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Personal Vehicles

Guidelines for using personal vehicles for business travel or College-related errands. Any questions regarding the College’s vehicle or liability insurance policies should be directed to Amber Denny 315-859-4974.

Mileage Reimbursement

The current mileage reimbursement rate can be found on the business office site. This rate is based on the federally-established mileage rate. The mileage rate is calculated to reimburse a driver for their fuel cost, insurance cost, and wear/tear on their vehicle. (This is why the mileage rate exceeds the actual cost of fuel for a trip.) This rate is adjusted periodically to keep pace with rising fuel and insurance costs.

When an employee uses a personal vehicle for College-related travel, s/he should submit a mileage reimbursement request to her/his supervisor using a Travel Expense Report

Motor Vehicle Accidents

If an employee is involved in an accident while driving their vehicle, whether, for business or personal purposes, their insurance is the primary insurance coverage. Vehicle insurance carries with the vehicle. The purpose of the vehicle use does not determine the insurance that will respond in the event of a claim. The employee’s vehicle is covered by the employee’s insurance policy. This is mandated by New York State motor vehicle law.  The College cannot and does not insure the employee's vehicle when the employee is using it for business purposes.

If an employee is involved in an accident, s/he should follow all the accident reporting procedures required by New York State and her/his own insurance company. If the damage to the employee’s or another vehicle is likely to exceed $500 or if there is any confusion or disagreement as to the person at fault for the accident, the employee should contact the local police department and request that they complete an accident report.

Personal Vehicle damaged by college-owned vehicle or equipment

If a personal vehicle is damaged by a College-owned vehicle or College-owned equipment and the College driver is at fault, please report the incident immediately to Campus Safety. The report will be sent to Auxiliary Services, who manages the College's insurance. The claimant should have a repair estimate prepared by a local body shop and send a copy to Amber Denny, Auxiliary Services, 315-859-4974 (office), 315-859-4300 (fax). Once the estimate is received, Auxiliary Services and Facilities Management Fleet Manager and/or Mechanic Foreperson will review and determine if we will submit to College's insurance company (Travelers). If the incident and estimate are provided to Travelers, one of their representatives will contact the claimant directly regarding repair or reimbursement for the damages. If we decide not to submit to the insurance company, Auxiliary Services or Facilities Management Fleet Manager will contact the claimant regarding repairs and where to send the bill. If there are any questions regarding an insurance claim, please contact Amber Denny at 315-859-4974.

Damages to Parked Vehicles

If a personal vehicle is damaged while stopped or parked on campus property, the owner's vehicle insurance applies. The owner should report the incident to Campus Safety and request they complete an incident report. The owner will need the incident report for their insurance company. The College is not liable for any deductibles or uninsured amounts on an owner's insurance policy if the College is not liable for the damage. The College's insurance would only apply if the College were negligent in some way and directly responsible for the loss.

Vehicle Insurance

The following limits have been provided as a guide by the College's insurance carrier. This is the minimum level of coverage suggested. 

  • $100,000 per person (bodily injury)
  • $300,000 per accident (bodily injury)
  • $50,000 per accident (property damage)

Higher limits of coverage are recommended to protect a vehicle owner in the event of a serious motor vehicle accident.  Employees are encouraged to check with their insurance company to determine the level of coverage that is adequate for her/his circumstances.

Off-Campus Field Trips/Classes

When students or faculty use their vehicles to travel to/from off-campus classes or field trip locations, the same situation exists relative to insurance (see above, Motor Vehicle Accidents). The student or faculty member's vehicle insurance applies in the event of an accident.

If a College-owned vehicle or College-rented vehicle is used for an off-campus activity, the College’s insurance applies in the event of an accident or claim. The vehicle can only be driven by a College employee or authorized student driver. For additional information regarding the student driver authorization process, please refer to Campus Safety Transportation webpages.

Contact Information

Administrative Services

315-859-4271 315-859-4300 Our Staff
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