4340 R1 - Procedures for Loss Related to District-Owned Vehicles



  1. If a district-owned vehicle is involved in an accident, the driver's immediate supervisor shall be notified as soon as possible.
  2. The supervisor or designee shall call police for investigation and notify the transportation office in case of any accident requiring vehicle removal.
  3. If an accident involves a school bus, the transportation office will be notified immediately. The transportation office will contact the Washington State Patrol.
  4. The supervisor of transportation will be responsible for completion of Auto Accident Notice (blue form) and/or other notice of claim when applicable.
  5. The transportation office will call the district's insurance company regarding the accident.
  6. The Transportation Office will follow through with completion of the Vehicle Accident Notice with information to be sent to
    1. insurance company or source for reimbursement
    2. business office (accounts receivable).
  7. The transportation office will get and/or make estimates on vehicle repair costs and follow through for necessary repair.
  8. The transportation office will follow up with a copy of a job sheet (properly coded - 06) with details of PO's and revised final estimate to accounts receivable.
  9. Accounts receivable clerk will
    1. Collect reimbursement in accordance with the amount established on the claim form.
    2. Deposit reimbursement monies received
      1. warrants payable to Edmonds School District,
      2. two-party warrants to be co-signed by the other party and deposited by Edmonds School District,
      3. when a direct settlement is made to a claimant outside the district by the insurance company, proper documentation is required.
    3. Record transaction and update office copies of claim forms.
  10. The supervisor of transportation will keep a sequential record of all accidents. Records will include: date of accident, accident file number, name of driver, the other party involved and his/her insurance company, witnesses, description of accident, and information regarding receivables.

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