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Renting Vehicles
It is important
to understand that the employee must first generate a Travel Request (TR) The TR is proof that the trip has been authorized and insures
that all appropriate insurance is in place. In
general, departmental administrative assistants can make the necessary rental
car arrangements for the traveler. Agencies used by NOAO
are:
for that number). Billing for the vehicle will be sent
directly to NOAO.
for that number). We also have an Avis Credit Card for
employees to check out in case they do not want to make auto reservations in
advance. Billing for the vehicle will be sent directly to NOAO.
Rentals
Within the United States and Hawaii AURA has an insurance
policy that covers AURA employees when renting vehicles while on official
travel. This policy covers auto liability, comprehensive, collision and
loss-for-use for rental cars. This policy is not active when family members
are driving rental vehicles. According to the insurance
company there is no restriction on the rental vehicle usage. If rented in the
corporate name, insurance would apply on a 24 hours basis and would cover the
corporation and driver for business use as well as personal errands while on
the business trip. If the vehicle is used in such a manner, there would be no
need to buy additional personal coverage. Employees must waive
liability, collision, comprehensive, loss of use and personal effects
coverage when signing the rental agreement. Any such coverage agreed to by
the employee will be the responsibility of the employee. Chilean visitors can rest
assured that when an auto reservation is made for them, the reservation is
made in the name of AURA and complies with this requirement. Unless the
visitor has family members who will be driving the vehicle, addition
insurance will not be necessary. Spouses are not covered
by the AURA insurance policy when driving a rental car. If that is planned,
it is suggested that the employee take out insurance with the rental car
company or check with their insurance company to see if auto rentals are
covered by their personal auto insurance policy. Most agencies cover the
rental car for damage and such but they do not cover the agency for lost
usage or income. This can be a major expense so check carefully with your
insurance company. To insure coverage, the
employee must reserve and rent the vehicle in the name of AURA (i.e. AURA/Tom
Jones, Tom Jones, AURA, etc.). Using AURA's corporate vehicle rental number
with that specific agency identifies the rental as an official AURA rental. In case of an accident
within the Continental US, the employee must notify Deborah Narcisso at the
Corporate Office in Washington, DC, 202-483-2101 of the collision. If an
emergency occurs after hours, the employee must call Hartford Insurance Co.
(1-800-327-3636) and reference policy number 72UENGM808. When it is
convenient or as soon as the employee returns to work, they should contact
the NOAO Safety Officer - Chuck Gessner at 520-318-8211. The employee will
need to complete an NOAO Accident
Report Form. In case of an accident in
Hawaii contact Polly Roth at Gemini 808-974-2508. After hours, call Hartford
Insurance at 1-800-327-3636. Reference Policy Number 72 ABJA 4008. When it is
convenient or as soon as the employee returns to work, they should contact
the NOAO Safety Officer - Chuck Gessner at 520-318-8211. The employee will
need to complete an NOAO Accident
Report Form. Rentals Outside the
United States and Canada AURA's insurance coverage
does not include vehicles rented outside of the United States and Canada. To
ensure adequate protection in case of an accident, the employee must accept
the liability and physical damage coverage when signing the rental agreement. In case of an accident,
the employee must notify the rental agency per the instructions provided when
accepting the insurance. Excess liability
insurance provided by Great Northern Insurance Company, policy #3537 8763. In
an emergency and after hours, call Great Northern Teleclaim 1-800-699-9916. When it is convenient or
as soon as the employee returns to work, they should contact the NOAO Safety
Officer - Chuck Gessner at 520-318-8211. The employee will need to complete
an NOAO
Accident Report Form. Does NOAO use any specific car rental agency?
Actual
auto reservations can be made through departmental secretaries. Agencies used by NOAO
are:
for that number). Billing for the vehicle will be sent
directly to NOAO.
for that number). We also have an Avis Credit Card for
employees to check out in case they do not want to make auto reservations in
advance. Billing for the vehicle will be sent directly to NOAO.
To insure AURA insurance
coverage, the employee must reserve and rent the vehicle in the name of AURA
(i.e. AURA/Tom Jones, Tom Jones, AURA, etc.). Using AURA's corporate vehicle
rental number with that specific agency identifies the rental as an official
AURA rental. Spouses are not covered
by the AURA insurance policy when driving a rental car. If that is planned,
it is suggested that the employee take out insurance with the rental car
company or check with their insurance company to see if auto rentals are
covered by their personal auto insurance policy. Most agencies cover the
rental car for damage and such but they do not cover the agency for lost
usage or income. This can be a major expense so check carefully with your
insurance company. What should I do if I
have an accident in a rental vehicle? In case of an accident,
the employee should notify the authorities, if required (public property,
significant damage, etc.), and exchange insurance information with the driver
of the other vehicle. Depending on where the
acccident occurs, the instructions vary: In case of an accident
within the Continental US, the employee must notify Deborah Narcisso at the Corporate
Office in Washington, DC, 202-483-2101 of the collision. If an emergency
occurs after hours, the employee must call Hartford Insurance Co.
(1-800-327-3636) and reference policy number 72UENGM808. When it is
convenient or as soon as the employee returns to work, they should contact
the NOAO Safety Officer - Chuck Gessner at 520-318-8211. The employee will
need to complete an NOAO Accident
Report Form. In case of an accident in
Hawaii contact Polly Roth at Gemini 808-974-2508. After hours, call Hartford
Insurance at 1-800-327-3636. Reference Policy Number 72 ABJA 4008. When it is
convenient or as soon as the employee returns to work, they should contact
the NOAO Safety Officer - Chuck Gessner at 520-318-8211. The employee will
need to complete an NOAO Accident
Report Form. In case of an accident
outside the Continental US or Hawaii, the employee must notify the rental
agency per the instructions provided when accepting the insurance. Excess liability
insurance provided by Great Northern Insurance Company, policy #3537 8763. In
an emergency and after hours, call Great Northern Teleclaim 1-800-699-9916. When it is convenient or
as soon as the employee returns to work, they should contact the NOAO Safety
Officer - Chuck Gessner at 520-318-8211. The employee will need to complete
an NOAO
Accident Report Form.. For further information,
contact Chuck Gessner (cgessner@noao.edu,
ext 8211). |
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