Risk Management

The following presents a brief description of the insurance purchased through Risk Management and required conditions of coverage. Insurance policies can be quite complex, and these descriptions are necessarily brief. It is important that you notify the Risk Manager at Ext. 6006 (or e-mail Susan Colantonio atscolanto@bryant.edu) to determine whether a particular incident of injury or damage is covered under these or other insurance policies. Also included under each coverage description are specific claims handling guidelines and procedures. Please contact Risk Management for additional information on these insurance programs and procedures. For instructions regarding requests for Certificates of Insurance, please click on the link provided.
Department Name: Risk Management
Contacts
 

Susan Colantonio, Risk Manager

Ext. 6006

scolanto@bryant.edu

University Commercial Insurance Policies

The University carries a full portfolio of insurance coverage to protect itself from loss.

In addition, the University endorses optional insurance coverage programs for students. The following list represents the major policies maintained.

Policy Type Coverage
Property Loss and damage to Bryant University assets
Boiler & Machinery Damage and loss to facilities boiler & machinery
Crime Employee theft
Automobile University-owned vehicles and domestic rentals
General Liability Commercial general liability (primarily accidents)
Educator’s Legal Wrongful acts liability
Umbrella Liability Excess over primary liability coverage
Medical Malpractice Health Services Physicians and Nurses
Workers’ Compensation Injury or illness arising out of employment
Optional Coverage for Students Personal Property, Tuition Refund, Health Insurance

Bryant University neither accepts nor purchases insurance for activities unless they are directly related to the University’s educational or research mission. The University may purchase separate insurance to limit its exposure whenever the University’s funds can be exposed to loss resulting from ancillary activities related to its mission. When these types of special insurance policies are purchased, the Risk Management Department may charge the cost of the policy to the appropriate department.

 


Insurance for University-owned Property

Property insurance policy covers loss including theft and damage of all real and personal property owned by the University or for which it is legally liable, including improvements and betterments to leased or rented property, any newly acquired locations, or additions to existing locations.

Deductibles:

$25,000 applies only once in any occurrence, regardless of number of buildings or locations involved.

Claims procedures:

When an incident occurs, first call the appropriate maintenance or security department to correct the condition causing the loss. Notify the Risk Manager within 24 hours of property/equipment loss either by e-mail at scolanto@bryant.edu or by phone 401-232-6006. It is important that the Risk Manager be notified within 24 hours so that a claims representative can tour the site if necessary. To arrange reimbursement of covered costs upon completion of the repairs, copies of all paid invoices should be forwarded to the Risk Manager for reimbursement. The Risk Management Department will credit your department’s account for the amount of the verified loss, less any deductible, when the reimbursement is received from the insurance company. The account number to be credited should thus accompany invoices.

Notify the Risk Manager within 24 hours of property/equipment loss either by email: scolanto@bryant.edu or by phone 401-232-6006.

Boiler & Machinery/Equipment Breakdown

Boiler & Machinery/Equipment Breakdown policy covers all boilers, metal piping, pressure vessels, unfired pressure vessels, and refrigeration or air-conditioning systems required of state inspections. Deductible is $25,000.

Contact the Risk Manager regarding all claims pertaining to Bryant boiler/machinery property or equipment.

Crime

Crime policy covers employee dishonesty, forgery or alteration, theft, disappearance, and destruction. It includes Employee Retirement Income Security Act endorsement for pension plans.

Automobile

Automobile policy covers the use of any motor vehicle, including all owned, leased, non-owner, and hired vehicles for faculty, staff, volunteers, and students driving vehicles on authorized University business. Drivers of Bryant owned vehicles must be approved through the office of Risk Management.

Rental Vehicles

Travelers are advised to use their Bryant University procurement card because it automatically covers loss or damage to the rental vehicle. Whether or not you use the procurement card, always sign your name and write the words “ Bryant University” under your signature on the rental agreement for the University insurance to be applicable.

DO NOT PURCHASE LIABILITY OR COLLISION INSURANCE (unless renting vehicles outside of the United States) from the car rental company. The University’s insurance will cover liability and collision claims. Exceptions: When traveling abroad, collision damage and liability insurance should be purchased. Purchase of insurance coverage in some countries is required by law and will be reimbursed.

Any rental involving a University driver under age 25 must have full insurance coverage (collision and liability) through the rental company. Any department anticipating using a student driver should contact the Risk Manager at Ext. 6006 for more information.

Personal use of a rental car during a business trip is not covered under University insurance.

Should a rental car accident occur, travelers should submit a written accident report as soon as possible to the rental car company, local authorities (as required), and the Risk Manager, Box 12 or e-mail toscolanto@bryant.edu.

Insurance for Personal Car Use

It is the responsibility of the owner of the vehicle being used for business purposes to carry adequate insurance coverage (state mandatory insurance requirement at minimum) for his/her protection and for the protection of any passengers. When using a personal car for University business, an employee’s personal car insurance carrier is the primary insurance carrier. Bryant’s insurance will only cover liability claims in excess of the owner’s policy limit. It does not cover collision damage, theft, or insurance deductibles.

Accident Reporting

In the event of an accident, the following guidelines will expedite proper notification of all parties, including insurance carriers. These guidelines will help assure compliance with the law.

i) Appropriate first aid should be rendered to all injured persons and public safety department or police and/or fire personnel should be immediately notified.

ii) When making statements, answer all questions from police officers truthfully and directly, but otherwise refrain from casual comments or admissions of any kind.

iii) If no police officer is present (as many law-enforcement agencies do not investigate non-injury accidents), exchange driver, vehicle, and insurance information. Failure to identify yourself or leave identifying information (for any attended or unattended vehicle) violates University policy and Rhode Island law.

iv) Most states and Rhode Island state law require that drivers file accident reports in the city/town the accident occurred within two weeks of the accident date.

v) For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the Controller’s Office. A Public Safety incident report will be completed with all the pertinent information regarding the accident in the absence of a police report. When contacting the Risk Manager, please give the Police report number or send a copy of the report, if available, to the person taking the information.

vi) Advise the other party to contact the Risk Manager at 401-232-6006 for any further questions.

General Liability  

This protects the University for claims of bodily injury or property damage of others caused the negligence of the University.

Claims procedures:

All claims, i.e., any demands for money or services received from outsiders as a result of any alleged incident, should be reported immediately to the Risk Manager by the responsible party within the University. All lawsuits (summons and complaint) should be sent immediately to the Vice President for Business Affairs. (Suit papers require response within 20 days and should be dealt with promptly.) All accidents should be reported to the Department of Public Safety as soon as possible.

If you witness or become aware of an accident that may result in a claim against the University, we recommend that you report the circumstances of the accident to the Department of Public Safety and the Risk Manager. Any accident report filed should include the following details about the incident:

  • Injured party’s name/address/phone number and University affiliation, if any
  • Location of incident and date of loss
  • Date of notification and name of University official notified
  • Narrative description of incident and subsequent loss
  • Name and phone number of all witnesses and signed witness statements
  • Information regarding involvement in any way of a contractor or subcontractor
  • Current location of damaged property (instruct claimant not to discard anything)
  • Photos of the damaged property or injury, if possible

In compiling the required information for a claim submission, it is not advisable for you to speak to the claimant. If you do speak to a claimant or potential claimant, do not make any admissions of fault or any promises of payment.

Doctors’ and Nurses’ Medical Malpractice

Doctors’ and Nurses’ Medical Malpractice policy covers Medical Professional liability for all University physicians, nurses, and nurse practitioners in Health Services.

Educator’s Legal

Educator’s Legal policy covers trustees, officers, employees, and volunteers for their legal liability for actions within the scope of their duties. The policy covers suits arising out of so-called wrongful acts. Wrongful acts are defined as errors, misstatements, acts, omissions, neglect, or breach of duty by the insured in the discharge of their duties. Educator’s Legal policy also includes coverage for Employment Practices Liability.

Claims procedures:

All claims, i.e., any demands for money or services received from outsiders as a result of any alleged incident, should be reported immediately to the Risk Manager by the responsible party within the University. All lawsuits (summons and complaints) should be sent immediately to the Vice President for Business Affairs. (Suit papers require response within 20 days and should be dealt with promptly.)

Umbrella Liability

Umbrella Liability policy is an extension of automobile liability, employers liability, professional liability, security forces liability policies, and sudden and accidental above-ground pollution.

Claims procedures for the umbrella policy are outlined in the appropriate sections above.

Workers’ Compensation

The Workers’ Compensation Law of the State of Rhode Island prescribes benefits payable to workers suffering injury or illness arising out of employment. These benefits are payable regardless of fault or contributory negligence.

Claims handling: All injuries must be reported to Human Resources Department immediately.

All accidents are to be reported to Human Resources by the employee’s supervisor as soon as possible after the injury becomes known to the supervisor. A first report of injury form is completed by the injured employee (if possible) and submitted to Human Resources by the Department Supervisor. The upper part of the form should be completed by the employee, and the lower part by the supervisor. It is important that each supervisor promptly investigate the accident. State Law requires notice to the Worker’s Compensation Board within 10 days of the accident. The Risk Management Department will make such notice.

Claims are paid by a third-party administrator. Injured employees who are disabled will be contacted to check on the extent of their disability and to review the progress of their medical care. Supervisors should cooperate with investigators, as necessary, to assist in obtaining information about the employee or the injury.

Student Laptop Computer Insurance

Students are advised to purchase personal property insurance policies from Bryant sponsored broker National Student Services, Inc (www.nssi.com) to protect their personal property including Bryant issued laptops from damage or theft.

Personal Property of Others

The University’s insurance policies do not cover the damage or losses of personal property of students, faculty or staff. Click onOptional Coverage for description of personal property programs available for students, Resident Directors, and Resident Assistants.

Loss and Claim Reporting

It is essential that all accidents and incidents on campus be reported immediately to the Office of Public Safety. Public Safety notifies the Risk Manager if they believe there is a possibility of litigation or claim against the University.

University administrators are asked to immediately notify the Vice President for Business Affairs if they receive a subpoena or a complaint so that the University may appropriately handle the matter. Our insurance companies require timely notification of claims against the University and can disallow coverage if a claim is not reported in a timely manner.

If you are involved in an accident with a University-owned vehicle on or off campus, contact Public Safety at Ext. 6001 or the Risk Manager at Ext. 6006. For campus safety concerns, click here for Safety Committee.

Sponsored Programs for Students

Bryant University endorses the following optional insurance plans that are offered to students. Information brochures, and/or applications are mailed to resident students each year during the summer.

i) Personal Property Insurance

Students, resident directors, and assistants may purchase inexpensive personal property insurance for their belongings while on campus directly through National Student Services Inc. (www.nssinc.com).

ii) Student Health Insurance

The University requires that all students provide documentation of health insurance. Course registration cannot be completed without this information. Accident and illness insurance is available to all full-time students who wish to purchase the University-sponsored plan through University Health Plans.

Visit the Bursar website for cost information.

All students must log on to the myBryant portalhttps://my.bryant.edu, click on Banner and choose Student Services and Financial Aid, Health Services Forms to provide proof of health insurance and/or to update and health information. The University requires students to complete these forms whether or not they purchase the Companion Life Insurance Company Plan.

Certificates of Insurance

The University requires a Certificate of Insurance from any vendor providing a service under contract with the University. It is the responsibility of departments to obtain certificates of insurance from all vendors/contractors who perform services on campus. Bryant University should be named additional insured on the certificate. A certificate is not a binding document. This certificate is proof that a person or company has insurance. It requires that notice be given to the certificate holder 30 days prior to the policy being cancelled or amended. The certificate is an indication that a policy is in effect.

All contractors/vendors should have the following minimum insurance limits, unless approved in advance by the Controller’s Office.

Commercial General Liability – $1,000,000

Products Liability – $1,000,000

Commercial Automobile Liability $1,000,000

Professional Liability $1,000,000

Workers Compensation – Statutory

Employers’ Liability – $100,000

Umbrella Liability – $1,000,000

These are the most common requested by the University, however, other lines of insurance coverage may be required for certain types of exposure and limits of liability may vary depending on the type of contract.

It is also recommended that insurance carriers have a minimum A.M. Best rating of A or better. Ratings indicate the size and financial stability of the insurance company. The agent shown on the certificate can provide you with information regarding these ratings.

Bryant University Safety Committee

Charge:

The function of this committee is to attempt to reduce the possibility of accidents by means of facilities, housing, and grounds inspection, investigating safety complaints, and reviewing accident reports. After a complete investigation of the above-mentioned hazards or accidents, the Committee will make recommendations to the Vice President for Business Affairs to correct the hazard or prevent reoccurrence of the accident.

Membership:

Administrators (4), including (1) from Human Resources

Faculty (3)

Students (2)

Service Employee (1)

Public Safety (1)

Support Staff (1)

Health Services (1)

Risk Manager (1)

Residence Life (1)

Meetings: As necessary at the call of the Chairperson

Report: An annual report will be submitted to the Vice President for Business Affairs at the end of each academic year.

The Committee responsibilities include:

1. Meeting on a regular basis to discuss a range of topics regarding employee safety and health.

2. Identifying problems and suggesting corrective actions for management to implement.

3. Helping to communicate safe work practices to coworkers.

4. Reviewing accidents to determine how they occurred and provide recommendations to prevent reoccurrence.

5. Analyzing accident trends to evaluate the overall performance of the safety program and identify areas for improvement.

6. Conducting self-inspections to identify potential hazards that could lead to accidents and injuries. Discussing methods and ways to eliminate the hazards.

7. Reviewing employee safety suggestions.

8. Planning an active role in prioritizing safety-related issues, according to frequency and severity of incidents, and determining costs of implementing corrective actions.

9. Helping to plan and schedule safety training/education to increase employee safety awareness

10 Communicating safe work practices to other workers so they can reduce accidents and injuries.

Contact the Assistant Director of Public Safety at Ext. 6001 or the Risk Manager at Ext. 6006 to report safety committee issues and concerns.

Bryant University Insurance Information

In summary, the University has the following insurance policies that would cover employees in the event of a claim. Please see below for frequently asked questions.

  • Commercial General Liability
  • Umbrella Liability
  • Educator’s Legal Liability
  • Worker’s Compensation: Statutory Limit
  • Automobile: University-owned vehicles and rental vehicles
  • Host Liquor Liability

Who is Insured Under the University’s Insurance Policies?

The University, its employees, trustees and officers, and volunteers while acting within the scope of their duties for Bryant University.

Types of Insurance:

GENERAL LIABILITY

Commercial general liability insurance is the principal means by which the University protects itself from unforeseen liabilities such as claims arising from negligence on the part of the University, its employees, and volunteers while acting within the scope of their duties for Bryant. These include:

Athletic Event Liability, including injury to participants

Broadcasters and Publishers Liability

Social Workers, psychologists and nurses are included as insureds

Host Liquor Liability

Corporal Punishment

Personal Injury and Advertising Injury

Defense Costs outside the limit of liability

UMBRELLA LIABILITY

Umbrella Coverage is extra liability coverage beyond that provided in the University’s policies listed above.

Covers Loss in Excess of underlying insurance.

Drops Down into primary layer if coverage in not provided in underlying, subject to the self-insured retention.

Limit of Liability is an annual aggregate limit.

EXCESS UMBRELLA LIABILITY

General Aggregate Limit Excess of first umbrella Excludes: Broadcasting, Publishers, Professional Services, Directors and Officers, Gymnastic Equipment, Athletic Participants, Sexual Misconduct and Disease.

EDUCATORS LEGAL LIABILITY

Educator’s Legal policy covers suits arising out of so-called wrongful acts. Wrongful acts are defined as errors, misstatements, acts, omissions, neglect or breach of duty by the insured in the discharge of their duties. Educator’s Legal policy also includes coverage for Employment Practices Liability.

WORKERS’ COMPENSATION

Beacon Mutual Insurance Company covers employees’ medical and indemnity for those who are injured on the job both on and off the campus while acting within the scope of their duties for the University. Coverage includes repatriation (transportation back to U.S. in the event of injury or death) while working abroad.

Foreign Reimbursement Coverage is provided.

AUTOMOBILE INSURANCE

When renting an automobile while on University business, it is not necessary to purchase liability or collision coverage. The words “Bryant University” must be written along with your signature on the rental agreement in order for coverage to apply. When renting a vehicle for more than 30 days, contact the Risk Manager at Ext. 6006 for insurance information.

FAQs

Will the University insure me when mentoring a student group on or off campus?

Yes, as long as you are acting within the scope of your duties for the University.

Am I covered if I am named in a lawsuit while performing my duties for Bryant University?

The University’s policies will defend you and pay for general liability claims that you are found legally liable to pay.

If I am working abroad do I need to purchase additional insurance?

The University’s insurance policies do not cover spouses of employees so you may want to purchase travel accident insurance that includes repatriation for your spouse.

Repatriation would evacuate you back to the U.S. for a medical emergency if that country does not have the ability to provide immediate emergency healthcare. It also pays for the transportation of remains upon death. Bryant employees are covered under the University’s worker’s compensation policy.

Check with your own insurance agent to confirm that your homeowners policy covers worldwide liability for you and your spouse for any non-business related activity.

If you rent an automobile abroad for Bryant business purposes, you will need to purchase collision insurance for the vehicle. Be sure to write the words “ Bryant University,” and sign your name to the rental agreement.

Do I need to purchase automobile insurance from the rental agent if I am traveling within the U.S.?

You do not need to purchase collision or liability insurance from the rental agency. Be sure to write the words “ Bryant University,” and sign your name to the rental agreement.

Can liquor be served at a Bryant Function that I am hosting?

Selling Alcohol

The only entity permitted to sell alcohol on the Bryant Campus is the Campus Dining Services. License holders on the Bryant Campus are responsible for ensuring that alcohol is not available to persons under the age of 21 or to those who appear intoxicated. Identification is required.

If you have a campus function where liquor is being sold by a caterer other than Campus Dining Services, the liquor must be sold by a third-party vendor who has liquor liability insurance, a license to sell liquor on campus and the servers must have TIPS training. You are required to ask the vendor for a certificate of insurance proving he/she has this insurance. The vendor orders this certificate from their insurance broker. Send the certificate of insurance to the Risk Manager prior to the event or fax it to 401-319-3006.

Food and non-alcoholic beverages are required at any event where alcohol will be present. (These items are to be as attractive and promoted as any alcohol that is available.) Limiting the amount of alcoholic beverage per person is also recommended.

Serving Alcohol free of charge

If you have a campus function and Bryant University employees or their designees are serving liquor for no fee to guests, then both the University and you are covered under the University’s host liquor liability policy. As long as you are not selling alcohol, you are covered.

Safety is the highest priority when guests are imbibing. Trained servers know how to tactfully cut a guest off if the guest is obviously intoxicated. Organizers of the event need to have a plan to make sure every guest gets home safely. This may include having a cell phone ready with a list of local cab phone numbers.

If you have potential claims to report or further questions, call the Risk Manager at Ext. 6006.

Definitions

Authorized Drivers: No person, other than a “designated driver,” may operate any University-owned or rented vehicle, either on or off campus. The designated driver must be a member of the faculty, staff, administration, or student body. There are two categories of designated drivers:

Job Related: Those persons required to operate a vehicle or piece of equipment in performing their day-to-day jobs, as designated by the job description. (Note: Loss of designated-driver status may affect employment.)

Program/Function Support: Those persons who operate a vehicle in support of a department, organization, or club’s function, program, or event. (Note: Loss of designated-driver status may affect support to the organization.)

Vehicle: Vehicle is defined as any University or privately-owned car, truck, bus, van, or other licensed mode of transportation that is allowed by law to be operated upon any public highway, street, road, or freeway.

Employee: An employee for the purposes of these procedures and policy is any person who is on one of the University payrolls (faculty, staff or student).

Volunteer: Any person who is providing services to the University without compensation and is acting at the specific request and direction of an authorized University employee. A volunteer also includes students participating in an approved program of service to the University or the community on behalf of the University.

University Business: Travel that is conducted with the knowledge and approval of the University for the benefit of the University.

General Rules

A) Compliance with the Law: Drivers will at all times operate vehicles in full compliance with the law and will exercise good driving practices (e.g. defensive driving). Drivers will also be familiar with the University’s rules regarding driving and parking on campus. Every driver should ensure that the vehicle’s registration and proof of insurance are in the glove compartment and should look over the vehicle periodically to ensure that it is safe to drive (e.g., inspect the tires and headlights) and has no obvious damage (e.g., dents).

B) Compliance with University and Departmental Policy and Procedure: Use of any vehicle for University business or activities will be in full compliance with these policy guidelines and with any individual departmental policies.

C) Safety: It is the responsibility of all vehicle operators to drive in a safe manner and to conform to all applicable laws and regulations. In addition, vehicle operators are responsible for the safe conduct and actions of all passengers riding in their vehicle. Vehicle operators will:

1) Obey all state and local laws applicable to the operation of motor vehicles.

2) Drive defensively, maintaining alertness, foresight, good judgment, good driving skills, and courtesy at all times. Be cautious of parked vehicles and pedestrians. Take extra precautions to adapt driving to changing weather, road, and traffic conditions.

3) Be knowledgeable and skilled in the operation and maintenance of the particular vehicle being used.

4) When backing up passenger vans whose view might be obstructed, walk around to visually inspect the area into which the vehicle will be traveling, and back out slowly. It is preferable to back into the parking space, instead of pulling forward into the parking space.

5) Ensure that the driver and passengers are secured with a seat belt installed by the manufacturer.

6) Know what to do in the event of an accident.

D) Driving Record: The University reserves the right to obtain copies of employees’ driving records through the appropriate state DMV. University departments planning to authorize staff, student, or volunteer drivers must submit a copy of a valid driver’s license to the Risk Manager for a routine driving-record check. The following guidelines will be used when designating authorized drivers. Any violation of these guidelines will be cause for review of a driving record and/or revocation of University driving privileges:

1) All designated drivers must possess a valid driver’s license and must be familiar with the Rhode Island Motor Vehicle Code. Students and employees must be 21 years of age to drive University-owned vehicles. fifteen-passenger van drivers must have a R.I. chauffeurs license or out-of-state equivalent license. In exceptional circumstances where the driver is under the age of 21, please inform the Risk Manager.

2) The Rhode Island laws governing activation and suspension of driving privileges will be enforced. A driver with a suspended license will not be allowed to drive a University vehicle.

3) The University’s insurance carrier annually audits the driving records of designated faculty, staff, student employees, and volunteers who drive frequently in the course of their employment or on behalf of the University by requesting information on their driving records from the Department of Motor Vehicles (DMV). Drivers with multiple moving violations and more serious convictions, such as Driving Under the Influence (DUI) of alcohol or drugs, will not be allowed to drive a University vehicle.

The Risk Manager will be notified of all actions taken as a result of supervisory discussions. The purpose of the supervisory discussion is to make the driver aware of the risks into which they place themselves, the University, and the public when driving in an unsafe manner. Suspension of University driving privileges may result from continued violations or unsafe driving practices and may affect the employee’s job position.

4) If an employee is warned regarding unsafe driving practices and then maintains a clean driving record for 12 months from the last violation, the University will consider any new violation as the first violation.

5) Generally, drivers must not have any conviction for DUI or under the influence of drugs within the last three years. Two DUI convictions within this time period are grounds for permanent denial of University-related driving privileges.

E) Accident Reporting: In the event of an accident, the following guidelines will expedite proper notification of all parties, including insurance carriers. These guidelines will help ensure compliance with the law.

1) Appropriate first aid should be rendered to all injured persons, and police and/or fire personnel should be immediately notified.

2) When making statements, answer all questions from police officers truthfully and directly, but otherwise refrain from casual comments or admissions of any kind.

3) If no police officer is present (as many law enforcement agencies do not investigate non-injury accidents), exchange driver, vehicle, and insurance information. Failure to identify yourself or leave identifying information (for any attended or unattended vehicle) violates University policy and Rhode Island law.

4) Most states and Rhode Island state law requires that drivers complete accident reports in the city/town the accident occurred within two weeks of the accident date.

5) For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the Risk Manager. A Public Safety incident report will be completed with all the pertinent information regarding the accident in the absence of a police report. When contacting the Risk Manager, please give the Police report number or send a copy of the report, if any, to the person taking the information.

6) Advise the other party to contact the Risk Manager at 401-232-6006 for any further questions.

F) Driver Training: Drivers of University owned vehicles must undertake a defensive driving training course on a periodic basis. This is required by the University’s insurance carrier. Defensive driver training will be scheduled by the Risk Management Department.

G) Hazardous Substances: will not be transported on public highways without the written authorization of the EHS Director and the Risk Management Department.

H) Violations: The authorized employee or volunteer driving a vehicle on University business is personally responsible for ALL MOVING VIOLATIONS and is personally responsible to the University for all PARKING TICKETS.

University-owned/Leased Vehicles

A) Authorized Use: University vehicles will be used only in the conduct of University business and activities (with the exception of individually assigned vehicles to certain approved personnel who should then comply with the below noted personal-use policies) and only when such use is the most economic and efficient transportation option available. The driver is also responsible to the University for any PARKING TICKETS incurred while using the vehicle. The Purchasing Department will ensure collection of any fines that would impede the registration of the vehicle.

B) Authorized Drivers: Only University employees, volunteers and agents will be authorized to drive University vehicles with the consent of the appropriate University official. A list of vehicles and assigned drivers is maintained in the Controller’s Office. Notice of changes of assigned drivers or vehicles must be forwarded to the Controller’s Office Department immediately.

C) Purchasing: The purchasing policies related to vehicles are contained in the University’s Purchasing Procedures. Please see those policies for related information.

D) Passengers: Passengers will be limited to employees engaged in University business, registered students engaged in University sponsored activities, or employees of other agencies who are traveling to meetings in association with University staff. This requirement does not apply to drivers who are authorized to use University-owned vehicles for both personal and business use.

E) Maintenance: A driver to whom a vehicle is assigned shall ensure the proper maintenance and upkeep of the department’s vehicle. Such maintenance will be performed in accordance with the vehicle’s maintenance schedule in the vehicle’s owner’s manual. Additional maintenance checks may be authorized as deemed necessary by the authorizing supervisor.

Routine maintenance to University vehicles will adhere to specifications in the Owner’s manual and are limited to oil and tire maintenance. Only qualified mechanics or repair shops will perform any other type of repairs or maintenance. Also, disposal of any hazardous material or fluids will be done in accordance with the law.

Authorized drivers will inspect and report any vehicle deficiency or unsafe condition to an authorized automobile mechanic before driving the vehicle. The mechanic will inspect the vehicle to determine whether it will be driven under existing conditions. A cracked windshield, inoperable brake lights, faulty seat belts, and worn tire tread are examples of reasons for placing a vehicle out of service.

F) Animals: Animals may not be transported in University vehicles without the permission of the department supervisor having responsibility for the vehicle. Animals will be transported in accordance with all applicable federal, state, and local laws. No personal pets will be transported in University vehicles. This requirement does not apply to drivers who are authorized to use University-owned vehicles for both personal and business use.

 G) Insurance: The University carries blanket liability insurance to protect the University and the authorized driver for any accident involving either bodily injury or damage to the property of others.

The University does not carry collision insurance on University vehicles over five years old. The University budget funds the cost of physical repairs or replacement. The department assigned the vehicle is subject to a deductible expense for collision damage.

The University reserves the right to seek reimbursement from the employee or volunteer if an investigation shows that there was negligence or misuse of the vehicle.

H) Parking Off-campus Overnight: University vehicles may be parked overnight at an authorized driver’s home when the driver is departing on, or returning from, an official trip away from the driver’s workplace under circumstances that make it impractical to use other means of transportation. When such situation occurs, if possible, the vehicle will be parked in the employee or volunteer’s driveway, garage, or other location that removes it from the public street.

I) Registration: The Purchasing Department will be responsible for all registration and related DMV paperwork regarding all University-owned vehicles. (Refer to the University Purchasing Manual.)

J) Misuse: University-owned or leased vehicles are to be used only for University-related business, sponsored events, and other authorized purposes. Any driver who is not in compliance with this policy may be held personally responsible for any damage incurred during such use.

Personal Use Of University-Owned Vehicles

Based on contractual agreements, certain employees are authorized to use University-owned vehicles for both business and personal use. Such personal usage of vehicles is considered as taxable income. The University uses the annual lease valuation method for calculating personal use of University-owned vehicles.

All employees who are authorized to use a University-owned vehicle for personal purposes are required to maintain a business mileage use log that must be totaled and attached to a quarterly summary report of business use of University-owned vehicles. Downloadable versions of the mileage log and summary forms are also available at the Controller’s Office’s web site http://web.bryant.edu/~controlr/ (under the forms section.) The completed form must be submitted every quarter to the Controller’s Office no later than March 10, June 10, September 10, and December 10. This form must also be completed upon employees’ separation from the University. Please note that travel between the University campus and the employee’s residence cannot be reported as business mileage on this form. Such travel is considered as personal mileage by the IRS. Information provided on this form will be utilized to compute the supplemental income which is reported on an employee’s paycheck quarterly/annually (depending on reporting option selected by employees,) as well as on their W2s. Quarterly reporting is undertaken so that withholdings on such income are smoothed out through out the year.

A sample copy of the attached spreadsheet below shows how the Controller’s Office computes the income that is to be added to the paycheck.

(A)

(B)

(C)

D = B – C

E = D ÷ B

F = 1 – E

(G)

(H)

I = A ÷ 12

J =E x G x H

Auto Model

Employee name

# of months vehicle used

Total Miles Driven

Business miles

Personal miles

Personal Use Percent

Business Use Percent

NADA Value

ALV

% of Year

Inc. reported Qtrly/ Ann.

         

 

 

 

 

 

 

2004 Ford

John Doe

3

9,000

6,000

3,000

33.33%

66.67%

$ 20,500

$ 5,600

25%

$ 467

The value for used cars is obtained from the NADA web site: http://www.nada.com. Values for brand-new cars are obtained from the check request, which is filled in when the car is purchased. Annual Lease Value (ALV), which is based on NADA values, is obtained from tables in Treasury regulation § 161-21.

The annual lease-value method does not incorporate the value of gasoline purchased on the University’s credit card for personal use of a University vehicle. The University recognizes that a single tank of gasoline is probably utilized for both business and personal usage of the vehicle. When the employee utilizes the University P-Card for purchasing gasoline that is used for both business and private use, employees are required to reimburse the University for the value of gasoline purchases pertaining to personal use.

If the University P-Card is used exclusively for all gasoline purchases (business or personal), the reimbursable value of gasoline paid by the University for personal use of a University-owned vehicle is computed by the Controller’s office as follows:

(Personal miles driven) x (Avg. Market rate of cost per gallon) ÷ (Average miles per gallon).

Market rate of cost per gallon is obtained from the Department of Energy’s web site:

http://www.eia.doe.gov/oil_gas/petroleum/data_publications/wrgp/mogas_history.html

The quarter’s average cost for the New England area is computed by taking the average of the weekly gas prices for regular grade gasoline from the downloadable spreadsheet available at the DOE web site.

The average miles per gallon is obtained from CarsDirect’s web site: http://www.carsdirect.com/research/

Average miles per gallon is computed by taking the average of the highway and city fuel economy for a particular car brand, model and year.

Utilizing as example for the above, a 2004 Ford Taurus driven for 3,000 personal miles in the quarter with average mileage of 22.5 mpg, and and with the average cost of gasoline in New England at $2.01, the reimbursable value of gasoline used for personal use of a University-owned vehicle would be as follows:

3,000 miles x $2.01 per gallon ÷ 22.5 miles = $268.

Employees must reimburse the University for the value of the gasoline within 30 days of notification from the Controller’s Office of the amount due.

If an employee uses a combination of his/her own credit card as well as the University P-Card for gasoline purchases that are for business and personal use, the reimbursable value of gasoline paid by the University (or owed by the University to its employees) for personal use of a University-owned vehicle is computed by the Controller’s office in a manner different than outlined above. Utilizing the amounts in the example for the 2004 Ford Taurus, the information is computed as follows:

(K)

L = D ÷ K

(M)

N = C ÷ K

O = M – N

(P)

Q = O x P

Avg miles per gallon

GL. of gas used for personal use

GL. of gas purch. on P-Card

GL. of gas used for business use

GL. of Personal Gas purch on P-Card

Cost per gallon

Amt owed by/owed to employee

 

 

 

 

 

 

 

22.5

133.33 290.00 266.67 23.33 $ 2.00 $ 46.67

The average miles-per-gallon is obtained from CarsDirect’s web site:

http://www.carsdirect.com/research/

Cost per gallon is computed from actual cost incurred for gasoline purchased on P-Card. These cost are tracked on the quarterly gasoline purchase tracking form. In the absence of actual cost information, the cost-per-gallon rate is obtained from the Department of Energy’s web site:

http://www.eia.doe.gov/oil_gas/petroleum/data_publications/wrgp/mogas_history.html

The quarter’s average cost for the New England area is computed by taking the average of the weekly gas prices for regular-grade gasoline from the downloadable spreadsheet available at the DOE web site.

If the dollar amount in column Q is positive, it denotes that the employee purchased gasoline that was used for personal purposes with the University’s P-Card, and therefore, the employee owes money to the University. Employees must reimburse the University within 30 days of notification of amount due. If the dollar amount is negative, it denotes that the employee purchased gasoline for business use on his/her personal credit card, and the University owes funds to the employee. Employees can file a business reimbursement form to request funds owed to them.

Campus Zipcar

If it is necessary for an employee, student, or student organization to utilize a campus Zipcar for University business purposes, they will be reimbursed for mileage at the prevailing rate set by the University. Employees, students, or student organizations will not be reimbursed for any other fees or costs related to the Zipcar, including membership in the program, or daily/hourly rental fees. The JPMorgan Chase Procurement Card should not be used by an employee, student, or student organization for membership or rental of a ZipCar.

Non-University owned Vehicles

A) Private Vehicles

1) Authorized Use: Private vehicles will be used in the conduct of University business and activities only when such use is the most economical and efficient transportation option available. The appropriate University official will authorize all such use of private vehicles.

2) Authorized Drivers: Only employees and volunteers will be authorized to drive private vehicles on University business or activities.

3) Insurance: Private vehicles used on University business must be covered under the owner’s insurance as required by law. The vehicle insurance policy need not be classified for commercial use, but if the extent of University business goes beyond incidental use, it will be the responsibility of the employee or volunteer to check and resolve these issues with his/her insurance company.

The individual’s insurance covering the private vehicle used on University business pays first and, if that insurance is exhausted, the University insurance pays second to the extent of the policy. Claims made against the private insurance for personal injury and physical damage, including any deductible costs, for accidents occurring from the operation of privately owned vehicles when used on University business are not reimbursable from University funds or University insurance.

4) Mileage Reimbursement: Mileage reimbursement is available to cover the cost of operation of private vehicles used for University business. Mileage reimbursement rates are generally similar to the allowable mileage rate set by the Internal Revenue Service. For questions regarding the University’s current reimbursement rate, please contact the Controller’s Office.

B) Rented Vehicles

1) Authorized Use: Vehicles may be rented by employees and volunteers only with the prior approval of an appropriate University official. The words “ Bryant University” must be written under the signature of the person renting the vehicle.

2) Insurance: Authorized drivers of commercially rented vehicles will NOT purchase any insurance from the rental agency on domestic rentals. All domestic insurance requirements are met by the University’s auto insurance policy. Rental agency insurance should be purchased on rentals in foreign countries.

3) Employees needing to rent a vehicle are asked to use our preferred vendor whose information appears below. If the rental period will be longer than one month, please contact the Purchasing Department at Ext. 6018.

Enterprise Rent-A-Car

1871 Mineral Spring Avenue

North Providence, RI 02911

(401) 354-5533

Campus Zipcar

If it is necessary for an employee, student, or student organization to utilize a campus Zipcar for University business purposes, they will be reimbursed for mileage at the prevailing rate set by the University. Employees, students, or student organizations will not be reimbursed for any other fees or costs related to the Zipcar, including membership in the program, or daily/hourly rental fees. The JPMorgan Chase Procurement Card should not be used by an employee, student, or student organization for membership or rental of a ZipCar.

Vehicle Business Mileage Use Log

 

Quarterly Purchase of Gasoline on University P-CARD