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 a vehicle during official duties.

  • 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

All contractor related accidents and incidents should be reported according to the policy for accidents and incidents. Contractors should immediately contact their insurance provider to report accordingly.

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 individuals

    • Other driver

    • His/ her individuals

    • Witnesses

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

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

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.