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Mobility & Parking Services (MAPS)
HomeAutomotive Accident Procedures

AUTOMOTIVE ACCIDENT PROCEDURES

Reporting Accidents Involving University Vehicles

Any accident or incident involving any university motor vehicle in use for official state business, regardless of circumstances or amount of damage, must be handled as described below.

At the Scene

  • Stay with the Vehicle: Do not leave the scene of the accident under any circumstances. If it is unsafe to remain in or near the vehicle, find a safe location out of the roadway and wait for emergency service personnel to arrive. Your presence is crucial for the safety of all involved and for the proper handling of the situation.
  • If On Campus: Call University Police at 631-632-3333 or 333 from campus phones. They will provide the necessary assistance and ensure that the incident is documented correctly.
  • If Off Campus: Call 911 and be guided by their directions. Request that a police report be completed to document the accident.
  • Contact your supervisor immediately after calling 911. Your supervisor will help ensure the accident is properly reported to Fleet Services and appropriate MAPS personnel.
  • Avoid making statements regarding responsibility or fault. Express no opinion as to who is at fault. Give no information except as required by the authorities. Do not sign any statements except as required by authorities.
  • Never offer to pay for any damage, medical bills, towing, rental cars, taxi service or any other charges incurred by another party resulting from the accident.
  • Do not discuss the accident with anyone except responsible personnel or emergency response personnel (police, fire and medical).
  • Provide the other party with the insurance information contained in the vehicle.
  • Exchange contact information with the other driver(s) involved and obtain contact (name, address, phone number) information of every witness.
  • Take photos if safe to do so.
  • If the vehicle is towed from the accident scene, determine where the vehicle will be taken and what may be necessary to retrieve the vehicle.
  • Drivers are to remain at the scene of the accident until authorized to leave by law enforcement.

Afterwards

  • Within 24 hours
      • Ensure you notify your supervisors of the accident as soon as possible.
      • Fill out NYS MV-104 and return it to Fleet Services within 24 hrs. Contact Fleet Services at 631-632-6025 or sbu_fleet@stonybrook.edu if you need assistance.
  • Within 10 days
      • In accordance with New York State (NYS) Vehicle and Traffic Law, any driver involved in an accident resulting in injuries and/or property damage in excess of $1,000 is required to file a Report of Motor Vehicle Accident Form (NYS MV-104) to the NYS Department of Motor Vehicles (DMV) within ten (10) days.
  • Within 30 days
      • SBU Fleet Services is required by the Office of General Services (OGS) to submit all necessary paperwork for an accident claim within 30 days of the accident. This includes a police report, a completed NYS MV-104, and photographs of the vehicle and/or property damage related to the accident.
      • Failure to submit to OGS will result in individual departments becoming liable for damanges and losses.

Supervisor Responsibilities

  • Verify the driver completed the above responsibilities.
  • Review all required submitted documentation for accuracy.

Tracking Your Claim

If you have been involved in an accident with a university vehicle, please contact the Office of General Services (OGS) at (518) 474-4725 to retrieve information about claims and payments. 

Reference Documents