Certificates of Insurance

Certificates are needed when another party (such as a contractor, janitorial service, security service, etc.) performs services on behalf of the campus or has campus property in their care, custody, or control (e.g. leasing premises or equipment), or providing educational experiences for students.

2025-2026 CSUSB Certificate of Insurance

2025-2026 CSUSB Self-Insured Letter

The other party’s insurance company or “authorized” insurance agent, broker or risk management department should provide the certificate of insurance to the Department before the purchase order request is submitted.

Name of insurance company issuing each policy;

• Named Insured;
• Address of Named Insured;
• Description of Coverage;
• Policy Numbers;
• Policy Periods; and
• Coverage Type (Occurrence form vs. Claims-Made form)
• Line of Coverage (Property, General Liability, Workers' Compensation, Automobile, Excess Umbrella etc.)

A "claims-made" certificate of insurance (COI) indicates that coverage for claims is only provided for incidents that occur and are reported during the policy period.  There will be no coverage for claims outside of this period.

No, not all Certificates of Insurance (COIs) look exactly the same, but most in the United States follow a standardized format.

This certificate is required by the University when another party has been made responsible for providing insurance on property the University/Auxiliary Organization owns or for which we are responsible, or in the case of tenants, when it is specifically required contractually.

A certificate of property insurance should show:

• Property Covered- The certificate should provide an appropriate description of all property for which insurance is required;
• Limits- The certificate should evidence appropriate amounts of coverage for the property and applicable deductibles;
• Coverages - The certificate should provide appropriate coverages for the risk of loss to which the property is subject.  Most often, this is expressed as all risks or a special form;
• Interests- The certificate should indicate the nature of our interest, i.e., owner, lender or landlord in the insured property and our status under the property; and
• Loss Payee - If the University/Auxiliary Organization is named as a Loss Payee, the certificate should clearly state we are a Loss Payee and for what purpose.  By being named as a Loss Payee, the University/Auxiliary Organization will have the right under the policy to be reimbursed for a loss to our property directly by the Insurance carrier.  Usually, in the event of a covered loss, the carrier will issue a payment jointly to the Loss Payee and the Insured.

There are many types of liabilities and the following are five common liability coverages.

1. Certificate of General Liability Insurance:

• Basis - The certificate should indicate whether coverage is being provided on an occurrence basis or on a claims-made basis.  Most General Liability insurance policies are written on an occurrence basis.  (preferred)
• Limits - The certificate should specify amounts of coverage conforming to the requirements of the contract.
• Coverages - The certificate should specify whether coverage, is provided by a Comprehensive General Liability policy or a Commercial General Liability policy.  It should also indicate whether special coverages required by the contract have been included.

2.Certificate of Excess Liability:

• Limits - If the other party’s General Liability, Automobile, Employer’s Liability, etc. policies provide less than the limits required, the certificate of insurance may (and should) give evidence of an excess policy to provide the additional limits.
• Coverages— The certificate should indicate whether the Excess Liability coverage is provided on an excess form or an umbrella form.

3.Worker's Compensation Certificates:

Most often, the University/Auxiliary Organization should require evidence of Workers’ Compensation coverage from its vendors and subcontractors.  Please note that the University/Auxiliary Organization cannot be added as an Additional Insured to a Workers’ Compensation policy.

• Limits- The certificate should specify that the policy provides the statutorily required benefits of Workers’ Compensation and the minimum amount of Employer’s Liability coverage required by contract.
• Waiver of Subrogation - The policy of insurance should be endorsed with a waiver of subrogation in favor of the University/Auxiliary Organization.  This language protects the University/Auxiliary Organization from claims for contribution resulting from injuries sustained by contractor employees.

5.Automobile Liability Certificates:

Again, this coverage is important from vendors and contractors.

• Limits - The certificate should indicate amounts of Automobile Liability insurance consistent with the contract requirements.
• Coverages - The certificate should identify the categories of automobile to which the coverage applies and any additional coverage endorsed to the Automobile Liability policy, i.e., - owned, hired or borrowed vehicles.

5.Contractors Pollution Liability:

The vendors and contractors' contract should be carefully reviewed to determine when it is prudent to request this coverage.

• Limits - The limits should be clearly stated.  Many policies of this type have a significant deductible or SIR (self-insured retention), which should also be clearly stated.  The contractor is responsible for the deductible before insurance cover kicks in.
• Coverages - This type of Insurance policy is not as standard as Automobile or Workers’ Compensation so the types of coverage provided by the policy should be clearly stated.
• Additional Insured - Most often for pollution liability, only the carrier will issue endorsements naming other parties as an Additional Insured, so any certificate issued by the agent//broker or Insured’s Risk Management department should be carefully reviewed to determine that they have the appropriate authority to grant this status.

Verifying a vendor's insurance coverage makes sure they can be held liable if a claim is made. This list outlines tthe necessary details that should be reviewed.

1. Check the policy type: Ensure the policy is the specific type of coverage required in the contract (e.g.,  General Liability, Professional Services, Sexual Abuse and Molestation etc.)
2. Verify names: Confirm that all names on the policy, endorsements, and certificates align with the Vendor and are spelled correctly.
3. Review policy dates: Make sure the policies are current and that their expiration dates don't fall before the contract ends. If they do, set a reminder to follow up for renewal.
4. Confirm policy limits: The coverage limits should be at least as high as the minimums stated in the contract.
5. Review liability coverage:
   • Confirm General Liability is on an "occurrence" basis not "claims-madeade."
   • Ensure there is no self-insured retention on liability policies. If there is, it must be fully disclosed.
   • Verify that primary and excess liability policies have concurrent coverage periods.
   • Confirm that all required types of insurance (e.g., General Liability, Auto, Workers' Compensation etc.) have been listed.
6. Check for proper forms and signatures:
   • Make sure the documents are the correct form (e.g., certificates, endorsements, or policies).
   • Verify that the documents include the correct signatures.
   • Look for specific endorsement forms (e.g., CG 20 10 11 85 with an addition date prior to 1993 or equivalent) with the required wording.
7. Verify policy details:
   • Ensure the description of operations, locations, and other relevant information is accurate.
   • Confirm that auto liability covers "any auto" (or non-owned/hired if the vendor doesn't own vehicles).

 Additional insured means a person or organization, other than the original insurance policy holder can file a claim.  It's important that "Additional Insured" status for the University/Auxiliary is part of the contract with the vendor and listed on their Certificate of Insured. The vendor is responsible for creating a separate endorsement on the appropriate policies.

Procurement and Contracts in collaboration with Risk Management will verify that all required waivers of subrogation are included and the vendor is aware that in the event of any changes or cancellation, the vendor should provide a 30-day notification to the University/Auxiliary Organization in the event of any changes or cancellation.

Procurement and Contracts in collaboration with Risk Management will check the insurer's A.M. Best rating.  It must meet or exceed the University/Auxiliary Organization's minimum requirements  which are typically A:VII or higher. Additionally, the insurer must be admitted in California, except for Surety Insurance companies.