Record your fleet vehicle information in the following spaces. This information will be needed when filing a claim.
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1 PLEASE KEEP THIS INFORMATION IN YOUR VEHICLE AT ALL TIMES These documents outline the procedures you must follow when your fleet vehicle is involved in an accident Record your fleet vehicle information in the following spaces. This information will be needed when filing a claim. Unit #: VIN: License Plate: Year/Make/Model: WHAT TO DO IN CASE OF AN ACCIDENT: Notify police and obtain an accident report Seek medical help for injured parties Do not admit fault Obtain driver and insurance information from other parties involved Check for/obtain information from any witness and/or injured parties Call Fleet Response at to file a claim Fleet Response will arrange a tow for your vehicle (if needed), repair any damage, provide rental replacement (if needed) and schedule glass service If you have any questions regarding this program or need assistance, please contact Fleet Response at
2 HEWLETT PACKARD has selected Fleet Response to manage all fleet vehicle accident reporting, estimates, repairs, towing and subrogation in the United States. All vehicle accidents/incidents must be reported regardless of the cause or extent of damages, including, but not limited to, vandalism, weather, collision, windshield repair, etc. Fleet Response will direct you to an authorized repair facility, arrange a tow (when necessary), and negotiate the repair price, pending HP Fleet Management approval. For all vehicle accidents/incidents you must follow these procedures: 1. Attached below are important accident/incident reporting reference materials provided by Fleet Response. We recommend you print these documents, and place them in your glove box where they should remain at all times. Use the attached form to capture important information at the accident scene. Photos of the scene and the damage to the vehicles involved may be of assistance in the claims management process. 2. Call Fleet Response at (24 hours a day, 7 days a week) at the scene if possible or within 24 hours after the incident to report your claim, per HP s Fleet Policy. Be prepared to give all vital information to the Fleet Response representative. Year/Make/Model/VIN of your vehicle, mileage odometer reading, work address and phone number along with a complete description of the incident, witness information and the damage to your vehicle. The Fleet Response representative will create the Automobile Loss Notice and will repeat your accident statement for your final approval. Accuracy of the original statement is critical in the correct processing of the claim. Your account of the incident cannot be modified or altered at a later date. Calls may be recorded for quality assurance purposes. 3. Depending on the condition of your fleet vehicle, Fleet Response will direct you to a Fleet Response designated repair facility as soon as possible for an estimate or will arrange for a tow. If the vehicle is drivable, an estimate must be obtained within five business days. After Fleet Response audits the estimate, the repair facility will contact you regarding a repair appointment. Appointments for repairs must be made within five business days. Remove all company property and personal belongings from the vehicle. The Repair Facility, HP Fleet and GE Fleet Services are not responsible for lost/stolen property. If your vehicle is not repairable (totaled), Fleet Response will coordinate with the leasing company for proper disposal of the damaged vehicle. If you have questions during the repair process, contact Fleet Response at All accidents and injuries should be reported to your supervisor as soon as possible. Injuries sustained in the accident, if on company business, should be reported to DIAL EHS. 5. When reporting to police, follow the laws of the state in which the incident occurred.
3 6. Serious Injuries or Fatalities: When reporting a serious injury or fatality, Fleet Response will immediately contact the appropriate person at Hewlett Packard s North America Fleet Organization. 7. Subrogation: When another party is at fault for the incident, Fleet Response will contact the other party and/or their insurance company as a Hewlett Packard representative to recover the repair costs and all other expenses associated with the incident. Please cooperate fully with Fleet Response if they need any additional information while subrogating the claim. 8. Glass Only: If operating a Ford Fleet Vehicle, Non-Accident related GLASS ONLY claims can be reported to and repaired through Ford s US Glass Program. HP Fleet Program Participants can arrange an appointment by calling , scheduled through the nearest participating National Glass Program Shop. Professional mobile installation at your location may be arranged. If operating a non-ford fleet vehicle, Non-Accident related GLASS ONLY claims can be reported to GE Fleet Maintenance, at (US). All other claims involving GLASS damage (vandalism, weather, road debris, etc.) should be reported and repaired through Fleet Response at ACCIDENT RELATED RENTAL VEHICLES In addition to accident management, Fleet Response will also facilitate accident related rental requirements. Fleet Program Participants will only be approved for a standard or smaller sized sedan. Parts carrying participants may be approved for a full sized sedan or parts-carrying alternative vehicle if necessary, and if available, once the exception class status has been verified. Participants must return rental vehicles to the original rental provider as the Company will not approve drop off charges. Under certain circumstances, out of area rental drop offs (4 hours one-way drive from participant s workplace) may be approved by North America Fleet. Accident related coordinated rentals do not require the participant to accept additional insurance. NOTE: Accident Related Rental Vehicles may only be operated by the HP Fleet Program Participant. Spouses/Domestic Partners, as well as other family members, etc, are not permitted to operate the accident related rental vehicle. PROCEDURES FOR FLEET VEHICLE ACCIDENT RELATED RENTALS Call Fleet Response at between 8:00am and 8:00pm EST.
4 Accident Information Form Please complete this form when involved in an accident with another party. After completing the form, call Fleet Response immediately. Please be prepared to provide the following driver and accident information. You will also be asked to provide your vehicle unit number, vehicle ID number (VIN), year/make/model and plate number. Other Driver 1 Information Driver Name Owner Name Owner/Driver Address City/State/Zip Code Home Phone Cell Phone Work Phone Insurance Carrier Name Insurance Carrier Phone Insurance Policy Number Year/Make/Model/Plate Drivers License Number/State Other Driver 2 Information Driver Name Owner Name Owner/Driver Address City/State/Zip Code Home Phone Cell Phone Work Phone Insurance Carrier Name Insurance Carrier Phone Insurance Policy Number Year/Make/Model/Plate Drivers License Number/State Witness/Passenger/ Injured Information Name Address Phone Please circle one Witness Passenger Injured Witness/Passenger/ Injured Information Name Address Phone Please circle one Witness Passenger Injured
5 Please use the back of this form to provide a complete description of the accident. Please note the direction and speed of other vehicles involved, as well as any traffic signals or road conditions that may have contributed to the accident. Description of Accident Please Use Letter A for Your Vehicle, Please Use Letter B for Other Vehicle, etc. Comments Diagram W N S E
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