Stellantis Employee Vehicle Program: Understanding the Vehicle Damage Repair Policy

For Stellantis employees participating in the company vehicle program, understanding the vehicle damage repair policy is crucial. This guide outlines the procedures and requirements to ensure compliance and proper handling of vehicle repairs. Adhering to this policy, leveraging OEM parts, and utilizing authorized Stellantis dealerships are essential components of the Stellantis new car lease program for employees 2023.

Key Procedures for Vehicle Damage Repair

When your company-owned Stellantis vehicle requires repair, it’s imperative to follow a specific protocol to maintain compliance with both company policy and legal regulations. Federal and state laws mandate full disclosure of all body damage repairs when a company-owned vehicle is sold. Therefore, Stellantis has established a clear procedure to ensure transparency and adherence to these regulations throughout the United States, District of Columbia, and Canada.

Initial Steps After Vehicle Damage:

Contact Stellantis Claims (CEI): Immediately upon noticing damage, your first action is to contact Stellantis Claims (CEI) at (800) 313-7448. This is the central point of contact for all claims and damage appraisals related to Stellantis company vehicles.
Obtain a Claim Number: During your call with Stellantis Claims (CEI), ensure you obtain a vehicle damage claim number. This number will be essential for tracking and managing the repair process.
Authorized Damage Appraisal: Before initiating any repairs, it is mandatory to have an authorized damage appraisal completed. This appraisal must be conducted before any work begins on the company-owned vehicle to ensure proper assessment and documentation of the damage.

Important Note on Responsibility: Participants in the Stellantis employee vehicle program may bear financial responsibility for vehicle repairs. Specifically, you could be liable for up to 100% of repair costs if the damage is attributed to negligence or unauthorized modifications. Negligence can encompass a range of situations, including but not limited to:

Interior damage such as spills, upholstery tears, or burns.
Exterior damage caused by the custodian, driver, or occupant.
Using incorrect fuel types.
Damage from improper ice scraping techniques.
Pet-related damage.
Cracked or damaged radio screens.
Damage resulting from loading, unloading, or transporting cargo.
Improperly secured tonneau covers.

Furthermore, it is critical to understand that repairs conducted at independent facilities are not authorized under the Stellantis policy and will not be reimbursed. Any costs incurred from unauthorized repairs at independent facilities will be the sole responsibility of the program participant. It’s also important to note that personal property damaged in an accident is not covered or reimbursable by Stellantis.

Accident and Damage Reporting: Step-by-Step Guide

In the unfortunate event of an accident or damage to your Stellantis company vehicle, prompt and accurate reporting is vital. Follow these steps meticulously:

Ensure Safety First: Your immediate priority is to check for injuries and provide assistance to anyone hurt in the accident.
File a Police Report: It is essential to file a police report for any vehicle accident. When reporting to the police, strictly adhere to the laws and regulations of the state where the accident occurred.
Complete the Accident/Damage Report Form: Before leaving the accident scene, thoroughly complete all sections of the Accident/Damage Report Form. It is crucial to keep a copy of this completed form for your personal records.
Contact Stellantis Claims (CEI) Immediately: As soon as possible after the accident, call Stellantis Claims (CEI) at 1-800-313-7448. Be prepared to provide the information you compiled in the Accident/Damage Report Form. Stellantis provides experienced claims specialists available 24/7 to assist you. Crucially, identify yourself as a Stellantis employee when you make the call.
Gallagher Bassett Services, Inc. for Injury and Third-Party Claims: For injury-related inquiries or questions regarding damage to third-party vehicles or property, contact Gallagher Bassett Services, Inc. at 1-866-850-1933, or 1-248-452-6050.
Comply with Stellantis Procedures: Ensure you fully comply with all Stellantis accident and fleet procedures as outlined in the program guidelines.
Authorized Stellantis Dealership Repairs: Remember, all vehicle repairs and associated paperwork must be managed through an authorized Stellantis franchised dealership.

Click here for the complete Accident Reporting Kit and Accident/Damage Report Form. [This link would be updated to a relevant English version if available, or removed if not directly pertinent to the rewritten content]

Vehicle Damage Appraisal Policy and Procedure

After reporting the damage, a Stellantis Claims (CEI) representative will assign a vehicle damage claim number. They will then coordinate with a Stellantis franchised dealership to arrange for an initial damage inspection. CEI manages the entire claim and repair process, ensuring it aligns with Stellantis standards.

Repairs Not Requiring a Damage Estimate:

Certain safety-related and routine repairs are considered exceptions and do not necessitate a vehicle damage estimate before proceeding. These include:

Safety Repairs: Immediate repairs for safety-critical components such as headlights, taillights, rearview mirrors, and side view mirrors are mandatory and do not require prior appraisal. In situations where a Stellantis franchised dealership is not immediately accessible, repairs can be performed at a licensed repair facility. In such cases, the participant will initially pay for the repairs and then seek reimbursement from Stellantis.
Tires: Tire-related issues are addressed under a separate Tire policy. Refer to the Tire page within the Maintenance, Modifications & Roadside section for detailed procedures.
Wheel Alignments: Standard wheel alignments are considered routine maintenance and do not require a damage estimate.
Windshield Glass Replacement (No Body Damage): Windshield replacement is exempt from damage appraisal only if there is no accompanying body damage. If body damage is present, a claim must be filed following the standard procedure. For detailed information, consult the Glass policy page under the Maintenance, Modification & Roadside tab.
Stolen Radios and Equipment (No Body Damage): Replacement of stolen radios and equipment is also exempt from damage appraisal, provided there is no associated body damage. Refer to the section on ‘Stolen Equipment’ for specific guidelines.

Addressing Other Types of Vehicle Damages and Repairs

Body Damage: Any body damage exceeding the parameters defined by the Company Vehicle Operations Wear Square necessitates filing an accident claim and obtaining a repair estimate from a franchised Stellantis dealer. The Wear Square, a tool provided to measure damage extent and tire tread depth, helps determine the necessity for repairs or tire replacement. Wear Squares are provided at vehicle delivery or can be requested from Company Vehicle Operations Group.

click here to view the Wear Square guidelines. [This link would be reviewed for English language availability and relevance to the target audience]

For body damage estimated to be under $1,000, repairs should ideally be avoided unless the damage significantly detracts from the vehicle’s appearance or compromises safety or structural integrity. Repairs under this threshold require prior approval from Company Vehicle Operations. Retain the repair estimate for any unrepaired body damage under $1,000, as it will be required when the vehicle is turned in at lease end. If the damage estimate is $1,000 or more, claim approval from Stellantis Claims (CEI) is mandatory before commencing any repairs.

Normal Wear and Tear: Repairs for normal wear and tear, such as minor scratches or dings, are not authorized and should not be undertaken as part of the Stellantis vehicle program damage policy.

Rims/Wheels: Damage to rims or wheels necessitates filing a claim for repair or replacement. In cases of simultaneous tire and rim damage (e.g., pothole impact), a single claim should be filed with CEI covering both items. Coverage for scratched rims depends on the severity of the damage and requires claim filing for appraisal.

Vehicle Vandalism: Policy and Procedures

In cases of vehicle vandalism, the Vehicle Damage Appraisal Process is applicable primarily when there is associated body damage, suspension or underbody damage, or stolen equipment.

Body Damage from Vandalism: Any sheet metal body damage resulting from vandalism must be appraised and repaired according to the Vehicle Damage Appraisal Policy. A courtesy estimate from a Stellantis franchised dealership can be obtained. If the estimate is under $1,000, repairs are generally not recommended. For estimates of $1,000 or more, a claim must be filed, and importantly, a police report must be provided before any repair work begins.

Glass Damage from Vandalism:

Glass Damage with Other Damage: If glass damage is accompanied by body damage, suspension, underbody damage, or stolen equipment, the vehicle must undergo inspection and repair in accordance with the Vehicle Damage Appraisal Policy. A claim and a police report are mandatory in these situations.
Windshield Damage Only: For scenarios involving only windshield damage (without other vehicle damage or stolen equipment), contact Safelite directly for windshield replacement services.
Other Glass Damage Only: If glass damage occurs to other parts of the vehicle (sunroof, windows, etc.) without windshield damage, body damage, or stolen equipment, a claim must still be filed.
Windshield and Other Glass Damage: If both the windshield and other glass components are damaged, a claim must be filed to initiate the repair process.

Stolen Equipment/Vandalism: In cases of stolen or vandalized equipment where there is also body damage, suspension, or underbody damage, the Vehicle Damage Appraisal Policy is applicable. A claim should be filed, and a police report is required. Replacement of Original Equipment by Manufacturer (OEM) parts must be performed at a Stellantis franchised dealership to maintain vehicle integrity and program compliance.

Personal Property: Stellantis assumes no responsibility for theft or vandalism of personal property within employee lease vehicles. Participants are advised to address such losses through their personal insurance coverage.

Hail or Salt Water Damage Policy

Stellantis policy dictates that vehicle body damage (excluding glass replacement) resulting from hail or salt water exposure is generally not repaired under the employee vehicle program.

However, to ensure full disclosure upon vehicle turn-in, all hail-damaged vehicles must be inspected and appraised following the Vehicle Damage Appraisal Policy. The damage appraisal documentation must be kept in the vehicle’s glove compartment.

In cases of severe hail or salt water damage, vehicle replacement may be considered. Participants can request a replacement vehicle by contacting Company Vehicle Operations after the damage appraisal is completed.

Investigations and Legal Proceedings

Participants and permittees of Stellantis lease vehicles are obligated to fully cooperate with company investigations into accidents and vehicle damage. In situations involving vehicle theft, vandalism, or damage arising from alleged criminal or civil wrongdoing, participants and permittees must cooperate with government authorities and Stellantis. This cooperation includes signing and filing criminal complaints, participating as witnesses, and taking other reasonable actions as requested.

Reminder: It is the participant’s responsibility to retain copies of all police and accident reports, damage appraisals, and any other pertinent information related to accidents or loss incidents.

Loaner/Rental Vehicle Policy During Repairs

For participants within Southeastern Michigan, the Loaner Department at the Lapeer Road Marshaling Center can be contacted at (833) 550-5783 to arrange a loaner vehicle if the leased vehicle will be under repair for three or more days. Note: Any damage to the loaner vehicle must also be reported following the Vehicle Damage Appraisal Policy, and the Loaner Department should be contacted at the same number.

Participants residing outside Southeastern Michigan have the following loaner/rental options:

Indiana Residents: Loaner vehicles may be available in Indiana by emailing [email protected]. This option is currently limited to Indiana and subject to vehicle availability. Insurance is included. If a local loaner is unavailable, utilize Business Travel for a rental loaner.
Business Travel Rental: Book a rental loaner through Business Travel’s designated provider at (669) 272-1325. Loaner rentals outside SE MI are permissible for drivers aged 18 and over. For younger drivers, the participant may rent a vehicle and provide an alternate household vehicle for the dependent driver. Insurance is included in the Stellantis contracted rate when renting through Business Travel for loaner rentals. When contacting Business Travel, identify yourself as a participant in the Company Vehicle Program.

To facilitate the rental process through Business Travel, email Company Vehicle Operations at [email protected] with the following information:

CID
Retiree First and Last Name
Dependent First and Last Name (if applicable)
Indicate who the rental is for

Upon review and verification, a validation letter will be emailed to you. This letter must be presented at the rental counter.

Participants can rent a vehicle starting the day their lease vehicle goes in for repair if the repair duration is expected to be three days or longer.

Reimbursement for rental vehicles is capped at $35 per day, with a maximum of $350 per incident. The monthly lease vehicle payment continues while the leased vehicle is being repaired. If the vehicle is drivable, it should not be left at the dealership until parts are ordered and the dealership is ready to begin repairs. Note: Compact-size rental vehicles typically fall within the $35/day price range. Approval from Company Vehicle Operations via email is required for a larger vehicle if there’s a justified need.

For repairs exceeding 10 days or if the maximum rental amount is reached, contact the dealership to ascertain the reason for the delay. Contact Company Vehicle Operations for assistance in expediting repairs or to request a rental extension. Note: Email Company Vehicle Operations every 10 days to request a rental extension if repairs are still ongoing.

Totaled Vehicles: Procedures and Replacements

If a vehicle is declared a total loss by an authorized appraiser, the participant will be notified. The participant is responsible for removing all personal property, the license plate, registration, insurance certificate, and lease-related documents from the totaled vehicle. All items except the insurance certificate should be returned to the Lapeer Road Marshaling Center:

Lapeer Road Marshaling Center Stellantis CIMS: 438-01-00 4300 S. Lapeer Road Orion Twp., MI 48359 Outside Line: (833) 550-5783

The insurance certificate should be transferred to the replacement vehicle. Participants must notify Company Vehicle Operations of the totaled vehicle status by submitting an Interim Vehicle Replacement Form, available on the Company Vehicle Operations website under the Forms tab. Allow 2-3 business days for processing before contacting the Lapeer Road Marshaling Center.

Within Southeastern Michigan: If a loaner was obtained from the Lapeer Road Marshaling Center, it must be returned, and an interim vehicle selected. This interim vehicle will be used until a new vehicle is ordered and delivered. A new vehicle order can be placed during the second or third ordering phase.

Outside Southeastern Michigan: Participants should contact Company Vehicle Operations for assistance. To remain active in the lease car program, all totaled vehicles must be replaced. A new vehicle order is contingent on corporate vehicle production being ongoing.

Totaled Vehicles Not Being Replaced

Within and Outside Southeastern Michigan: Participants choosing not to replace a totaled vehicle must submit a completed Termination Form, indicating the totaled status of the vehicle. The Termination Form is located under the Bulletins and Forms tab on the Company Vehicle Operations website. Complete, sign, and submit the form to the address or fax number provided on the form.

Submitting the Termination Form will halt monthly lease payments from payroll/pension deductions, effective from the date the vehicle was totaled. If a new vehicle has already been ordered but the participant no longer wishes to take delivery, this should also be noted on the Termination Form.

Dealer Billing for Repairs

Stellantis franchised dealerships are required to submit the repair order/invoice and damage appraisal to Company Vehicle Operations for payment:

Fleet Operations – Vehicle Claims Email: [email protected] Phone: (833) 550-5783

Dealerships will receive a credit for the repair amount on their Dealer Billing Statement under Billing Code “0057”.

Third Party Contacts Regarding Claims

Any subsequent claims or contacts from third parties (individuals, attorneys, or insurance companies), received by phone or mail, must be immediately forwarded to Gallagher Bassett Services, Inc. for handling and response.

Participants or custodians are not authorized to settle claims involving Stellantis-owned vehicles.

This comprehensive guide ensures that participants in the Stellantis employee vehicle program are well-informed about the vehicle damage repair policy and procedures for 2023. Adherence to these guidelines is crucial for a smooth and compliant experience within the program.