Hired and Non-Owned Auto Insurance Application for Nonprofits

Protect Your Nonprofit with Hired and Non-Owned Auto Insurance

When your nonprofit relies on volunteers and staff to use personal or rental vehicles for organizational activities, you need the right insurance coverage to protect everyone involved. Hired and non-owned auto (HNOA) insurance fills a critical gap in your nonprofit's liability coverage—protecting your organization when employees or volunteers drive vehicles that aren't owned by your nonprofit.

What is Hired and Non-Owned Auto Insurance?

This specialized coverage protects your nonprofit organization from liability when:

• Volunteers or employees use their personal vehicles for nonprofit business (deliveries, client visits, event setup, fundraising activities)
• Your organization rents or hires vehicles for programs, events, or transportation needs
• Accidents occur while driving for nonprofit purposes, and the driver's personal insurance has insufficient coverage

While personal auto insurance typically covers the vehicle owner, your nonprofit can still be named in a lawsuit. HNOA insurance provides that essential layer of protection for your organization's assets and mission.

Why Nonprofits Need a Streamlined Application Process

Traditional insurance applications can be time-consuming and difficult to manage, especially for small to mid-sized nonprofits with limited administrative resources. This Paperform template transforms the HNOA insurance application process into a smooth, professional experience that:

• Captures all essential information in one organized submission—organizational details, vehicle use policies, driver authorization, and certificate requirements
• Uses conditional logic to show relevant questions based on your organization's specific situation, eliminating unnecessary fields
• Creates a professional first impression with on-brand design that reflects your nonprofit's values and credibility
• Automatically routes submissions to your insurance broker, risk management team, or board for review

Built for Nonprofit Operations and Compliance

This template is specifically designed for nonprofit organizations including charities, foundations, advocacy groups, religious organizations, social service agencies, and community organizations. It addresses the unique challenges nonprofits face:

Volunteer Driver Management: Built-in sections to authorize volunteer drivers, collect license information, verify insurance coverage, and ensure drivers understand your vehicle use policy.

Multi-Vehicle Scenarios: Whether you're renting vans for a food bank delivery, using personal cars for home health visits, or hiring vehicles for special events, the form adapts to capture the right details.

Certificate of Insurance Requirements: Collect the information needed to issue certificates of insurance to venues, event spaces, partner organizations, or grantors who require proof of coverage.

Board and Compliance Documentation: Generate clean records that satisfy board oversight requirements, grant conditions, and insurance carrier documentation standards.

Automate Your Insurance Workflow with Stepper

Once your nonprofit submits this HNOA application, Stepper can automate what happens next. Connect your form to workflows that:

• Send the application to your insurance broker or carrier for quote generation
• Route driver authorizations to your executive director or risk committee for approval
• Add approved drivers to your internal tracking database or HR system
• Create reminders to renew driver license checks and insurance verifications quarterly
• Notify your accounting team when premium payments are due
• Update your board portal or compliance tracking system with new coverage details

Stepper's AI-native workflow builder means nonprofit administrators—not just IT specialists—can set up these automations in plain language, keeping your insurance documentation organized without adding to your workload.

Why Paperform for Nonprofit Insurance Applications?

Paperform is trusted by nonprofits worldwide because it combines ease of use with the professional features you need:

No coding required: Your volunteer coordinator or operations manager can set up and customize this form in minutes, using Paperform's intuitive document-style editor.

On-brand experience: Match your nonprofit's colors, fonts, and visual identity so the form feels like a natural extension of your organization—building trust with volunteers and staff.

Secure data handling: SOC 2 Type II compliance and data encryption protect sensitive driver information, license numbers, and insurance details.

Mobile-friendly: Volunteers and staff can complete the form on any device, whether they're at home, in the office, or on the go.

Integration-ready: Connect to Google Sheets for simple tracking, sync with your CRM, send notifications via Slack, or trigger advanced workflows with Stepper, Zapier, or Make.

Who Should Use This Template

This hired and non-owned auto insurance application is ideal for:

• Nonprofit directors and operations managers setting up or renewing HNOA coverage
• Volunteer coordinators who need to authorize and track volunteer drivers
• Risk management professionals at nonprofit organizations managing insurance compliance
• Insurance brokers and agents who specialize in nonprofit coverage and want to streamline client onboarding
• Grant administrators who need to provide proof of insurance to funders or partner organizations

Whether you're a grassroots community organization just establishing your insurance policies or an established nonprofit renewing coverage, this template gives you a professional, compliant way to gather the information insurers and stakeholders need.

Get Started in Minutes

Simply customize this template to match your nonprofit's specific needs—add your logo, adjust the questions to reflect your vehicle use policy, and connect it to your existing systems. Your volunteers, staff, and board members will appreciate the clarity and professionalism, while you'll gain peace of mind knowing your organization is properly protected.

Start streamlining your hired and non-owned auto insurance process today with Paperform—the form builder designed for organizations that need professional results without technical complexity.