example.org) along with a check made payable to Rutgers, The State University of New Jersey for $34 x number of months you will be overseas. Alternatively, departments can also issue a Journal Entry as a form of payment. The enrollment roster and the payment must be received by Risk Management at least 2 weeks prior to the trip departure.
- Covers any injury or illness up to $100,000
- There is a $0 deductible for each injury or illness claimed
- Cashless transaction if a HTH Network provider is utilized for service
- Non-essential services (e.g. dental cleaning, acne treatments, check-ups etc.) are not covered
Upon enrollment participants will receive a confirmation email from HTH along with details to print an ID card which can be used to access HTH Worldwide's resources. For detailed information on the Health Select Overseas Insurance program, refer to the HTH Brochure. [PDF] You may contact the Department of Risk Management and Insurance with any questions about enrollment or contact HTH Worldwide Inc. at 1-888-350-2002 with questions about coverage.
Additionally, Risk Management has also contracted with International SOS to provide emergency medical and security assistance services to University travelers abroad. The International SOS membership is provided at no charge to University travelers (on official University business) and an ID card will be emailed to the trip leader upon receipt of the HTH registration information. The ID card can be utilized to access the International SOS website and also for accessing their services abroad. It is highly recommended that the trip leader familiarize him/herself with the International SOS services and website prior to the departure.
Under no circumstances is the use of privately owned aircraft or the piloting of a privately owned, leased or chartered aircraft by Rutgers' faculty, staff or students permitted while on or in connection to university business.
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Last Updated: 12/18/2009
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