DOMESTIC PROTOCOLS

Driver Authorization

Currently, only non-student employees (faculty & staff) are authorized to drive university-owned, leased, or rented vehicles. 

Students who wish to drive university-owned vehicles or rental cars must seek and receive authorization first, regardless of the reason for driving. The Driver Authorization process can be found here.  

Claims

To report a claim, please refer to the Automobile Claim Procedures found here. 

Personal Vehicles

Students, faculty, and staff driving privately owned, leased, or rented vehicles on University business must carry Personal Automobile Insurance. The owner's Personal Auto Liability coverage is primary for any claims that occur. If the University's Liability insurance responds, that could occur only after the individual's Personal Auto Liability limits are fully exhausted. Also, there is no Auto Physical Damage coverage within the University's policies for privately owned, leased, or rented vehicles.

University Vehicles

All University-owned vehicles are insured for Auto Liability and Auto Physical Damage while being driven in the United States. 

Rental Vehicles

IMPORTANT NOTE: GVSU's insurance coverage only applies when rentals are being operated for University-related business. GVSU's Auto coverage will not extend to personal use of a rental vehicle.

If you need to rent a vehicle for university business, please go to the Driver Approval, Vehicle Use and Rental Procedures page located here. 

1. You can decline the insurance coverage at the rental counter for domestic travel. Grand Valley's insurance will provide primary coverage for rentals when the driver is approved, and the vehicle is used for University-related business.

2.  Examine the vehicle prior to departing with it. If there are any noticeable areas of damage to the vehicle, please take photos of the damage, and also notify the rental agency prior to accepting the vehicle. GVSU may be held responsible for pre-existing damage if it was not reported to the Agency prior to accepting custody.

3. Rentals are insured through GVSU's Auto Insurance policies for both Liability and Physical Damage, as long as the vehicles remain in the United States, and as long as the vehicle is being used on University-related business. 

4. The rental contract should be taken out in the name of Grand Valley State University.

5. All terms and conditions of vehicle rental agreements should be read and followed, particularly concerning authorized drivers. Violations of the agreement could incur significant penalties or damages.

6. Personal property lost or stolen within the vehicle should be reported to your personal insurance agent, and is not the responsibility of the University.

 

INTERNATIONAL PROTOCOLS

Driver Authorization

Only faculty and staff have permission to drive outside of the United States. 

Claims

When renting internationally, purchase full liability and physical damage coverage from the rental agency and submit all claims back to them. 

Personal Vehicles

Grand Valley State University does not purchase insurance coverage that would apply to the use of personally owned or borrowed vehicles outside of the United States, regardless of whether being used for business or personal purposes.

University Vehicles

Grand Valley State University does not own any vehicles that are permanently garaged outside of the United States. If you would like to drive one of the Michigan-registered vehicles into Canada, please notify Risk Management at (616) 331-2067 and/or [email protected] at least ten (10) business days prior to travel, with a request for consideration.

Rental Vehicles

IMPORTANT NOTE: Although you are purchasing coverage from the rental agency, reimbursement will only apply when rentals are being operated for University-related business. 

If you need to rent a vehicle while outside of the United States:

1. Purchase full liability and physical damage coverage from the rental agency. Retain evidence of the insurance coverage that has been purchased through the rental agency, at all times while in the vehicle.

2. The rental contract should be written in the name of Grand Valley State University. If you are extending your rental for non-business-related purposes, Grand Valley State University should not be affiliated in any way with that portion of the contract. It is the renter's responsibility to ensure that the contract for personal travel is distinct from the business travel agreement.

3. All terms and conditions of vehicle rental agreements should be read and followed. Violations of the agreement could incur significant penalties and damages.

4. It is important that anyone who is driving outside of the United States understand and abide by all local traffic laws and any related statutory requirements.

5. Personal property lost or stolen within the vehicle is not the responsibility of the University.