Motor Vehicles
Bowie State University expects it’s vehicles and other property to be utilized with care and respect. Please exercise caution and avoid any unnecessary accidents or damage. If there is ANY damage (even minor) to a state vehicle in your possession, or if you are involved in an accident, you must report it as soon as possible.
Collisions (Includes Fender Benders)
Please check the scenario below that best fits your situation
You are the driver of a Bowie State/State owned vehicle involved in an accident with a privately owned vehicle ON CAMPUS—
- Call Campus Safety immediately to generate a report with both drivers.
- See departmental responsibilities below for repairs.
You are the driver of a Bowie State/State owned vehicle involved in an accident with another Bowie State/State owned vehicle ON CAMPUS--
- If there are very minor damages and no notable injuries are determined, within the next business day—take pictures and report to Transportation Director Tanya Jones and Insurance Coordinator Jabari Walker
- If the damages are more serious, or there are notable injuries involved- call Campus Safety immediately. You can still call Campus Safety even after the accident took place
*Severity of damages are determined at the driver’s discretion.
You are the driver of a Bowie State/State owned vehicle involved in an accident with a privately owned vehicle OFF CAMPUS—
- Call local police to generate a report with both drivers if possible.
- Take pictures
- After reporting to local police, please report the accident to your immediate supervisor, the Transportation Director Tanya Jones, and Insurance Coordinator Jabari Walker as soon as possible.
You are the driver of a privately owned vehicle involved in an accident with a Bowie State/state owned vehicle OFF CAMPUS—
- Call local police to generate a report.
- Take pictures
- Whether you call the local police or not, you will need to complete this form. Follow the directions and send directly to the Maryland State Treasurer’s Office.
- Please forward a copy of the completed form to the BSU Insurance office.
You are the driver of a privately owned vehicle involved in an accident with another privately owned vehicle while ON CAMPUS—
- Call Campus Safety to generate a report.
- Take pictures.
- Any further action will be determined by the insurance companies between the drivers. BSU has no liability.
You are the driver of a privately owned vehicle involved in an accident with another privately owned vehicle OFF CAMPUS during the work day—
*Please note that the State of Maryland may consider claims of employees involved in vehicle accidents, with or without injuries, during the work day if the vehicle was driven during work hours while in the scope and duty of employment (i.e. driving to a work-related meeting) on a case-by-case basis ONLY.
- Call local police to generate a report with both drivers, if possible.
- Contact the BSU Insurance office for further information.
Vehicle Property Damage (Not Related To A Collision)
Please check the scenario below that best fits your scenario
You are the driver of a Bowie State/State owned vehicle and somehow incurred damage to the vehicle while ON CAMPUS:
- If very minor damages are determined, please report to Transportation Director and Insurance Coordinator Jabari Walker as soon as possible.
- If the damages are more serious, call Campus Safety immediately for a report.
- Take pictures of the damage
*Damages are determined on a discretionary basis by the driver.
You are the driver of a Bowie State/State owned vehicle and somehow incurred or noticed property damage to the vehicle while OFF CAMPUS—
- If very minor damages are determined, please report to Transportation Director Tanya Jones and Insurance Coordinator Jabari Walker by the next business day.
- Take pictures
- If the damages are more serious, call local police immediately.
*Damages are determined on a discretionary basis by the driver.
You are the driver of a privately owned vehicle and somehow incurred or noticed property damage while ON CAMPUS—
- Call Campus Safety.
- Take pictures.
- You will need to fill out the Notice of claim form here: Follow the directions and send directly to the Maryland State Treasurer’s Office.
- Please forward a copy to the BSU Insurance office.
Procedures For Vehicle Repair For Privately Owned Vehicle
You should be in direct contact with an agent from the Maryland State Treasurer’s Office using the steps and form outlined above.
Procedures For Vehicle Repair For State Owned Vehicle
- After you have called for a report and informed the Insurance office, you will need to obtain three estimates from local repair shops and forward the estimates to the BSU Insurance office.
- Once you have obtained the three estimates, get the vehicle repaired immediately by the shop with the lowest estimate (or second lowest dependent upon scheduling availability). There is no need to wait. *Note- Insurance will only reimburse, not pay up front expenses.
- Make certain the repair shop takes it’s own photos.
- Once repairs are complete, pay via purchase order or university issued purchasing card
- Obtain proof of payment (invoices marked ‘paid’ or credit card statement showing the payment) and forward to the Insurance office.
*Note- If BSU is at fault, your department’s reimbursement will be minus $1,000 for deductible.
Minimum amount for vehicle damage claims where BSU is at fault:
The minimum for filing a claim is set at $2,000. Note that all insurance claims through the State of Maryland have a $1,000 deductible. Any amount less than $2,000, the department should pay from its funds. If this is a MAJOR obstacle, please contact the Insurance office.
Minimum amount for vehicle damage claims where BSU is NOT fault:
These are considered subrogation claims. The minimum amount for filing subrogation claims is set at $350.00. Any amount less than $350, the department should pay.
** BSU here refers to negligence or accident by authorized employees only, not students.
Process For Claims Reimbursement
- Whenever a vehicle is involved in an accident (regardless of who was at fault), the responsible campus department must pay for those damages up front from departmental funds.
- Our office will send a claims package to the Insurance Division of the Maryland State Treasurer’s Office Claims (STO) for a claim to be set up. The STO always wants notification of any and all injury and vehicle incidents.
- To close out our portion of the claim, we must provide proof of payment. This means the invoice must be paid out first. The proof (usually via R*stars) is forwarded to the STO from Accounts Payable.
- Upon receipt of proof of payment, the STO will then reimburse the University via the Accounting office located in the Office of the Controller.
- Once the reimbursement payment reaches our Accounting office, the funds are credited back to the appropriate department (minus the $1,000 deductible).
You should expect this process to take several weeks.
Things You Should Know
- "What to Do in Case of an Auto Accident" pamphlet should be in all State vehicles. This pamphlet includes a form that should be used to report accidents involving a State vehicle.
- You should always check the vehicle before you get in it. If there is damage that was not there before, report it to your supervisor.
- Damage to the inside of the vehicle (cigarette burns, holes in upholstery, damage to steering wheels, etc.) should be reported before you use the vehicle. Your department could charge you for damages.
- State vehicles are to be used for University business only. If you have an accident while using a State vehicle for other than University business, the driver will be responsible for all damages to the State vehicle and any other damages incurred.