Claims Procedures

Motor Vehicle Claims Procedure

If you are involved in a motor vehicle accident with a University owned or leased vehicle, the following procedures must be followed: 

  1. If the accident occurred off campus, call 911 immediately and an officer from the local police department or State Police will be dispatched to your location to investigate and issue a file number. You will need the file number to obtain a copy of the police report once it is approved for release. If the accident occurred on campus, call Public Safety at (203) 371-7911 and an officer will be dispatched to complete an incident report. Public Safety may contact local police to respond upon request or in the event a patrol vehicle is involved in the accident to avoid a conflict of interest.

  2. If another vehicle is involved in the accident, obtain the following information:
    •  Driver’s name (and owner’s name if different from the driver)
    •  Address
    •  Telephone number
    •  Name of insurance company and policy number
    •  VIN, vehicle year, make and model
    •  Vehicle license plate number

  3. Report the accident to the University Risk Manager at 203-396-8046 within 24 hours of the time of the accident. You will be asked to complete a Motor Vehicle Accident Form. It is your responsibility to obtain and forward copies of any police or public safety report to the University Risk Manager.

  4. Travelers Insurance will send an appraiser to estimate the damage unless using an approved repair shop (see below). The appraiser will leave a copy of the estimate after viewing the vehicle. Please forward the estimate to the University Risk Manager. Rental vehicles are available at a cost of $50/day. Travelers Insurance approved repair shops in proximity to the Fairfield campus are: 
    • Circle Collision: 2230 Kings Hwy, Fairfield, CT 06824 203-259-0555
    • M&F Auto Body: 1015 North Ave, Bridgeport, CT 06606 203-334-2225
    • Traynor Auto Body: 109 Thorpe St, Fairfield, CT 06824 203-254-2106

These repairs are guaranteed for the life of the vehicle when performed at a Travelers Insurance approved repair shop. A “direction to pay” payment authorization form should be completed at the repair shop authorizing direct payment from Travelers Insurance. Deductibles must be paid at the time of repairs.

You must call the University Risk Manager for glass repair. Items stolen from a vehicle must be claimed under the property coverage.

The Sacred Heart University auto insurance deductible is $1,000. This will be applied to the applicable department operating account. 

Related Forms


Rental Car Claims Procedure


If you are involved in a motor vehicle accident while renting a vehicle for University business, the following procedures must be followed:

  1. Call 911 immediately and an officer from the local police department or State Police will be dispatched to your location to investigate and issue a file number.
  2. Report the accident to the rental car company.
  3. Report the accident to the University Risk Manager at (203) 396-8046 within 24 hours of the time of the accident. You will be asked to complete a Motor Vehicle Accident Form. It is your responsibility to obtain and forward a copy of the police report to the University Risk Manager. 

Travelers Insurance provides both comprehensive and physical damage coverage (up to $50,000 for physical damage) for any vehicles rented by Sacred Heart University. You do not need to purchase additional insurance coverage from the rental car agency.

The deductible for a claim to a rental car that is covered by Travelers is $500 and will be paid from the applicable department operating account.


 Property Damage Claims Procedure

If damage occurs to University property, the following procedures must be followed: 

  1. Contact Public Safety immediately at (203)-371-7995 to inform them of the property damage and an officer will be dispatched to complete an incident report.
  2. Public Safety will contact Campus Operations and inform them of the property damage.
  3. Public Safety will contact the University Risk Manager and provide a copy of the incident report, so a claim can be filed. Most property damage claims will have to be seen immediately by our agent and/or an adjuster therefore prompt notification of the incident is necessary.
  4. All damages will require estimates, quotes, and/or invoices to initiate an insurance claim. These will be obtained by the Campus Operations personnel responsible for the replacement or repair of the damaged property. The Campus Operations Budget Account Manager will forward copies of all property damage invoices to the University Risk Manager to be submitted to the adjuster.
  5. Damages less than $10,000 will not be filed as insurance claims. These damaged will be replaced or repaired using the applicable department operating account.