Units are asked to update and submit their list of drivers annually to Risk Advisory and Insurance Services (RAIS) to ensure accurate records.
What is insured
All vehicles owned, operated, and/or leased by McGill are insured under the University's Automobile Policy. This insurance policy includes liability coverage around the use of departmental vehicles, including direct damage to the vehicle. These vehicles include tractors, trailers, snowmobiles, vans, and sedans.
Each department is responsible for the insurance costs of the vehicles registered to them.
What is not covered
The following exclusions exist:
- Personal property of any kind;
- Personally-owned vehicles used for McGill business (protection in this situation is provided under the individual's personal automobile insurance policy);
- Impaired driving;
- Unauthorized drivers.
Updates to vehicle and driver lists
New vehicles are purchased/leased according to the vehicle asset management procedure. Additions, substitutions and deletions must also be reported to RAIS by the vehicle asset steward. This individual is a faculty member or an administrative unit head accountable for the custody of the University-owned vehicle. The vehicle asset steward should use the Automobile Insurance Information Form when sending updates.
The Driver Data Form must be completed by the vehicle asset steward and submitted to RAIS. It ensures the University maintains an up-to-date list of authorized vehicle asset operators.
Insurance liability card and joint report accident forms
There should be a liability insurance card in each McGill-owned vehicle. Contact your vehicle asset steward if it is missing.
Printed copies of the Joint Report of Accident Form should be kept in every McGill-owned vehicle. These should be filled out by the vehicle asset operator in the event of an accident with another vehicle. A vehicle asset operator is an employee, faculty member, or student, who is authorized by the vehicle asset steward to operate the vehicle.
Safety and training
Vehicle asset operators must adhere to all traffic safety rules and regulations and behave responsibly; this includes accident prevention. Proper training for all vehicles, such as tractors, trailers, snowmobiles, vans, and sedans, is mandatory.
To view a list of useful resources related to the maintenance and repair of McGill fleet vehicles, visit the resources for vehicle asset stewards and operators page (note that this page is restricted to authenticated McGill users only).
Vehicle rentals
As a reminder, students and staff should not use their personal credit card to lease vehicles for business use. For the rental process, please follow the instructions on the Travel Services website.
Note that the rental must be made in the name of The Royal Institution for the Advancement of Learning / McGill University. The contract should name all authorized drivers and be signed by a person of authority. All coverage offered by the rental company should be purchased.
Please send us a completed Automobile Insurance Information and Driver Data form, along with a copy of the rental contract. We understand that you may not have details of the automobile until a few days before the rental occurs. Please indicate if the rental is for over 30 days.
All drivers should be trained on how to drive the vehicle and what to do in case of an accident.