Understanding the FCA Company Car Lease Program Vehicle Damage Policy

Introduction

Navigating the intricacies of a company car lease program can be complex, especially when it comes to vehicle damage. For participants in the FCA (Fiat Chrysler Automobiles, now Stellantis) Company Car Lease Program, understanding the vehicle damage repair policy is crucial. This guide provides a comprehensive overview of the official policy, ensuring you are well-informed about procedures, responsibilities, and authorized repair processes. This information is vital for all participants to maintain compliance and avoid potential financial liabilities related to vehicle damage.

Official Vehicle Damage Repair Policy for FCA Company Cars

Stellantis, formerly FCA, mandates that all repairs to company-owned vehicles under the lease program must adhere to a strict protocol. To ensure quality and compliance, any repairs must be completed at a Stellantis franchised dealership or a sublet facility referred by an authorized dealership. Furthermore, the policy explicitly requires the use of Original Equipment Manufacturer (OEM) parts for all repairs. This stipulation is in place for several key reasons, primarily to uphold vehicle safety standards, maintain the integrity of the vehicles, and ensure adherence to legal disclosure requirements.

Federal and state regulations necessitate full transparency regarding any body damage repairs when a company-owned vehicle is sold. Therefore, strict adherence to the outlined procedure is not just company policy, but also a legal requirement. The following steps are mandatory across the United States, District of Columbia, and Canada.

Key Steps in the Vehicle Damage Repair Process

Initial Contact: Stellantis Claims (CEI)

The first and most critical step when any damage occurs to your company vehicle is to contact Stellantis Claims (CEI) immediately at (800) 313-7448. This initial contact is required for all claims and damage appraisals, irrespective of the damage’s severity.
Obtaining a Vehicle Damage Claim Number

Upon contacting Stellantis Claims (CEI), you will be assigned a vehicle damage claim number. This claim number is essential and must be obtained before proceeding with any vehicle repairs. It serves as a reference point throughout the entire repair process and for all subsequent communications.
Mandatory Damage Appraisal

Before commencing any repairs on the company-owned vehicle, an authorized damage appraisal is mandatory. This appraisal must be completed and approved by Stellantis Claims (CEI). It is a critical step in assessing the extent of the damage and determining the necessary repairs and associated costs.

Participant Responsibility and Potential Liabilities

It is important to note that participants in the Fca Company Car Lease Program may bear financial responsibility for vehicle repairs under specific circumstances. Participants can be held liable for up to 100% of repair costs if the damage is attributed to negligence or unauthorized vehicle modifications.

Examples of Negligence:

Negligence encompasses a range of actions or inactions that lead to vehicle damage. Examples explicitly mentioned in the policy include:

Interior Damage: Spills, upholstery tears, burns, and other damage to the vehicle’s interior caused by the custodian, driver, or occupant.
Exterior Damage: Damage resulting from improper use or care, such as damage from ice scraping, pet damage, or issues arising from loading, unloading, or transporting cargo.
Fuel-Related Issues: Using the wrong type of fuel in the vehicle.
Damaged Components: Cracked or damaged radio screens.
Improperly Secured Equipment: Damage caused by improperly secured tonneau covers or similar accessories.

Unauthorized Repairs are Not Reimbursable:

The policy is unequivocal: repairs performed at independent facilities are not authorized and will not be reimbursed by Stellantis. Furthermore, any damage costs arising from unauthorized repairs are the sole responsibility of the program participant. This underscores the importance of adhering strictly to the policy and utilizing only Stellantis franchised dealerships or their referred sublet facilities for all vehicle repairs.

Personal Property Damage:

Participants should also be aware that the FCA Company Car Lease Program does not cover or reimburse damage to personal property that occurs as a result of a vehicle accident. Personal property insurance should be utilized for such losses.

Accident and Damage Reporting Procedures

In the unfortunate event that your company-owned vehicle is damaged or involved in an accident, specific steps must be followed immediately to ensure compliance and proper handling of the situation.

Step-by-Step Accident Reporting Guide

Ensure Safety First:

The immediate priority is the safety and well-being of everyone involved. First, get help for any injured individuals. Call emergency services if necessary and ensure medical assistance is provided promptly.
File a Police Report:

Contact the police and file an official police report. When reporting the accident, it is crucial to comply with the laws of the state or region where the accident occurred. Obtain a copy of the police report for your records.
Complete the Accident/Damage Report Form:

It is mandatory to complete the Accident/Damage Report Form at the scene of the accident, if possible, before leaving. This form captures essential information about the incident. Always keep a copy of the completed form for your personal records. [Unfortunately, the original document link to the form is not provided here, but in a real scenario, this would be hyperlinked.]
Contact Stellantis Claims (CEI) Immediately:

As soon as possible after the accident, call Stellantis Claims (CEI) at 1-800-313-7448. Have the completed Accident/Damage Report Form information ready when you call. Stellantis provides 24/7 access to experienced claims specialists to assist you through the process. Clearly identify yourself as an employee of Stellantis and a participant in the Company Vehicle Program.
Contact Gallagher Bassett Services, Inc. (If Necessary):

For injury-related questions or concerns, or for questions regarding damage to a vehicle or property owned by a third party involved in the accident, contact Gallagher Bassett Services, Inc. at 1-866-850-1933 or 1-248-452-6050.
Comply with All Stellantis Procedures:

Ensure you adhere to all Stellantis accident and fleet procedures. This includes cooperating fully with any investigations and providing all required documentation promptly.
Authorized Dealership Repairs and Paperwork:

Remember that all vehicle repairs and associated paperwork must be processed through an authorized Stellantis franchised dealership. This reinforces the policy’s requirement for using authorized facilities and OEM parts.

Vehicle Damage Appraisal Policy and Procedure in Detail

The Vehicle Damage Appraisal Policy is a core component of the FCA Company Car Lease Program’s vehicle management. Understanding this policy is crucial for navigating damage assessments and repairs effectively.

Initiating the Appraisal Process

Upon reporting damage to Stellantis Claims (CEI), a representative will take charge of the process. A vehicle damage claim number will be assigned, and the CEI representative will coordinate with a Stellantis franchised dealership to arrange for the initial damage inspection. The CEI representative will manage the entire claim and repair process, acting as your primary point of contact and ensuring adherence to policy.

Situations Not Requiring a Vehicle Damage Estimate

While a damage estimate is typically required for most repairs, there are specific exceptions outlined in the policy. These exceptions are generally for safety-critical repairs or routine maintenance items where immediate action is necessary. However, even in these cases, specific guidelines must be followed.

Repairs NOT Requiring an Appraisal (Under Specific Conditions):

Safety-Related Repairs: Repairs that are essential for vehicle safety, such as headlights, taillights, rearview mirrors, and side view mirrors, must be completed immediately and do not require a prior appraisal. In situations where a Stellantis franchised dealership is not readily accessible, repairs can be performed at a licensed repair facility. In such cases, the participant is initially responsible for payment and can then request reimbursement.
Tires: Tire-related issues are addressed under a separate Tire policy within the Maintenance, Modifications & Roadside assistance guidelines. Refer to the specific Tire policy for detailed procedures.
Wheel Alignments: Standard wheel alignments do not necessitate a damage estimate unless they are part of a larger damage claim resulting from an accident.
Windshield Glass Replacement (No Body Damage): If windshield replacement is needed due to damage like cracks or chips, and there is no accompanying body damage, a damage claim is not required. However, if windshield damage is associated with body damage, a claim must be filed encompassing all damages. Refer to the Glass policy for further details.
Stolen Radios and Equipment (No Body Damage): If a vehicle’s radio or equipment is stolen, and there is no associated body damage, a vehicle damage estimate is not required. However, stolen equipment situations are covered under a separate ‘Stolen Equipment’ section of the overall policy.

Other Types of Vehicle Damage and Repairs

The policy provides specific guidance for various types of vehicle damage beyond standard accident-related repairs, including body damage, normal wear and tear, rim/wheel damage, vandalism, and hail/saltwater damage.

Body Damage:

Any body damage that exceeds the acceptable wear standards defined by the Company Vehicle Operations Wear Square requires a formal accident claim and a repair estimate from a franchised dealer. The Wear Square is a tool used to measure damage extent and tire tread depth. [Again, the link to the Wear Square PDF is not provided here, but would be in a live article]. Wear Squares are provided upon vehicle delivery or can be requested from Company Vehicle Operations.

Body Damage Under $1,000: For body damage estimated to be under $1,000, repairs should generally not be made unless the damage significantly detracts from the vehicle’s appearance or compromises safety or structural integrity. Prior approval from Company Vehicle Operations is needed for repairs under $1,000. Crucially, retain the repair estimate for any unrepaired body damage under $1,000, as it will be required when the vehicle is turned in at the lease end.
Body Damage $1,000 or More: If the repair estimate for body damage is $1,000 or greater, claim approval from Stellantis Claims (CEI) is mandatory before any repairs can commence. This ensures proper oversight and cost management for significant repairs.

Normal Wear and Tear:

The policy explicitly states that repairs for normal wear and tear items, such as minor scratches and dings, are not authorized and should not be performed. These types of minor imperfections are generally expected and considered part of the lease program’s operational context.

Rims/Wheels:

Damage to rims or wheels necessitates a claim. A claim must be filed for any damaged rim or wheel to be either repaired or replaced. If both a tire and rim are damaged simultaneously (e.g., due to pothole impact), a single claim should be filed with CEI for both items. Whether a scratched rim is covered depends on the damage’s severity, and a claim should be initiated to obtain an appraisal in such cases.

Vandalism-Related Damage

Specific procedures apply when dealing with vehicle vandalism, differentiating based on the type and extent of damage.

Body Damage from Vandalism:

If vandalism results in body damage (sheet metal damage), the Vehicle Damage Appraisal Policy must be followed. A courtesy estimate can be obtained from any Stellantis franchised dealership. If the estimate is under $1,000, repairs are typically not made. For estimates of $1,000 or more, a claim must be filed before any repairs begin, and importantly, a police report is required to substantiate the vandalism claim.

Glass Damage from Vandalism:

Glass Damage with Other Vehicle Damage: If glass damage (windshield, sunroof, windows, etc.) occurs along with body damage, suspension damage, underbody damage, or stolen equipment due to vandalism, the vehicle must be inspected and repaired according to the Vehicle Damage Appraisal Policy. A claim must be filed, and a police report is necessary.
Windshield Damage Only: If only the windshield is damaged (and no other vehicle damage or stolen equipment is involved), contact Safelite directly for windshield replacement services. In this specific scenario, a claim through Stellantis Claims is not required.
Other Glass Damage Only (Non-Windshield): If glass other than the windshield (sunroof, side window, rear window, etc.) is damaged, and there is no other vehicle damage or stolen equipment, a claim must be filed through Stellantis Claims.
Windshield and Other Glass Damage: If both the windshield and any other glass components are damaged due to vandalism, a claim must be filed.

Stolen Equipment/Vandalism:

In cases of stolen or vandalized equipment, if there is also body damage, suspension damage, or underbody damage, the Vehicle Damage Appraisal Policy must be followed. A claim should be filed, and a police report must be provided. Replacement of Original Equipment by Manufacturer (OEM) parts must be performed at a Stellantis franchised dealership.

Personal Property and Vandalism:

It’s crucial to reiterate that Stellantis is not responsible for theft or vandalism of personal property within company lease vehicles. Participants must utilize their personal insurance for such losses.

Hail or Salt Water Damage Policy

Stellantis has a specific policy regarding vehicle body damage resulting from hail or salt water exposure.

No Body Damage Repairs for Hail or Salt Water (Except Glass):

Generally, Stellantis policy is NOT to repair vehicle body damage (excluding glass replacement) caused by hail or salt water. This type of environmental damage is considered outside of normal operational wear and tear covered by the lease program.

Mandatory Hail Damage Inspection:

Despite not typically repairing hail damage, all hail-damaged vehicles must be inspected to document the extent of the damage for disclosure purposes when the vehicle is turned in at lease end. Participants must follow the Vehicle Damage Appraisal Policy for this inspection. The damage appraisal documentation must be retained in the glove compartment of the vehicle.

Vehicle Replacement for Severe Hail/Salt Water Damage:

In cases of severe hail or salt water damage, vehicle replacement may be an option. Vehicles sustaining severe damage may be replaced by ordering a new vehicle. Participants must request this replacement through Company Vehicle Operations after the damage appraisal is completed.

Investigations and Legal Proceedings

Participant cooperation is expected in any investigations or legal matters related to company vehicle damage.

Full Cooperation Required:

All participants and permittees of lease vehicles are required to cooperate fully in Stellantis’s investigations into accidents and vehicle damage. This includes providing information, documentation, and access to the vehicle as needed.

Legal and Governmental Cooperation:

In the event of vehicle theft, vandalism, or damage arising from alleged criminal or civil wrongdoing, participants and permittees must cooperate with government authorities and Stellantis. This may include signing and filing criminal complaints, participating as witnesses, and taking other reasonable actions as requested.

Participant Record Keeping Responsibility:

Participants are responsible for maintaining copies of all relevant documents, including police reports, accident reports, damage appraisals, and any other pertinent information related to accidents or loss incidents. These records are essential for claim processing and potential investigations.

Loaner and Rental Vehicle Policy During Repairs

To minimize disruption when a company vehicle requires repairs, Stellantis provides a loaner/rental vehicle policy, with different procedures based on geographic location.

Loaner Vehicles within Southeastern Michigan:

Participants located within Southeastern Michigan should contact the Loaner Department at the Lapeer Road Marshaling Center at (833) 550-5783 to arrange a loaner vehicle if the lease vehicle will be under repair for three days or more. It is important to note that the Vehicle Damage Appraisal Policy also applies to any damage that may occur to the loaner vehicle itself. Contact the Loaner Department at the same number (833) 550-5783 if a loaner vehicle is damaged.

Loaner/Rental Options Outside Southeastern Michigan:

For participants residing outside Southeastern Michigan, two primary options are available:

Indiana Residents (Limited): Indiana residents may be able to obtain a loaner vehicle within Indiana by emailing [email protected]. However, this option is currently limited to Indiana and vehicle inventory availability may vary. Insurance is included with this option. If a local loaner is unavailable, the Business Travel rental option should be used.
Business Travel Rental: Participants can book a rental loaner vehicle through Business Travel’s designated provider. Contact Business Travel at (669) 272-1325. Loaner rentals outside of SE MI through Business Travel are permissible for drivers aged 18 and over. For drivers under 18, the participant can rent a vehicle and provide an alternate household vehicle to the younger driver. Insurance is included in the Stellantis contracted rate when renting through Business Travel for loaner rentals. When calling Business Travel, ensure you state that you are a participant in the Company Vehicle Program.

Validation Letter for Business Travel Rentals:

For Business Travel rentals, whether for the participant or an approved dependent driver, email Company Vehicle Operations at [email protected] with the following information to initiate the validation process:

CID (Company ID)
Retiree First and Last Name
Dependent First and Last Name (if applicable)
Indication of who the rental is for

Once the request is reviewed and verified, Company Vehicle Operations will send a validation letter via email. This validation letter must be presented to the rental car representative at the counter to finalize the rental agreement under the Stellantis program rate and terms.

Rental Reimbursement and Conditions:

Participants can rent a vehicle starting on the day their lease vehicle goes in for repair if the repair duration is expected to be three days or longer. The reimbursement rate is $35 per day, with a maximum reimbursement of $350 per occurrence. The monthly lease vehicle payment continues while the lease vehicle is out of service. If the vehicle is drivable, participants should not leave it at the dealership until parts are ordered and the dealership is ready to begin repairs. Compact-size loaner rentals typically comply with the $35/day price range. If a larger vehicle is required due to special needs, prior approval from Company Vehicle Operations via email is necessary.

Extended Repair and Rental Duration:

If repairs extend beyond 10 days or if the maximum rental reimbursement amount is approaching, contact the dealership to understand the reason for the delay. Contact Company Vehicle Operations for assistance in expediting repairs or if a rental extension is needed. Crucially, if repairs exceed 10 days, you must contact Company Vehicle Operations by email to request a rental extension every 10 days if repairs are ongoing.

Totaled Vehicles: Procedures and Replacement

In situations where a vehicle is declared a total loss, specific procedures must be followed for vehicle return, replacement, or program termination.

Total Loss Notification and Participant Responsibilities:

If the authorized appraiser determines the vehicle to be a total loss, the participant will be notified. Upon notification, the participant is responsible for:

Removing all personal property from the vehicle.
Removing the license plate, registration, insurance certificate, and any other lease-related documentation.
Returning all removed items (except the insurance certificate) to the Lapeer Road Marshaling Center at the address provided below.
Transferring the insurance certificate to the new vehicle (if applicable).

Lapeer Road Marshaling Center Contact Information:

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 and Vehicle Replacement:

The participant must notify 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 regarding vehicle replacement.

Vehicle Replacement Procedures Based on Location:

Within Southeastern Michigan: If a loaner vehicle was obtained from the Lapeer Road Marshaling Center, it must be returned at this time. An interim vehicle must be selected and retained until a new vehicle is ordered and delivered. A new vehicle order can be placed during the second or third ordering phase after the total loss is processed.
Outside Southeastern Michigan: Participants outside Southeastern Michigan should contact Company Vehicle Operations for specific assistance regarding vehicle replacement procedures. Generally, participants are expected to replace totaled vehicles to remain active in the lease car program. A new vehicle order is contingent on corporate vehicle production schedules.

Totaled Vehicles Not Being Replaced (Program Termination):

For participants who choose not to replace a totaled vehicle, regardless of location (within or outside Southeastern Michigan), program termination procedures apply.

Termination Form Submission: Participants must submit a completed Termination Form, indicating the totaled vehicle status. The Termination Form is available under the Bulletins and Forms tab on the Company Vehicle Operations website. The form must be completed, signed, and submitted to the designated number or address on the form.
Lease Payment Discontinuation: Submitting the Termination Form will discontinue monthly lease payments from payroll/pension checks, effective from the date the vehicle was totaled.
Vehicle Order Cancellation: If a new vehicle had already been ordered, and the participant no longer intends to take delivery due to program termination, this should also be noted on the Termination Form.

Dealer Billing for Repairs

For Stellantis franchised dealerships performing repairs under the FCA Company Car Lease Program policy, specific billing procedures are in place.

Dealership Invoice Submission:

The Stellantis franchised dealership must submit the repair order/invoice and the damage appraisal to Company Vehicle Operations for payment. Submissions should be sent to:

Fleet Operations – Vehicle Claims Email: [email protected] Phone: (833) 550-5783

Dealer Billing Statement Credit:

Upon processing and approval, a credit for the repair amount will be issued to the dealership’s Dealer Billing Statement under Billing Code “0057”.

Third-Party Contacts and Claim Handling

To ensure proper claim management and legal compliance, specific procedures exist for handling third-party communications related to vehicle damage.

Referral of Third-Party Inquiries:

Any subsequent claims or contacts received by telephone or mail from a third party (individual, attorney, or insurance company) regarding a Stellantis-owned vehicle must be immediately referred or sent to Gallagher Bassett Services, Inc. for handling and response.

Participant Claim Settlement Authority:

Participants or custodians of company vehicles are explicitly NOT authorized to settle any claims involving a Stellantis-owned vehicle. All claim settlements and legal interactions must be managed through authorized Stellantis channels and Gallagher Bassett Services, Inc.

Conclusion

Understanding and adhering to the FCA Company Car Lease Program Vehicle Damage Policy is paramount for all participants. By following the outlined procedures for damage reporting, appraisal, and repair, participants can ensure compliance, minimize personal financial liability, and maintain the integrity of their company-leased vehicles. This comprehensive guide serves as a valuable resource for navigating the policy effectively and understanding your responsibilities within the program.