Understanding the FCA Company Car Program Vehicle Damage Repair Policy

For participants in the FCA (Fiat Chrysler Automobiles, now Stellantis) company car program, understanding the vehicle damage repair policy is crucial. This policy ensures that company-owned vehicles are properly maintained and repaired, adhering to specific standards and legal requirements. This guide provides a comprehensive overview of the Fca Company Car Program vehicle damage repair policy, outlining the procedures, guidelines, and responsibilities for program participants. Whether you are a long-time participant or new to the program, this information is essential for navigating vehicle repairs and maintaining compliance.

Reporting Vehicle Damage and Initiating a Claim

The first and most important step when your company-owned vehicle sustains damage is to report it promptly and correctly. Adhering to the reporting procedure is vital for ensuring a smooth repair process and maintaining your standing within the fca company car program.

Immediately following any incident that results in vehicle damage, you should:

Ensure Safety First: Prioritize the safety of yourself and others. If there are injuries, administer first aid and call for emergency medical assistance if needed.
Contact Law Enforcement: In the event of an accident, especially one involving other vehicles or property damage, it is essential to file a police report. Comply with the local laws regarding accident reporting in the jurisdiction where the incident occurred.
Complete an Accident/Damage Report: Fill out the Accident/Damage Report Form as thoroughly and accurately as possible at the scene of the incident. It is crucial to capture all relevant details. Always retain a copy of this report for your records.
Notify Stellantis Claims (CEI): Contact Stellantis Claims (CEI) immediately at 1-800-313-7448. Provide them with the completed information from your Accident/Damage Report Form as soon as possible after the incident. Stellantis Claims specialists are available around the clock to assist you. Crucially, identify yourself as an employee of Stellantis to ensure proper handling of your claim within the fca company car program framework.
Injury and Third-Party Inquiries: For any questions related to injuries or damages involving third-party vehicles or property, contact Gallagher Bassett Services, Inc. at 1-866-850-1933, or 1-248-452-6050.
Adhere to Stellantis Procedures: Make sure you are fully compliant with all Stellantis accident and fleet procedures throughout the process.
Authorized Dealership Repairs: Remember that all vehicle repairs and associated paperwork must be handled by an authorized Stellantis franchised dealership to comply with the fca company car program policy.

Understanding the Vehicle Damage Appraisal Process

Before any repairs can commence on your company vehicle under the fca company car program, a damage appraisal is mandatory. This process ensures that the repairs are necessary, appropriately scoped, and align with the program’s guidelines.

Here’s how the vehicle damage appraisal process works:

Claim Number Assignment: Upon contacting Stellantis Claims (CEI), a representative will assign a unique vehicle damage claim number. This number is essential for tracking and managing your claim throughout the repair process.
Dealership Coordination: Stellantis Claims (CEI) will then coordinate with a Stellantis franchised dealership to conduct an initial damage inspection. This authorized dealership will assess the damage and provide an estimate for the necessary repairs.
Claim Management: Stellantis Claims (CEI) manages the entire claim and repair process, acting as the liaison between you, the dealership, and the fca company car program administration.

Exceptions to the Appraisal Requirement:

While a vehicle damage estimate is generally required, there are specific exceptions for certain types of repairs under the fca company car program. These exceptions are designed to expedite repairs for safety-critical items and routine maintenance, ensuring vehicle safety and operational readiness. The following repairs do not typically require a vehicle damage estimate:

Safety-Related Repairs: Repairs that are directly related to vehicle safety, such as headlights, taillights, rearview mirrors, and side mirrors, should be addressed immediately. These repairs do not necessitate a prior appraisal. If a Stellantis franchised dealership is not immediately accessible for these safety repairs, you may use a licensed repair facility, pay for the repairs upfront, and then seek reimbursement from the fca company car program.
Tires: Tire-related issues are usually handled under a separate tire policy within the fca company car program. Refer to the specific “Tire page” under the Maintenance, Modifications & Roadside section of your program documentation for detailed procedures.
Wheel Alignments: Routine wheel alignments do not require a damage appraisal.
Windshield Glass Replacement (No Body Damage): If the windshield needs replacement due to chips or cracks and there is no accompanying body damage, a claim for damage appraisal is not needed. However, if windshield damage is associated with body damage, then a claim and appraisal are required. Consult the “Glass page” under Maintenance, Modification & Roadside for more specifics.
Stolen Radios and Equipment (No Body Damage): Replacement of stolen radios or equipment is generally covered without a damage appraisal, provided there is no associated body damage to the vehicle. Refer to the section on ‘Stolen Equipment’ within your fca company car program materials for the exact procedure.

Guidelines for Specific Types of Vehicle Damage and Repairs

The fca company car program has specific guidelines for handling different types of vehicle damage. Understanding these nuances ensures that you follow the correct procedures and that repairs are conducted appropriately.

Body Damage:

Wear Square Standard: The program utilizes a “Wear Square” tool to assess body damage. Any damage exceeding the defined standards of the Company Vehicle Operations Wear Square necessitates filing an accident claim and obtaining a repair estimate from a franchised dealer. Click here to view the Wear Square guidelines.
Damage Under $1,000: For body damage estimated to be under $1,000, repairs should generally not be made unless the damage significantly detracts from the vehicle’s appearance or compromises safety or structural integrity. Prior approval from Company Vehicle Operations is required for repairs under $1,000. If such minor damage is not repaired, retain the repair estimate for vehicle turn-in.
Damage $1,000 or More: If the body damage estimate is $1,000 or greater, claim approval from Stellantis Claims (CEI) is mandatory before initiating any repairs under the fca company car program.

Normal Wear and Tear:

The fca company car program explicitly excludes repairs for normal wear and tear items, such as minor scratches and dings. These types of repairs are not authorized and should not be undertaken.

Rims/Wheels:

Damage to rims or wheels, whether requiring repair or replacement, necessitates filing a claim under the fca company car program.
In cases where both a tire and rim are damaged simultaneously (e.g., due to pothole impact), a single claim should be filed with CEI covering both items.
Scratched rims may or may not be covered depending on the severity and nature of the damage. It is advisable to file a claim for an appraisal to determine coverage eligibility within the fca company car program.

Vehicle Vandalism:

The Vehicle Damage Appraisal Process is applicable in vandalism cases, but specifically when there is body damage, suspension damage, underbody damage, or stolen equipment involved.

Body Damage from Vandalism:

Any sheet metal (body) damage resulting from vandalism must be appraised and repaired according to the Vehicle Damage Appraisal Policy of the fca company car program.
A courtesy estimate from any Stellantis franchised dealership can be obtained. If the estimate is less than $1,000, repairs are generally not authorized. For estimates of $1,000 or more, a claim must be filed, and importantly, a police report must be provided before any repairs are initiated.

Glass Damage from Vandalism:

If glass damage is accompanied by body damage, suspension damage, underbody damage, or stolen equipment due to vandalism, the Vehicle Damage Appraisal Policy applies. A claim is required, along with a police report, as part of the fca company car program protocol.
Windshield Only Damage: If vandalism results only in windshield damage (and no other vehicle damage or stolen equipment), contact Safelite directly for windshield replacement, as per the fca company car program preferred vendor for this specific service.
Other Glass Damage (No Windshield): If vandalism damages other glass components (sunroof, windows, etc.) but not the windshield, and there’s no other vehicle damage or stolen equipment, a claim must be filed under the fca company car program.
Windshield and Other Glass Damage: If vandalism damages both the windshield and any other glass on the vehicle, a claim is mandatory.

Stolen Equipment/Vandalism:

In cases of stolen or vandalized equipment, if there is also body damage, suspension damage, or underbody damage, the Vehicle Damage Appraisal Policy must be followed. File a claim and provide a police report. Replacement of Original Equipment by Manufacturer (OEM) parts is required and must be performed at a Stellantis franchised dealership to adhere to the fca company car program standards.

Personal Property:

It is important to note that the fca company car program (Stellantis) is not responsible for theft or vandalism of personal property from company lease vehicles. Participants should address such losses through their personal insurance coverage.

Hail or Salt Water Damage:

The policy of the fca company car program is not to repair vehicle body damage resulting from hail or salt water exposure (with the exception of glass replacement).
However, all vehicles damaged by hail must undergo an inspection to document the extent of the damage for disclosure purposes when the vehicle is turned in. Participants must follow the Vehicle Damage Appraisal Policy for this inspection. The damage appraisal documentation should be kept in the vehicle’s glove compartment.
Vehicles that sustain severe hail or salt water damage may be eligible for replacement with a new vehicle. Participants need to request this replacement through Company Vehicle Operations after the damage appraisal is completed and approved under the fca company car program guidelines.

Investigations and Legal Proceedings:

Participants in the fca company car program are required to fully cooperate with any company investigations into accidents or damage to company-owned vehicles.
In situations involving vehicle theft, vandalism, or damage arising from alleged criminal or civil wrongdoing, participants must cooperate with law enforcement and Stellantis. This includes signing and filing criminal complaints, serving as witnesses, and taking other reasonable actions as requested by authorities or the company.

Participant Responsibility:

Participants are ultimately responsible for maintaining copies of all police reports, accident reports, damage appraisals, and any other pertinent documentation related to vehicle accidents or damage incidents throughout their participation in the fca company car program.

Loaner and Rental Vehicle Policy During Repairs

The fca company car program provides options for loaner or rental vehicles to minimize disruption when your company vehicle is undergoing repairs.

Loaner Vehicles within Southeastern Michigan:

Participants located within Southeastern Michigan should contact the Loaner Department at the Lapeer Road Marshaling Center at (833) 550-5783 to arrange for a loaner vehicle if their company vehicle will be out of service for three or more days due to repairs.
Important Note: Participants are responsible for any damage that occurs to the loaner vehicle and must follow the Vehicle Damage Appraisal Policy and contact the Loaner Department at (833) 550-5783 in case of any incident involving the loaner.

Rental Vehicles Outside Southeastern Michigan:

For participants residing outside of Southeastern Michigan, two primary options exist for securing a rental vehicle while their company car is being repaired:

Indiana Residents (Limited): Participants in Indiana may be able to obtain a loaner vehicle within Indiana by emailing [email protected]. Availability is currently limited to Indiana and vehicle inventory is subject to change. Insurance is included with this option. If a local loaner is not available in Indiana, the Business Travel option should be used.
Business Travel Rental: Utilize Business Travel’s designated provider to book a rental loaner vehicle. Contact Business Travel at (669) 272-1325 for reservations.
- Age Requirement: Loaner rentals via Business Travel outside of SE MI are available for drivers aged 18 and over. For drivers under 18, the program participant can rent a vehicle and provide an alternate household vehicle to the younger driver.
- Insurance Coverage: Insurance is included at the Stellantis contracted rate when renting through Business Travel’s designated provider for fca company car program loaner rentals. Be sure to identify yourself as a participant in the Company Vehicle Program when making the booking.
- Validation Letter: When renting through Business Travel for yourself or an approved dependent driver, email Company Vehicle Operations at [email protected] with your CID, Retiree First and Last Name, Dependent First and Last Name (if applicable), and indicate who the rental is for. Upon review and verification, a validation letter will be emailed to you, which must be presented at the rental counter.

Rental Reimbursement:

Participants may rent a vehicle starting on the day their company vehicle goes in for repair, provided they anticipate the repair duration to be three days or longer.
The reimbursement rate is capped at $35 per day, with a maximum reimbursement of $350 per repair occurrence. Note that the monthly lease payment for the company vehicle continues even while it is out of service for repairs.
If the company vehicle is drivable, participants should avoid leaving it at the dealership until parts are ordered and received, and the dealership is ready to begin repairs, to minimize rental duration. Note: Compact size rental vehicles typically fall within the $35/day price range. Approval from Company Vehicle Operations via email is required if a larger vehicle is necessary due to special needs.
For repairs exceeding 10 days or if the maximum rental reimbursement amount is reached, contact the dealership to understand the repair timeline. Contact Company Vehicle Operations for assistance in expediting repairs or to request a rental extension. Note: For repairs lasting longer than 10 days, you must request a rental extension from Company Vehicle Operations via email every 10 days.

Procedures for Totaled Vehicles

In the unfortunate event that your company vehicle is declared a total loss, specific procedures must be followed under the fca company car program.

Notification: If the authorized appraiser determines the vehicle is a total loss, they will notify the participant directly.
Vehicle Preparation: Upon notification, the participant is responsible for removing all personal belongings, the license plate, vehicle registration, insurance certificate, and any other lease-related documents from the totaled vehicle. All items except the insurance certificate should be returned to the Lapeer Road Marshaling Center at the address provided below. The insurance certificate should be transferred to the replacement vehicle.

Lapeer Road Marshaling Center Contact:

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

Interim Vehicle Replacement Form: The participant must notify Company Vehicle Operations of the totaled vehicle status by submitting an Interim Vehicle Replacement Form. This form is 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.

Totaled Vehicle Replacement Process:

Within Southeastern Michigan: If you obtained a loaner vehicle from the Lapeer Road Marshaling Center, it must be returned at this time. You will then select an interim vehicle to use until your new company vehicle is ordered and delivered. A new vehicle order can typically be placed during the second or third ordering phase after the total loss is processed.
Outside Southeastern Michigan: Participants outside of Southeastern Michigan should contact Company Vehicle Operations for specific assistance and guidance regarding the replacement process for totaled vehicles within the fca company car program. Replacement of totaled vehicles is generally required for continued participation in the lease car program. A new vehicle order is contingent on the corporation still manufacturing vehicles.

Totaled Vehicles Not Being Replaced:

Within and Outside Southeastern Michigan: Participants who choose not to replace a totaled vehicle must submit a completed Termination Form. This form, found under the “Bulletins and Forms” tab on the Company Vehicle Operations website, must be completed, signed, and submitted to the address or fax number indicated on the form.
Lease Payment Discontinuation: Submitting the Termination Form will halt monthly lease payments from being deducted from your payroll or pension check, effective from the date the vehicle was totaled. If a new vehicle has already been ordered but you no longer wish to take delivery due to the total loss and decision not to replace, this should also be clearly noted on the Termination Form.

Dealer Billing and Third-Party Claim Handling

Dealer Billing Procedures:

Stellantis franchised dealerships are required to submit the repair order/invoice and the damage appraisal directly to Company Vehicle Operations for payment processing under the fca company car program. Submissions should be sent to:

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

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

Third-Party Claim Contacts:

If any subsequent claims or inquiries are received from a third party (individuals, attorneys, or insurance companies) regarding an incident involving an fca company car program vehicle, these must be immediately referred to Gallagher Bassett Services, Inc. for handling and response.

Participant Claim Settlement Authority:

Participants or custodians of company vehicles are not authorized to settle any claims involving a Stellantis-owned vehicle. All claim-related communications and settlement negotiations must be managed through Stellantis Claims (CEI) and Gallagher Bassett Services, Inc.

By understanding and adhering to the guidelines of the fca company car program Vehicle Damage Repair Policy, participants can ensure the proper maintenance and repair of their company vehicles, maintain compliance with program requirements, and contribute to the overall efficiency and effectiveness of the program.