Certificates of Insurance

The University requires a Certificate of Insurance from contractors and vendors providing services to the University. All requests must come through Risk Management Services.

A certificate is not a binding document. It is merely a statement that a person or company has insurance. It requires that notice be given to the certificate holder 30 days prior to the policy being cancelled or amended.

Minimum Insurance Limits

All contractors/vendors should have the following minimum insurance limits, unless approved in advance by RMS:

  • Commercial General Liability coverage with minimum limit for bodily injury and property damage of $1,000,000 per occurrence and $2,000,000 aggregate.
  • Automobile Liability coverage (including owned, hired and non-owned automobile) with a combined single limit for bodily injury and property damage of $1,000,000 per occurrence.
  • Workers' Compensation (including Employer's Liability) as required by State law for all contract and vendor employees.

These are the most common requested by the University. Other lines of insurance coverage may be required for certain types of exposure and limits of liability may vary depending on the type of contract.

Minimum A.M. Rating

Coverage should be written on an occurrence basis by companies authorized and admitted to do business in the State of Texas and rated A - or better by A.M. Best Company, or otherwise acceptable to the University. Ratings indicate the size and financial stability of the insurance company. For information regarding these ratings, contact either your insurance agent or RMS.

Additional Insured

There are many alterations to insurance policies that can be noted on certificates. The University must be shown as Additional Insured on all general liability and automobile liability policies, as insurance is extended to entities named as Additional Insured on a policy.

Principally, this means they can make a claim directly against the policy. The insurance coverage provides the financial security needed to support the indemnification agreement.

Maintenance Responsibility

The department managing the contract is responsible for maintaining the Certificates of Insurance. Therefore, it is important the contractor/vendor is provided with the the name and mailing address of the individual responsible for the contract maintenance so the certificate will be sent to the appropriate person.

Check the expiration dates of the insurance policies to be sure Certificates of Insurance are maintained throughout the life of the contract.

For more information on insurance requirements, contact Risk Management Services at (940) 565-2109.

Certificate of Insurance Requests

The University is often required to send out a Certificate of Insurance in order to verify some aspect of the University's insurance program. All requests must come through Risk Management Services, allowing us to review the request and notify the University's insurance broker, if appropriate, to issue the certificate.

The University's insurance broker will not issue a Certificate of Insurance unless authorized by Risk Management Services.

Please submit requests for certificates as early as possible. Don't wait until the day they are due, as we may be unavailable or our broker may be tied up, or the first certificate issued may need revisions and may have to be reissued, causing further delay and possibly holding up operations on your end.

Risk Management Services will arrange for the issuance of certificates when required for University use of outside facilities. The following information must be provided in order to require a certificate:

  • Copy of the agreement
  • Name of outside organization
  • Point of contact at organization
  • Address
  • Telephone number
  • Fax number (must be provided)
  • Purpose of certificate
  • Dates certificate is to be in effect
  • Limits required (if specified)
  • Whether Certificate Holder is to be named an Additional Insured

When the required information is provided, it is generally possible to have the certificate faxed to the recipient within 48 hours.