VIII. TRAVEL RELATED INSURANCE

All University employees, including those engaged by the University in connection with research grants and contracts, are routinely covered 24 hours a day, worldwide, against accidental death or dismemberment while on an official University business trip or while engaged in designated extra-hazardous activities on behalf of the University.

In addition, all University employees are provided with Workers’ Compensation coverage for work-related injury or illness that occurs during a University-approved and -funded business trip.

Automobile liability insurance is only provided for State employees that are operating University owned vehicles for University business and with the express approval of the department’s Appropriate Administrator.  In all other cases, no Automobile liability coverage is permitted.

For insurance coverage purposes, an official University business trip begins when the traveler leaves his/her residence or normal work location, whichever occurs last, and ends when the traveler returns to his/her residence or normal work location, whichever occurs first.

All employees or students, who travel internationally on CSU business, are required to use the Foreign Travel Insurance Program (FTIP) via the California State University Risk Management Authority (CSURMA) and report their trips as soon as practical, but no less than 30 days for travel to high hazard or countries on the U.S. State Department Travel Warning List in advance of travel.

Requests for insurance, with a completed Foreign Travel Participant List Form, must be received by the campus Office of Risk Management no later than 10 days prior to the travel event.

Administrative Guidelines for Purchasing of Foreign Travel Insurance and the FTLIP summary of coverage is available on the campus Office Risk Manager’s website at: http://daf.csulb.edu/offices/financial/risk_management/insurance_program/foreign_travel.html.

Students have available Travel Accident Coverage when attending any school sponsored activity which is part of a course requirement, is sponsored by a University Auxiliary organization, required student organization /club, or includes travel to and from campus.  Coverage is not provided for travel by watercraft or airplane.

Each trip, by charter, aircraft, or bus, for the purpose of CSU student, shall include indemnity and co-insurance provisions as outlined in Executive Order 1041-CSU Student Travel Policy.

Refer to the following web site for current information on University insurance coverage for employees and students:  http://www.calstate.edu/risk_management/rm/

Specific questions regarding insurance coverage and requirements should be directed to the campus Risk Management office: http://daf.csulb.edu/offices/financial/risk_management/

Administrative Guidelines for Purchasing of Foreign Travel Insurance and the FTLIP summary of coverage is available on the campus Office Risk Manager’s website at: http://daf.csulb.edu/offices/financial/risk_management/insurance_program/foreign_travel.html

An employee who regularly uses a private vehicle on University business is required to have and provide, upon request, satisfactory evidence of liability insurance coverage.  Regular is defined as more than one trip per calendar month.

When private vehicles are used on University business, the appropriate administrator responsible for reviewing travel shall require that employees have adequate liability insurance coverage.  The minimum prescribed liability insurance coverage is as follows:

• $15,000 for personal injury to, or death of, one person;
• $30,000 for injury to, or death of, two or more persons in one accident; and
• $5,000 for property damage.

The University does not provide liability insurance coverage.

The reimbursable mileage rate includes the cost for maintaining liability insurance at the minimum amount prescribed by law and collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible.

When a privately owned vehicle operated by an employee is damaged by collision or receives other accidental damage, reasonable reimbursement for repairs incurred by the employee shall be allowed under the following conditions:

• The damage occurred while the vehicle was being used on official state business with the authorization of the employing University.
• The vehicle was damaged through no fault of the employee.
• The amount claimed is an actual loss to the employee, which is not recoverable either directly from or through the insurance coverage of any of the parties involved in the accident.
• The amount of the loss claimed does not result from a decision of an employee not to maintain collision coverage.
• The claim is processed in accordance with prescribed procedures.

Expenses that can be recouped from insurance are not eligible for reimbursement. The amount reimbursed shall be based on receipts submitted by the employee to the individual who authorized the travel. The reimbursement may be charged to the department or to another appropriate account as designated by the President or designee.

Additional information may be found in the University and Private Vehicles Policy Guidelines published by the CSU Offices of Risk Management, Human Resources and General Counsel.  This document may be found at: http://www.calstate.edu/HRAdm/Policies/csumv__policy_guideline.pdf

Travelers are expected to use rental agencies with which the University has system-wide contracts that include insurance coverage. The following rules apply to insurance coverage for rental cars:

• On contract rental vehicles used in the continental United States, charges for additional insurance are not allowable, including any charge for a collision damage waiver (CDW).
• Additional charges for insurance coverage will not be reimbursed if a non-contract agency is used, unless no car rental company in the area has such an agreement with the University.
• The cost of full collision coverage for rental cars used in Alaska, Hawaii, U.S. possessions, and foreign countries, is allowable.
• A vehicle rented from an agency with which the University has an agreement is not covered by insurance when it is being used for a personal day of travel.
• Travelers shall not rent, use and operate 15 passenger vans or 14 passenger vans where a seat has been removed.

Some rental car agreements contain special coverage provisions that differ from the general coverage rules detailed above. For additional information on rental car insurance coverage, see: http://www.travel.dgs.ca.gov/CarRental/default.htm   The University’s risk management office should be contacted for information on campus-specific contracts or insurance coverage.

A University traveler may be reimbursed for property damage to a rental vehicle only if such expenses were incurred on days the vehicle was being used for University business purposes.  The amount reimbursed may be charged to the traveler's department, the department sponsoring the traveler, or to an account designated by the President or his/her designee, as appropriate.

The traveler shall submit with the Travel Expense Claim a brief description of the damage to the vehicle, including an explanation of the cause of such damage, and either a police report or a report prepared by the rental company.

If an employee incurs a loss to personal belongings, the first common carrier is typically responsible for reimbursement of losses, and the employee should file an appropriate claim as instructed by the common carrier.

If the common carrier does not provide full reimbursement to the employee for personal effects and the employee charged common carrier tickets, related to the trip, on the American Express Travel Card, the employee may attempt to recoup losses up to $1,750 for baggage. To speak with an American Express Baggage Plan representative call (800)645-9700.

If the common carrier insurance and the insurance coverage provided by American Express do not sufficiently cover the employee’s baggage loss then an “equity claim” may be filed with the University’s Risk Management/Insurance officer.

Documentation to substantiate the claim is required.  Claims of less than $1,000 may be settled, if appropriate, at the University level.  Claims or settlements greater than $1,000 a claim may be filed through the Office of Risk Management and Public Safety at the Chancellor’s Office.  The claim form may be found at: http://www.calstate.edu/risk_management/claims/

In case of emergencies while on travel status, the traveler should first contact emergency responders at their location.  The traveler’s Appropriate Administrator and University Risk Management/Insurance officer should be informed as soon as possible.