Understanding the FCA Company Car Program Rules for Vehicle Damage and Repair

Navigating the rules and regulations of a company car program can sometimes be confusing, especially when it comes to vehicle damage and repairs. If you’re part of the Stellantis (formerly Fiat Chrysler Automobiles – FCA) company car program, it’s crucial to understand the specific procedures and policies in place to ensure compliance and avoid unnecessary costs. This guide provides a comprehensive overview of the Fca Company Car Program Rules concerning vehicle damage repair, offering clarity and practical advice for participants.

Reporting Damage and Initiating a Claim: Your First Steps

In the unfortunate event that your company-owned Stellantis vehicle sustains damage, prompt reporting is paramount. Adhering to the correct procedure from the outset will ensure a smooth and compliant repair process.

1. Immediate Actions After an Incident:

Safety First: Prioritize safety. Check for injuries and administer first aid or seek medical assistance if necessary.
Police Report: Involve law enforcement. File a police report at the scene of the accident, adhering to the specific state laws where the incident occurred.
Document the Scene: Complete the Accident/Damage Report Form meticulously before leaving the accident location. Crucially, retain a copy 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. This 24/7 hotline connects you with experienced claims specialists. Remember to identify yourself as a Stellantis employee.

2. Essential Contact Information:

Stellantis Claims (CEI): 1-800-313-7448 (for all claims and damage appraisals)
Gallagher Bassett Services, Inc.: 1-866-850-1933 or 1-248-452-6050 (for injury-related questions or third-party property damage inquiries)
Lapeer Road Marshaling Center Loaner Department: (833) 550-5783 (for loaner vehicles in Southeastern Michigan)
Company Vehicle Operations Email: [email protected] (for general inquiries and Business Travel rental validation)
Fleet Operations – Vehicle Claims Email: [email protected] (for dealer billing and repair order submissions)

Authorized Repair Facilities and OEM Parts: Maintaining Vehicle Integrity

A core tenet of the FCA company car program rules is the requirement to utilize authorized repair facilities and Original Equipment Manufacturer (OEM) parts for all vehicle repairs.

1. Stellantis Dealership Network:

Mandatory Authorized Repairs: All repairs on company-owned vehicles must be performed at a Stellantis franchised dealership.
Sublet Facilities: In certain cases, a Stellantis dealership may refer you to a sublet facility. This is also considered an authorized repair route as it is directed by the dealership.
OEM Parts Requirement: To maintain vehicle quality and ensure compliance with disclosure laws, only OEM parts are permitted for repairs.

2. Unauthorized Repairs and Financial Responsibility:

Independent Facilities Not Permitted: Repairs conducted at independent, non-Stellantis facilities are strictly unauthorized.
Non-Reimbursable Costs: Stellantis will not reimburse for repairs performed at unauthorized facilities.
Participant Liability: Any costs incurred from unauthorized repairs are the sole responsibility of the program participant.

Understanding Negligence and Participant Responsibility

While the FCA company car program covers standard vehicle repairs, participants may be held responsible for damage resulting from negligence or unapproved vehicle modifications.

1. Examples of Negligence:

Negligence is defined as damage caused by the custodian, driver, or occupant of the vehicle through misuse or lack of reasonable care. Examples include, but are not limited to:

Interior Damage: Spills, upholstery tears or burns, cracked or damaged radio screens.
Exterior Damage: Damage from improper ice scraping, pet damage, damage caused by loading/unloading cargo, improperly secured tonneau covers.
Mechanical Damage: Using the wrong fuel type.

2. Financial Responsibility for Negligent Damage:

Up to 100% Liability: Participants can be responsible for up to 100% of repair costs if the damage is deemed to be a result of negligence.
Unapproved Modifications: Damage resulting from modifications not authorized by Company Vehicle Operations will also be the participant’s financial responsibility.

Vehicle Damage Appraisal Policy and Procedure: Getting an Estimate

Before initiating any repairs (except for specific safety-related items), obtaining an authorized damage appraisal is a mandatory step in the FCA company car program rules.

1. Damage Claim Number:

Contact Stellantis Claims (CEI): The first step is to contact Stellantis Claims (CEI) to report the damage and obtain a vehicle damage claim number. This number is essential for tracking the claim and repair process.

2. Damage Appraisal Coordination:

CEI Coordination: A Stellantis Claims (CEI) representative will assign a claim number and then coordinate with a Stellantis franchised dealership to schedule an initial damage inspection.
Claim Management: CEI will manage the claim and repair process from the initial appraisal through to completion.

3. Exceptions to Appraisal Requirement:

Certain safety-related repairs and routine maintenance items are exempt from the mandatory damage estimate requirement, allowing for immediate action to ensure vehicle safety and operability. These exceptions include:

Safety Repairs: Headlights, taillights, rearview mirrors, side view mirrors, and other safety-critical components must be repaired immediately without prior appraisal. If a Stellantis dealership is unavailable, a licensed repair facility can be used, with reimbursement sought later.
Tires: Tire replacements are covered under a separate policy.
Wheel Alignments: Routine wheel alignments do not require damage appraisals.
Windshield Glass Replacement (No Body Damage): Windshield replacement is permitted without appraisal only if there is no associated body damage. If body damage is present, a claim and appraisal are required.
Stolen Radios/Equipment (No Body Damage): Replacement of stolen radios or equipment does not require an appraisal unless body damage has also occurred.

Handling Different Types of Vehicle Damage: Body, Vandalism, Glass, and More

The FCA company car program rules provide specific guidelines for handling various types of vehicle damage, ensuring appropriate procedures are followed for each scenario.

1. Body Damage:

Wear Square Standard: Damage exceeding the Company Vehicle Operations Wear Square standards requires a claim and repair estimate from a franchised dealer. The Wear Square tool helps measure damage severity.
Damage Under $1,000: For body damage estimated under $1,000, repairs are generally not authorized unless the damage significantly impacts vehicle appearance, safety, or structural integrity. Prior approval from Company Vehicle Operations is needed for repairs under $1,000. Retain the repair estimate for vehicle turn-in documentation.
Damage $1,000 or More: Claims for damage estimated at $1,000 or more must be approved by Stellantis Claims (CEI) before any repairs commence.

2. Normal Wear and Tear:

Not Authorized: Repairs for normal wear and tear items like minor scratches or dings are not authorized and should not be performed under the program.

3. Rims/Wheels:

Claim Required: Damage to rims or wheels necessitating repair or replacement requires a claim to be filed.
Combined Tire and Rim Damage: If both a tire and rim are damaged simultaneously (e.g., pothole damage), file a single claim with CEI for both items.
Scratched Rims: Coverage for scratched rims depends on the severity of the damage and requires a claim for appraisal.

4. Vehicle Vandalism:

Appraisal Process Applies: The Vehicle Damage Appraisal Process is used in vandalism cases only when there is body damage, suspension, underbody damage, or stolen equipment.
Body Damage from Vandalism: Body damage (sheet metal) resulting from vandalism must be appraised and repaired according to the Vehicle Damage Appraisal Policy. For estimates under $1,000, repairs are generally not made. For estimates of $1,000 or more, a claim and police report are mandatory before repairs.

5. Glass Damage:

Glass Damage with Other Vehicle Damage: If glass damage is accompanied by body, suspension, underbody damage, or stolen equipment, the Vehicle Damage Appraisal Policy applies. A claim and police report are required.
Windshield Damage Only: For windshield damage alone (no other vehicle damage or theft), contact Safelite directly for replacement.
Other Glass Damage Only (Sunroof, Window etc.): If glass other than the windshield is damaged (sunroof, side window, etc.) and there is no other vehicle damage or theft, a claim must be filed.
Windshield and Other Glass Damage: If both the windshield and other glass are damaged, a claim must be filed.

6. Stolen Equipment/Vandalism:

Appraisal Process Applies (with Body Damage): If equipment is stolen or vandalized and there is body damage, suspension, or underbody damage, the Vehicle Damage Appraisal Policy is in effect. A claim and police report are necessary.
OEM Replacement: Replacement of stolen Original Equipment by Manufacturer (OEM) components must be done at a Stellantis franchised dealership.

7. Hail or Salt Water Damage:

No Body Damage Repair Policy: Stellantis policy generally does not cover body damage repair (excluding glass replacement) due to hail or salt water.
Mandatory Inspection for Hail Damage: All hail-damaged vehicles must be inspected to document the damage for disclosure purposes at vehicle turn-in. Follow the Vehicle Damage Appraisal Policy and retain the appraisal in the vehicle’s glove compartment.
Severe Hail/Salt Water Damage and Vehicle Replacement: Vehicles with severe hail or salt water damage may be eligible for replacement. Contact Company Vehicle Operations to request a replacement after the damage appraisal is completed.

Loaner Vehicle Policy During Repairs: Staying Mobile

The FCA company car program offers provisions for loaner vehicles to minimize disruption when your company car is undergoing repairs.

1. Southeastern Michigan (SE MI) Residents:

Lapeer Road Marshaling Center Loaner Department: Contact the Loaner Department at (833) 550-5783 to arrange a loaner vehicle if repairs will take three days or longer.
Loaner Vehicle Damage: If a loaner vehicle is damaged, follow the standard Vehicle Damage Appraisal Policy and contact the Loaner Department.

2. Residents Outside Southeastern Michigan:

Indiana Residents: Loaner vehicles may be available in Indiana by emailing [email protected] (limited availability). Insurance is included.
Business Travel Rental: Utilize Business Travel’s designated provider for rental loaner vehicles outside SE MI. Contact them at (669) 272-1325. Loaner rentals via Business Travel are permitted for drivers 18 and older. For younger drivers, the participant can rent and provide an alternate household vehicle.
Business Travel Rental Insurance: Insurance is included in the Stellantis contracted rate when renting through Business Travel for loaners. State you are a Company Vehicle Program participant when booking.
Validation Letter for Business Travel Rental: Email Company Vehicle Operations at [email protected] with your CID, Retiree/Dependent names, and indicate who the rental is for. A validation letter will be emailed to you, which you must present at the rental counter.

3. Loaner Vehicle Reimbursement:

$35/Day Reimbursement: If a loaner is not arranged through the designated channels, participants may rent a compact vehicle and seek reimbursement at a rate of $35 per day, up to $350 per incident.
Compact Vehicle Compliance: Loaner rentals should ideally be compact-size vehicles to comply with the $35/day price range.
Larger Vehicle Approval: Approval from Company Vehicle Operations is required for reimbursement of larger vehicle rentals if a special need exists.
Monthly Lease Payment Continues: Note that your regular monthly lease payment for your company vehicle continues even while it is in for repairs and you are using a loaner.

4. Extended Repair Times and Rental Extensions:

Contact Dealership and Company Vehicle Operations: If repairs exceed 10 days or the maximum rental reimbursement, contact the dealership to understand the delay. Contact Company Vehicle Operations for assistance in expediting repairs or requesting a rental extension.
10-Day Rental Extension Requests: If repairs are ongoing beyond 10 days, you must email Company Vehicle Operations to request a rental extension every 10 days.

Totaled Vehicles: Procedures and Replacement

In cases where a vehicle is declared a total loss, specific procedures within the FCA company car program rules must be followed.

1. Total Loss Notification:

Appraiser Notification: If the authorized appraiser determines the vehicle is a total loss, they will notify the participant.

2. Participant Responsibilities for Totaled Vehicles:

Remove Personal Property: Remove all personal belongings from the vehicle.
Remove Vehicle Documents: Remove the license plate, registration, insurance certificate, and any other lease-related documents.
Return Documents (Except Insurance Certificate): Return all removed documents, except the insurance certificate, to the Lapeer Road Marshaling Center. The insurance certificate should be transferred to the replacement vehicle.
Notify Company Vehicle Operations: Inform Company Vehicle Operations of the totaled vehicle status by submitting an Interim Vehicle Replacement Form (available on the Company Vehicle Operations website). Allow 2-3 business days for processing before contacting the Lapeer Road Marshaling Center.

3. Vehicle Replacement Procedures:

Within Southeastern Michigan: Return the loaner vehicle (if applicable) to the Lapeer Road Marshaling Center and select an interim vehicle. Retain the interim vehicle until a new company car is ordered and delivered. A new vehicle order can be placed during the second or third ordering phase.
Outside Southeastern Michigan: Contact Company Vehicle Operations for assistance with vehicle replacement. Vehicle replacement is generally required to remain active in the lease car program, provided the corporation is still manufacturing vehicles.

4. Totaled Vehicles Not Being Replaced:

Termination Form Required: Participants who choose not to replace a totaled vehicle must submit a completed Termination Form (found under Bulletins and Forms on the Company Vehicle Operations website).
Lease Payment Discontinuation: Submitting the Termination Form will stop monthly lease payments from being deducted from your payroll/pension check, effective from the date the vehicle was totaled.
Vehicle Order Cancellation: If a new vehicle was already ordered and you decide not to take delivery, indicate this on the Termination Form.

Dealer Billing and Third-Party Contacts: Streamlining the Process

The FCA company car program rules also outline procedures for dealer billing and handling third-party communications related to claims.

1. Dealer Billing Procedures:

Submission to Fleet Operations: Stellantis franchised dealerships must submit repair orders/invoices and appraisals to Fleet Operations – Vehicle Claims for payment via email at [email protected] or by phone at (833) 550-5783.
Billing Code “0057”: Dealers will receive credit for repairs on their Dealer Billing Statement under Billing Code “0057”.

2. Third Party Contacts:

Refer to Gallagher Bassett: Any subsequent claims or communications from third parties (individuals, attorneys, insurance companies) must be immediately referred to Gallagher Bassett Services, Inc. for handling.
Participant Authority: Program participants or custodians are not authorized to settle claims involving Stellantis-owned vehicles.

Conclusion: Staying Compliant and Informed

Understanding and adhering to the FCA company car program rules regarding vehicle damage and repair is essential for all participants. By following these guidelines, you can ensure a smooth and compliant process, minimize potential financial liabilities, and maintain the integrity of your company-owned vehicle. Always remember to document incidents thoroughly, report damage promptly, and utilize authorized Stellantis facilities for all repairs to remain in full compliance with the program’s requirements.