Driving Vehicles on University Business
Policy 7.10 outlines the requirements for driving vehicles on University business. This document provides a summary of vehicle options and the insurance coverage associated with the options.
There are five vehicle options for WSU employees and official volunteers driving on University business.
- Use a WSU owned or Motor Pool vehicle. View Facilities Services for more information.
- Rent a vehicle using the State Contract, currently with Enterprise and National Rental Car companies regardless of payment method. View Travel & Reimbursable Services.
- Rent a vehicle using WSU’s Travel Card and not using the State Contract. View Travel & Reimbursable Services.
- Rent a car using their own credit card and not using the State Contract. View Travel & Reimbursable Services.
- Chooses, and is authorized, to use their private vehicle. View Travel & Reimbursable Services.
WSU Vehicle Insurance
When a vehicle accident occurs, three insurance coverages may apply. These coverages differ for each of the five vehicle options, which are organized by potential insurance or claim costs to the employee—option (1) having the lowest potential costs and option (5) having the highest.
Auto Liability
Bodily injury to another person or damage to someone else’s vehicle (Third Party).
- WSU Owned or WSU Motor Pool Vehicle: Coverage provided State’s self-insurance liability program.
- Rental Vehicle using State Contract using any Payment Method: Covered for work related travel through State Contract.
- Rental Vehicle using WSU Travel Credit Card and NOT using State Contract: Coverage provided by State’s self-insurance liability program when business travel.
- Rental Vehicle using Private Credit Card and NOT using State Contract: Coverage provided by State’s self-insurance liability program when business travel.
- Private Vehicle for University Business: Employee’s auto liability insurance is primary and State’s self-insurance liability program will provide excess coverage if needed for business travel.
Collision Damage
Damage to vehicle being driven by WSU employee or official volunteer.
- WSU Owned or WSU Motor Pool Vehicle: Department owning vehicle is responsible for repair costs, unless the vehicle is enrolled in the Vehicle Loss Reserve Fund and annual premiums are paid.
- Rental Vehicle using State Contract using any Payment Method: Covered for work related travel per State Contract. NOTE: Decline loss damage waiver coverage when renting the car.
- Rental Vehicle using WSU Travel Credit Card and NOT using State Contract: Decline loss damage waiver coverage, unless the vehicle is not covered by Visa. See information on Visa’s Benefit Package (PDF). NOTE: Claim filing requirements and processing are the responsibility of the driver.
- Rental Vehicle using Private Credit Card and NOT using State Contract: Traveler should accept loss damage waiver coverage. Any other coverage is a personal preference and NOT reimbursable.
- Private Vehicle for University Business: Employee is responsible for any damage to vehicle. WSU does not reimburse for damage to personal vehicle OR pay any applicable deductible.
Workers’ Compensation
Injury to WSU employee or official volunteer.
- WSU Owned or WSU Motor Pool Vehicle: L&I coverage for all WSU employees/volunteers in vehicle traveling on University business.
- Rental Vehicle using State Contract using any Payment Method: L&I coverage for all WSU employees/volunteers in vehicle traveling on University business.
- Rental Vehicle using WSU Travel Credit Card and NOT using State Contract: L&I coverage for all WSU employees/volunteers in vehicle traveling on University business.
- Rental Vehicle using Private Credit Card and NOT using State Contract: L&I coverage for all WSU employees/volunteers in vehicle traveling on University business.
- Private Vehicle for University Business: L&I coverage for all WSU employees/volunteers in vehicle traveling on University business. HOWEVER. if driver is determined to be at fault, L& I may seek reimbursement for WSU passengers in vehicle.