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Vehicle & Driver Protocols
Students who have been granted permission to drive a University-owned vehicle or rental car, must complete the Driver Authorization process, as outlined on the Facilities Services website, located here. The only exception to this process is with Campus Recreation. If a student has been granted permission to drive a University-owned vehicle or rental car, through Campus Recreation (including Club Sports), their travel procedures must be followed. Those procedures are located here.
Students, faculty, staff, volunteers, etc driving privately owned, leased, or rented vehicles on University business must carry Personal Automobile Insurance. It is important to note that the owner's individual Personal Auto Liability coverage is primary for any claims that occur, and the University's Liability insurance will not respond until the individual's Personal Auto Liability limits are exhausted. Also, there is no Auto Physical Damage coverage within the University's policies for privately owned, leased, or rented vehicles.
All University-owned vehicles are insured for Auto Liability and Auto Physical Damage while being driven in the United States.
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, Facilities Services will assist you. You can find information on the rental process on the Facilities Services website, located here. Use the following guidelines for insurance coverage when renting vehicles:
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. GVSU's coverage does not extend to personal use.
4. Whenever possible, have the rental contract be written in the name of Grand Valley State University, in order to avoid confusion concerning vehicle liability insurance.
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.
Only faculty and staff have permission to drive outside of the United States. If a student would like permission to drive on University-related business while outside of the United States, please contact Risk Management at (616) 331-2067 or firstname.lastname@example.org with a request for consideration
Grand Valley State University does not purchase insurance coverage that would apply to the use of personally owned vehicles outside of the United States.
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 either Canada or Mexico, please notify Risk Management at (616) 331-2067 at least ten (10) business days prior to travel, with a request for consideration.
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. This is a change in procedure, and the charges for this coverage will now be approved as a reimbursable expense. Retain evidence of the insurance coverage that has been purchased through the rental agency, at all times while in the vehicle.
2. If possible, have the rental contract written in the name of Grand Valley State University. However, f 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.
3. 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
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 issues.
5. Personal property lost or stolen within the vehicle is not the responsibility of the University.