Risk Finance

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Automobile Claims Reporting

University of Texas Driver Responsibilities

All accidents must be reported to your Institution's Fleet contact immediately.


What to Do at the Scene of an Automobile Accident

Remain calm and be cooperative and not argumentative. Remember that you are representing The University of Texas System. Be prepared to report the accident to your Institution's Fleet contact. Gather as much information as possible at the scene, including but not limited to:

  1. The other driver's name, phone number, and insurance information.
  2. Information about other vehicles involved-year, make, license plate and the VIN (Vehicle Identification Number).
  3. The names and phone numbers of any potential witnesses.
  4. The facts and circumstances of the accident.

Do not admit fault, and do not make any claims regarding The University of Texas System's insurance coverage to anyone else involved in the accident. You should inform the parties involved that the accident will be reported to the University's insurance provider and that a claims adjuster will contact them.

Make every attempt to contact the police and file a report. If the accident occurred on campus, contact Campus Police. If it occurred off campus, contact the local Police Department. You should try to obtain a copy of the Police report for later submission to your Institution's Fleet contact.

Auto Accidents Involving Serious Injuries or Fatalities

If emergency assistance is needed, please call 911 immediately. Follow the above procedures to report the claim to your Institution's Fleet contact. In addition, contact one of the following:

John Santos, CPCU, Claims Coordinator:

Office: 512.579.5029

Cell: 512. 970.0249

Paul Pousson, Associate Director

Office: 512.499.4559

Auto Accidents Occurring in Mexico
When traveling into Mexico on official university business, you must have in your possession a vehicle specific Mexico auto identification card and a copy of the Mexico Tourist Policy; these documents are required to be carried by Mexico law. In the event of a loss or accident, immediately notify (while in Mexico) the local Mexico insurer via the toll-free number located on the inside cover of the Mexico Tourist Policy. In addition to processing the claim information, the toll-free operator can also assist The University driver with obtaining service and legal assistance as necessary. Reporting the claim via the toll-free number is the first step to obtain help in the event of an accident. Later, at a more appropriate time, report the claim to your Institution's Fleet contact.

Institution Responsibilities

The University's insurance companies must be notified of all accidents immediately.

It is important for the insurance company to know clearly, and as soon as possible, all factual information about the accident. If the facts lead the driver or the Fleet contact to the opinion that the University is not at fault, clearly state that information when submitting the claim. If fault is questionable, the driver or Fleet contact should provide supporting information to assist the insurance company with their investigation.

The University of Texas System Office of Risk Management (ORM) or the insurance company may request additional information needed for their files or for further processing.

Authorization for repairs will not be given until the claim is reviewed by the insurance company.


Domestic Auto Claim Reporting

All incidents and events that may create liabilities to The University of Texas System and Institutions resulting from a domestic automobile accident are to be reported immediately (within 24 hours). Auto claims may be reported by completing the ACORD form and submitting it to autoclaims@spmail.utsystem.edu.

Please be sure to complete all highlighted fields on the attached document including institution (choose from Miscellaneous Info drop down menu); policy type (choose from drop down menu); date of loss; time of loss; institution contact information; loss location; description of loss; authorities involved and police report number; citations issued; VIN number, year, make, model, and license plate of all vehicles involved; description of damages; drivers’ names; passengers’ names; vehicle owner’s name (if other than driver); other driver’s insurance carrier and policy number; injuries; and hospitals.  Please attach any supplemental information including additional accident description, police report, estimate or photographs.

Within two business days, you will receive a confirmation e-mail with your assigned claim number.  For claims questions or assistance regarding the First Notice of Loss, please contact John Santos at 512-579-5029.


International (and Mexico) Auto Claims Reporting

All incidents and events that may create liabilities to The University of Texas System and Institutions resulting from an international automobile accident are to be reported immediately (within 24 hours). Below are the available options to report international auto claims:

When submitting the completed claim form to the insurance company, please send a copy to John Santos, CPCU, Claims Coordinator, by e-mail or fax to 512.499.4524.


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