POLICIES AND PROCEDURES

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1 POLICIES AND PROCEDURES Department: Campus Safety and Security and Welcme Center/Infrmatin Subject: Rental Vehicle Insurance Date Issued: December 16, 2005 Date Revised: March 23, 2009; Octber 1, 2011 Apprved By: I. Plicy This plicy utlines the cnditins f insurance cverages that are available when renting vehicles while traveling n cllege business. II. Scpe This plicy applies t all Luther faculty and staff wh need t rent vehicles while away frm Luther in rder t cnduct cllege business activities. III. Terms and Definitins Car rental agency agency that rents vehicles fr shrt-term perids. Mtr vehicle includes all types f vehicles, which are self-prpelled. Luther MasterCard Credit Card credit card issued t emplyees wh travel r purchase gds and/r services. The Office fr Financial Services will prcess payments directly with Master Card fr business-related purchases. Master Rental Insurance rental vehicle insurance cverage prvided fr vehicle rentals initiated and cmpleted with the Luther MasterCard Credit Card. Persnal Credit Card credit card cntracted by the individual emplyee fr their persnal purchases. The Office f Financial Services reimburses emplyee purchases fr business use. See plicy fr Reimbursement fr Travel Expenses. IV. Prcedures and Guidelines A persn renting a vehicle fr Luther Cllege business will have tw ptins fr rental f the vehicle. An emplyee can use the Luther Master Credit Card r their persnal credit card fr vehicle reservatin and payment. If the persn has a Luther Master Credit Card, they must use this card fr renting vehicles. The rental f passenger vans larger than eight passengers is nt allwed with the Luther Master Credit Card. A. Luther MasterCard Credit Card Rented vehicle insurance is prvided with Master Rental Insurance fr damage due t cllisin r theft up t the actual cash value f mst rental cars, prvided the rental perid des nt exceed 31 days. VERY IMPORTANT - The entire rental transactin must be initiated and charged t the Luther MasterCard Credit card t activate the Master Rental Insurance cverage. This des nt include tax, gas r airprt fees.

2 Decline the car rental cmpany s cllisin damage waiver (CDW/LDW) ptin, r similar prvisin, if ffered by the car rental cmpany. The vehicle must be rented in the cardhlder s name, which must be the name signed n the rental agreement/cntract. Rented vehicles must have a manufacturer s suggested retail price that des nt exceed USD $ 50,000. Master Rental Insurance will pay fr cvered damages n a primary basis fr which yu r any ther authrized driver is legally respnsible t the rental agency. Cvered damages include; Physical damage and theft f the vehicle, nt t exceed the limits utlined belw Reasnable lss f use charges impsed by the vehicle rental agency fr the perid f time the rental vehicle is ut f service. Lss f use charges must be substantiated by a lcatin and class specific fleet utilizatin lg. Reasnable twing charges t the nearest factry-authrized cllisin repair facility. Secndary Persnal Effects benefits cvers damage r theft f such effects. Yu must first file under ther applicable insurance (fr example, hme, r business), then we ll cver whatever is nt cvered by yur insurance. Theft r damage t persnal effects while in transit in the rental vehicle r in any building en rute during a trip using the rental vehicle. Excluded vehicles are expensive, extic and antique autmbiles; certain vans; trucks; mtrcycles, mpeds and mtrbikes; limusines; and recreatinal vehicles. Only thse vans, which are standard vehicles with standard equipment and are designed t carry a maximum f eight peple, are cvered. If yu are renting a vehicle in the United States that is designed t carry mre than eight passengers, a persn will need t use their persnal credit card with the cnditins and insurance prvided as utlined in paragraph (B) belw. If renting in a freign cuntry, the persn must cmply with the prcedures utlined in paragraph (C) belw. If yu have a questin regarding a specific vehicle, call the MasterCard Assistance Center at MC-ASSIST. Master Rental Insurance des nt cver injury t persns nr t prperty ther than the rental car as it was riginally manufactured. Liability cverage is prvided under the hired/nn-wned aut prtin f Luther s insurance plicy with Travelers Insurance. Cverage is prvided up t $25 millin. Decline the car rental cmpany s liability waiver if ffered by the car rental cmpany. Luther s insurance carrier prvides this cverage. Master Rental Insurance des nt have a deductible and cvers reasnable lss f use when the vehicle is rented fr business use. Use f a rented vehicle fr persnal use is nt permitted. If yu have an accident: Stay calm. Check fr injuries. Cntact lcal authrities. Get the name address, phne number and insurance cmpany f ther parties invlved. Als, reprt the accident immediately t the Welcme Center/Infrmatin r Campus Safety and Security at r Welcme Center/Infrmatin and Campus Safety and Security are staffed 24 hurs-per-day, seven days per week. D nt discuss wh is r is nt at fault with persns at the scene. Law enfrcement authrities and/r insurance claim adjusters will determine fault. Reprt the accident t yur immediate supervisr as sn as pssible.

3 Immediately, but n later than 30 days fllwing the accident r theft, call MC- ASSIST t request a claim frm. The Visa claim representative will answer any questins yu r the car rental agency may have and will then send yu a claim frm. At the time f the accident r when the vehicle is returned, ask the car rental cmpany fr a cpy f their accident reprt frm and claim dcument which shuld indicate which csts yu are respnsible fr; a cpy f the initial and final car rental cntract; a cpy f the repair estimate r itemized repair bill; tw phtgraphs f the damaged vehicle and a plice reprt, if available. Cntact Facilities Services, ext. 1010, immediately n yur return with the specifics f the accident. Facilities Services will ntify the Cllege insurance carrier abut the accident and help fllw up n the reslutin t the claim. File the claim within 30 days t the MasterCard Insurance Assistance Center. Submit the fllwing dcumentatin within 180 days f the incident r the claim will nt be hnred. Cmpleted and signed claim frm. MasterCard receipt shwing the rental. MasterCard statement shwing the rental. The rental agreement (frnt and back). Cpy f valid driver s license (frnt and back). Reprt frm plice verifying that vehicle was stlen, vandalized, r invlved in a cllisin. Itemized repair estimate frm a factry authrized cllisin repair facility. Cpy f the vehicle rental lcatin class-specific fleet utilizatin lg if lss f use charges is being claimed. Yu must secure this lg frm the rental agency. Fr persnal effects benefits: Reprt frm plice listing items stlen. Cpy f the declaratins page f any applicable insurance r prtectin (including, but nt limited t, hmewner s, renters, r aut insurance plicy). Phtgraph clearly shwing damage, if applicable. Any ther dcumentatin that may be reasnably requested t validate a claim. B. Persnal Credit Card This ptin is nly available if the emplyee desn t have a Luther Visa Credit Card r if the car rental agency des nt recgnize the Master Rental Insurance physical damage prvisin (mst likely t nly happen in a freign cuntry). Liability cverage is prvided under the hired/nn-wned aut prtin f Luther s insurance plicy with Travelers Insurance. Cverage is prvided up t $25 millin. Luther s insurance prvides $35,000 f physical damage cverage n rental vehicles if the rental vehicle is damaged. This applies nly t vehicles rented in the United States. A $1,000 deductible is applicable. Departments wuld be respnsible fr paying the deductible. An ptin wuld be t take the additinal insurance ffered by the car rental agency t cver the physical damage f the rental vehicle. Luther s insurance carrier des nt prvide insurance t cver lss f use f the damaged vehicle. D nt accept this ptin if ffered by the car rental agency. The Cllege will self-insure ptential csts assciated with lss f use f the rental vehicle.

4 If yu have an accident: Stay calm. Check fr injuries. Cntact lcal authrities. Get the name address, phne number and insurance cmpany f ther parties invlved. Reprt the accident immediately t the Welcme Center/Infrmatin r Campus Safety and Security at r Welcme Center/Infrmatin and Campus Safety and Security are staffed 24 hurs-per-day, seven days per week. D nt discuss wh is r is nt at fault with persns at the scene. Law enfrcement authrities and/r insurance claim adjusters will determine fault. Reprt the accident t yur immediate supervisr as sn as pssible. At the time f the accident r when the vehicle is returned, ask the car rental cmpany fr a cpy f their accident reprt frm and claim dcument which shuld indicate which csts yu are respnsible fr; a cpy f the initial and final car rental cntract; a cpy f the repair estimate r itemized repair bill; tw phtgraphs f the damaged vehicle and a plice reprt, if available. Cntact Facilities Services, ext. 1010, immediately n yur return with the specifics f the accident. Facilities Services will ntify the Cllege insurance carrier abut the accident and fllw up n the reslutin t the claim. C. Van Rental If the situatin ever presents itself and a passenger van needs t be rented frm a leasing/rental agency, it is strngly advised that a 12-passenger van(s) be requested. Avid renting 15-passenger vans. These vehicles have been discussed at length by the Natinal Transprtatin Safety Bard (NTSB) fr having high incidences f rlling ver and the dangers assciated with them. In limited cases, use f 15-passenger rental vans may be the nly ptin when renting in ther parts f the United States r in anther cuntry. If this situatin ccurs there are a few things that can be dne t minimize the risk f rllver frm these vehicles D nt allw the use f the last seat in the van (remve, if pssible). D nt allw carg t be stred in the back f the van. D nt allw trailers t be twed behind the vans. D nt allw items t be transprted, r strapped t, the rf f the vehicle. Check and re-check t make sure tire pressures are crrect thrughut the trip. (In these vans the rear pressure is different than the frnt pressure) D. Renting vehicles utside the United States If applicable and acceptable with the car rental agency in the freign cuntry, use the Luther MasterCard Credit Card. Mst f the prvisins in Sectin A will apply. Yu may be unable t receive benefits in Australia, Ireland, Israel, Italy, Jamaica and New Zealand. Please cntact yur vehicle rental agency befre yu travel. V. Cnfidentiality and Recrd The Office fr Financial Services will maintain recrds f vehicle rental charges issued by Luther s Visa Credit Card. They will als maintain recrds f reimbursements t emplyees fr vehicle rentals.

5 Facilities Services and Campus Safety and Security will maintain recrds f vehicle accidents reprted with insurance cmpanies. Any questins abut the recrds can be addressed t Facilities Services at ext. 1010, r Campus Safety and Security at ext

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