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4103 - Accident Reporting

Accident Reporting

All accidents or incidents causing employee injury, illness, property damage, or possible liability for the City should be reported:

  1. To the Supervisor immediately.
  2. Electronically on the Employee Accident Report form using the City Intranet.  The Supervisor will receive an automatic email notification of the report and should follow the link to electronically complete and submit the Supervisor’s Supplemental Accident Report.  Additional sign offs may be necessary depending on your department supervisory structure. The Department Director will receive an automatic email notification and should follow the link to review the reports and electronically sign.  The Risk Management Division will automatically receive the completed reports which should be submitted as soon as possible, however, not more than two (2) business days after the incident.  In the case of very minor vehicle damage under $200, and occurring while the vehicle is unoccupied, and that occurs or is discovered while the employee is off-duty, the employee may submit the report within 2 business days of returning to work. 

Accidents or incidents of a serious nature, including fatalities, those requiring inpatient hospitalization of City employees or others who are involved in a City related occurrence, or property damage in excess of   $15,000 from a City related occurrence should be reported to the Supervisor, Department Director, Risk Manager or City Manager immediately.

The Risk Management Committee should be made aware of and review all on-the-job accidents and may convene as the Accident Review Board (ARB) to recommend the need for any remedial training or discipline.

Reporting Job Related Injuries and Illnesses (See #3207)

Reporting Vehicle Accidents

  1. Vehicle accidents involving City vehicles or private vehicles driven by City employees on City business should be reported to the Layton Police Department or applicable local law enforcement agency, regardless of severity, immediately upon the occurrence.  Such accidents may be investigated by the Layton City Police Department or by an outside law enforcement agency. Accidents or incidents of a serious nature, including those requiring hospitalization of City employees or others who are involved in a City related occurrence, or property damage in excess of $15,000 from a City related occurrence should also be reported to the Supervisor, Department Director, Risk Manager or City Manager immediately and should (unless unfeasible due to the accident occurring out of the area) be investigated by the Layton Police Department in addition to any investigation that may be performed by an outside law enforcement agency.
  2. Vehicle accidents involving Police Department vehicles or private vehicles driven by Police Department employees on City business should be investigated by an outside law enforcement agency.  Such accidents may also be investigated by the Layton Police Department in addition to the investigation of an outside law enforcement agency.  Investigations should include photographs of the accident scene including all traffic control devices.
  3. An Employee Accident Report should be completed electronically on the City Intranet by the employee driving the City vehicle or private vehicle on City business.  The report is automatically routed by email to the Supervisor who should follow the link to review the report and complete a Supervisor’s Supplemental Accident Report.  Additional sign offs may be necessary depending on your department supervisory structure.  The Department Director will receive an automatic email notification of the reports and should follow the link to review and electronically sign the report.   Once the Department Director electronically signs the report it is automatically submitted to the Risk Management Division.  The reports must be submitted within two (2) business days of the incident.   Note that the details of the accident and any employee injury are combined on this one report.  In the case of very minor vehicle damage under $200, and occurring while the vehicle is unoccupied, and that occurs or is discovered while the employee is off-duty, the employee may submit the report within 2 business days of returning to work.
  4. The Risk Management Committee should be made aware of and review all accidents and may convene as the Accident Review Board (ARB) to recommend the need for any remedial training or discipline.

Basic Procedures in Case of a Vehicle Accident

  1. STOP AT ONCE. Leave vehicles where accident occurred unless obstructing traffic or otherwise unsafe.
  2. ENSURE SAFETY. Take steps to prevent further accidents. Park safely, set out warning devices if available.
  3. CALL POLICE to report ALL accidents. If anyone is injured, ask for medical help. Immediately contact your Supervisor and/or Department Director. Also notify the Risk Management Division or the City Attorney's offices so they can come to the scene if necessary.
  4. REMAIN AT THE SCENE of the accident until police arrive and you are told you may leave.
  5. DO NOT ADMIT FAULT. Do not discuss the accident with anyone except police, your Supervisor and/or Department Director, the Risk Management Division and the City Attorney's offices.  In your conversation with the police do not admit fault.
  6. OBTAIN IN WRITING from all other drivers and witnesses:
    1. Their name
    2. Address
    3. Telephone number

      In addition, from the drivers obtain:

    4. Vehicle description & plate number
    5. The name of their insurance company
    6. Their driver's license number

  7. GIVE OTHER DRIVERS:
    1. Your name
    2. Address
    3. Vehicle description and plate number
    4. The City's insurance company name and address
    5. Your driver's license number
    6. The City Risk Manager's name and number

    Insured Name and Address:

    Layton City Corporation
    437 North Wasatch Drive
    Layton, Utah 84041
    (801) 336-3820

    Layton City's Insurance Co.:

    Utah Risk Management Mutual Association
    P.O. Box 577
    Orem, Utah 84057-0577
    1-800-225-6692
    Policy #3882-LC

  8. ELECTRONICALLY SUBMIT COMPLETED ACCIDENT REPORTS. Submit a completed Employee Accident Report along with Supervisor's Supplemental Accident Report(s) and Department Director's signature within two (2) business days of the accident to the Risk Management Division.

Enacted, 7/22/1993
Amended, 4/5/1995
Amended, 1/1/1996
Amended, 12/9/1993, Previous Policy,
Amended, 2/12/1996, Previous Policy,
Amended, 3/28/2001, Previous Policy,
Amended, 2Minor Edit, 1/6/2004
Minor Edit, 1/6/2004
Amended, 5/8/2008, Previous Policy 4103
Amended, 4/30/2009, Previous Policy 4103
Amended, 12/28/2009, Previous Policy 4103
Amended 6/14/2017
Amended 10/20/2017