University Commercial Casualty Insurance Program
ERI administers the university's commercial casualty insurance program. Some of the insurance policies we manage include Auto, Property, Liability, Workers Comp, etc. See below for more information.
Sidebar
Auto Coverages and Resources
Coverage
The University’s Commercial Auto Insurance provides coverage exclusively for vehicles that are rented, leased, or owned by the University and are used solely for official University business. Users are expected to review and comply with the Vehicle Use Policy, which outlines the proper use of University vehicles and the standards of conduct associated with operating a vehicle under University insurance.
Commercial Auto
The University provides its drivers with a Commercial Auto Insurance Policy that includes full comprehensive and collision coverage, subject to a $1,000 deductible per occurrence. A current insurance card must always be carried by the driver or kept inside the vehicle when operating it for official University business.
Employees renting or leasing a vehicle for official University business should use the University's designated travel agency program to ensure appropriate insurance coverage is secured. The rental or lease agreement must list both the employee and the University of Louisville as the lessee (e.g., "University of Louisville/John Doe").
When traveling internationally, it is strongly recommended that employees purchase vehicle insurance offered by the rental car agency. In all cases, the lessee should be listed as the University of Louisville and the employee (e.g., "University of Louisville/John Doe").
Personal Auto
When an employee, student, or volunteer uses their personal vehicle for official University business, their personal auto insurance is considered the primary coverage. The University’s auto insurance provides excess liability coverage only and does not extend to physical damage of the personal vehicle.
Physical damage to a personal vehicle incurred while conducting University business is not covered by the University’s auto insurance. Additionally, the University will not reimburse out-of-pocket expenses such as repair costs or insurance deductibles associated with personal vehicle use.
Employees traveling to an event should depart from their regular place of work. Travel originating from home may be considered part of the employee's normal commute, which is excluded from the University’s insurance coverage. Exceptions may apply in specific cases—such as when the travel is directly to a University-mandated event and is a required part of the employee’s job duties.
For further clarification or questions, please contact our office.
Driver Guidelines and MVR
Any University employee, student, or volunteer who operates a University-owned, leased, or rented vehicle—or uses their personal vehicle for official University business as part of their regular job duties—must undergo a Motor Vehicle Records (MVR) check. This check is conducted by the University’s insurance broker to assess driver eligibility. The results, along with the University's driving eligibility guidelines, are used to determine insurability under the University’s auto insurance policy.
Individuals deemed uninsurable may be prohibited from driving for the University for a period of up to three (3) to five (5) years, depending on the nature and severity of the violation(s).
To initiate the MVR check, all drivers are required to complete the University Driver Form. Please click the link below to submit the form and begin the MVR process.
Driver Training
In addition to completing the University Driver Form, all new University drivers—and annually thereafter—are required to complete a 20-minute online Driver Safety Training course.
Upon submission of the University Driver Form, drivers will receive a link to access the training. Alternatively, you may click the Defensive Driving Training course link to complete the training today!
Driver Eligibility
The following matrix is used to determine a driver’s eligibility under the University’s auto insurance policy. Drivers will not be eligible to drive if any of the following exist:
Eligibility Matrix
At-Fault / Violations | 0 | 1 | 2 | 3 |
| 0 | Clear | Acceptable | Borderline | Unacceptable |
| 1 | Acceptable | Borderline | Unacceptable | Unacceptable |
| 2 | Borderline | Unacceptable | Unacceptable | Unacceptable |
| 3 or More | Unacceptable | Unacceptable | Unacceptable | Unacceptable |
| Any Major Violation | Unacceptable | Unacceptable | Unacceptable | Unacceptable |
Major violations (within the last five (5) years of violation date) include:
- A violation in connection with a fatal accident.
- Any felony involving the use of an automobile.
- Driving under a suspended, revoked, or expired license.
- Driving under the influence of drugs or alcohol and/or the refusal to take a blood/breath test.
- Fleeing or attempting to elude the police; failure to stop and report an accident in which the driver was involved.
- Negligent vehicular homicide.
- Operating a motor vehicle without the owner’s permission.
- Permitting an unlicensed person to drive.
- Reckless, negligent, careless driving or racing.
- Speeding in excess of 20 mph over the speed limit.
The following are not considered as a violation:
- Defective equipment (lights, brakes, etc.)
- Oversize or overweight
- Seatbelt violations
Borderline drivers include “borderline” situations as noted in the above chart and the following:
- Past suspensions with reinstatements shown on the MVR.
- Drivers 18-21 with one or more violations/accidents within the last three years.
15 Passenger Vans
Studies by the National Highway Traffic Safety Administration (NHTSA) have shown that fully loaded 15-passenger vans have a significantly higher risk of rollover compared to passenger cars and light trucks. Loading these vans raises the center of gravity and shifts it toward the rear, which can substantially alter handling and steering response. When heavily loaded, the vehicle behaves very differently from standard passenger cars—especially in emergency situations—posing serious risks if driven by someone without proper training or experience.
Operating large vans safely requires skill, experience, and an understanding of their unique driving characteristics. In addition, the vehicle must be properly maintained to reduce the risk of mechanical failure and accidents. NHTSA data also shows that the proper use of seat belts significantly improves the chances of survival in rollover accidents.
To minimize the risk of accidents, injuries, or fatalities associated with 15-passenger vans, the University has established specific safety guidelines. These guidelines aim to ensure that:
- Only trained, qualified drivers operate 15-passenger vans
- All vans are maintained in safe working condition
- All occupants use seat belts whenever the vehicle is in motion
Departments and drivers are responsible for adhering to these safety and operational guidelines and for exercising sound judgment at all times to prioritize the safety of all passengers and road users.
Minimum Requirements for Operating a 15-Passenger Van
To ensure the safety of all passengers and compliance with University policy, the following guidelines must be met at a minimum before operating a 15-passenger van:
- Driver Authorization: You must be a University employee or an authorized adult driver.
- Driver Eligibility: You must be an approved driver with a Motor Vehicle Record (MVR) check on file and have successfully completed the required driver safety training.
- Licensing and Experience: You must hold a valid driver’s license and either:
- Have at least five (5) years of driving experience, or
- Be at least 21 years of age.
- Vehicle Condition: Complete a pre-trip inspection using the Van Inspection Checklist to ensure the van is in safe working order.
- Do not operate the van if any mechanical or equipment issues are identified.
Van Operation Safety Guidelines
To maintain the highest safety standards during travel, follow these operational guidelines:
- Seat Belt Use: All occupants must wear seat belts at all times while the van is in operation. The driver is responsible for ensuring compliance.
- Passenger Seating: When the van is not full, passengers should sit in seats located in front of the rear axle to help balance the vehicle’s weight.
- Backup Drivers: When possible, ensure at least two eligible drivers are present to accommodate emergencies or driver fatigue.
- No Roof Cargo: Do not store any cargo on the roof of the van.
- Use a Navigator: The front-seat passenger should serve as a navigator—assisting with directions, lane changes, turns, and backing maneuvers.
- Driving Time Limits: Limit driving shifts to less than four hours. For longer trips, plan to have a second eligible driver or schedule an overnight stay.
Driving Considerations for 15-Passenger Vans
15-passenger vans have unique handling characteristics. Always drive conservatively and remain aware of the following:
- Increased Stopping Distance: A fully loaded van requires more distance to stop safely.
- Center of Gravity: Additional weight shifts the van’s center of gravity upward and rearward, increasing the risk of rollovers and reducing control in emergency maneuvers.
- Reduced Lane Room: The van’s width allows for less margin for error in narrow lanes. Avoid driving on soft road shoulders, as they may give way and cause the vehicle to tip or roll.
- Turning and Backing: The length of the van increases the need for additional space when turning, changing lanes, or reversing. Always use your navigator—and when backing, have them exit the van to check for obstacles.
Driver Selection and Confidence
Departments operating 15-passenger vans should consider assigning one or two experienced drivers to operate these vehicles regularly. Consistent driving helps build confidence and proficiency.
If at any time a driver feels unsure about operating a 15-passenger van, they must notify their department and should not drive.
By following these guidelines and exercising caution, drivers can help ensure a safer, smoother, and more enjoyable travel experience for everyone on board.
Required Training
Anyone planning to operate a 15-passenger van for University business must, in addition to completing the online driver safety course, watch the informational video provided below.
Departments are responsible for ensuring that all designated drivers:
- Meet the University’s driver eligibility requirements
- Have read and understood the 15-Passenger Van Safety Guidelines
- Have viewed the 11-minute safety video below
Compliance with these requirements is essential to promote safe vehicle operation and reduce the risk of accidents.
Driver Safety Program
Purpose: The purpose of this program is to reduce at-risk driving behaviors among University drivers and, ultimately, decrease both the frequency and severity of accidents involving University vehicles.
The program consists of two key components:
- Driver Safety Training
- Vehicle Accident Review Panel
Please see below for detailed information on each component.
Driver Safety Training
A Defensive Driver is one who avoids driving errors and anticipates the actions of other drivers, making reasonable allowances for their lack of skill or unsafe behavior. Defensive driving involves adjusting to challenging weather, road, and traffic conditions, and remaining vigilant to avoid accidents caused by pedestrians or other drivers. Such a driver proactively recognizes potential hazards and takes necessary precautions—slowing down, stopping, or yielding when appropriate—to prevent collisions.
The University’s Driver Safety Training is a Defensive Driving program required for all drivers. New drivers must complete this training when they first become authorized to drive for the University, and all drivers must renew the training annually as long as they continue driving on University business.
To initiate driver approval, each driver must complete the University Driver Form, which provides ERI with essential information for eligibility verification. This form must be updated and submitted annually to reflect any changes. Following form submission, drivers are required to complete the online Defensive Driver training course.
The training course can be accessed by the following:
- Click the following link to go to the training platform: Safe Colleges.
- Click the Play button on the left-hand side. When highlighted, it will display extra training
- Scroll down to find and click the category Transportation
- Click the Defensive Driving course to begin
Vehicle Accident Review Panel
The Vehicle Accident Review Panel oversees the review of all accidents involving University drivers and assesses each driver’s overall safety performance. A panel comprised of University employees evaluates each incident and provides recommendations aimed at promoting safe driving practices and reducing future accidents.
Guidelines for Reporting an Accident
- Stop Immediately: Safely stop as close to the accident scene as possible without obstructing traffic or creating additional hazards.
- Notify Authorities:
- If the accident occurs off University property, call the police and request an officer to file a formal report. Contact emergency medical or fire rescue services if needed.
- If on University property, notify the University of Louisville Police Department at 502-852-6111.
- Do Not Admit Fault: Do not admit negligence, accept fault, or offer settlements. Do not leave a note with your personal information claiming responsibility.
- Exchange Information: Provide your identification and University insurance card to the involved parties. Collect the following details:
- Names, addresses, and phone numbers of all parties and witnesses
- Make, model, and year of involved vehicles, including damage descriptions
- Auto insurance company names and policy numbers of other parties
- Details of any injuries, including the names of injured individuals and a brief description of the injury
- Document the Scene: If possible, take photographs of the accident scene, vehicle damages, insurance cards, and driver’s licenses. Photographs are a valuable tool for accurate documentation,
- Complete Required Forms:
- Fill out the Auto Accident Report form and notify your supervisor promptly.
- Complete the Accident Questionnaire and submit it to your supervisor.
- Forward all accident-related correspondence to Enterprise Risk.
Important Reporting Instructions
- Do Not Delay Reporting: Report the accident immediately to Enterprise Risk, even if the police report is not yet available. Provide the name of the law enforcement agency and the report number; ERI will obtain the report later.
- Serious Injuries: Accidents involving serious bodily injury requiring Emergency Medical Services transport must be reported to Enterprise Risk within four (4) hours.
Vehicle Accident Review Panel Procedures
The purpose of the Vehicle Accident Review Panel is to evaluate a driver’s safety performance following an accident. The panel reviews accident documentation, the driver’s history, assigns points according to the Accident Matrix, and makes recommendations for adjudication. To maintain the panel’s impartiality and ensure a fair review, all personally identifying information will be withheld from the panel members.
Procedures for All Reported Driving Accidents:
- Accident Reporting:
All accidents must be reported to ERI through the Auto Accident Report form. - Accident Questionnaire:
Within 24 hours of the accident, the driver must complete the Accident Questionnaire and submit it to their supervisor. The supervisor will review, sign, and forward the questionnaire to ERI. - Motor Vehicle Record (MVR) Review:
If the Police Report indicates that the University driver is at fault, Enterprise Risk will request an updated Motor Vehicle Record (MVR) check for the driver. - Panel Review:
ERI will schedule a meeting with the review panel and provide all accident-related documentation, with all personally identifying information removed, for impartial evaluation. - Point Assignment and Evaluation:
The panel will assess the documents, considering the severity of the accident and the driver’s prior history, and assign points in accordance with the Accident Matrix. - Adjudication and Recommendations:
Based on the points assigned and panel recommendations, appropriate corrective actions will be determined. These may include, but are not limited to:- Verbal counseling
- Additional training courses
- Ride-along sessions or hands-on training
- Disciplinary actions such as suspension without pay or suspension from driving University vehicles
Post-Adjudication Steps:
- If additional training is required, the supervisor will coordinate with ERI to ensure the driver has access to and completes the necessary training.
- If suspension is recommended, the supervisor, ERI, Human Resources, and Legal will collaborate to evaluate the employee’s duties and ensure compliance with University employment policies, personnel laws, and regulations.
This process ensures consistent, fair, and thorough review of all driving incidents, prioritizing safety and accountability within the University community.
Property Coverage and Resources
Coverage
The University’s buildings and contents are insured through the State Fire and Tornado Fund, which provides protection against a variety of risks, including but not limited to:
- Fire
- Windstorm and hail
- Vandalism
- Water damage
- Theft
- Flood
- Earthquake
Covered Property Includes:
- All University-owned buildings and contents
- Computer and non-computer equipment listed in the University’s inventory control system (e.g., equipment, PCs)
- Furniture documented on the inventory control report
- Inland Marine items, such as laptops, mowers, golf carts, and utility vehicles (e.g., Gators)
- Property leased-to-own by the University – These items are not automatically covered and must be scheduled with ERI. Please contact our office to arrange coverage and discuss any associated costs.
Important Note:
The University’s property insurance does not cover personal belongings of faculty, staff, students, volunteers, guests, or other individuals. Any personal property kept in a University building or on University grounds is done so at the owner's own risk.
Property Deductibles
| Items | Deductible |
|---|---|
| Buildings and Contents | $10,000 Per Claim |
| Computers | $10,000 Per Claim |
| Non-Computer Items | $10,000 Per Claim |
| Inland Marine - Equipment | $10,000 Per Claim |
Important Notice on Property Updates
If you or your department plan to purchase, move, or transfer University property to a different location, you must notify Inventory Control to ensure records are updated accordingly.
Failure to report these changes may result in the property not being covered under the University’s insurance policy in the event of a loss.
To protect your department’s assets, always coordinate with Inventory Control before making any changes to property location or status.
Property Damage Insurance Claims
Before an Incident Occurs
- Inventory Accuracy
Ensure all property is properly inventoried following Inventory Control’s policies and procedures. Only items that are tagged and listed in Inventory Control’s official report are eligible for coverage under the University’s property insurance. - Report Property Changes
Notify Inventory Control of any changes to property status, including:- Newly acquired items
- Items being moved to a new location
- Items removed from inventory due to disposal or transfer
- Maintain Emergency Contact Information
Maintain up-to-date emergency contact numbers for key departmental staff, including after-hours contacts. Include the University of Louisville Police Department at 502-852-6111. - Preventative Maintenance
Perform regular inspections and maintenance to keep equipment and facilities in good working condition. Address necessary repairs proactively to reduce the risk of damage or loss.
After an Incident Occurs
- Immediate Reporting
Report the incident as soon as possible to the following:- ULPD – 502-852-6111
- Physical Plant – 502-852-6241
- ERI – via the Property Claim Form
Note: ERI must notify the State within 7 days of the incident. Failure to report timely will result in forfeiting the right to file a claim.
Information Required to File a Claim
- Department name and primary contact (name, title, phone, and email)
- Detailed description of damaged items, including:
- Inventory Control Number
- Location (building and room number)
- Nature and extent of the damage
- If an item is not tagged, provide:
- Make, model, serial number
- Purchase details (if available)
- Replacement or repair estimates, including:
- Quotes for like, kind, and quality
- Evaluation from a qualified technician (if applicable)
- Details of potentially affected items that are still functional but may be compromised due to the incident
- Any extra expenses incurred (e.g., leased equipment, relocation costs)
- Description of what is needed to restore the program to normal operations
After submitting the initial report, departments must also complete the Damage Report Form.
What NOT To Do
- Do NOT speculate on the cause
Avoid stating the cause of the incident until an official investigation is complete. - Do NOT remove or repair items
Unless necessary to prevent further damage, do not move or repair any damaged property before Enterprise Risk or an insurance adjuster has completed their inspection. - Do NOT discard damaged property
Items must remain on-site for evaluation. Discarding damaged property without approval may void coverage. Once authorized by Enterprise Risk, contact Inventory Control for proper disposal procedures.
Claims Process Overview
- Department submits initial report and required documentation to ERI.
- ERI files the claim with the State within 7 days of the loss.
- Insurance adjusters assess the damage; departments complete and submit the Damage Report Form.
- Departments repair or replace items and submit final invoices to ERI.
- If needed, ERI may request a partial settlement from the State to support urgent repairs or replacements.
- ERI submits the final claim package and receives settlement from the State (after deductibles and depreciation).
- Funds are distributed to departments based on approved account information.
Liability Coverage and Resources
Commercial General Liability (CGL)
Commercial General Liability insurance provides broad coverage for claims involving bodily injury or property damage sustained by others due to the University's operations—both on and off campus.
Key Coverage Areas Include:
- Products Liability
Covers claims resulting from products manufactured, sold, handled, or distributed by the University. - Completed Operations
Covers incidents that occur after University operations are completed or abandoned, provided the damage occurs off University-owned or leased premises. - Personal & Advertising Injury
Covers claims for unintentional discrimination, humiliation, or reputational harm resulting from University conduct, advertising, or promotional activities. - Fire Damage
Covers damage to premises rented or occupied by the University if caused by University negligence. - Medical Payments
Covers bodily injury claims (e.g., slip and fall incidents) that occur on campus or in connection with University-related activities. This does not apply to University employees.
Board of Claims
As a state agency, the University of Louisville is protected under Sovereign Immunity. Per KRS 49.070, jurisdiction over negligence claims involving the University lies exclusively with the Kentucky Board of Claims.
Important:
If you have questions or need to file a claim, please contact ERI at rskmgt@louisville.edu.
Educators Legal Liability
Educators Legal Liability (ELL) coverage protects against wrongful acts committed by employees of educational institutions while acting within the scope of their duties. This hybrid policy combines elements typically found in:
- School Leaders' Errors & Omissions coverage
- Directors and Officers (D&O) Liability
- School Board Legal Liability
Covered Wrongful Acts May Include:
- Failure to educate
- Fiscal mismanagement or irresponsibility
- Breach of contract
- Denial of tenure
- Libel or slander
- Wrongful termination
- Discrimination (not prohibited by law or public policy)
- Invasion of privacy
- Issues related to broadcasting or telecasting activities
Who is Covered:
Coverage extends to the University as an entity, as well as to:
- Trustees
- Directors
- Officers
- Administrators
- Student teachers
- Employees
- Volunteers
For additional information about Educators Legal Liability coverage, contact ERI at rskmgt@louisville.edu.
URMIA TULIP (Tenants’ and Users’ Liability Insurance Policy)
The URMIA TULIP program is a low-cost liability insurance option designed for third-party users hosting events on University property. It provides event-specific general liability coverage that protects both the event organizer (facility user) and the University from claims related to bodily injury or property damage arising from the event.
TULIP is ideal for events such as:
- Classroom seminars and workshops
- Receptions and weddings
- Festivals and fairs
- Sports events and tournaments
- Concerts and performances
Important: Alcohol at Events
If you intend to serve or allow alcohol at your event, you must contact ERI in advance of purchasing coverage. Alcohol-related considerations must be reviewed and resolved before proceeding with the TULIP application.
Contact: rskmgt@louisville.edu
How to Purchase TULIP Event Insurance
Follow these steps to purchase your special event policy through URMIA TULIP:
- Visit the URMIA TULIP Website by clicking the button below.
- Click Quick Quote.
- Select the state: Kentucky.
- Choose University of Louisville as the location.
- Select the appropriate University venue for your event.
- Enter the event date(s) and an approximate guest count.
- Choose the appropriate event type.
- If required by your agreement, select excess coverage.
- Alcohol: You may answer the alcohol-related question after you have contacted ERI.
- If required, select coverage for vendors, exhibitors, or performers.
- Click Next to review your insurance summary and premium quote.
- Click Next again to submit your payment and finalize coverage.
Certificate of Insurance
Once your purchase is complete, a Certificate of Insurance will be automatically emailed to both you and ERI from URMIA TULIP.
For questions or assistance, contact ERI at rskmgt@louisville.edu.
Malpractice Credentialing
When requesting insurance verification or claims history for University medical or dental practitioners, students, or residents, please refer to the contact information below based on the relevant dates of service. Insurance records are maintained by different departments or organizations depending on the time period.
Contact by Date of Service:
- October 30, 1989 and Prior
Contact: Christina Howard
Office of University Counsel
christina.howard@louisville.edu
502-852-5256 - November 1, 1989 – June 30, 2005
Contact: Stephanie Curtis
Enterprise Risk & Insurance
stephanie.curtis@louisville.edu
502-852-6926 - July 1, 2005 – Present
Contact: Jennifer Armstrong
Kentuckiana Medical Reciprocal Risk Retention Group (KMRRRG)
jennifer.armstrong@kmrrrg.com
502-569-2060
If you are unsure who to contact or need further assistance, please reach out to ERI at rskmgt@louisville.edu. We're happy to help!
Certificate of Insurance Request
Certificates of Insurance can be provided when required by contract or agreement. To request a certificate, please complete the Certificate of Insurance Request Form. Please allow up to three (3) business days for processing.