Participating in a Company Car Lease Program offers numerous benefits, providing employees with reliable transportation while often covering costs associated with vehicle ownership. However, understanding the specifics of your company’s vehicle damage repair policy is crucial. This ensures you are well-informed about procedures to follow in case of vehicle damage and your responsibilities under the lease agreement. This guide outlines the key aspects of a typical company car vehicle damage repair policy, focusing on procedures, responsibilities, and ensuring compliance.
Key Principles of the Vehicle Damage Repair Policy
Company car lease programs are designed to manage fleets efficiently and maintain vehicle value. A core element of this is the vehicle damage repair policy, which typically includes several key principles to ensure consistent and quality repairs.
Authorized Repair Facilities: OEM Dealerships and Certified Centers
A fundamental aspect of most company car lease programs is the requirement to use authorized repair facilities. Generally, this means repairs must be completed at a franchised dealership of the vehicle manufacturer or a sublet facility referred by such a dealership. For example, for Stellantis vehicles, repairs should be performed at a Stellantis franchised dealership. This stipulation ensures repairs are conducted by technicians trained on the specific vehicle make and model, guaranteeing quality workmanship.
Original Equipment Manufacturer (OEM) Parts Requirement
Alongside authorized repair facilities, company car policies often mandate the use of Original Equipment Manufacturer (OEM) parts for all repairs. OEM parts are manufactured to the exact specifications of the vehicle, ensuring proper fit, function, and safety. Using OEM parts helps maintain the vehicle’s integrity, performance, and resale value, aligning with the long-term management goals of a company car lease program.
Transparency and Disclosure of Repairs
Transparency is paramount, especially when dealing with company-owned vehicles. Many regulations, like those in place for Stellantis, necessitate complete disclosure of all body damage repairs when a company-owned vehicle is sold. This disclosure protects future buyers and maintains ethical business practices. Therefore, adhering to the prescribed repair procedures is not just about policy compliance but also about legal and ethical obligations.
Reporting Vehicle Damage and Accidents: A Step-by-Step Guide
In the unfortunate event of vehicle damage or an accident involving your company car, prompt and accurate reporting is essential. Following the correct procedure ensures the repair process can begin smoothly and all necessary documentation is in place.
Immediate Actions at the Accident Scene
The immediate aftermath of a vehicle accident requires a focused and systematic approach. First and foremost, ensure the safety and well-being of everyone involved.
- Prioritize Safety and Aid the Injured: Check for injuries and provide assistance. Call for emergency medical help if necessary.
- Contact Law Enforcement and File a Police Report: In most jurisdictions, filing a police report is legally required after a vehicle accident, especially those involving damage or injury. Obtain an official police report for documentation. When reporting to police, adhere to the laws of the state or region where the accident occurred.
- Complete the Accident/Damage Report Form: Most company car programs provide an Accident/Damage Report Form. Complete this form at the scene, gathering all pertinent details. Crucially, retain a copy of this form for your records.
Contacting Stellantis Claims (CEI) and Initiating the Claim
Once immediate actions are taken at the scene, the next critical step is to officially report the damage to the designated claims department. For Stellantis company car programs, this involves contacting Stellantis Claims (CEI).
- Call Stellantis Claims (CEI) Immediately: Contact Stellantis Claims (CEI) at 1-800-313-7448 as soon as possible after the incident. Experienced claims specialists are typically available 24/7 to assist you.
- Provide Necessary Information: When you call, be prepared to provide the information you’ve collected, including details from the Accident/Damage Report Form. Clearly identify yourself as an employee of Stellantis participating in the company vehicle program.
- Obtain a Vehicle Damage Claim Number: Stellantis Claims (CEI) will provide you with a vehicle damage claim number. This number is essential for all subsequent communication and tracking of the repair process.
Alt text: Contact information for Stellantis Claims (CEI) highlighted for reporting company car damage, emphasizing the 24/7 availability for employees in the company vehicle program.
Additional Contacts for Specific Inquiries
For situations beyond vehicle damage claims, such as injury-related questions or damage to third-party property, additional contacts may be necessary. Gallagher Bassett Services, Inc. is often the designated point of contact for these specific types of inquiries related to Stellantis company vehicles. They can be reached at 1-866-850-1933 or 1-248-452-6050.
Financial Responsibility and Negligence in Company Car Lease Programs
While company car lease programs often cover standard vehicle maintenance and repairs, participants may bear financial responsibility in certain circumstances, particularly those involving negligence or unauthorized actions.
Participant Responsibility for Damage Due to Negligence
Company car policies typically stipulate that participants can be held financially responsible for repairs resulting from negligence. Negligence encompasses a range of actions or inactions that lead to vehicle damage beyond normal wear and tear. Examples of negligence include:
- Interior Damage: Spills, upholstery tears, burns, or pet damage.
- Exterior Damage: Damage from improper loading/unloading, unsecured tonneau covers, or ice scraping.
- Mechanical Damage: Using the wrong fuel or damaging radio/navigation screens.
In cases of damage due to negligence, participants may be responsible for up to 100% of the repair costs. It is therefore crucial to exercise care and diligence in using the company vehicle.
Unauthorized Modifications and Repairs
Any modifications to the company vehicle that are not explicitly approved by Company Vehicle Operations can lead to financial responsibility for related damages. Similarly, repairs performed at independent facilities not authorized by the company are typically not reimbursable. Participants who choose to use unauthorized repair shops assume full financial responsibility for any resulting damage costs. Adhering to the policy of using Stellantis franchised dealerships or their referred sublet facilities is essential to avoid out-of-pocket expenses and maintain policy compliance.
Personal Property Damage
It’s important to note that company car vehicle damage policies generally do not cover personal property damaged in an accident. Personal items are the responsibility of the participant and are typically covered under their personal property insurance.
Vehicle Damage Appraisal Process: Ensuring Fair and Accurate Assessments
Before commencing repairs on a company-owned vehicle (except for specific safety-related exceptions), obtaining an authorized damage appraisal is a mandatory step. This appraisal ensures that the extent of the damage is properly assessed, and the repair costs are accurately estimated and approved by Stellantis Claims (CEI).
Initiating the Appraisal Process
The appraisal process is initiated by contacting Stellantis Claims (CEI). A representative will assign a vehicle damage claim number, which is crucial for tracking and managing the claim. CEI will then coordinate with a Stellantis franchised dealership to conduct the initial damage inspection. This dealership will assess the damage and provide a repair estimate. CEI manages the subsequent claim and repair process, acting as a central point of contact and approval.
Repairs That Do Not Require a Vehicle Damage Estimate
While appraisals are generally required, there are specific exceptions for repairs deemed immediately necessary for safety or routine maintenance. These items typically do not require a pre-repair damage estimate:
- Safety-Related Repairs: Critical safety components such as headlights, taillights, rearview mirrors, and side mirrors must be repaired immediately. If a Stellantis dealership is not readily available for these urgent safety repairs, a licensed repair facility can be used. In such cases, participants may need to pay upfront and seek reimbursement.
- Tires: Tire replacements and repairs are usually covered under separate tire policies within the company car program.
- Wheel Alignments: Routine wheel alignments do not typically require damage appraisals.
- Windshield Glass Replacement (Without Body Damage): If a windshield needs replacement and there is no associated body damage, a claim is generally not required. However, if body damage is present along with windshield damage, a claim and appraisal are necessary.
- Stolen Radios and Equipment (Without Body Damage): Replacement of stolen radios or equipment, when not accompanied by body damage, may also be exempt from the appraisal requirement. However, if body damage occurred due to theft or vandalism, the standard Vehicle Damage Appraisal Process must be followed.
Alt text: Image of a Wear Square tool, used to measure vehicle body damage and tire tread depth, relevant to company car damage assessment policies.
Navigating Specific Damage Scenarios: Body, Vandalism, Glass, and Hail
Company car vehicle damage policies provide guidelines for a variety of damage scenarios, including body damage, vandalism, glass damage, and hail or salt water damage. Understanding these specific scenarios is important for proper claim handling.
Body Damage: Wear and Tear vs. Reportable Damage
Body damage is categorized based on severity. Normal wear and tear, such as minor scratches or dings, is generally not authorized for repair. However, more significant body damage exceeding the company’s defined standards, often measured using a “Wear Square,” requires a claim to be filed and a repair estimate obtained from a franchised dealer.
For body damage under $1,000 that is considered significant enough to warrant repair (impacting vehicle appearance, safety, or structural integrity), approval from Company Vehicle Operations is needed before repairs commence. Even if repairs are not made for damage under $1,000, it’s crucial to retain the repair estimate for vehicle turn-in documentation. For estimates exceeding $1,000, pre-approval from Stellantis Claims (CEI) is mandatory before any repair work begins.
Vehicle Vandalism: Appraisal and Police Reports
In cases of vandalism, the Vehicle Damage Appraisal Process is utilized when there is body damage, suspension, underbody damage, or stolen equipment. Body damage resulting from vandalism requires appraisal and repair according to the Vehicle Damage Appraisal Policy. For vandalism-related body damage estimates exceeding $1,000, a claim must be filed, and importantly, a police report must be provided to support the claim.
Glass Damage: Windshield and Other Glass
Glass damage protocols depend on the type and extent of damage.
- Windshield Damage Only: If only the windshield is damaged and no other vehicle damage or stolen equipment is involved, participants are often directed to contact specific glass repair services like Safelite for replacement.
- Other Glass Damage (Without Windshield Damage or Body Damage): If glass other than the windshield (e.g., sunroof, side window) is damaged and there is no other vehicle damage or stolen equipment, a claim must be filed.
- Windshield and Other Glass Damage: When both the windshield and other glass components are damaged, a claim is required.
- Glass Damage with Other Vehicle Damage: If glass damage is accompanied by body damage, suspension, underbody damage, or stolen equipment, the Vehicle Damage Appraisal Policy must be followed, a claim filed, and a police report provided.
Hail or Salt Water Damage: Disclosure and Potential Replacement
Company policy often dictates against repairing body damage (excluding glass replacement) caused by hail or salt water. However, vehicles damaged by hail must still undergo inspection for damage assessment. This appraisal is crucial for disclosing the extent of the damage when the vehicle is turned in at the end of the lease term. The damage appraisal documentation should be kept in the vehicle’s glove compartment.
In cases of severe hail or salt water damage, the company may opt to replace the vehicle. Participants can request a replacement by contacting Company Vehicle Operations after the damage appraisal is completed.
Loaner Vehicle Policy During Repairs: Maintaining Mobility
To minimize disruption when a company car requires repairs, many programs offer loaner vehicle options. Policies vary based on location and repair duration.
Loaner Vehicle Availability and Procedures
For participants within Southeastern Michigan (SE MI) in the Stellantis program, loaner vehicles can be arranged through the Loaner Department at the Lapeer Road Marshaling Center. If the company car will be under repair for three days or more, contacting the Loaner Department at (833) 550-5783 is recommended. It’s important to note that if any damage occurs to the loaner vehicle, the standard Vehicle Damage Appraisal Policy applies, and the Loaner Department should be contacted.
Participants residing outside of SE MI typically have two primary options for loaner vehicles:
- Indiana Residents (Limited Availability): In Indiana, loaner vehicles may be available by emailing [email protected]. Availability is limited, and this option is currently exclusive to Indiana. Insurance is included. If a local loaner is unavailable, the Business Travel option should be used.
- Business Travel Rental: Participants can book a rental loaner through Business Travel’s designated provider by calling (669) 272-1325. This option is available for drivers aged 18 and over. For younger, ineligible drivers, the participant may rent a vehicle and provide an alternate household vehicle for the younger driver’s transportation. Insurance is included in the Stellantis contracted rate when renting through Business Travel for loaner rentals. When booking, it’s essential to state participation in the Company Vehicle Program.
Rental Reimbursement and Guidelines
In some cases, participants may need to rent a vehicle and seek reimbursement. The standard reimbursement rate is often capped at $35 per day, with a maximum reimbursement of $350 per incident. This reimbursement is intended to cover compact-size vehicles. Approval from Company Vehicle Operations is required if a larger vehicle is necessary.
It’s important to note that the monthly lease payment for the company car continues even while it is out of service for repairs. Participants should also avoid leaving drivable vehicles at dealerships until parts are ordered and the dealership is ready to begin repairs to minimize downtime. For repairs exceeding 10 days or if rental costs approach the maximum reimbursement, contacting the dealership to understand the repair timeline and reaching out to Company Vehicle Operations for assistance in expediting repairs or extending rental allowances is advised. Extensions on rentals beyond 10 days require email requests to Company Vehicle Operations every 10 days.
Totaled Vehicles: Procedures and Replacement
In the unfortunate event that a company car is declared a total loss, specific procedures must be followed for vehicle disposition and potential replacement.
Procedure for Handling Totaled Vehicles
If an authorized appraiser determines that a company car is a total loss, the participant will be notified. The participant is then responsible for several key actions:
- Remove Personal Property: Retrieve all personal belongings from the vehicle.
- Remove and Return Vehicle Documents: Remove the license plate, vehicle registration, insurance certificate, and any other lease-related documents. All documents except the insurance certificate should be returned to the Lapeer Road Marshaling Center. The insurance certificate should be transferred to the replacement vehicle.
- Notify Company Vehicle Operations: Inform Company Vehicle Operations of the totaled vehicle status by submitting an Interim Vehicle Replacement Form, typically found on the Company Vehicle Operations website. Allow 2-3 business days for processing before contacting the Lapeer Road Marshaling Center.
Vehicle Replacement Options
Participants in the Stellantis program generally need to replace totaled vehicles to remain active in the lease car program.
- Within Southeastern Michigan: Participants who obtained a loaner from the Lapeer Road Marshaling Center must return it and select an interim vehicle. This interim vehicle is used until a new company car is ordered and delivered. New vehicle orders can usually be placed during the second or third ordering phase after the total loss.
- Outside Southeastern Michigan: Participants outside SE MI should contact Company Vehicle Operations for guidance and assistance with vehicle replacement.
Termination Procedures for Non-Replacement
For participants who choose not to replace a totaled vehicle, a formal termination process is necessary. A Termination Form, usually found on the Company Vehicle Operations website, must be completed, signed, and submitted. This form ensures that monthly lease payments are discontinued from the payroll or pension check, effective from the date the vehicle was totaled. If a new vehicle order was already placed and the participant decides not to take delivery, this intention should also be noted on the Termination Form.
Dealer Billing and Third-Party Claims Management
To ensure proper handling of repair billing and third-party communications, specific protocols are in place.
Dealer Billing for Repairs
Stellantis franchised dealerships are required to submit repair orders, invoices, and appraisals to Company Vehicle Operations for payment processing. Submissions should be directed to Fleet Operations – Vehicle Claims via email at [email protected] or by phone at (833) 550-5783. Upon processing, dealerships receive a credit for the repair amount on their Dealer Billing Statement under Billing Code “0057”.
Handling Third-Party Contacts
Any claims or communications from third parties, such as individuals, attorneys, or insurance companies, related to a company-owned vehicle incident must be immediately referred to Gallagher Bassett Services, Inc. for handling. Participants or custodians of company vehicles are not authorized to settle claims involving Stellantis-owned vehicles directly.
Conclusion: Ensuring Compliance and Responsible Vehicle Use
Understanding and adhering to your company car lease program’s vehicle damage policy is essential for all participants. From reporting procedures to financial responsibilities and repair protocols, this policy is designed to ensure fair, consistent, and efficient management of the company’s vehicle fleet. By familiarizing yourself with these guidelines, you contribute to the smooth operation of the program, maintain compliance, and ensure responsible use of your company vehicle. Remember to always prioritize safety, report incidents promptly, and utilize authorized repair facilities to keep your company car experience positive and productive.
