University Vehicles
State vehicles are to be used for official business only, not for personal use. (Section 301.260 RSMo) All laws are to be followed including the wearing of seat belts.
University vehicles are to be operated only by MoWest employees as defined by the Attorney General’s office. The individual must receive a pay check from MoWest and hold the appropriate valid drivers license. Unless otherwise provided by law, non-MoWest individuals such as volunteers, spouses and children should not operate state vehicles nor should they be passengers in a MoWest vehicle unless they are on official MoWest business.
Liability to other persons (bodily injury and property damage) due to employee negligence in the operation of a MoWest vehicle will be covered by the State provided that the employee was operating the vehicle on official business within the scope of their employment.
Personal Cars
Some conditions of state employment may necessitate the use of personal vehicles for official business.
Like most employers, MoWest pays mileage when a personal vehicle is used for official business and authorization is approved prior to the travel.
The established mileage reimbursement rate takes into consideration all costs of owning and operating a vehicle including depreciation. The reimbursement rate represents full compensation for the costs of operating your vehicle and therefore you maintain total responsibility to adequately insure, safely operate, properly maintain and protect your own vehicle. Physical damage or loss to your private vehicle and/or personal property contents is not covered by the state. Coverage should be obtained through personal auto insurance.
Your private insurance is considered the primary carrier when using your auto for business trips. You are protected beyond that by the State Legal Expense Fund, up to a maximum provided by law, once all other policies have been exhausted.
Most private auto policies exclude business activities. However, exclusions may vary depending on the extent of business usage. Not all policies are the same and levels of coverage differ. Refer to your policy or contact your agent for coverage specifics.
Vehicle Accident Reporting Procedures
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Protect Life and Prevent Further Harm
- If you are involved in an accident while operating a University vehicle:
- Stop immediately and remain at the scene (unless unsafe)
- Check for injuries
- Move to a safe location if possible
- Turn on hazard lights
- Call for medical assistance if needed
- If there are injuries, hazards or unsafe traffic conditions, call for emergency assistance immediately.
- If you are involved in an accident while operating a University vehicle:
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Contact Law Enforcement
- Law enforcement should be contacted for any accident involving a University vehicle
- If the accident occurs on campus: contact University Police Department (UPD)
- If the accident occurs off campus: call 911
- A law enforcement response ensures appropriate documentation and supports both employee and University protection.
- Law enforcement should be contacted for any accident involving a University vehicle
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Do Not Admit Fault or Make Commitments
- Accidents can be stressful and emotional. Employees should remain professional and avoid making statements that imply fault or liability. Instead, provide only factual information and allow law enforcement and Risk Management to handle follow-up.
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Exchange Information and Document the Scene
- If safe to do so, gather the following:
- Required Information
- Name, phone number and address of other driver(s)
- Driver’s license number
- Vehicle make/model and license plate
- Insurance company information
- Strongly Recommended Documentation
- Photos of all vehicles involved
- Photos of damage and surrounding area
- Photos of signs, road conditions and weather
- Names and contact information for witnesses
- Required Information
- If safe to do so, gather the following:
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Notify your Supervisor and Risk Management
- Once immediate safety issues are addressed, employees must notify:
- Your supervisor
- Office of Risk Management
- Risk Management will coordinate the University’s insurance process and provide guidance on required documentation.
- Once immediate safety issues are addressed, employees must notify:
On-Campus Accidents
If an accident occurs on university property:
- Ensure safety and call for medical assistance if needed
- Contact University Police Department (UPD)
- Document the incident (photos, witness info, etc.)
- Notify your supervisor
- Notify the Office of Risk Management
- Submit required reporting documentation
Off-Campus Accidents
If an accident occurs while traveling for university business:
- Ensure safety and call for medical assistance if needed
- Call 911
- Document the incident (photos, witness info, etc.)
- Notify your supervisor
- Notify the Office of Risk Management
- Submit required reporting documentation
The Office of Risk Management coordinates the university’s internal documentation process and submits required materials to the State of Missouri risk management/claims program so that a claim can be created and assigned to an official claims adjuster.
Once assigned, the state claims adjuster coordinates communication and follow-up as needed with other involved parties and insurance carriers.
The Office of Risk Management coordinates:
- Submission of accident documentation to the State of Missouri risk management / claims program
- Coordination of university documentation to support the claim process
- Support to employees and departments throughout the claims process
- Claims follow-up and communication coordinated through the State-assigned claims adjuster
- Even minor accidents should be reported.
Example:
A driver backs into another vehicle and sees no visible damage. Later, the other driver reports major damage and claims it occurred during the accident. Documentation and reporting protect the employee and the university.
