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Reporting a Vehicle Accident on University Business

If you are involved in an accident while driving on University business, this guide walks you through the steps to take. It applies to any state employee who is assigned a vehicle, whether that vehicle is a University vehicle, a rental, or your own personal vehicle used in the course of your employment.

Take a moment to read these procedures before you need them. The steps differ depending on the type of vehicle you are driving, so find the section that applies to your situation.

State of Tennessee Auto Accident Call Center

For any accident involving a state, rental, or personal vehicle used on University business, report the incident to the State of Tennessee Auto Accident Call Center:

(855) 253-0629

The Call Center is operated by the Tennessee Treasury Department, Division of Claims and Risk Management. Its adjusters gather information, investigate, and provide claim services on behalf of the State. Call as soon as it is safe to do so.

Keep These Documents in Your Vehicle

Two documents from the State of Tennessee Auto Liability Program should be printed and kept in the glove box of every University vehicle. Download both, and carry them so the instructions and reporting details are on hand at the scene.

Accidents in an Enterprise Rental Vehicle

  1. Follow the State of Tennessee Auto Liability Program instructions on the Auto Accident Reporting Instructions sheet.

  2. During regular office hours, call the Enterprise location the vehicle was rented from immediately.

  3. After hours, call Enterprise roadside assistance at 1-800-307-6666.

Accidents in a Personal Vehicle

  1. Follow the State of Tennessee Auto Liability Program instructions on the Auto Accident Reporting Instructions sheet.

  2. Contact law enforcement for the location of the accident:

    • On campus, call Campus Police at 931-221-7786.

    • Off campus, call the state, city, or county law enforcement agency for the location of the accident.

  3. Report the accident to your personal insurance.

Accidents in a University Vehicle

  1. Follow the State of Tennessee Auto Liability Program instructions on the Auto Accident Reporting Instructions sheet.

  2. Contact law enforcement for the location of the accident:

    • On campus, call Campus Police at 931-221-7786.

    • Off campus, call the state, city, or county law enforcement agency for the location of the accident.

  3. Report the accident to the University. A breakdown should be reported immediately to the APSU Physical Plant Department at 931-221-7456, or after hours to Public Safety at 931-221-7786.

  4. Notify your supervisor or department head as soon as possible with the essential facts. Together, you and your supervisor or department head prepare a Departmental Incident Report (form APSU/FA/PA/010, available from the Human Resource Office) and send it to both the Human Resource Office and the Physical Plant Department. The supervisor or department head should notify the Human Resource Office immediately. If anyone involved needs help filing a claim, contact the Human Resource Office.

Information to Have Ready When You Call

The Auto Accident Reporting Instructions sheet lists everything the Call Center adjuster will ask for. Be ready to provide:

  • Incident date, time, and location

  • The state driver's name, phone number, and email

  • Names and phone numbers (and emails, if available) for all other drivers

  • Names and phone numbers (and emails, if available) for any other passengers involved

  • Vehicle information for all vehicles, including license plate number and VIN

  • Your supervisor's name and contact information

  • Whether any fatalities or non-fatal injuries occurred

Do not admit fault or promise coverage or reimbursement to anyone.

If You Strike an Unoccupied Vehicle

If you hit a parked, unoccupied vehicle:

  1. Fill out a Damage Notification Card and leave it on the unoccupied vehicle.

  2. Call the State of Tennessee Auto Accident Call Center immediately at (855) 253-0629 with the date, time, and location of the incident, along with any other information you have.

  3. Take photos of both vehicles, including the license plate and VIN tag of the other vehicle (on the driver-side dash, near the windshield).

Contacts at a Glance

  • State of Tennessee Auto Accident Call Center: (855) 253-0629

  • APSU Physical Plant Department: 931-221-7456

  • APSU Public Safety / Campus Police: 931-221-7786

  • Enterprise roadside assistance (after hours): 1-800-307-6666