Safety Policies and Procedures Manual

University Vehicle Accidents

SPPM 7.20

For more information contact:
   Risk Management 
   509-335-6893 | compliance.risk@wsu.edu
   Motor Pool
   509-335-9085 | FS.motorpool@wsu.edu

1.0   Overview

This policy provides policies and procedures for University personnel to report any traffic accident involving any vehicle used for official University business. 

2.0   Immediate Actions

Actions to take after an accident are summarized in the Emergency and Post-Accident Guidelines provided in each University vehicle’s glove box.

2.1    Obtain Medical Aid

Obtain emergency medical aid for any injured persons.

2.2    Notify Police 

Contact the law enforcement agency having jurisdiction for the accident location.

2.2.a  Within Washington State

When possible, the law enforcement officer should file an official Police Traffic Collision Report (WSP-159). If damages are $1,000 or more or if bodily injury has occurred, the officer must file a Washington State Vehicle Collision Report (WSP-161). Both forms are provided by law enforcement agencies within the state of Washington.

2.3    Obtain Information

Obtain the following information from other involved parties and witnesses:

  • Names
  • Addresses
  • Telephone numbers
  • Vehicle descriptions
  • License numbers
  • Insurance companies of third parties (names, addresses, telephone numbers)

2.4    Notify WSU

Immediately notify the following WSU officials or offices, as appropriate:

  • Driver’s immediate supervisor
  • Risk Management; telephone 509-335-6893; e-mail compliance.risk@wsu.edu
  • Motor Pool of Facilities Services, Operations if a Motor Pool vehicle is involved; telephone 509-335-9085

In the event the offices above are closed, such as holidays or weekends, report the event the following business day.

3.0   Collision Report

Drivers report all traffic accidents, regardless of how minor, on the State of Washington Vehicle Collision Report (SF-137).

Note: Paper versions of the SF-137 form may be accepted by Risk Management only in rare circumstances.

Within two working days, the driver completes the online SF-137 form and provides a PDF copy of the completed form to their supervisor. The supervisor then e-mails a copy of the completed report to Risk Management; email compliance.risk@wsu.edu. 

A hardcopy of the SF-137 form is located in the glove compartment of University vehicles for drivers to use as a template for capturing necessary information.

Important! Departments should also maintain a supply of SF-137 forms in all department-owned or leased vehicles to be used as templates.

3.1    Bodily Injury

In the event of bodily injury to WSU employees, they are to also complete a HRS Incident Report as indicated in SPPM 2.24 and 2.30. 

4.0   Repair Estimates 

4.1     WSU Pullman Motor Pool Vehicles

Vehicles managed by WSU Pullman Motor Pool that need repair should be returned to Motor Pool as soon as possible. Motor Pool and Risk Management then develop and coordinate a repair estimate. The driver’s supervisor submits the Vehicle Collision Report (SF-137) to Risk Management. (See Section 3.0.)

4.2     All Other University Vehicles

As soon as possible, the driver obtains two written estimates for repairs to the University vehicle. The driver’s supervisor sends the estimates with the SF-137 to Risk Management.

4.3     Glass Repair

WSU Pullman units are to obtain glass repairs from the Motor Pool. Units in other locations obtain two written estimates from local glass repair shops and submit them with the SF-137 to Risk Management. Note: Only one estimate is needed if using a vendor under the State’s contract, contact Risk Management for current vendor information. 

4.4     Auto Body

Local vendors are to be used for auto body repairs.

4.5     Review of Estimates

Risk Management reviews the estimates and selects a vendor to provide the repairs. 

5.0   Claims

A University traveler involved in an accident while driving a privately-owned vehicle on University business is not reimbursed for deductibles and the traveler’s insurance is primary. (See UPPM 95.11.)

5.1     Third-Party Claims

A third party who wishes to file a claim against the state of Washington due to an accident with a University vehicle and/or driver completes a Standard Tort Claim Form (SF-210). This form is available from Risk Management. 

6.0   Accident Review

Risk Management reviews University vehicle accidents involving official University business and provides accident-related information and recommendations to departments as needed or requested. 

7.0   Related Resources

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Revisions:  Apr. 2025 (Rev. 148); Oct. 2019 (Rev. 121); Feb. 2006 (Rev. 64); Aug. 2000 (Rev. 35); Dec. 1998 (Rev. 20); Oct. 1991 (Rev. 9).