Learn about Vehicle Acquisition, Operation, and Insurance

Departments should notify Insurance and Risk Management of imminent vehicle acquisition when the Columbia purchase order is approved; however, it is preferable to discuss vehicle purchases with Risk Management prior to Purchasing Department approval. Do not wait until the vehicle is delivered to speak with Insurance and Risk Management.

Operating

A University vehicle must be operated in a safe and legal manner, kept in a state of good repair, and comply with all applicable local, state, and federal regulations at all times.

Registration Renewals

Vehicle registration renewal notices should be mailed to by the DMV to the Insurance and Risk Management Department at the address below.  Risk Management will automatically renew a vehicle registration, charge the fee(s) back to the department, and contact the departmental Vehicle Coordinator with details.  When the new registration sticker arrives, it will be forwarded to the department.  A copy of the registration sticker is kept by Risk Management.

Registration renewal notices are typically received several weeks prior to the vehicle's registration expiration date.  If a vehicle registration is within 3-4 weeks of expiring and you have not heard from Risk Management, please contact Laura Schon at [email protected] or 212-854-1063.

Department of Insurance and Risk Management
Studebaker Building
Columbia University
615 West 131st Street, 3rd Floor
New York, NY 10027

Vehicle Information Change

Insurance and Risk Management must be informed of any significant changes that affect University-owned or leased vehicles. Information changes should be reported to Risk Management using the Vehicle Information Change Form. Information changes include updating the departmental vehicle coordinator contact information and changing the ARC account number charged for vehicle-related expenses, such as insurance premiums and registration renewal fees.

Insuring a Vehicle

All University vehicles are required to carry a minimum level of insurance coverage. Vehicle insurance is managed by and billed through the Insurance and Risk Management department; insurance costs and any applicable deductibles are passed on to the department operating the vehicle.

New York State Insurance Identification Cards (FS-20) issued by the University’s insurance carrier must be kept in vehicles at all times. To obtain a duplicate Insurance I.D. card, complete and submit a Vehicle Insurance ID Request form. Risk Management will email the requestor with a printable PDF insurance ID card in 2-4 business days.

Insurance for Rented Vehicles

Policies, procedures, and information regarding securing insurance for rented vehicles are managed by the Accounts Payable department.  Please refer to the Business and Travel Expense Policy for more information. 

Accidents that occur in a rented vehicle should be reported to the local police immediately. The accident should also be reported to the vehicle owner (i.e. the rental agency) as soon as possible. Accidents involving rented vehicles may also be reported to the Insurance and Risk Management Department; however, Risk Management does not manage or settle such claims.

Vehicle Theft

In the case of a stolen vehicle or license plates, notice must be given to the Insurance and Risk Management Department within 24 hours of discovery. It is the department’s responsibility to report the incident to the police department and Columbia's Public Safety Department.  A copy of the police report and incident report must be forwarded to Risk Management in a timely manner.  Contact us by fax (212) 854-9709 or by email [email protected].

The University's Property Loss/Damage Claim Reporting and Reimbursement Policy provisions apply to any University property that may be lost or damaged while in a University owned or leased vehicle. Valuable property should never be left in an unattended University vehicle.  Please note, personal property is not eligible for reimbursement in the event of loss/damage. 

Report theft to Police immediately and to Risk Management within 24 hours of discovery.

Acquisition, operation, and disposal of vehicles outside the United States is governed by separate policies and procedures.  Foreign vehicles must be registered to the local operating organization—not the Trustees of Columbia University.  Foreign vehicles are required to carry reasonable and customary insurance.  For more details, contact the local country manager.  The Insurance and Risk Management department is available for consultation in matters regarding international vehicles: please contact Laura Schon at [email protected] or 1-212-854-1063.

Policies

For guidance on risk management and insurance, the University has developed the following policies:

• Property Loss/Damage Reporting and Reimbursement Policy
• Risk Management Policies and Procedures
• Vehicle Acquisition, Operation, and Disposal Policy

Forms

• MV-104 - Component of Columbia University Accident Reporting Procedures
• New Vehicle Acquisition Request
• Property Damage/Loss Claim Report
• Vehicle Accident Report 
• Vehicle Disposal Report
• Vehicle Information Change

• Vehicle Insurance ID Card Request Form

Contact

Questions or inquiries should be directed to [email protected].