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:
- The other driver's name, phone number, and insurance information.
- Information about other vehicles involved-year, make, license plate and the VIN (Vehicle Identification Number).
- The names and phone numbers of any potential witnesses.
- 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
Tracy Seiler, Manager of Risk Finance
Office: 512.499.4401
Cell: 512.917.9989
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.
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.
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). Below are the available options to report domestic auto claims:
- Toll-Free Claim Reporting: 877.399.6442
- Online Claim Reporting: Complete the Automobile Liability Loss Notice
To Report Via Phone: 877.399.6442
Prior to calling in the claim, be prepared to respond to the following questions: policy number; date of loss; time of loss; loss location; description of loss; authorities involved and police report number; citations issued; VIN number, year, make, model, color, 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; hospitals; witness' contact information.
Online Claim Reporting
The First Notice of Loss application can be reached through the AIG Claim Services home page. Once you have accessed the web site, select File a Claim to enter the First Notice of Loss application. Enter your User Name and Password and click on Login.
Once logged in, Account will default to the University of Texas System. You will need to fill in State and County information for where the loss occurred. Line of Business will default to Automobile Claim.
To begin the claim entering process, click on Report a Claim. The remainder of the process involves providing claims information as was previously entered on the Acord Automobile Loss Notice. Please note that information requested may not be applicable to all incidents reported.
It is extremely important to select the correct policy under the Insurance/Coverage Information section. Note that an incident involving Systemwide Liability and Physical Damage will require the data entry of two separate claims in the First Notice of Loss system—one for the Systemwide Liability policy and one for the Physical Damage policy.
It is also important to enter your specific Institution through the Location Codes question under the Incident Information section. Simply click the Please Click Here for Codes link to the right of the question. Once the RMIS Codes Selection page is fully loaded select Retrieve RMIS Codes. Click the radial button which corresponds to your institution and select Save.
The Claim Report is not officially submitted until you click the TRANSMIT button at the bottom of the report. Once transmitted, you should receive an electronic copy of the Claim Report including a reference number via email. An AIG Claims Adjuster should contact you within 24 hours of submitting your claim. For technical assistance with the First Notice of Loss online application, please contact the AIG Help Desk at 800.767.2524.
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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