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Queen's University

Human Resources

Non-Owned Auto (Rental Less than 30 days)

The following best practices have been designed to outline the expected business processes for employees and students who drive a rented vehicle for Queen’s University business.

All drivers, whether employees or not, must be listed on the rental contract. On many rental agreements, only those named on the contract are covered by insurance. Read all agreements carefully ahead of driving the vehicle.

All drivers must carry a valid Ontario Class G driver’s license or equivalent from another jurisdiction; only drivers with the appropriate license are permitted to drive rented vehicles for Queen’s University business.

In addition to liability coverage, the University carries coverage for collision and comprehensive perils up to $50,000.  Unless the rental agency insists on more coverage, it should not be necessary to purchase additional insurance. In the event of a claim, a $1,000 all perils deductible applies involving private passenger and light commercial vehicles which is currently covered by the University's self-insurance program.  Please contact the Department of Human Resources at (613) 533-2070 for a Certificate of Insurance before heading off on your business trip.

**It is the department's responsibility to know who is driving for the University on their behalf so diligence in ensuring all drivers carry a valid driver's license and that all drivers are aware of expected risk management best practices is paramount.

  • If the rental vehicle will also be used for personal reasons unrelated to University business or if the vehicle will be also driven by individuals who are not affiliated with the University, collision and comprehensive perils coverage must be purchased from the rental agency. This kind of coverage may be provided through the use of a gold or platinum credit card -- please check with the card company to determine what insurance, if any, is provided if the rental is paid for through the credit card).
    **It is recommended that if Departments are planning repeated trips with the rented vehicle and/or more than one driver operating the vehicle, additional coverage be purchased from the rental agency at the time of renting.
  • It is not necessary to purchase third party liability insurance on rented vehicles as the rental agency is required by law to carry third party liability insurance on all rental vehicles (and is included in the rental rate). We suggest that you ask the rental agency to confirm the Limit of Liability they carry. It should be at least $1 million per occurrence. The University's liability coverage is in excess of that carried by the rental agency.
  • Report all accidents immediately to the Insurance Unit of Human Resources at (613) 533-2070;
  • It is recommended that rented vehicles be returned to the rental agency before close of business. Should this not be possible, please return the vehicle at the earliest convenience. We recommend that drivers take pictures using cell phone, camera, or tabletat the time of returning the vehicle to avoid discrepancy of records.

Renting Vehicles Outside of North America

While the University has both liability and physical damage insurance coverage for vehicles rented outside of North America, this insurance is considered to be excess coverage. Moreover, in many foreign jurisdictions purchasing insurance from the rental agency may be mandatory; therefore, it is recommended that collision/comprehensive perils coverage be obtained when renting the vehicle. Please note, this kind of coverage may be provided through the use of a gold or platinum credit card -- check with the card company to determine what insurance, if any, is provided if the rental is paid for through the credit card).

In Case of an Accident:

Please pay specific attention to the driver safety recommendations and what to do in the event of an accident before renting a vehicle below.

  • All off-campus accidents should be reported immediately to the local police department and note the name of the investigating officer.
  • Call 911 immediately if there are any personal injuries.
  • All on-campus accidents should be reported immediately to Queen's Security at (613) 533-6733.
  • All claims must be reported to the Insurance Unit in Human Resources ASAP at (613) 533-2070 (Catherine Hagerman extension 74322 or
  • Provide any other involved party with required insurance information and your name, address and telephone number. Note that requirements vary by province and state. Ask the investigating police officer for details.
  • Get all driver and insurance information from other involved party, if applicable.

Recommended Driver Selection, Records and Training

The following are provided by the University's insurance advisors and are based on Industry Best Practices and proven loss prevention strategies. This is the first critical step toward ensuring that the risk of a motor vehicle accident is minimized. It is noted that 95% of all vehicle accidents are caused by human error.

**The use of hand-held devices is not permitted at any time when operating a vehicle (texting or hand-held cell phone use).

Vehicle Selection

It is suggested that departments and drivers carefully consider the needs when renting or leasing a vehicle. This will depend on many factors including – type of a vehicle depending of volumes, amounts transported; with good safety record, easy maintenance. Please ensure that the person designated as driver at any given time has considerable experience driving that size and model of vehicle (ie. not all drivers have experience driving a van).

We recommend that current year models not be used for field work when off road or driving on unpaved or gravel surface roads is required.

Vehicle Operation Guidelines

  • Drivers must at all times comply with all laws, regulations and posted signs or directions regarding speed and traffic control.
  • Drivers should take a 30 minute rest break at least every four hours.
  • Drivers should drive no more than ten hours in any 24 hour period.
  • Trips requiring more than 10 hours driving time to destination should include overnight lodging.
  • Driving through the night is not recommended, nor is driving past midnight. Front passengers should remain awake to help keep the driver alert during all times if practical. A navigator should be assigned for trips to unfamiliar destinations and routes if practical.
  • Unauthorized persons are not permitted to drive the vehicle.
  • Unauthorized passengers are not permitted in the vehicle.
  • The number of passengers may not exceed the number of seat belts. All occupants of the vehicle are required to wear seat belts at all times during vehicle operation.
  • Drinking and possession of alcohol or illegal drugs in vehicles or driving while under the influence of alcohol or drugs is strictly prohibited and voids the vehicle's insurance coverage.
  • Be careful of conditions that may lead to loss of control such as driving while sleepy or inattentive, or driving too fast for road conditions.
  • If the weather is inclement, stop and stay overnight in a safe place. The additional lodging cost is worth avoiding the risk.
  • Do not use a cell phone or any other electronic device while driving. Stop the vehicle in a safe area to use a cell phone or other electronic device or have a passenger operate it.
  • Drivers should inspect the vehicle for safety and maintain them properly, particularly the tires. Worn or under inflated tires can increase the risk of rollover.
  • Drivers are solely responsible for any fines resulting from traffic or parking violations during use of the vehicle on University business.
  • Vehicles are to be used only for University business. Any liability arising out of personal use of a University owned or rented vehicle is the sole responsibility of the driver.
  • Absolutely no use of hand-held devices is permitted at any time when operating a vehicle (texting or hand-held cell phone use).

Fatigue and Limits on Driving Time and Distance

Driver fatigue is a leading cause of traffic accidents. Fatigue affects driver perception, information processing, and reaction times. In the extreme, it causes a driver to fall asleep. Fatigue can arise from factors including night driving, extended wakefulness, inadequate sleep, and sleep disorders.

    Help drivers understand the warning signs of fatigue. These include:
  • Forgetfulness,
  • Impaired decision making and communication,
  • Slower reaction times,
  • Staring ahead instead of scanning surrounding conditions,
  • Drooping eyelids,
  • Close calls, such as drifting into another lane or not maintaining a safe following distance.

Queen's Human Resources
Fleming Hall, Stewart-Pollock Wing
Kingston, Ontario, Canada. K7L 3N6.
T: 613.533.2070 | F: 613.533.6196