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BSM Insurance & Travel Related


All BSM-sponsored activities MUST be covered by insurance. This is a requirement. Also, under NO circumstances should ANY BSM group travel between the hours of 11:55 p.m. and 5:00 a.m. unless a professional driver has been hired (i.e. chartered bus). This is a serious liability issue and you must abide by this policy - no exceptions.


Insurance for a BSM-sponsored activity or trip 
All BSM-sponsored activities must be covered by insurance. This is a requirement. It includes: short term mission trips/projects, retreats, conferences, work days, concerts, ski trips, anything that involves ladders/hammers, etc. If something happens, let your supervisor know immediately and submit the report form within a couple days. Here are insurance forms:
Mission Trip Forms 
All mission trip information is housed on the Go Now website. Click here for Insurance Forms for BSM Mission Trips 
or go to www.gonowmissions.com/bsm-church-staff (password is “harvest”). 

BGCT Rental Car Insurance Card
The BGCT Rental Car Insurance Card that we hand out at the July meeting covers only employees. Thus, if you have a Campus Missionary, a student, or a volunteer to drive a rented van, that insurance would not cover them. In addition, even if you (the Director) are the sole driver, the limits of liability are limited with that policy. So, when you are at the rental counter to rent a vehicle, please take the full coverage. Make sure it is full coverage for the vehicle. For more indepth information about insurance coverage and what you should get see www.texasbsmstaff.org/worker-guide/management/travel-guidelines #6 and #7. Need the card? Contact the Collegiate Ministry Office at 214-828-5250 / collegeministry@texasbaptists.org and we'll send it to you. 

Certificate of Insuran
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The Certificate of Insurance (COI) form is used to request insurance for a BSM sponsored event when there is a contract involved requiring additional liability insurance. Email this form to Cindy Zoller with a copy of the contract* and she will process it with our accounting office and return the certificate to you. It usually takes 2 weeks to get this to you, so please plan accordingly. (* The contract must show Baptist General Convention of Texas as the group name so for example, instead of showing XYZ BSM, please put Baptist General Convention of Texas – XYZ BSM. Also remember, it must state in the contract that the additional liability insurance is required.)

Additional Insurance Coverage for Higher Risk Situations Like Disaster Relief
As you are taking out insurance for your group who will be working with Hurricane Harvey Relief, we wanted to make you aware of an additional insurance resource for your group.  THIS IS NOT A REPLACEMENT FOR THE HSR COVERAGE WE REQUIRE YOU TO PURCHASE FOR YOUR GROUP.  It is a low cost additional coverage that is a good idea when you are in higher risk situations like hurricane mud out.  
  1. In
    the middle of the page is a bar for Policyholders.  Choose the middle button for camp, college, travel....  This will give you access to the form for purchasing this additional coverage.
  2. Policy Number:  4325
  3. Organization: BGCT Collegiate Ministry 
  4. Leader Information:  BSM Director Name and BSM Address 
  5. Group Name:  
    Local BSM Info (ex: Sam Houston State BSM) 
  6. Phone:  Your Phone 
  7. Email:  your email 
  8. At the bottom of the form you will need to enter: 
Activity Description:  (Harvey relief or BSM Retreat or BSM Workday) 
Start Date:  The day your event starts 
End Date: the day your event ends 
Number of participants:  total number of people participating from your group 
Number of days:  number of days of the event
Rate:  enter $0.20 (That's correct.  It is only $0.20 per person per day and provides $5,000 worth of coverage in case of an accident.)

Once you hit Submit you will get a form to print so that you can send it with your check after the event.  If you have more or fewer participants, you can change it on that form before you send the check. 
Let us know if you have any difficulty with this site. 


15 Passenger Vans
With the current safety problems associated with 15-Passenger Vans, you must use the following guidelines as
you travel for anything BSM related.

When Renting / Borrowing a Van
  1. Take the full insurance coverage (see below).
  2. If borrowing a van, verify the insurance coverage (see below).
  3. Purchase van collision insurance for all 15-passenger vans. 
  4. Be sure to read the 15 Passenger Van Guidelines document and the GuideOne Center for Risk Management 15 Passenger Van Page.

Clarification about Insurance for Rented / Borrowed Vehicles
  1. When renting a vehicle, please always take the full insurance coverage. The BGCT Rental Car Insurance Card that we hand out at the July meeting covers only employees. Thus, if you have a Campus Missionary, a student, or a volunteer to drive a rented van, that insurance would not cover them. In addition, even if you (the Director) are the sole driver, the limits of liability are limited with that policy. So, when you are at the rental counter to rent a vehicle, please take the full coverage. Make sure it is full coverage for the vehicle. This is usually called CDW (Collision Damage Waiver) or LDW (Loss Damage Waiver). These products will usually take care of any damage to the vehicle. Please take the SLI (Supplemental Liability Insurance) that will cover up to $1,000,000 in claims if you are at fault in an accident. The people in the vehicle are covered by the Lone Star Benefits policy you take out on each trip. Costs of both the vehicle coverage and the Lone Star Benefits policy should included in the overall cost of the trip and covered by the students participating. 
  2. If you borrow a vehicle, here are the questions you should ask: 
    1. Are we covered by the owner's insurance?
    2. Who is the insurance company? 
    3. What are the limits of liability? 
    4. What information do you need from us to give to your insurance company? 
    5. If the liability limits are low (less than $100,000 / $300,000 / $100,000) or you are not covered on the policy, do not borrow the vehicle. 
  3. An additional way you may be insured. If you pay for the rental with a credit card, there may be limited coverage available through the credit card company. These coverages vary greatly. So, before you depend on this coverage, please contact your credit card company and ask for the details of the coverage.

Travel Restrictions Between 11:55pm and 5:00am
It is imperative that you understand that under NO circumstances should ANY BSM group travel between the hours of 11:55 p.m. and 5:00 a.m. unless a professional driver has been hired (i.e. chartered bus). This is a serious liability issue and you must abide by this policy - no exceptions.

Prior to the Trip
  1. Take out insurance with HSR
  2. Get every trip participant to fill out a medical information form
  3. Copy all drivers licenses of those driving

In Case of Accident or Injury
  1. Take care of the emergency....go to the emergency room or urgent care center if needed. If there is any doubt, go to the hospital. 
  2. Call your Supervisor,  Bruce (214-686-3536), or Joyce (214-232-4115) and inform them of the accident and the student's condition (even if it's in the middle of the night or holiday). 
  3. Talk to the parents of the student. Let them know of the insurance situation. 
  4. Provide claim forms for the student. 
  5. Follow through over the next several months to make sure forms are filed in a timely manner and that student/parents receive any money owed to them.

Not Finding What You Need?
If you are looking for your health insurance benefits, please see the BenefitsTravel GuidelinesOpen EnrollmentWorkman's CompTax Related.


© Texas Baptist Student Ministry   |  collegeministry@texasbaptists.org   |   214-828-5250  |  Updated 12/15/2017