i. Property and Casualty Insurance - (Liability Insurance)
ii. SDSU Research Foundation Vehicle Insurance
iii. Crime Insurance
iv. Wrongful Acts
v. Workers' Compensation/Special Services
vi. Loss Prevention
vii. Premium Allocations and Deductibles
viii. Certificates of Insurance/Additional Insured
ix. Vendor / Subcontractor Minimum Insurance Requirements
x. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements
xi. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
xii. Foreign Travel
xiii. Property Control
xiv. Service of Subpoenas and Warrants
xv. Driving on SDSU Research Foundation Business Policy

i. Property and Casualty Insurance - (Liability Insurance)

SDSU Research Foundation purchases property and casualty insurance to protect its assets against losses or damages resulting from its business operations. One component of this insurance is a commercial general liability policy. This insurance may not provide coverage for activities which are not considered in the scope and course of employment.

1. Commercial General Liability
   This policy generally should pay for damages that SDSU Research Foundation is legally obligated to pay due to negligence, which results in personal injury and/or property damage to others, subject to policy exclusions.
   
   In the event of an accident, an investigation will be conducted by the risk management department. No admission of responsibility or commitment to pay for damages should be made by any other person.
2. Contractual Liability
   Provides for payment of damages SDSU Research Foundation is legally obligated to pay under an insured contract.
3. Product Liability
   Provides coverage for damages SDSU Research Foundation is legally obligated to pay as a result of loss involving a product designed, manufactured, or distributed by SDSU Research Foundation. Exclusions do apply.
4. How to Submit a Claim
   All incidents involving personal injury, potential injury or property damage must be reported to SDSU Research Foundation's risk management staff immediately at 619-594-4139 or sdsurfriskmanagement@sdsu.edu.

ii. SDSU Research Foundation Vehicle Insurance

This insurance includes auto liability and physical damage coverage. Physical damage coverage includes commercial and collision protection for SDSU Research Foundation owned, leased, or rented vehicles.

1. Comprehensive
   Comprehensive damages include theft of vehicle or damages caused by fire or water. Damage to a vehicle’s windshield is also covered under comprehensive coverage.
   
   No coverage is provided for personal effects or other property of the insured or others carried in or on the vehicle. Comprehensive coverage pays for the repair or replacement with like kind and quality for physical damage other than collision. The deductible amount of $1,000 will be charged to the department or project.
2. Collision
   Collision damages include collision with another vehicle or fixed object, or vehicle overturns. Collision coverage pays for the repair or replacement with like kind and quality. The deductible amount of $1,000 will be charged to the department or project.
3. Automobile Liability
   Automobile Liability is provided for all SDSU Research Foundation owned, leased or rented vehicles used to conduct SDSU Research Foundation business. This insurance program should pay for damages that SDSU Research Foundation is legally obligated to pay to third parties. Note that insurance coverage may not be automatic when vehicles are purchased. Therefore, the risk management staff must be notified when vehicles are acquired.
4. Personal Vehicle Usage
   The vehicle owner must be aware that their personal automobile insurance is the primary policy in the event of an accident. SDSU Research Foundation's insurance coverage is only applicable if the claim exceeds the vehicle owner’s Personal Liability insurance coverage, and a claim is made against the SDSU Research Foundation because of the accident. Insurance carriers normally allow the occasional use of privately owned vehicles for business trips without an increase in premium rates. If a private vehicle is regularly used on SDSU Research Foundation business, an employee should notify their insurance carrier.
5. Rented Vehicles
   Automobile insurance for rented vehicles is provided for SDSU Research Foundation employees, PI, and project staff who are employed by SDSU Research Foundation and are participating in SDSU Research Foundation related business activities. When employees rent vehicles to conduct SDSU Research Foundation business, they should advise the rental agency that they are renting the car to use while on SDSU Research Foundation business and deny the comprehensive, collision, and general liability coverages. All three of these coverages are provided under a single SDSU Research Foundation policy. If a rental agency requires proof of insurance, submit a request for a copy by completing the https://foundation.sdsu.edu/pdf/risk_certificate_insurance_request.pdf (PDF Format, 92KB)*. Please note: there is a $1,000 deductible. SDSU Research Foundation’s policy does not cover damage for rentals of more than thirty (30) consecutive days or for losses reported more than forty-five days (45) from date of loss. All such uninsured losses and the deductible amount of $1,000 will be charged to the department or project.
6. How to Submit a Claim
   All accidents involving SDSU Research Foundation-owned or leased vehicles, and private vehicles being operated on SDSU Research Foundation business, must be reported to the risk management staff immediately at (619) 594-4139 or sdsurfriskmanagement@sdsu.edu. A Vehicle Accident Report along with all other documentation (estimates, police reports, etc.) should be forwarded to the risk management department. along with all other documentation (estimates, police reports, etc.) should be forwarded to the risk management department.

iii. Crime Insurance

Types of coverage include:

1. Fidelity coverage extends to the loss of SDSU Research Foundation cash, securities, bonds and money as a result of employee dishonesty. Deductibles and exclusions do apply. Coverage may not be provided for the loss of personal property.
2. Forgery and alteration insurance provides coverage for altered or forged documents.
3. Money and securities coverage extends to the loss of SDSU Research Foundation cash, securities, bonds and money. Deductibles and exclusions do apply. Coverage may not be provided for the loss of personal property.
4. Money Order Coverage protects against theft of money orders.
5. Computer Fraud protects against financial losses resulting from computer theft.

All incidents and losses should be reported to risk management. Proof of loss and documentation supporting the amount claimed should be included.

iv. Wrongful Acts

1. Employer's Legal Liability
   Covers amounts SDSU Research Foundation is legally obligated to pay for the legal defense and for damages incurred resulting from a claim against SDSU Research Foundation, staff members, managers, officers, director, or named insureds. Coverage includes any alleged error, misstatement, misleading statement, act, omission, neglect or breach of duty arising while acting in good faith during the performance of their assigned duties.
2. Employment Practice Liability
   Covers damages that SDSU Research Foundation is legally obligated to pay for claims arising out of wrongful termination, sexual harassment and employment discrimination.
3. How to Submit a Claim
   Any notice of a complaint of alleged wrongful acts must be reported to the human resources department at (619) 594-4139.

v. Workers' Compensation/Special Services

Under Cal/OSHA regulations, all employers are required to log designated work-related injuries and illnesses. The Human Resources department compiles and maintains this log based on information from injury reports submitted. Any requests for viewing this log by Cal/OSHA representatives should be directed to the human resources department.

vi. Loss Prevention

Risk management attempts to identify loss potential and coordinates preventive measures to correct areas of concern. Expert assistance such as external consultants, work-site assessments and safety engineers may be utilized. In addition, risk management works with environmental health and safety, facilities management, and the human resources department, to provide education, training and assessment of risk areas. Employees, interns, volunteers and visitors are encouraged to bring dangerous situations to the attention of one of these departments.

vii. Premium Allocations and Deductibles

Premium allocations/deductibles for various types of insurance coverage or claims will be allocated to SDSU Research Foundation departments or projects. The allocation method is based upon the insurance exposures within each department. The deductible for theft, loss or damage to property is $5,000.

viii. Certificates of Insurance/Additional Insured

SDSU Research Foundation is involved in numerous activities and business ventures with various contractors, subcontractors and business entities. Therefore, it is necessary to ensure that SDSU Research Foundation is adequately protected against losses or claims arising out of the activities of contractors, subrecipients and business entities. If SDSU Research Foundation determines that an activity warrants additional protection against certain risks, it may request that the organization it is conducting business with provide a certificate of insurance (Accord form). This certificate should have an attached "additional insured endorsement" stipulating that CSU, SDSU and SDSU Research Foundation are additional insured under the contractor, subrecipient or vendor insurance policy. The certificate is to be sent to the department seeking the services of the contractor or supplier and to the risk management department. All certificates of insurance and additional insured requests should be submitted to SDSU Research Foundation’s risk management staff for processing.

If an organization requests a certificate of insurance from SDSU Research Foundation, that request must be submitted to risk management. The information required for completing a certificate of insurance (PDF Format, 166 KB)* that includes:

• Requesting persons' name, department, telephone/fax number and e-mail address;
• Certificate holder, to whom the certificate is to be issued;
• Certificate holder or contact person’s name, address, and phone/fax number and e-address;
• A description of the activity for which the certificate is needed, including purpose, location and time period;
• Items to be insured if property coverage is requested;
• The type and limits of insurance for which proof is required;
• Time frame of when a certificate is needed and who should receive copies;
• Whether or not the original is sent back to the requester (i.e., to be included with contract).

Note: Contracts or lease pages outlining requirements are typically helpful and in some instances, may be required for additional insured requests.

ix. Vendor / Subcontractor Minimum Insurance Requirements

1. Commercial General Liability
   Each subcontractor shall supply a Certificate of Insurance showing evidence of commercial general liability coverage with a limit of at least $1,000,000 combined single limit per occurrence, or higher as required by SDSU Research Foundation. The certificate must have an endorsement attached which (1) names SDSURF as an additional insured; (2) provides that such insurance is primary and any other insurance of SDSURF is excess; and (3) waives any subrogation rights or claims against SDSURF. The additional insured endorsement must be attached to the certificate. Endorsements that limit or exclude coverage are to be attached to the certificate.


2. Umbrella or Excess Liability
   Each subcontractor shall supply a Certificate of Insurance showing evidence of umbrella or excess liability coverage in an amount not less than $1,000,000 combined single limit per occurrence. Endorsements that limit or exclude coverage are to be attached to the certificate


3. Worker's Compensation and Employer's Liability
   Each subcontractor shall supply a Certificate of Insurance providing evidence of worker's compensation and employer's liability coverage. The employers' liability limits shall be at least $1,000,000 for each occurrence. A waiver of subrogation shall be attached in favor of SDSURF.


4. Automobile Liability
   Each subcontractor shall supply a Certificate of Insurance showing commercial automobile liability coverage in an amount no less than $1,000,000 combined single limit per accident for all owned, non-owned, and hired vehicles.


5. Professional Liability
   If the subcontractor is a licensed architect, engineer, designer, or other "professional," a Certificate of Insurance shall be supplied showing errors and omissions coverage in an amount not less than $1,000,000 per occurrence. The certificate must have an endorsement attached which (1) names SDSURF as an additional insured; (2) provides that such insurance is primary and any other insurance of SDSURF in excess and (3) waiving any subrogation claims against SDSURF. The additional insured endorsement must be attached to the certificate.


6. Property Insurance
   Tenant will procure and maintain property insurance coverage for:
   
   • All furniture, fixtures, office equipment merchandise and all other personal property at or about the premises.
   • Leasehold improvements made by the tenant;
   • All improvements, betterments, alterations and additions to the premises.
   Tenant property insurance must be written on a policy providing Special Form or equivalent.


7. Additional Requirements
   The insurer providing coverage for commercial general liability, umbrella or excess liability, workers’ compensation, automobile liability and professional liability shall have a minimum A.M. Best's rating of A VII and be admitted in California. This can be amended by separate agreement by SDSURF. All certificates are to be sent to:
   
   1. Original to the SDSURF department that contracts with the subcontractor or vendor.
   2. Copy to Risk Management, San Diego State University Research Foundation, 5250 Campanile Drive, San Diego, CA 92182-1945.

x. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements

1. Commercial General Liability
   Each subcontractor providing transportation services shall supply a Certificate of Insurance showing evidence of commercial general liability coverage with a limit of at least $2,000,000 combined single limit per occurrence, or higher as required by SDSURF.
   
   The above limit can be satisfied through a combination of primary and excess policies.


2. Worker's Compensation and Employer's Liability
   Each subcontractor shall supply a Certificate of Insurance providing evidence of workers’ compensation and employer's liability coverage. The employers’ liability limits shall be at least $1,000,000 for each occurrence. A waiver of subrogation shall be attached in favor of SDSURF.
   
   The above limit can be satisfied through a combination of primary and excess policies.


3. Automobile Liability
   Each subcontractor providing transportation services shall supply a Certificate of Insurance showing commercial automobile liability coverage in an amount no less than $2,000,000 combined single limit per accident for all owned, non-owned, and hired vehicles.
   
   The above limit can be satisfied through a combination of primary and excess policies
   
   Certificate must have an endorsement attached which (1) names CSU, SDSU and SDSURF as an additional insured; (2) provides that such insurance is primary and any other insurance of SDSURF is excess; and (3) waiving any subrogation rights or claims against SDSURF. The additional insured endorsement must be attached to the certificate. Endorsements that limit or exclude coverage are to be attached to the certificate also.


4. Foreign Territories
   If the vendor/subcontractor is providing transportation services or tours in a foreign territory, the certificate of insurance must have an endorsement attached verifying that the vendor/subcontractor’s insurance includes the foreign country in its Coverage Territory.
   
   All certificates must be received and approved by SDSURF prior to any work, event, or activity that exposes SDSURF to legal liability.
   
   SDSU Research Foundation retains the right to evaluate any business agreement to insure compliance with this requirement. SDSURF also retains the right to make exceptions where needed.

xi. Leased, Rented, Loaned or Borrowed Equipment and Vehicles

1. Leased/Rented Equipment and Vehicles:
   SDSU Research Foundation may be required to provide leasing/rental agencies with a certificate of insurance. In such cases, the buyer will request a certificate of insurance. The buyer will provide risk management with a detailed description of equipment (to include manufacturer, model, color etc), value and the insurance requirements as defined in the company terms and conditions.


2. Loaned/Borrowed Equipment and Vehicles:
   SDSU Research Foundation may be required to provide a company/individual with a certificate of insurance. In such cases, the department/project will request a certificate of insurance from the SDSURF risk management staff. The department/project will provide risk management with a detailed description of equipment (to include manufacturer, model, color etc.), proof of ownership, age/year originally purchased, purchase price, current value, and if possible, a photo and condition report.

xii. Foreign Travel

Insurance coverage and assistance is provided for PI or project staff employed by SDSU Research Foundation when they are participating in SDSU Research Foundation related activities in a foreign country. SDSU Research Foundation’s risk management staff must be notified at least 30 days in advance whenever foreign travel is anticipated. In order for the California State University Risk Management Authority (CSURMA) Foreign Travel Liability Insurance Program to cover travel to countries deemed war risks or high hazardous, SDSU Research Foundation may be required to obtain written approval from SDSU’s president, CSU’s Chancellor and CSURMA’s insurance company prior to travel to those areas.

xiii. Property Control

SDSU Research Foundation defines inventorial property as a tangible, non-consumable fixed asset having a useful life of one or more years and a minimum unit acquisition cost of $5,000. All computer property (servers, desktop/workstation CPUs, laptops, tablets, notebooks, etc.) is inventorial property regardless of the cost. Property purchased by SDSU Research Foundation is for authorized project purposes only.

After payment is processed a member of SDSU Research Foundation’s staff will contact the PI to arrange for the item(s) to be tagged with a numerical SDSU Research Foundation identification sticker. Facilities management tags items located off campus and the transaction team tags items located on campus. The control number, along with a description of the item, the serial number, and location are entered into banner and maintained by SDSU Research Foundation financial services department.

The financial services department conducts biennial physical equipment inventories in compliance with Federal regulations. An email announcing the commencement of the inventory process is sent from MyRF to the equipment custodian on record (usually the PI). Instructions for accessing PI profile to complete the equipment inventory are included. Reminder emails are auto generated daily from the system until the PI completes their inventory. The PI, or designee, verifies that the equipment items listed on the report are correct or makes a notation of any discrepancies. The inventory report is submitted though the MyRF to the fixed asset coordinator and the results are reconciled to the inventory system. In addition, spot physical inventory audits may be conducted on a periodic, informal basis by SDSU Research Foundation staff.

The PI is responsible for establishing property maintenance procedures based on manuals and instructions furnished by manufacturers. In the absence of such instructions, the PI should establish a maintenance program based on experience and judgment. If required, assistance in developing such a program may be obtained from SDSU Research Foundation’s facilities management department.

The financial services department must be notified using the Property Inventory Modification Request form whenever there are changes in property such as: location, damage, theft (police report must be attached), loss, fabrication, loan, or receipt of government-furnished property. This form is also used to request transfer to the university or disposal by SDSU Research Foundation.

All computer property must be managed in accordance with the SDSU Information Security Plan, including secure disposal requirements outlined in Section 3.9.8. If computer property is lost, stolen or missing, a completed Lost Computer Inventory form must be submitted to the SDSU Research Foundation fixed asset coordinator, the SDSU Information Security Office and SDSU Public Safety.

Temporary relocation of property off-campus, including to an employee’s home, for SDSU Research Foundation business and/or academic activity should be reported to the fixed asset coordinator using the Off Campus Use of Equipment Agreement form. This authorization, and a statement that the property is to be used for SDSU Research Foundation business, should be forwarded to financial services. Without this authorization, the employee could be held responsible for any loss incurred while the property is in his or her care.

Financial services will obtain the approval of the SRA grant specialist and the fixed asset coordinator/f (for individual items with a net book value greater than or equal to $5,000 on an active federal grant or contract, or for all sponsored owned property) and forward the request to facilities management for pickup.

xiv. Service of Subpoenas and Warrants

In the event that a subpoena, warrant, or any other form of legal process is received—whether delivered in person, via email, or through regular or overnight mail—it must be promptly forwarded to the SDSU Research Foundation (SDSURF) Office of Risk Management at sdsurflegalnotifications@sdsu.edu for review and coordination of an appropriate response. Timely transmission of such documents is critical to ensure that SDSURF, its departments, and employees are fully protected under applicable laws.

All subpoenas and warrants requesting access to SDSURF records must be personally served. Additionally, any subpoena requiring the personal appearance of an SDSURF employee must be served directly to that individual. If an inquiry is received regarding the facilitation of service for a subpoena or warrant, it must be referred to the SDSURF Office of Risk Management at the following address:

SDSU Research Foundation
Attn: Office of Risk Management – Legal Notifications
5250 Campanile Drive
San Diego, California 92182-1945
Office Location: Gateway Center Building, 3rd Floor
Mail Code: 1945
Email: sdsurflegalnotifications@sdsu.edu
Phone: 619-594-4076

Responsibility for responding to subpoenas or warrants may vary depending on the nature of the records requested. Upon receipt of a subpoena or warrant involving records or testimony, the Office of Risk Management will manage all necessary communications, coordinate internal routing, and ensure compliance with all relevant legal and procedural requirements.

xv. Driving on SDSU Research Foundation Business Policy

Driver Authorization and Compliance Effective April 1, 2025, all employees who drive for SDSU Research Foundation (SDSURF) business or request mileage reimbursement must meet specific criteria before they can be authorized to use a SDSURF vehicle or a privately owned vehicle for SDSURF business. Employees must obtain supervisor approval before operating any vehicle on SDSURF business.

Driving any vehicle on SDSURF business without meeting the stated requirements is a violation of SDSURF policy and may result in disciplinary action, up to and including termination of employment. Authorization to operate a vehicle for SDSURF business is a privilege that can be suspended.

All SDSURF employees are required to sign the Driver Certification for Business Use of Vehicles Form upon hiring, if driving expectations change, or if the frequency of driving on SDSURF business changes. Furthermore, the Authorization to Use Vehicles on FOUNDATION Business Form must be signed and on file with each employee’s supervisor/department. SDSURF or/and any vendor acting on behalf of SDSURF will annually ask for updated information.

I. Employee Driver Categories

SDSURF employees are classified into the following categories:

1. Non-Driver: Never drives a vehicle for SDSURF business.
2. Occasional Driver: Drives on SDSURF business fewer than once a month (on average) or fewer than 12 times annually (on average). This category would apply, for example, to an employee requesting mileage reimbursement to and from the airport when submitting travel claims, even if only once a year.
3. Regular Driver: Drives on SDSURF business once or more a month (on average) or 12 or more times annually or for those driving a 10+ passenger vehicle/van (including the driver) with a Class B license.

II. Requirements for All Drivers (Occasional and Regular)

If driving is a job requirement or mileage reimbursement is sought, following are the minimum requirements that an authorized driver must adhere to:

1. possess a valid driver’s license issued by a U.S. state at all times.
2. have liability insurance meeting or exceeding current California minimum requirements (identified below and in the Cal. Vehicle Code, e.g., Sections 16020, 16450-16452).
   
   
   1. Current California minimum requirements:
      
      
      • $30,000 for injury/death of one person
      • $60,000 for injury/death of two or more persons in one accident
      • o $15,000 for property damage
      
      
3. have proof of valid insurance on file with SDSURF and an authorized a third-party certificate of insurance (COI) verifier. For privately owned vehicles used on SDSURF business, personal liability insurance is the primary coverage in the event of an accident.
4. operate the vehicle in accordance with Cal. Vehicle Code Section 23123.5(a), “A person shall not drive a motor vehicle while holding and operating a handheld wireless telephone or an electronic wireless communications device unless the wireless telephone or electronic wireless communications device is specifically designed and configured to allow voice-operated and hands-free operation, and it is used in that manner while driving.”
5. be aware of, and comply with, all local, state, and federal laws while driving or operating a vehicle on behalf of SDSURF, including all sections of the Cal. Vehicle Code and San Diego Municipal Code.
6. only operate the vehicle with passengers who are SDSURF, SDSU, or other CSU employees or volunteers on official SDSURF business. No friends, relatives, children, or SDSU students who are not employees or volunteers should be in the vehicle while driving or operating a vehicle on SDSURF business.
7. complete and submit the CSU Defensive Driving Online Course certificate before operating a vehicle on SDSURF business or within thirty (30) days of signing this certification, whichever is earlier.
8. enroll in the EPN Program and MVR Monitoring (see definitions below).
   
   
   1. If a regular driver (as defined above), then must enroll in Continuous MVR Monitoring.
   2. If driver will ever operate a passenger van designed to carry 10 or more people, then employee must enroll in Continuous MVR Monitoring.
   3. If an occasional driver (as defined above), then must enroll in Annual MVR Monitoring.
9. not have more than three combined moving violations and/or accidents within the past 12 months and must maintain a safe driving record while employed by SDSURF.
10. Any adverse changes to an employee’s driving record—including major offenses or violations such as a DUI—as well as any related questions or concerns, must be promptly reported to the SDSURF Risk Management Office at 619-594-4076 or foundationriskmanagement@sdsu.edu.
    
    EPN Program (Employer Pull Notice Program):
    The Employer Pull Notice (EPN) Program is a system managed by the California Department of Motor Vehicles (DMV) that allows employers to monitor the driving records of employees who operate vehicles for work-related purposes. Once enrolled, the DMV automatically notifies the employer whenever there is a change in an employee’s driving record—such as a new violation, accident, license suspension, or expiration. This helps employers ensure that drivers maintain valid licenses and safe driving records.
    
    MVR Monitoring (Motor Vehicle Record Monitoring):
    MVR Monitoring refers to the continuous or periodic review of an employee’s Motor Vehicle Record (MVR), which is a report of a person's driving history. MVRs typically include information such as license status, endorsements, restrictions, traffic violations, accidents, and points assessed. Ongoing MVR monitoring is often used by organizations to manage driver risk, maintain compliance with insurance or regulatory requirements, and ensure overall road safety.
    
    A privately owned vehicle on official SDSURF business MUST:


11. have current registration issued by a U.S. state and proof of insurance or evidence of financial responsibility as required by the Cal. Vehicle Code, e.g., in Sections 4000, 16020, and 16450-16452.
12. have functional safety belts and be in safe operating condition. All passengers must wear safety belts as required by law.

III. Operating passenger vehicles/vans designed to carry 10 or more people

1. If an employee driver does not have a Class B license, then the employee must not operate passenger vans designed to carry 10 or more SDSURF, SDSU, or other CSU employees on SDSURF business.
2. If employee driver will ever operate a passenger van designed, used, or maintained to carry 10 or more people (including the driver) for the purpose of transporting passengers on SDSURF business, then the employee driver must possess a Class B driver’s license with a passenger endorsement at all times and is subject to random drug testing in accordance with the Omnibus Transportation Act of 1991 and must also comply with additional state and federal regulations and laws, in addition to those to which other drivers are subject.
   
   Accident Reporting: SDSURF employees involved in an accident while driving a SDSURF-owned vehicle, or a privately owned vehicle on official SDSURF business, should make no comment or statement regarding the accident to anyone except police, other SDSURF officers or employees, or an identified representative of the SDSURF’s insurance adjuster.
   
   It is the responsibility of the employee driver to report all accidents. An “accident” is any incident involving a vehicle resulting in injury or property damage, including the smallest of dents. Failure to report damage in a timely manner may result in payment of repair costs by the driver.
   
   If involved in an accident while driving a privately owned vehicle on SDSURF business, driver’s own personal automobile insurance will be primary in the event of a loss. SDSURF 's insurance coverage is only applicable if the liability exceeds your personal liability insurance coverage. It is suggested to carry automobile physical damage comprehension and collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible. SDSURF 's insurance does not cover loss or damage to your privately owned vehicle, nor your deductible.
   
   It is the normal practice of insurance carriers to allow occasional use of privately owned vehicles on business trips without an increase in premium rates. Please check the vehicle insurance policy for specific coverage provided. If the vehicle is used consistently on SDSURF business, then employee’s insurance carrier should be contacted as the carrier may require a change in the risk class upon which the premium is calculated, and this may result in a premium increase.
   
   
   1. Following the accident:
      
      If you are experiencing an emergency, please call 911.
      
      
      1. At the scene of the accident, the employee driver must refrain from admitting fault or making any statements that imply the SDSURF will assume responsibility for damages.
      2. Using the Foundation Vehicle Accident Report that should be in the vehicle, write down as much information as you can.
      3. Employees must report all vehicle accidents involving the employee while on SDSURF business to the SDSURF Risk Management Office within 24 hours at 619-594-4076 or sdsurfriskmanagement@sdsu.edu.
      4. Employees must report any non-emergency injuries to their supervisor and the SDSURF Risk Management Office within 24 hours. Reports can be made by calling 619-594-4076, emailing sdsurfriskmanagement@sdsu.edu, or by submitting [this form].
      5. Information and procedures related to Workers' Compensation program are available [here], or by contacting SDSURF’s Risk Management Office at 619-594-4076 or foundationriskmanagement@sdsu.edu.
      6. If contacted by the other driver, their insurance representative, or legal counsel, the employee driver must not provide any written or recorded statements. All such inquiries should be promptly referred to the SDSURF’s Risk Management Office at 619-594-4076 or foundationriskmanagement@sdsu.edu.

      IV. Driving to Mexico

      Prior to operating a personally owned vehicle or a SDSURF-owned vehicle in Mexico for SDSURF business, the authorized driver must complete the SDSURF’s international travel approval process and ensure that FTIP insurance coverage is obtained. Additionally, all employees are required to purchase automobile physical damage and liability insurance valid in Mexico, for the duration of their travel, from a reputable insurance provider. Employees must retain copies of the insurance policy and proof of purchase while in Mexico and be prepared to provide them to the SDSURF’s Risk Management Office upon request.

      
      

      V. Forms

      1. Driver Certification for Business Use of Vehicles Form: This form will be completed during onboarding for all new employees, and Risk Management will contact current employee drivers to assist with form completion.
      2. DMV Employee Pull Notice (EPN) Program and MVR Consent Form: This form is intended only for employees who drive on SDSURF business or request mileage reimbursement. The DMV-EPN Program enables SDSURF to monitor the driver’s license records of employees who operate vehicles on behalf of SDSURF. This form also includes a link to the online Disclosure and Authorization Form, which is required for participation.
      3. Authorization to Use Vehicles on SDSURF Business Form: This form is intended for employees who drive on SDSURF business or request mileage reimbursement. The authorization will be renewed annually, providing employees with an opportunity to reassess their driving status. Risk Management will work closely with supervisors to ensure compliance.
      
      
      

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