I. POLICY:

In accordance with the Louisiana Administrative Code and guidelines within this policy, all Division of Administration (DOA) employees shall comply with the reporting of an automobile accident (or other events in which damage occurs) involving a State-owned or leased licensed vehicle or a privately-owned vehicle being operated with proper authorization during the course and scope of State employment.

II. PURPOSE:

The purpose of this policy is to set forth guidelines governing job related automobile accidents.

III. BACKGROUND:

The State of Louisiana provides insurance coverage for:

Liability and physical damage to State-owned and leased licensed vehicles, and

Excess liability coverage for employee's private automobiles while being operated with proper authorization during the course and scope of State employment.

IV. APPLICABILITY:

This policy applies to all employees in all sections of the Division of Administration, both general and ancillary appropriations.

V. DEFINITION:

VI. PROCEDURE:

Safety Managers should ensure that a Louisiana State Driver Safety Program Accident Report Form DA 2041 is provided to each employee traveling on state business. The form can be downloaded from: https://www.doa.la.gov/media/jeee45jn/da_2041.pdf.

Any driver involved in an accident while operating a state vehicle or a privately-owned vehicle on state business shall report the accident to the nearest law enforcement agency, his/her immediate supervisor, and the Safety Manager on the day of the accident.

The driver involved in the accident shall complete form DA 2041 at the scene of the accident. If certain information is unavailable, the report should still be completed with available information. Information which is unavailable can be obtained at a later date. The driver should not leave the scene of the accident until he/she has obtained the information required to complete form DA 2041.

The DA 2041 form must be submitted by the supervisor to the Safety Manager immediately upon the driver's return to the workplace. The employee's supervisor may assist in completing the report, if necessary.

If the driver is not able to complete form DA 2041 at the scene of the accident, the driver's supervisor should complete the report to the best of his/her ability for the employee.

Form DA 2041 shall be completed within 24-hours after any vehicular accident while on state business and forwarded by the Safety Manager to the DOA Safety Coordinator and the Office of Risk Management (ORM) Claims Unit, Claiborne Building, 1201 North Third Street, Suite G-192.

A copy of the Uniform Motor Vehicle Traffic Accident Report (police report) should be sent to the ORM Claims Unit by the Safety Manager as soon as it is received by the section. Do NOT delay submission of form DA 2041 while waiting on the police report.

The DOA Safety Coordinator will review the Accident Report Form, the Uniform Motor Vehicle Traffic Accident Report (police report – if one was completed), and the Authorization and Driving History Form (DA 2054).

All automobile claims must be reported by the ORM Claims Unit as soon as possible. In most cases, the prescription periods for reporting accidents are one year. ORM will only pay for covered losses reported before one year from the date of the accident or discovery date. If repair or replacement of a state vehicle is not completed within 12 months of the loss date, or if approval is not obtained from the Commissioner of Administration within the same period of time for expenditure of insurance proceeds for some other purpose, the claim file will be closed.

If a loss involves property damage estimated at $5,000 or more or if a loss involves any bodily injury, the loss is to be reported by telephone to the ORM Claims Unit by the Safety Manager.

All lawsuits, demands, notices, summons, or other legal documents pertaining to a claim against a state agency are to be submitted immediately by the employee or the supervisor to the ORM Claims Unit for further handling.

Any objects and/or products which may have caused, contributed to, or which are suspected of causing an accident are to be retained and preserved as evidence and given to the ORM Claims Unit.

If a loss occurs or a claim arises, do not assume any obligation or incur any expenses without authority from the ORM Claims Unit.

VII. RESPONSIBILITY:

VIII. EXCEPTIONS:

Requests for exceptions to this policy shall be justified, documented and submitted to the appointing authority for consideration.

IX. QUESTIONS:

Questions regarding this policy should be directed to the Office of Human Resources.

X. VIOLATIONS:

Failure of an authorized driver to report an accident while operating a state vehicle or a privately-owned vehicle on state business may be cause for Suspension of Driver Authorization and/or may result in disciplinary action.