University-owned and leased vehicles
Insurance & Loss Prevention manages the insurance for all university-licensed vehicles, and all faculty, staff, and students authorized to drive on UBC business. This insurance includes collision, liability, and comprehensive coverage on owned and leased vehicles.
For more information about UBC’s auto insurance, as well as details about exclusions, contact Insurance & Loss Prevention.
Reporting collisions and damage
Vehicle operators must report all collisions and damage. A report can be made by completing the UBC Fleet Motor Vehicle Accident/Damage Report (PDF), which must be signed by the driver and the head of the driver’s department and submitted to Insurance & Loss Prevention within 48 hours (about 2 days) of the incident.
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Rental Vehicle Insurance
The university’s rental vehicle insurance covers collision and comprehensive for rental vehicles used for UBC business purposes. This insurance is available for all authorized UBC drivers while on university business.
See the Rental Vehicle Insurance Memorandum (PDF) for information about cost and coverage provided.
Obtaining rental vehicle insurance through UBC
To obtain rental vehicle insurance, complete the Request for Rental Insurance Form (PDF) and email it to Insurance & Loss Prevention.
Reporting collisions and damage involving rental vehicles
Rental vehicle operators must report all collisions and damage. A report can be made by completing the UBC Fleet Motor Vehicle Accident/Damage Report (PDF), which must be signed by the driver and the head of the driver’s department and submitted to Insurance & Loss Prevention within 48 hours (about 2 days) of the incident.
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UBC Business: Personal Vehicle Use
Insurance & Loss Prevention, does not encourage the use of personal vehicles for UBC business, and would encourage the use of UBC Fleet vehicles or a rental vehicle. However, if time constraints do not make this possible, please see below conditions for use of personal vehicles for UBC Business.
- Your vehicle has a minimum of $1,000,000 in liability coverage, if you are using the vehicle for UBC business use.
- If using your vehicle for university business, you must ensure the vehicle is rated correctly. Please discuss with your ICBC broker.
- Keep your vehicle maintained to manufacturers recommendations.
- The insurance holder will deal with any claims and pay any deductible incurred after any accidents.
- UBC will not reimburse for any; damage incurred while using a personal vehicle, any deductible, or any policy rate changes due to any accidents.
- Any accidents that result in; damage, time loss, an injury should be documented in UBC CAIRS.
- Please follow the UBC Business Expenses Policy (FM8) for up-to-date mileage rates.
Personal belongings contained within a vehicle are not insured by ICBC or UBC. The driver should look to their homeowners/tenant’s insurance for this coverage.
Vehicle Safety Working Group
Vehicle operation represents a significant risk for any organization that requires vehicles to conduct its business, and UBC is no exception.
UBC vehicles are highly visible on our campuses, where they are in constant motion making deliveries, moving people, and assisting with security. UBC vehicles travel throughout Vancouver and Kelowna and can be found on highways and in the forests and mountains across British Columbia and beyond.
Each unit that operates vehicles as part of their work is responsible for their safe operation; anyone driving a UBC vehicle must be properly qualified and aware of the responsibility and risk associated with their actions.
Developing a standard for safe vehicle operation
At this time the university does not have a common set of requirements for safe vehicle operation that spans operational and academic units. For this reason, the Vice-President Finance & Operations has directed a working group, led by Insurance & Loss Prevention, to draft recommendations to address this gap, while ensuring the university meets all government legislation and best practices across the sector.
The working group includes representatives from Insurance & Loss Prevention, Student Housing and Community Services, OHS, Health Safety Partnerships, Research Compliance Occupational Health, Campus Security, Faculty of Forestry, UBC-O Risk Management Services, and Building Operations.
The group intends to present a series of recommendations by the fall of 2023.
For more information, contact Insurance & Loss Prevention.
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