Skip to Content | CAO Homepage

Alameda County Law Library Building
125 - 12th Street, 3rd Floor, Oakland, CA 94607 · 510-272-6920

Risk Management Unit, a part of the CAO

Employee's Personal Property Claims
Including Personal Vehicle Claims

Subject to limitations, the County will consider payment on employee's personal property, including vehicles, which have been lost or damaged while in the course and scope of County employment.

Personal Items

The County, as reaffirmed and amended by Resolution #186046 (PDF - 81kb)* shall only approve claims up to $150.00 for loss of or damage to personal property belonging to County employees if such loss or damage occurred while in the course and scope of County employment and the County was found negligent. It should be noted that on no occasion shall the County be responsible for the loss of private property due to criminal acts, such as theft.

Personal Vehicles

Personal Vehicles - Admin Code 3.31.120:
Use of privately owned vehicles.

A. County employees are encouraged to use County owned vehicles when available. The following factors are to be considered when deciding between the use of a County owned vehicle and a privately owned vehicle while conducting county business:

  1. Availability of County owned vehicles.
  2. Cost to the agency/department of using a County owned vehicle versus mileage reimbursement that is paid for the use of a privately owned vehicle.
  3. Appropriateness of the vehicle for the required use.
  4. Best use of employees' time and operational efficiency.

B. When a privately owned vehicle is to be used, the following are required:

  1. Authorized Use. No employee shall travel to, or conduct, County business in a privately owned vehicle without the approval of their supervisor and/or the management of their agency/department.
  2. Insurance. The privately owned vehicle must have automobile insurance that complies with the State of California minimum requirements. (California Insurance Code Section 1l580.1b)
  3. Primary Insurance Coverage. If an employee(s) [is/are] involved in an accident in a privately owned vehicle while on authorized county business, the privately owned vehicle's automobile insurance coverage is primary to any other insurance policy or coverage. The employee must first file a claim with their own personal auto insurance carrier, before making a claim against the County.
  4. Motorcycles. No employees shall operate a motorcycle on county business without specific authorization of the agency/department head.

C. Reimbursement for Property Damage. If an employee is required by their agency/department head to use a privately owned vehicle on County business, and the vehicle incurs property damage while conducting that County business, the County may pay the employee for that property damage. Property damage includes damage caused by theft, larceny, malicious mischief and vandalism and includes breakage of glass. To receive payment from the County all the following conditions must be met:

  • The privately owned vehicle was being used with the consent of the employee's supervisor and/or agency/department management.
  • The damage to the privately owned vehicle was not caused by the negligence of the employee and/or owner of the privately owned vehicle.
  • The employee and/or owner is unable to recover the cost of the property damage from their own insurance coverage: from the other driver(s), involved party(ies) or their insurance coverage(s); or from any other source.
  • That any claims the employee and/or owner may have against their own insurance coverage or any third party have been settled and/or adjudicated.
  • That the employee and/or owner must submit proof of loss, damage or theft (i.e., police report, statement of loss, repair estimate, photos of the damage, photos taken from the scene of the incident) to the risk management unit within thirty (30) days of the date of loss.
  • That the employee and/or owner fully cooperate with any investigation the County wishes to conduct regarding the incident.
  • That the employee is not found guilty of a violation of the California Vehicle Code or Penal Code in connection with the incident.

Under no circumstance will the County pay for property damage incurred to the privately owned vehicle resulting from:

  • Missiles or falling objects.
  • Fire.
  • Explosion or earthquake.
  • Windstorm.
  • Hail, water, avalanche or flood.
  • Riot or civil commotion.
  • Wear and tear, faulty or insufficient maintenance.
  • Freezing.
  • Mechanical or electrical breakdown.
  • Road damage to tires.
  • Contact with birds or animals.
  • Personal items stolen from the vehicle that were not permanently installed or attached to the vehicle.

The employee and/or owner have a duty to mitigate any damage caused to the privately owned vehicle. Damage to the privately owned vehicle that is incurred during the employee's commute to and from their assigned, regular and/or usual work location(s) shall not be covered by the County. Damage to the privately owned vehicle that is incurred while the vehicle is parked at or near the employee's assigned, regular and/or usual work location(s) shall not be covered by the County.

Claims Reporting and Reimbursement Guidelines

PERSONAL ITEMS - The employee must complete and sign the Employee's Claims for Loss or Damage to Personal Property or Personal Vehicle (Form 430300-4) (PDF - 138kb)* form. The form must be signed by the Agency/Department Head to certify the legitimacy of the loss. The original signed form is to be submitted to the Risk Management Unit, QIC 28505, Attention: Kimberly Stokes, Risk Coordinator, with supporting documentation such as invoices, police report, etc. to justify the loss. Risk Management will evaluate the claim to determine liability (County negligence) prior to approval. If approved, the Auditor-Controller's Office will submit the check directly to the employee department's liaison.

PERSONAL VEHICLES - County employees should contact their department or agency to seek reimbursement for damage or loss to their privately owned vehicle.