Understanding the vehicle damage repair policy is crucial for employees participating in the Stellantis new car lease program. This guide clarifies the procedures and requirements for handling repairs to company-owned vehicles, ensuring compliance and minimizing potential costs. Stellantis requires that all repairs on leased vehicles are performed at authorized Stellantis franchised dealerships or referred sublet facilities using Original Equipment Manufacturer (OEM) parts. This policy is in place to maintain vehicle quality, safety, and resale value, and to comply with federal and state disclosure laws regarding vehicle damage history.
Key Procedures for Vehicle Damage Repair Under the Stellantis Employee Lease Program
For any damage to your Stellantis leased vehicle, it’s essential to follow a specific protocol to ensure proper handling and coverage. Here are the steps you need to take:
1. Immediate Contact with Stellantis Claims (CEI)
The first and most important step when your leased vehicle sustains damage is to contact Stellantis Claims (CEI) immediately at (800) 313-7448. This contact is mandatory for all claims and damage appraisals, regardless of the damage extent. You must initiate this contact to obtain a vehicle damage claim number, which is necessary for proceeding with any repairs.
2. Obtaining a Vehicle Damage Claim Number
Upon contacting Stellantis Claims (CEI), you will be assigned a vehicle damage claim number. This number is crucial for tracking your claim and authorizing the subsequent steps in the repair process. Ensure you record and retain this claim number for all future communications and documentation related to the vehicle damage.
3. Authorized Damage Appraisal Before Repairs
Before commencing any repairs on your Stellantis leased vehicle, an authorized damage appraisal must be completed. Stellantis Claims (CEI) will coordinate this appraisal, typically directing you to a Stellantis franchised dealership for the inspection. This appraisal is essential to assess the extent of the damage and determine the repair costs before any work begins.
Important Note on Negligence and Unauthorized Modifications: Participants in the Stellantis new car lease program may be held financially responsible for vehicle repairs if the damage is due to negligence or unauthorized modifications. Negligence can include a wide range of actions, such as:
- Interior Damage: Spills, tears, burns on upholstery, cracked screens.
- Exterior Damage: Damage from improper loading/unloading cargo, unsecured tonneau covers, ice scraper damage, pet damage.
- Mechanical Damage: Using wrong fuel.
Furthermore, repairs conducted at independent, non-authorized facilities are not reimbursable and are strictly against the Stellantis vehicle damage policy. Employees will be personally responsible for any costs associated with unauthorized repairs.
Accident and Damage Reporting: Step-by-Step Guide
In the unfortunate event of an accident or vehicle damage, following a structured reporting procedure is critical. Here’s what you need to do:
1. Ensure Safety First
Prioritize safety by checking for injuries and providing assistance to anyone hurt in the accident. Your immediate concern should be the well-being of yourself and others involved.
2. File a Police Report
Involve law enforcement by filing a police report. Adhere to the state laws where the accident occurred regarding accident reporting. A police report is often necessary for insurance and liability purposes.
3. Complete the Accident/Damage Report Form
Thoroughly fill out the Accident/Damage Report Form immediately at the accident scene. This form captures essential details about the incident. It’s crucial to complete all sections accurately and keep a copy for your personal records. You can access the Accident Reporting Kit and the Accident/Damage Report Form here.
4. Contact Stellantis Claims (CEI) Post-Accident
As soon as possible after the accident, contact Stellantis Claims (CEI) at 1-800-313-7448. Provide them with the information from your completed Accident/Damage Report Form. Stellantis provides 24/7 access to experienced claims specialists to guide you through the process. Remember to clearly identify yourself as a Stellantis employee participating in the car lease program.
5. Gallagher Bassett Services, Inc. for Injury and Third-Party Queries
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. They handle injury-related claims and third-party property damage related to Stellantis leased vehicles.
6. Compliance with Stellantis Procedures
Ensure you fully comply with all Stellantis accident and fleet procedures as outlined in the company policy. This includes adhering to all guidelines for reporting, documentation, and repair processes.
7. Authorized Stellantis Dealership for Repairs and Paperwork
All vehicle repairs and associated paperwork must be managed exclusively through an authorized Stellantis franchised dealership to maintain compliance with the Stellantis new car lease program terms.
Vehicle Damage Appraisal Policy and Procedure Explained
Stellantis Claims (CEI) manages the vehicle damage appraisal process. After you report damage, a CEI representative will provide a claim number and coordinate with a Stellantis dealership for an initial damage inspection and subsequent claim management.
Situations Not Requiring a Vehicle Damage Estimate:
Certain types of repairs on your Stellantis leased vehicle are considered immediate safety concerns or routine maintenance and do not require a pre-repair damage estimate. These include:
- Safety-Related Repairs: Essential safety repairs such as headlights, taillights, and rearview/side mirrors must be addressed immediately. If a Stellantis dealership isn’t accessible, a licensed repair facility can perform these repairs, with reimbursement to be requested later.
- Tires: Tire-related issues are covered under a separate tire policy. Refer to the Tire page under the Maintenance, Modifications & Roadside tab for detailed procedures.
- Wheel Alignments: Routine wheel alignments are considered maintenance and don’t require a damage estimate.
- Windshield Glass Replacement (No Body Damage): If only the windshield is damaged and there is no associated body damage, a claim is not needed for windshield replacement. However, if body damage is present, a claim becomes mandatory. See the Glass page under Maintenance, Modification & Roadside tab for further guidance.
- Stolen Radios/Equipment (No Body Damage): Replacement of stolen radios or equipment, without accompanying body damage, does not require a damage estimate. Refer to the section on ‘Stolen Equipment’ for specific procedures.
Understanding Other Types of Vehicle Damages and Repairs
Body Damage: Wear and Tear vs. Accident-Related
Body damage on your Stellantis lease vehicle is categorized based on severity and cause. Stellantis uses a “Wear Square” tool to measure damage. Damage exceeding the Wear Square standards necessitates filing an accident claim and obtaining a repair estimate from a franchised dealer. You can view the Wear Square here. Wear Squares are provided at vehicle delivery or can be requested from Company Vehicle Operations.
- Damage Under $1,000: For body damage estimated below $1,000, repairs should ideally not be made unless the damage significantly impacts the vehicle’s appearance, safety, or structural integrity. Approval from Company Vehicle Operations is needed for repairs under $1,000. Keep the repair estimate, as it will be required at vehicle turn-in.
- Damage $1,000 or More: If the damage estimate is $1,000 or exceeds this amount, claim approval from Stellantis Claims (CEI) is mandatory before any repairs are initiated.
- Normal Wear and Tear: Minor wear and tear like small scratches or dings are considered normal and should not be repaired under the Stellantis new car lease program vehicle damage policy.
Rims/Wheels and Vandalism
- Rims/Wheels: Damage to rims or wheels requires a claim to be filed for repair or replacement. If both a tire and rim are damaged simultaneously (e.g., pothole impact), file a single claim with CEI for both. Scratched rims might not be covered depending on the severity; filing a claim for appraisal is recommended.
- Vehicle Vandalism: In cases of vandalism, the Vehicle Damage Appraisal Process is utilized only if there is body damage, suspension, underbody damage, or stolen equipment. For body damage from vandalism, an estimate from a Stellantis dealer is required. If under $1,000, repairs are generally not made; if $1,000 or more, a claim and police report are needed.
Glass Damage and Stolen Equipment
- Glass Damage: If glass damage accompanies body damage, suspension, underbody damage, or stolen equipment, the Vehicle Damage Appraisal Policy applies. A claim and police report are necessary. For windshield damage alone, contact Safelite for replacement. For other glass damage (sunroof, windows) without other vehicle damage, a claim is still required. If both windshield and other glass are damaged, a claim must be filed.
- Stolen Equipment/Vandalism: If equipment is stolen or vandalized alongside body, suspension, or underbody damage, follow the Vehicle Damage Appraisal Policy. Repairs must use OEM parts at a Stellantis franchised dealership. A claim and police report are required.
Personal Property: Stellantis is not liable for theft or vandalism of personal property within employee lease vehicles. Such losses should be claimed through personal insurance.
Hail or Salt Water Damage
Stellantis policy generally does not cover body damage repairs (excluding glass replacement) resulting from hail or salt water. However, all hail-damaged vehicles must be inspected, and the damage disclosed at vehicle turn-in, following the Vehicle Damage Appraisal Policy. Keep the damage appraisal in the vehicle’s glove compartment. Severely damaged vehicles from hail or salt water may qualify for replacement with a new vehicle order, upon contacting Company Vehicle Operations after appraisal.
Investigations, Legal Proceedings, and Record Keeping
Employees participating in the Stellantis new car lease program are required to fully cooperate with company investigations into accidents or vehicle damage. This includes cooperating with authorities and Stellantis in cases of theft, vandalism, or damage arising from alleged wrongdoing, which may involve signing complaints, acting as witnesses, and other necessary actions.
Important Reminder: It is the employee’s responsibility to maintain copies of all police reports, accident reports, damage appraisals, and any pertinent information related to accidents or loss incidents involving their Stellantis lease vehicle.
Loaner/Rental Vehicle Policy During Repairs
Stellantis provides options for loaner or rental vehicles while your leased vehicle is undergoing repairs, depending on your location.
Southeastern Michigan (SE MI) Residents
Contact the Loaner Department at the Lapeer Road Marshaling Center at (833) 550-5783 to arrange a loaner vehicle if repairs will take three or more days. Note that damage to the loaner vehicle also falls under the Vehicle Damage Appraisal Policy, and the Loaner Department should be contacted for any loaner vehicle incidents.
Residents Outside Southeastern Michigan
- Indiana Residents: A limited loaner program is available in Indiana. Email [email protected] to inquire. Insurance is included. If a local loaner isn’t available, use the Business Travel option.
- Business Travel Rental: Book a rental loaner through Business Travel’s designated provider at (669) 272-1325. Loaner rentals outside SE MI are available for drivers 18 and older. For younger, ineligible drivers, the participant can rent and provide an alternate household vehicle. Insurance is included in Stellantis’s contracted rate via Business Travel. State you are a Company Vehicle Program participant when booking.
To get a validation letter for Business Travel rentals, 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.
Rental reimbursement is capped at $35 per day, up to $350 per incident. Lease payments continue while the vehicle is in repair. Delay dealership drop-off until parts are ordered and the dealership is ready for repairs if the vehicle is drivable. Compact-size rentals usually fit within the $35/day limit. Larger vehicles require prior approval from Company Vehicle Operations.
For repairs exceeding 10 days or if the rental cap is reached, contact the dealership to inquire about delays and Company Vehicle Operations for assistance or rental extensions. Note that rental extensions must be requested via email to Company Vehicle Operations every 10 days.
Totaled Vehicles Procedure
If a Stellantis leased vehicle is declared a total loss, the appraiser will inform the employee. Employees must remove personal items, license plates, registration, insurance certificate, and lease documents. Return everything except the insurance certificate to the Lapeer Road Marshaling Center. Transfer the insurance certificate to the new vehicle.
Lapeer Road Marshaling Center Address:
Stellantis CIMS: 438-01-00
4300 S. Lapeer Road
Orion Twp., MI 48359
Outside Line: (833) 550-5783
Notify Company Vehicle Operations of a totaled vehicle via the Interim Vehicle Replacement Form on the Company Vehicle Operations website (under Forms tab). Allow 2-3 business days for processing before contacting the Lapeer Road Marshaling Center.
Totaled Vehicle Replacement
- Within Southeastern Michigan: Return the Lapeer Road Marshaling Center loaner and select an interim vehicle until a new lease vehicle is ordered (during the second or third ordering phase).
- Outside Southeastern Michigan: Contact Company Vehicle Operations for assistance. Replacing totaled vehicles is necessary to remain in the lease program, provided Stellantis is still manufacturing vehicles.
Non-Replacement of Totaled Vehicles
For employees not replacing a totaled vehicle (both inside and outside SE MI), submit a Termination Form (from Bulletins and Forms tab) indicating the vehicle’s totaled status. This form stops lease payments from payroll/pension deductions from the date of totaling. Indicate on the Termination Form if a vehicle has been ordered but will not be accepted.
Dealer Billing and Third-Party Contacts
Stellantis franchised dealerships must submit repair orders/invoices and appraisals to Company Vehicle Operations for payment at [email protected] or via phone at (833) 550-5783. Dealerships will receive credit under Billing Code “0057”.
Any third-party communications (attorneys, insurance companies) regarding claims must be immediately referred to Gallagher Bassett Services, Inc. Employees are not authorized to settle claims involving Stellantis-owned vehicles.
By understanding and adhering to this comprehensive vehicle damage policy, employees participating in the Stellantis new car lease program can ensure a smooth and compliant process for vehicle damage repairs, minimizing personal liability and maintaining program integrity.
