For Stellantis employees participating in the new car lease program, understanding the vehicle damage repair policy is crucial. This guide outlines the essential procedures and guidelines to ensure compliance and avoid potential out-of-pocket expenses. This policy is designed to protect both the employee and Stellantis, ensuring company-owned vehicles are maintained to the highest standards using genuine OEM parts and authorized Stellantis dealerships.
Key Requirements for Vehicle Damage Repair
When your leased Stellantis vehicle requires repairs due to damage, it’s mandatory to use a Stellantis franchised dealership or a sublet facility referred by a Stellantis dealership. This ensures quality repairs and the use of Original Equipment Manufacturer (OEM) parts, a critical aspect of maintaining vehicle integrity and complying with both Stellantis policy and legal disclosure requirements. Federal and state laws mandate full transparency regarding all body damage repairs when a company-owned vehicle is sold. Adhering to this policy ensures Stellantis meets these obligations.
Before initiating any repairs on your company-owned vehicle, obtaining authorization from Stellantis Claims (CEI) is the first critical step.
Crucial First Steps:
- Contact Stellantis Claims (CEI) immediately at (800) 313-7448 for all damage claims and appraisals. This is your primary point of contact for reporting damage and initiating the repair process.
- Obtain a vehicle damage claim number. This claim number is essential for tracking your case and authorizing repairs.
- Ensure an authorized damage appraisal is completed before any repairs commence. This appraisal, coordinated through Stellantis Claims, is necessary to assess the extent of damage and approve the repair plan.
It’s important to note that as a participant in the Stellantis employee lease program, you may be held financially responsible for up to 100% of repair costs if the damage is a result of negligence or unauthorized modifications. Negligence can encompass a range of situations, including interior or exterior damage caused by the vehicle custodian, driver, or occupants. Examples of negligence explicitly include spills, upholstery tears or burns, using the wrong fuel, damage from ice scraping, pet damage, cracked or damaged radio screens, and damage resulting from loading, unloading, or transporting cargo, including improperly secured tonneau covers.
Furthermore, it is critical to understand that repairs performed at independent facilities are not authorized under the Stellantis policy and will not be reimbursed. Participants who choose to use independent repair shops will be personally responsible for all associated costs, regardless of the circumstances. Personal property damaged in an accident is also not covered or reimbursable under the Stellantis vehicle program.
Accident and Damage Reporting Procedures
In the unfortunate event that your leased Stellantis vehicle is damaged or involved in an accident, prompt and accurate reporting is essential. Follow these steps immediately to ensure you meet Stellantis requirements and facilitate a smooth claims process:
- Prioritize safety and provide help for the injured. Your immediate concern should be the well-being of yourself and anyone else involved in the accident.
- File a police report. Adhere to the laws of the state or region where the accident occurred when reporting to the police. A police report provides an official record of the incident, which is often required for insurance and claims processing.
- Complete the Accident/Damage Report Form in full before leaving the accident scene. This form captures critical details about the accident while the information is still fresh. Always keep a copy for your personal records.
- Contact Stellantis Claims (CEI) at 1-800-313-7448 as soon as possible after the accident with the completed information. Experienced claims specialists are available around the clock, 24/7, to assist you. Clearly identify yourself as a Stellantis employee to ensure you are directed to the appropriate department.
- For injury-related questions or concerns about damage to third-party vehicles or property, contact Gallagher Bassett Services, Inc. at 1-866-850-1933 or 1-248-452-6050. Gallagher Bassett handles third-party claims and injury-related inquiries.
- Strictly adhere to all Stellantis accident and fleet procedures. Familiarize yourself with the complete guidelines provided by Stellantis to ensure full compliance.
- Ensure all vehicle repairs and associated paperwork are handled exclusively by an authorized Stellantis franchised dealership. This reinforces the policy of using authorized facilities for all repair work.
Vehicle Damage Appraisal Policy and Procedure
Upon contacting Stellantis Claims (CEI), a representative will assign a vehicle damage claim number. They will then coordinate with a Stellantis franchised dealership to conduct an initial damage inspection. Stellantis Claims (CEI) manages the entire claim and repair process, ensuring it aligns with policy guidelines.
However, it’s important to note certain types of repairs that do not necessitate a vehicle damage estimate and can be addressed more directly:
- Safety-related repairs (headlights, taillights, rear view mirrors, side view mirrors, and other safety items) must be completed immediately. These critical safety repairs do not require prior appraisal to expedite the process. If a Stellantis dealership isn’t immediately accessible for these safety repairs, a licensed repair facility can be used. In such cases, the employee pays upfront and seeks reimbursement from Stellantis.
- Tires: Tire-related issues are covered under a separate tire policy. Refer to the “Tire page” under the Maintenance, Modifications & Roadside tab for specific details on tire replacement and repair procedures.
- Wheel alignments: Routine wheel alignments do not require a damage estimate.
- Windshield glass replacement (without body damage): If only the windshield is damaged and there is no accompanying body damage, a claim is not required. However, if body damage is present alongside windshield damage, a claim becomes necessary. Consult the “Glass page” under the Maintenance, Modification & Roadside tab for detailed glass replacement guidelines.
- Stolen radios and equipment (without body damage): If radios or equipment are stolen and no body damage occurred, a damage estimate is not needed. Refer to the “Stolen Equipment” section for specific procedures in these cases.
Understanding Other Types of Damage and Repairs
The Stellantis vehicle damage policy addresses various specific damage scenarios to provide clear guidelines for employees:
Body Damage: Any body damage that exceeds the standards defined by the Company Vehicle Operations Wear Square necessitates filing an accident claim and obtaining a repair estimate from a franchised dealer. The Wear Square is a tool used to measure vehicle damage severity and tire tread depth to determine if repairs or tire replacement are necessary. These Wear Squares are provided at vehicle delivery from the Lapeer Road Marshaling Center and can be requested from the Company Vehicle Operations Group.
For body damage estimated to be under $1,000, repairs should generally be avoided unless the damage significantly detracts from the vehicle’s appearance or compromises safety or structural integrity. Repairs under $1,000 require prior approval from Company Vehicle Operations. If minor damage is not repaired, retain the repair estimate for vehicle turn-in documentation. If the damage estimate exceeds $1,000, claim approval from Stellantis Claims (CEI) is mandatory before starting any repairs.
Normal Wear and Tear: Repairs for normal wear and tear, such as minor scratches or dings, are not authorized and should not be undertaken under the Stellantis vehicle program.
Rims/Wheels: Damage to rims or wheels requires a claim to be filed for repair or replacement. If both a tire and rim are damaged simultaneously (e.g., pothole damage), a single claim should be filed with CEI covering both items. Scratched rims may or may not be covered depending on the damage severity, requiring a claim for appraisal to determine coverage.
Vehicle Vandalism: In cases of vandalism, the Vehicle Damage Appraisal Process is only utilized when there is body damage, suspension or underbody damage, or stolen equipment.
Body Damage from Vandalism: Any sheet metal body damage due to vandalism must be appraised and repaired according to the Vehicle Damage Appraisal Policy. A courtesy estimate from a Stellantis franchised dealer can be obtained. For estimates under $1,000, repairs are generally not recommended. For estimates of $1,000 or more, a claim is required before repairs begin, and a police report must be provided.
Glass Damage from Vandalism:
- If glass damage is accompanied by body damage, suspension, underbody damage, or stolen equipment, the vehicle must be inspected and repaired following the Vehicle Damage Appraisal Policy. A claim and police report are required.
- For windshield damage only (with no other vehicle damage or stolen equipment), contact Safelite directly for windshield replacement.
- For damage to other glass (sunroof, windows, etc.) without windshield damage, body damage, or stolen equipment, a claim must be filed.
- If both the windshield and other glass are damaged, a claim is required.
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 and police report are necessary. Replacement of Original Equipment by Manufacturer (OEM) parts must be performed at a Stellantis franchised dealership.
Personal Property: Stellantis is not responsible for theft or vandalism of personal property within employee lease vehicles. Employees should address such losses through their personal insurance.
Hail or Salt Water Damage: Stellantis policy generally does not cover body damage repair (excluding glass replacement) resulting from hail or salt water. However, all hail-damaged vehicles must undergo inspection to document the extent of damage for disclosure at vehicle turn-in. Employees must follow the Vehicle Damage Appraisal Policy for these inspections, and the damage appraisal should be kept in the vehicle’s glove compartment. Severely damaged vehicles due to hail or salt water may be eligible for replacement with a new vehicle order, upon request to Company Vehicle Operations after appraisal completion.
Investigations and Legal Proceedings
Participants and permittees of Stellantis lease vehicles are required to fully cooperate with company investigations into accidents and vehicle damage. In cases of theft, vandalism, or damage arising from alleged criminal or civil wrongdoing, employees must cooperate with both government authorities and Stellantis. This cooperation includes signing and filing criminal complaints, acting as witnesses, and taking other reasonable actions as requested.
Crucially, employees are responsible for retaining copies of all police and accident reports, damage appraisals, and any other relevant documentation related to accidents or loss incidents.
Loaner/Rental Vehicle Policy During Repairs
For employees within Southeastern Michigan needing a loaner vehicle while their leased vehicle is under repair for three days or more, contact the Loaner Department at the Lapeer Road Marshaling Center at (833) 550-5783 to arrange a loaner. Note: The Vehicle Damage Appraisal Policy also applies to any damage to the loaner vehicle itself.
Employees residing outside Southeastern Michigan have two loaner options:
- Indiana Residents: Loaner vehicles may be available in Indiana by emailing [email protected]. Availability is currently limited to Indiana and vehicle inventory may be restricted. Insurance is included with this option. If a local loaner is unavailable, utilize Business Travel for a rental loaner.
- Business Travel: Book a rental loaner through Business Travel’s designated provider at (669) 272-1325. Loaner rentals via Business Travel are permissible for drivers aged 18 and over. For younger drivers ineligible to rent directly, the employee can rent and provide an alternate household vehicle to the dependent driver. Insurance is included in the Stellantis contracted rate for Business Travel rentals used as loaners. When renting through Business Travel for yourself or a dependent driver, email Company Vehicle Operations at [email protected] with your CID, Retiree First and Last Name, Dependent First and Last Name (if applicable), and indicate who the rental is for. Upon review, a validation letter will be emailed to you, which must be presented at the rental counter.
Employees can rent a vehicle on the day their leased vehicle goes in for repair if the repair duration is expected to be three days or longer. Reimbursement is capped at $35 per day, up to a maximum of $350 per incident. The monthly lease payment continues while the leased vehicle is out of service. If the vehicle is drivable, it should not be left at the dealership until parts are ordered and the dealership is ready to commence repairs. Compact-size loaner rentals generally comply with the $35/day price range. Larger vehicles require pre-approval from Company Vehicle Operations via email.
For repairs exceeding 10 days or the maximum rental reimbursement, contact the dealership to ascertain the cause of the delay. Contact Company Vehicle Operations for assistance in expediting repairs or requesting a rental extension. Rental extensions must be requested via email to Company Vehicle Operations every 10 days if repairs remain incomplete.
Totaled Vehicles
If a vehicle is declared a total loss by the authorized appraiser, the participant will be notified. The employee is responsible for removing all personal property, the license plate, registration, insurance certificate, and lease-related documents from the totaled vehicle. All items except the insurance certificate should be returned to the Lapeer Road Marshaling Center (address provided below). The insurance certificate should be transferred to the replacement vehicle.
Lapeer Road Marshaling Center Stellantis CIMS: 438-01-00 4300 S. Lapeer Road Orion Twp., MI 48359 Outside Line: (833) 550-5783
Employees must notify Company Vehicle Operations of a totaled vehicle 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.
Within Southeastern Michigan: If a loaner was obtained from the Lapeer Road Marshaling Center, it must be returned, and an interim vehicle selected. The interim vehicle is used until a new leased vehicle is ordered and delivered. A new vehicle order can be placed during the second or third ordering phase.
Outside Southeastern Michigan: Contact Company Vehicle Operations for assistance. To remain in the lease program, totaled vehicles must be replaced. A new order is contingent on corporate vehicle production.
Totaled Vehicles Not Being Replaced: Employees opting not to replace a totaled vehicle (both within and outside Southeastern Michigan) must submit a completed Termination Form (found under the Bulletins and Forms tab) indicating the vehicle’s totaled status. The Termination Form, completed and signed, should be submitted to the address or number on the form. This form stops monthly lease payments as of the vehicle totaled date. If a new vehicle was already ordered and the employee declines delivery, this should also be noted on the Termination Form.
Dealer Billing for Repairs
Stellantis franchised dealerships must submit the repair order/invoice and appraisal to Company Vehicle Operations for payment via email to [email protected] or by phone at (833) 550-5783. Dealerships will receive a credit for the repair amount on their Dealer Billing Statement under Billing Code “0057”.
Third-Party Contacts
Any claims or inquiries from third parties (individuals, attorneys, or insurance companies) should be immediately referred to Gallagher Bassett Services, Inc. for handling and response. Employees are not authorized to settle claims involving Stellantis-owned vehicles.
By understanding and adhering to these guidelines, Stellantis employees participating in the new car lease program can ensure a smooth and compliant process for vehicle damage repair, maintaining both their benefits and the integrity of the Stellantis fleet.
