For participants in the Chrysler Company Car Program, understanding the vehicle damage repair policy is crucial. This guide provides a comprehensive overview of the procedures and guidelines you need to follow in the event of vehicle damage. Ensuring adherence to this policy is essential for compliance and to avoid potential financial responsibility for repairs. This policy is designed to maintain the quality and standards of company-owned vehicles, aligning with Stellantis’s requirements and legal obligations.
Key Principles of the Vehicle Damage Repair Policy
The cornerstone of the Chrysler Company Car Program’s vehicle damage repair policy is that all repairs must be conducted at a Stellantis franchised dealership or a sublet facility referred by them, utilizing Original Equipment Manufacturer (OEM) parts. This mandate ensures quality repairs and maintains vehicle integrity, which is vital for compliance with federal and state disclosure laws concerning vehicle damage history upon resale.
Disclosure Requirements and Compliance
Stellantis is legally obligated to provide complete transparency regarding all body damage repairs when a company-owned vehicle is sold. To meet this requirement across the United States, District of Columbia, and Canada, strict adherence to the outlined procedure is mandatory.
Initial Steps After Vehicle Damage
In the event of any damage to your company-owned vehicle, the first and foremost step is to contact Stellantis Claims (CEI) immediately at (800) 313-7448. This initial contact is critical for initiating the claims process and obtaining necessary authorizations.
Crucial Actions to Take:
- Contact Stellantis Claims (CEI): Dial (800) 313-7448 for all damage claims and appraisals. This is your first point of contact for any vehicle damage incident.
- Obtain a Claim Number: A vehicle damage claim number is mandatory for every incident. Ensure you receive and record this number during your initial call to Stellantis Claims.
- Authorized Damage Appraisal: Before commencing any repairs on the vehicle, an authorized damage appraisal must be completed. This appraisal, coordinated through Stellantis Claims, is essential for outlining the scope of damage and repair costs.
Participant Responsibility and Negligence
Participants in the Chrysler Company Car Program should be aware of their responsibilities concerning vehicle care. It’s important to note that participants may be held financially responsible for up to 100% of repair costs if the damage is attributed to negligence or unapproved modifications.
Examples of Negligence Include:
- Interior Damage: Spills, upholstery tears, burns, and other forms of damage to the vehicle’s interior caused by the custodian, driver, or occupants.
- Exterior Damage: Damage from improper cleaning, ice scraping, pet damage, cracked or damaged radio screens, and damage caused during loading, unloading, or transporting cargo.
- Fuel-Related Issues: Using the wrong type of fuel in the vehicle, leading to engine or fuel system damage.
- Tonneau Cover Negligence: Damage resulting from improperly secured tonneau covers, allowing cargo to shift and cause harm.
Unauthorized Repairs:
It is strictly prohibited to have company vehicle repairs performed at independent facilities. Repairs conducted at independent facilities are not authorized and will not be reimbursed. Furthermore, any costs incurred from such unauthorized repairs will be the sole responsibility of the program participant.
Personal Property Damage:
Participants should be aware that the Chrysler Company Car Program’s vehicle damage policy does not cover personal property damaged as a result of a vehicle accident or incident. Claims for personal property damage should be directed to personal insurance providers.
Accident and Damage Reporting Procedures
In the unfortunate event of an accident or vehicle damage, following a structured reporting procedure is vital. This ensures compliance with company policy and facilitates a smooth claims process.
Step-by-Step Accident/Damage Reporting Guide:
- Ensure Safety First: Prioritize safety by providing help to any injured individuals at the accident scene.
- File a Police Report: Contact the police and file an official police report. Adhere to the specific state laws where the accident occurred when reporting to law enforcement.
- Complete the Accident/Damage Report Form: Fill out all sections of the Accident/Damage Report Form before leaving the accident location. Crucially, retain a copy of the completed form for your personal records.
- Contact Stellantis Claims (CEI) Immediately: As soon as possible after the accident, call Stellantis Claims (CEI) at 1-800-313-7448. Provide them with the information from your completed Accident/Damage Report Form. Clearly identify yourself as a Stellantis employee to ensure proper handling of your claim. Stellantis Claims specialists are available 24/7 to assist you.
- Gallagher Bassett Services Inc.: For injury-related inquiries or questions concerning damage to third-party vehicles or property, contact Gallagher Bassett Services, Inc. at 1-866-850-1933 or 1-248-452-6050.
- Compliance with Stellantis Procedures: Ensure you fully comply with all Stellantis accident and fleet procedures as outlined by the company.
- Authorized Dealership Repairs: Remember that all vehicle repairs and associated paperwork must be managed and completed through an authorized Stellantis franchised dealership.
To access the complete Accident Reporting Kit and Accident/Damage Report Form, please refer to the official Chrysler Company Car Program documentation.
Vehicle Damage Appraisal Policy and Procedure
The vehicle damage appraisal process is a key component of the Chrysler Company Car Program’s policy. Following this process ensures accurate damage assessment and proper claim management.
Damage Appraisal Process:
Upon reporting damage to Stellantis Claims (CEI), a representative will:
- Assign a Claim Number: You will be provided with a unique vehicle damage claim number for tracking purposes.
- Coordinate Dealership Inspection: Stellantis Claims will coordinate with a Stellantis franchised dealership to conduct the initial damage inspection.
- Manage Claim and Repair Process: Stellantis Claims will oversee the entire claim and repair process, ensuring it aligns with policy guidelines.
Repairs Not Requiring an Appraisal:
Certain types of safety-related repairs and routine maintenance items are exempt from the vehicle damage estimate requirement. However, specific procedures still apply.
Items NOT Requiring a Vehicle Damage Estimate:
- Safety-Related Repairs: Essential safety repairs, such as headlights, taillights, rear view mirrors, and side view mirrors, must be addressed immediately and do not require a prior appraisal. If a Stellantis dealership is unavailable for these urgent repairs, a licensed repair facility can be used. In such cases, participants should pay for the repairs and seek reimbursement.
- Tires: Tire-related issues are handled under a separate Tire policy. Refer to the “Tire page” under the Maintenance, Modifications & Roadside tab for detailed information.
- Wheel Alignments: Routine wheel alignments do not necessitate a damage appraisal.
- Windshield Glass Replacement (No Body Damage): If windshield replacement is needed and there is no accompanying body damage, an appraisal is not required. However, if body damage is present, a claim must be filed. Consult the “Glass page” under the Maintenance, Modification & Roadside tab for further details.
- Stolen Radios and Equipment (No Body Damage): Replacement of stolen radios or equipment, when not associated with body damage, does not require a vehicle damage estimate. Refer to the section on ‘Stolen Equipment’ for specific procedures.
Addressing Other Types of Vehicle Damage and Repairs
The Chrysler Company Car Program policy provides specific guidance for various damage scenarios beyond typical accident-related repairs.
Body Damage:
Any body damage exceeding the limits defined by the Company Vehicle Operations Wear Square requires a formal accident claim and a repair estimate from a franchised dealer.
- Wear Square: The Wear Square tool is used to measure vehicle damage and tire tread depth to determine necessary repairs or tire replacements. These tools are provided at vehicle delivery or can be requested from the Company Vehicle Operations Group.
- Damage Under $1,000: For body damage estimated to be under $1,000, repairs should generally not be undertaken unless the damage significantly impacts the vehicle’s appearance, safety, or structural integrity. Prior approval from Company Vehicle Operations is mandatory for repairs under $1,000. If such repairs are not made, retain the repair estimate for vehicle turn-in.
- Damage $1,000 or More: If the repair estimate is $1,000 or greater, claim approval from Stellantis Claims (CEI) is required before any repair work begins.
Normal Wear and Tear:
Repairs for normal wear and tear, such as minor scratches and dings, are not authorized and should not be performed under the Chrysler Company Car Program vehicle damage policy.
Rims/Wheels:
Damage to rims or wheels necessitates filing a claim for repair or replacement.
- Combined Tire and Rim Damage: If both a tire and rim are damaged simultaneously (e.g., due to pothole impact), a single claim should be filed with CEI covering both items.
- Scratched Rims: Coverage for scratched rims depends on the severity of the damage. Filing a claim for appraisal is recommended to determine coverage eligibility.
Vandalism-Related Vehicle Damage
Specific procedures apply when dealing with vehicle damage resulting from vandalism.
Vandalism Damage Protocol:
The Vehicle Damage Appraisal Process is utilized only in vandalism cases involving:
- Body damage (sheet metal)
- Suspension damage
- Underbody damage
- Stolen equipment
Body Damage from Vandalism:
Any body damage (sheet metal) caused by vandalism must be appraised and repaired according to the Vehicle Damage Appraisal Policy.
- Estimates Under $1,000: A courtesy estimate from a Stellantis franchised dealership can be obtained. If the estimate is below $1,000, repairs should generally not be made.
- Estimates $1,000 or More: For estimates of $1,000 or more, a claim and a police report are mandatory before starting any repairs.
Glass Damage from Vandalism:
Glass damage related to vandalism is also addressed under specific guidelines.
- Glass Damage with Other Vehicle Damage: If glass damage is accompanied by body damage, suspension damage, underbody damage, or stolen equipment, the vehicle must be inspected and repaired as per the Vehicle Damage Appraisal Policy. A claim and police report are required.
- Windshield Damage Only: For windshield damage alone (without other vehicle damage or stolen equipment), contact Safelite directly for replacement services.
- Other Glass Damage Only: If glass damage is to any other glass (sunroof, window, etc.) and no other vehicle damage or stolen equipment is present, a claim must be filed.
- Windshield and Other Glass Damage: In cases where both the windshield and other glass components are damaged, a claim must be filed.
Stolen Equipment/Vandalism:
If equipment is stolen or vandalized, and there is also body damage, suspension, or underbody damage, the Vehicle Damage Appraisal Policy applies. A claim should be filed, and a police report is necessary. Replacement of Original Equipment by Manufacturer (OEM) parts must be performed at a Stellantis franchised dealership.
Personal Property in Vandalized Vehicles:
Stellantis is not responsible for theft or vandalism of personal property within company vehicles. Participants should seek coverage for such losses through their personal insurance.
Hail or Salt Water Damage Policy
The Chrysler Company Car Program has a specific policy concerning hail and salt water damage.
Hail and Salt Water Damage Guidelines:
Stellantis policy dictates NOT to repair vehicle body damage (excluding glass replacement) resulting from hail or salt water exposure.
- Damage Inspection Required: Despite not being repaired, all hail-damaged vehicles must undergo inspection to document the extent of damage for disclosure purposes at vehicle turn-in. Participants must adhere to the Vehicle Damage Appraisal Policy for this inspection, and the appraisal document should be kept in the vehicle’s glove compartment.
- Vehicle Replacement for Severe Damage: In cases of severe hail or salt water damage, vehicle replacement may be considered. Participants need to request a replacement through Company Vehicle Operations after the damage appraisal is completed.
Investigations and Legal Proceedings
Cooperation in investigations and legal matters is a requirement for participants in the Chrysler Company Car Program.
Participant Responsibilities:
All program participants are obligated to fully cooperate with company investigations into accidents or vehicle damage.
- Cooperation with Authorities: In cases of vehicle theft, vandalism, or damage, including incidents involving alleged criminal or civil wrongdoing, participants must cooperate with government authorities and Stellantis. This includes signing criminal complaints, acting as witnesses, and taking other reasonable actions as requested.
- Record Keeping: It is the participant’s responsibility to maintain copies of all police reports, accident reports, damage appraisals, and any other pertinent information related to accidents or incidents of loss.
Loaner/Rental Vehicle Policy During Repairs
To minimize inconvenience during vehicle repairs, the Chrysler Company Car Program offers loaner or rental vehicle options under specific conditions.
Loaner/Rental Policy Details:
- Southeastern Michigan (SE MI) Residents: Participants in the Southeastern Michigan area should contact the Loaner Department at the Lapeer Road Marshaling Center at (833) 550-5783 to arrange a loaner vehicle if their company car will be under repair for three or more days. Note: The Vehicle Damage Appraisal Policy also applies to any damage incurred to the loaner vehicle.
- Residents Outside SE MI:
- Indiana Residents: Loaner vehicles may be available in Indiana by emailing [email protected]. Availability is limited, and insurance is included. If a local loaner is not available, Business Travel should be used for a rental.
- Business Travel Rentals: For those outside SE MI, rental loaner vehicles can be booked through Business Travel’s designated provider at (669) 272-1325. Loaner rentals through Business Travel are permissible for drivers aged 18 and over. For younger, ineligible drivers, the participant may rent a vehicle and provide an alternate household vehicle to the dependent driver. Insurance is included in the Stellantis contracted rate when using Business Travel for loaner rentals. Always identify yourself as a participant in the Company Vehicle Program when booking.
- Validation Letter: When renting via Business Travel, email Company Vehicle Operations at [email protected] with your CID, Retiree/Participant name, Dependent name (if applicable), and indicate who the rental is for. Upon verification, a validation letter will be emailed, which must be presented at the rental counter.
Rental Reimbursement and Conditions:
- Rental Initiation: A rental vehicle can be obtained on the day the company vehicle goes in for repair if the repair duration is expected to be three days or longer.
- Reimbursement Rate: The reimbursement rate is $35 per day, up to a maximum of $350 per incident. The monthly lease payment for the company vehicle continues while it is under repair.
- Dealership Wait Times: If the vehicle is drivable, participants should avoid leaving it at the dealership until parts are ordered and the dealership is ready to begin repairs.
- Compact Vehicle Compliance: Loaner rentals of compact size vehicles generally comply with the $35/day price range. Approval from Company Vehicle Operations is required for larger vehicles if there is a justified need.
- Extended Repairs: If repairs exceed 10 days or the maximum rental amount, contact the dealership to understand the delay. Contact Company Vehicle Operations for assistance with expediting repairs or requesting a rental extension. Rental extensions beyond 10 days require email requests to Company Vehicle Operations every 10 days.
Totaled Vehicle Procedure
In cases where a company vehicle is declared a total loss, specific procedures must be followed.
Totaled Vehicle Handling:
- Notification: If the authorized appraiser determines the vehicle is a total loss, they will notify the program participant.
- Participant Actions: Upon notification, the participant must:
- Remove all personal property from the vehicle.
- Remove the license plate, registration, insurance certificate, and any other lease-related documents.
- Return all removed items (except the insurance certificate) to the Lapeer Road Marshaling Center at the provided address. The insurance certificate should be transferred to the replacement vehicle.
- Lapeer Road Marshaling Center Contact:
Lapeer Road Marshaling Center
Stellantis CIMS: 438-01-00
4300 S. Lapeer Road
Orion Twp., MI 48359
Outside Line: (833) 550-5783 - Notification to Company Vehicle Operations: Participants are responsible for informing Company Vehicle Operations of the totaled vehicle status by submitting an Interim Vehicle Replacement Form, available on the Company Vehicle Operations website under the Forms tab. Allow 2-3 business days for processing before contacting the Lapeer Road Marshaling Center.
Totaled Vehicle Replacement:
- Within Southeastern Michigan: If a loaner vehicle was obtained from the Lapeer Road Marshaling Center, it must be returned, and an interim vehicle must be selected. This interim vehicle is used until a new company vehicle is ordered and delivered. A new vehicle order can be placed during the second or third ordering phase.
- Outside Southeastern Michigan: Participants outside SE MI should contact Company Vehicle Operations for guidance. Replacement of totaled vehicles is required for continued participation in the lease car program, contingent on corporate vehicle production.
Totaled Vehicles Not Being Replaced:
- Termination Form Required: Participants who choose not to replace a totaled vehicle must submit a completed Termination Form, found under the Bulletins and Forms tab on the Company Vehicle Operations website. This form must be signed and submitted to the address or fax number provided on the form.
- Lease Payment Discontinuation: Submitting the Termination Form will stop monthly lease payments from being deducted from payroll/pension, effective from the date the vehicle was totaled. If a new vehicle was already ordered and the participant no longer wishes to take delivery, this should also be indicated on the Termination Form.
Dealer Billing for Repairs
To ensure proper financial processing, Stellantis franchised dealerships must follow a specific billing procedure for company vehicle repairs.
Dealer Billing Process:
- Invoice Submission: The Stellantis franchised dealership is responsible for submitting the repair order/invoice and the damage appraisal to Company Vehicle Operations for payment.
Fleet Operations – Vehicle Claims
Email: [email protected]
Phone: (833) 550-5783 - Billing Code: Dealerships will receive a credit for the repair amount on their Dealer Billing Statement under Billing Code “0057”.
Third-Party Contacts and Claim Handling
Handling communications from third parties related to vehicle damage claims is clearly defined.
Third-Party Contact Procedure:
Any claims or contacts received from third parties (individuals, attorneys, or insurance companies), whether by phone or mail, must be immediately referred to Gallagher Bassett Services, Inc. for handling and response.
Participant Claim Settlement Authority:
Program participants or vehicle custodians are not authorized to settle claims involving a Stellantis-owned vehicle. All claim settlements are managed through authorized channels.
By adhering to these guidelines, participants in the Chrysler Company Car Program can ensure they are in full compliance with the vehicle damage repair policy, protecting both themselves and the company.
