Please contact Philip Hurley at 296-1318 or email for additional information.

ACCIDENT REPORTING FORMS:

• Acord Automobile Loss Notice (.pdf)
• State of Kansas Auto Liability Coverage document   (.pdf)

What to do if you’re involved in an accident using a State-owned vehicle:

1. Contact the local police or sheriff’s department to report the accident. 
2. If another party is involved, exchange information. Make sure to get their name, address, phone number and their insurance company’s name, phone number and policy number. You may carry the State of Kansas Auto Liability Coverage document  (.pdf) to show proof of liability insurance.
3. Immediately contact the State’s liability insurance claims office, Berkshire Hathaway Homestate Insurance Company, 1-800-488-2930. Identify yourself as a State of Kansas employee to ensure proper claim handling.
4. Fill out the Acord Automobile Loss Notice form (.pdf). Fax the form to Berkshire Hathaway Homestate Insurance Company at 415-675-4260.
5. Follow any agency specific procedures. Damage to a State-owned vehicle is the responsibility of each agency.

What to do if you’re involved in an accident using a Personal vehicle on State business:

1. Contact the local police or sheriff’s department to report the accident. 
2. If another party is involved, exchange information. Make to sure to get their name, address, phone number and their insurance company’s name, phone number and policy number. The State’s liability insurance is the primary liability coverage for state employees using their personal vehicle for official state business. You should not provide the other party with your personal insurance information. You may carry the State of Kansas Auto Liability Coverage document  (.pdf) to show proof of liability insurance.
3. Immediately contact the State’s liability insurance claims office, Berkshire Hathaway Homestate Insurance Company, 1-800-488-2930. Identify yourself as a State of Kansas employee to ensure proper claim handling.
4. Fill out the Acord Automobile Loss Notice form  (.pdf). Fax the form to Berkshire Hathaway Homestate Insurance Company, 415-675-4260.
5. Follow any agency specific procedures. Damage to a personal vehicle is the responsibility of the state employee, including any deductible.

(Detailed below are steps to take when a rental vehicle is damaged and the renter has declined Collision Damage Waiver (CDW) coverage through the rental company in favor of coverage provided by the VISA Business Travel Account. Following this step-by-step guideline will insure that claims are handled efficiently. Please keep in mind that VISA requires that all claims must be submitted to them within 20 days of the incident in order for them to provide coverage.)

1. Contact the local police or sheriff’s department to report the accident.
2. If another party is involved, exchange information. Make sure to get their name, address, phone number and their insurance company’s name, phone number and policy number. The State’s liability insurance is the primary liability coverage for rental or leased vehicles used for official state business. You may carry the State of Kansas Auto Liability Coverage document (pdf) to show proof of liability insurance.
3. Immediately contact the State’s liability insurance claims office, Berkshire Hathaway Homestate Insurance Company at 1-800-488-2930. Identify yourself as a State of Kansas employee to ensure proper claim handling.
4. Fill out the Acord Automobile Loss Notice form (pdf). Fax the form to Berkshire Hathaway Homestate Insurance Company at 415-675-4260.
5. The rental vehicle is returned to the rental company where an accident report is done by an employee of the rental company. In the event that a rental vehicle needs to be towed from the scene, the renter should call 1-800-736-8222 for assistance. All towing charges incurred will be billed through the claim and will eventually be paid by VISA.
6. The State of Kansas Employee / Renter is provided with a copy of the rental agreement and the accident report.
7. The State of Kansas Employee / Renter reports the claim to his / her immediate supervisor or department's office manager within 48 hours.
8. The supervisor / office manager should report the claim to VISA by using their website www.VISA.com/eclaims or by calling 1-800-VISA-911 (the website is the easiest and quickest method).
9. After filing the claim with VISA, the supervisor/office manager will be given a claim number and VISA will request some additional information i.e. credit card statement, letter stating that the employee was on state business, a copy of the rental branch accident report, etc. The manager / supervisor should provide VISA with all of the required documentation.
10. The manager/supervisor should then contact the rental car company.
11. After the steps above are completed the rental car company will be in contact with VISA to make sure that they have the necessary documents to process the claim.
12. Follow any agency specific procedures.

Accident FAQs
Q. WILL AGENCIES STILL BE REQUIRED TO REPORT ACCIDENTS INVOLVING STATE-OWNED OR STATE-OPERATED VEHICLES TO THE DEPARTMENT OF ADMINISTRATION?
A. No reporting will be necessary to Department of Administration.

Q. WHAT HAPPENS IF I’M INVOLVED IN AN ACCIDENT IN A RENTAL VEHICLE?
A. Contact the rental car company.  You should also contact the local police or sheriff’s department and your agency to notify them of the accident.  See accident report/communication process.

Q. IS THE INSURANCE CARD LOCATED IN THE VEHICLE?
A. K.S.A. 40-3105(a) exempts state vehicles from the requirement that all vehicles in Kansas carry proof of insurance. However, you may carry the State of Kansas Auto Liability Coverage document (pdf) to show proof of liability insurance. 

Q. IF I’M DRIVING MY PERSONAL VEHICLE OR A RENTAL VEHICLE, HOW DO I SHOW PROOF OF LIABILITY INSURANCE?
A. The State of Kansas Auto Liability Coverage document (pdf) may be downloaded and printed to show proof of liability when driving a personal vehicle or rental vehicle while on official business.

Q. AFTER DECLINING THE CDW COVERAGE, THE RENTAL CAR COMPANY IS CHARGING ADMINISTRATIVE FEES FOR HANDLING PAPERWORK RELATED TO DAMAGE CLAIMS. WHO IS RESPONSIBLE FOR PAYING THE ADMINISTRATIVE FEES?
A. At this point in time, VISA is making payment for administrative fees for claims submitted within the official 20-day reporting period. If the claim is not submitted to VISA in a timely fashion, the agency will be responsible for the administrative fees.

Q. WHAT HAPPENS IF MY VEHICLE IS DISABLED AND NOT FUNCTIONAL DUE TO THE ACCIDENT?
A. Contact your agency’s business office for instruction. 

Q. HOW DO I PAY FOR THE TOW BILL?
A. Contact your agency’s business office for instruction. 

Q. WHAT DO I DRIVE IN THE MEANTIME WHILE MY VEHICLE IS IN THE REPAIR SHOP?
A. Contact your agency to find out if there is another vehicle not currently being used that you can utilize, or you may check out a vehicle from the rental car company. 

Q. HOW DO I PAY FOR THE REPAIRS?
A. If your agency is paying for the repairs, contact your agency’s business office for instruction. If the other driver’s insurance company is paying for the repairs, they will either send your agency a check for the repairs or directly pay the repair shop once the repairs are completed. If the insurance company sends a check, your agency will still need to pay the repair shop once the repairs are completed and your agency will just deposit the insurance reimbursement check.

Page last modified on:  February 18, 2014