Insurance for State Owned and State Leased Vehicles

This section contains General Insurance Requirements set forth by the Department of Administrative Services (DOAS). Transportation Providers and other applicable operators should reference DOAS' website for the most current information at doas.ga.gov and search for Insurance and Bonding Guidelines. In the event information in this manual differs from what is on the DOAS’ site, the DOAS’ site supersedes this manual.

Vehicle Liability Coverage

The Department of Administrative Services (DOAS), Self-Insured Program carries a General Comprehensive Liability Policy. This policy provides liability insurance for state employees and authorized drivers in all state departments, boards, agencies, and instrumentalities against loss resulting from accidents arising out of the use of State owned vehicles and/or vehicles on long-term leases to the state. The Vehicle Liability coverage must be purchased on vehicles titled to the state or on vehicles on long-term leases to the state.

Insured (Who is Covered)

  • All State of Georgia Government entities including state offices, agencies, departments, commissions, boards, divisions, or institutions.

  • Non-profit agencies and their employees whose agencies have contracted with the Department of Human Services.

  • Any employee of the State of Georgia while operating an automobile owned or leased by the state, its agencies, or its instrumentalities.

  • Additional Insured: The contractor shall add the “State of Georgia, its officers, employees and agents” as an additional insured under the commercial general and automobile liability policies.

State employees using their own private vehicles to conduct official business on behalf of the state should refer to Chapter 2, Section D for insurance coverage information.

Required Limits of Liability

Insurance Type: Minimum Limits:

Workers Compensation (WC):

Required for all Contracts - NO EXEMPTIONS

Commercial General Liability (CGL):

Each Occurrence Limit

$ 1,000,000

Personal & Advertising Injury Limit

$ 1,000,000

General Aggregate Limit

$ 2,000,000

Products/Completed Ops. Aggregate Limit

$ 2,000,000

Automobile Liability - combined single limit

$ 3,000,000

Exclusions

  • This coverage does not apply unless an insured’s employee is operating an automobile in the course of employment.

  • This coverage does not apply to volunteers, contracted employees, or employees who work for employment agencies. Refer to Chapter 2, Section E for additional information on volunteers.

Premium Charges

Vehicle insurance premium invoice notices are sent to vehicle operators on an annual basis, usually in July.

Vehicle Comprehensive Coverage (Auto Physical Damage)

Auto Physical Damage (APD) coverage is provided under the DOAS Self-Insured Program and insures against the risk of physical loss, damage, or theft of state-owned or state-leased vehicles. This coverage is optional and must be requested by your agency.

To file a claim, follow the steps below in Section 3 – Accident and Incident Reporting. After filing a claim:

  1. DOAS notifies you/your agency that a claim has been created.

  2. Forward an estimate utilizing alternative parts.[1] Let the repair shop know the NetClaim number or the date of loss and let them send the estimate to APD@doas.ga.gov with the information in subject line.

  3. You may be asked to provide a police report.

  4. DOAS advises if the loss is assigned to an appraiser, in which case no estimate is needed; simply let the appraiser know the selected shop for repairs.

  5. Send all documents only to APD@doas.ga.gov without copying any other individuals, including individuals working at DOAS. Documents must reference a date of loss and an agency name or include the NetClaim number. DOAS will determine the amount of the claim and whether a deductible ($500) applies.[2]

  6. DOAS will pay the shop or your agency and notify your agency to proceed with repairs.[3] DOAS will not pay more than $44 per hour for labor.

  7. On Total Losses, send the signed title to Fleet and DOAS will move the vehicle.

  8. The vehicle will be placed out of service and the fuel card will be canceled. The vehicle must not be driven.

  9. Failure to take quick action in reporting or providing the necessary paperwork could result in additional costs being assessed to your claim.

To discuss an open claim, call 404-463-7488 or APD@doas.ga.gov.

Accident and Incident Reporting

Incidents and accidents involving consumers, providers, coordinated system vehicles and/or Department of Human Services (DHS)/Department of Behavioral Health and Developmental

Disabilities (DBHDD) titled vehicles MUST be reported in a timely manner by the driver to their supervisor or designated insurance coordinator, who should contact DOAS and the Regional Transportation Office (RTO). The organization must immediately report the vehicle accident or consumer injury as outlined below. Failure to report as outlined could result in the transfer or reassignment of a DHS and/or DBHDD vehicle.

For vehicle accidents, call:

  • 911 and inform the police of the accident or property damage in order to obtain a police report – a formal accident report must be filed if an accident involves another vehicle

  • The emergency contacts for each consumer involved in the accident, including all passengers in the vehicle

  • State of Georgia DOAS

  • The appropriate RTO

For consumer-related incidents, call:

  • 911, if applicable

  • The emergency contact for each consumer involved in the incident

  • The appropriate RTO

State of Georgia DOAS

Self-Insured Program
Toll Free Phone: 1-877-656-RISK (1-877-656-7475)
THIS CALL SHOULD BE MADE AS SOON AS POSSIBLE AFTER THE ACCIDENT.

Refer to the vehicle’s Auto Liability Insurance Identification Card or the reporting procedures for the most up-to-date information regarding what to expect during the call. The current DOAS Auto Program card may be found at doas.ga.gov and searching for “Auto Insurance”.

The card currently states:

The Auto Program is a self-funded program through the State of Georgia that covers state employees while driving on state business. Our goal is to resolve claims fairly and swiftly while protecting state agencies and state employees.

To Report an Automobile Accident:

Call Toll Free Phone: 1-877-656-7475 to report accidents within 48 hours. If you are in an accident, be sure to get the following information before leaving the area:

  • Date, Time, Place

  • Your Vehicle – year, make, model, tag

  • Describe Accident. Include:

    • Direction each vehicle was traveling, weather conditions

    • Details of accident.

  • For all individuals include name, address, employer, home and work phone numbers. Describe injuries claimed and observed; ID hospital, if applicable

    • Insured (State Employee) driver

    • Your passengers

    • Other driver

    • His/ her passengers

    • Witnesses

  • Other vehicle(s): year, make, model, tag, insurance company and policy #

  • Police: agency, officer, citations issued (?), to whom?

Regional Transportation Office

All accidents and incidents involving consumers while under the supervision of the Transportation Provider (TP) must be reported to the RTO within 2 hours. This includes accidents involving the vehicle or property damage as well as consumer-related incidents such as injuries, assaults, and inappropriate behavior. Accidents and incidents involving leased or administrative vehicles are also required to adhere to this reporting process. A state employee operating an administrative vehicle is considered a TP in this section and on the required forms. If the accident or incident occurs on a weekend, holiday, or after hours, it must be reported by the next business day. The RTO sends email notification of the accident or incident to the District Operations Manager (DOM) and the Fleet and Risk Manager. The DOM and Fleet and Risk Manager notify other appropriate DHS staff, as needed.

Accident and Incident Reporting to The RTO by The Transportation Provider:

  1. TP completes Appendix 24 – Vehicle Operator Initial Accident and Incident Reporting Form and submits to the RTO within 2 hours of the accident/incident,. The initial email subject line should read:

    • Region X - Accident or Incident-Date of occurrence - Contractor Name and Subcontractor Name (or Region and County, if reporting an accident involving an administrative vehicle)

    • Example 1: Region 9 - Accident on 9/22/2016 - Contractor: Heart of Georgia RC - Subcontractor: Quality Trans.

    • Example 2: DFCS Region 9 – Dodge County - Administrative Vehicle Accident on 9/22/2016

  2. Within five business days, TP completes and submits Appendix 25 – Vehicle Operator Accident and Incident Follow-Up Reporting Form and all supporting documentation to the RTO via email. Supporting documentation includes written incident reports, police reports (if applicable), accident reports, and any other items pertinent to the incident, such as photographs and videos. Email this information to your DOM and the Fleet and Risk Manager. The e-mail subject line for updates should read:

    • UPDATE: Region X – Accident or Incident - Date of occurrence - Contractor Name and Subcontractor Name

    • Example 1: UPDATE: Region 9 - Accident on 9/22/2016 - Contractor: Heart of Georgia RC - Subcontractor: Quality Trans.

    • Example 2: UPDATE: DFCS Region 9 – Dodge County - Administrative Vehicle Accident on 9/22/2016

TPs are required to maintain copies of all accident reports in the pertinent driver and vehicle files.
If a State titled vehicle involved in an accident is deemed a total loss by insurance, the vehicle operator is required to surplus (aka. dispose of) the vehicle in Asset Works. Refer to Chapter 2, Section B for additional instructions on vehicle surplus.

Accident and Incident Reporting to The DOM and The Fleet and Risk Manager by The RTO:

  1. RTO completes Appendix 26 – Regional Transportation Office Initial Accident and Incident Reporting Form and submits to the DOM and within 4 hours of receipt. The initial email subject line should read:

    • Region X - Accident or Incident- Date of occurrence - Contractor Name and Subcontractor Name

    • Example 1: Region 9 - Accident on 9/22/2016 - Contractor: Heart of Georgia RC - Subcontractor: Quality Trans.

    • Example 2: DFCS Region 9 – Dodge County - Administrative Vehicle Accident on 9/22/2016

  2. Within 24 hours, or one business day of the receipt of the follow up report from the TP, RTO completes Appendix 25 – Vehicle Operator Accident and Incident Follow-Up Reporting Form and submits to the DOM and the Fleet and Risk Manager. This form has a section at the bottom for the last time the TSS office inspected the vehicle/provider. This section of the form is mandatory. The email subject line should read:

    • Region X - Accident or Incident - Date of occurrence - Contractor Name and Subcontractor Name

    • Example 1: Region 9 - Accident on 9/22/2016 - Contractor: Heart of Georgia RC - Subcontractor: Quality Trans.

    • Example 2: DFCS Region 9 – Dodge County - Administrative Vehicle Accident on 9/22/2016

RTOs are required to maintain copies of all accident/incident reports.

1. Alternative parts include remanufactured, used, or after-market parts. These greatly reduce the cost of repairs and keep premiums down. These parts will not be acceptable replacements for any safety related components. Alternative parts are required on every estimate where they are available, regardless of the age of the vehicle. Failure to follow this requirement will result in delays in handling the claim.
2. A deductible applies when the employee strikes another vehicle in the rear, hits a fixed object (including a parked vehicle), or fails to report a crime, such as hit & run, vandalism, etc., to the police.
3. Total Losses: Under the terms of the policy, a vehicle is a total loss if the repair estimate exceeds 75% of the Book Value in HOLMAN. We will have all potential total losses assigned to an appraiser to determine the actual cash value and the value of the salvage.