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Risk Management Frequently Asked
Questions
Q: What do I do to file a claim if University property has been
stolen and/or damaged?
A: In order to file a property loss claim with the University, there are
a
number of things that must be done:
- Fill out an
Incident Report Form
- You must also submit the following information:
- Copies of invoices (and PO if applicable) for the
lost or damaged property.
- Copies of invoices (and PO if applicable) for the
replacement items.
- The police/incident report for theft/damage, if one
is available.
- Once you have this information, forward it to:
Jim Simpson
Office of Risk Management
Bristow Hall, Room 218
Q: What information do I need to submit if damage has
occurred that
involves repair work (building/property)?
A:
- Invoices showing repair and /or replacement (NOTE: Invoices for repair
must be as specific as possible in describing what repair work was done and
what items were replaced in order to justify the expense).
- For any labor charges the following information is needed for each person
involved in the labor charges:
- Name.
- Position.
- Base pay (not including benefits, overhead, or supervisory/managerial
labor).
- Date and number of hours worked.
- A police/incident report if applicable.
Q: What is the deductible amount for University insurance
claims?
A: There is a $10,000.00 deductible for each claim.
Q: Do I need to replace/repair the lost property before a claim
is filed?
A: Yes. The Division of Risk Management reimburses the
University for
replacement/repair cost of property losses. No
claims can be filed until the
lost/damaged items are
replaced/repaired by the University.
Q: Is it necessary to purchase the exact same item (model)
as was
damaged/stolen?
A: If it is at all possible to replace the stolen/damaged item with the
same
brand and model that was lost, you should do so. The
Commonwealth reimburses the
University for replacement with
the same model or nearest equivalent.
In some cases it isn’t possible to replace the item with the exact
model due
to discontinuation of items. In those cases, you
would need to find the
nearest equivalent to the lost or damaged
item(s). If you do choose to upgrade the
item, instead of
purchasing the same item or nearest equivalent,
the Division of
Risk Management will reimburse the University for the cost of
the item minus
any cost for upgrading the item.
Q: A company/institution is requesting a Certificate of
Insurance
Coverage from our department? Where do
I get this?
A: The Materiel Management office issues Certificates of
Coverage. For each certificate, the
requestor will
need to
provide the following information via phone (434) 395-2094, fax
(434) 395-2246 or
email to simpsonje@longwood.edu and/or
cooperdj@longwood.edu:
- The Longwood department, employee name, phone number
and fax number requesting the certificate.
- The name, mailing address and fax number of the company or institution requesting the
certificate. If the certificate needs to be addressed to a specific
person, provide that person's name.
- The purpose (i.e., student practicum/internship, tournament game,
use of facility, etc.).
- The period of time the certificate will cover; be specific (i.e., August 24, 2009 through December 18, 2009). Certificates
are not issued for periods exceeding one (1) year.
Once we have this information, we will
prepare the certificate.
It
will be signed by the Risk Manager, Jim Simpson. The
original will be sent
back to the requesting department to
send to the requesting company/institution or
faxed/mailed
directly to the requesting company/institution. A
copy will be
retained in the Materiel Management office. The
requesting
department should also retain a copy for their records.
Q: I recently had an automobile accident while driving a
University
vehicle (or rental car). What should I do?
A: If you had an accident in a University vehicle or rental car, while
on University
business, please follow this procedure:
- Obtain a copy of the accident report from the officer at
the scene of the accident.
- Fill out an
Automobile Loss Notice. This form should be in
every University vehicle. If one is not in the vehicle or you were driving a rental
vehicle, click here to obtain a
copy of the form or you can call the Transportation Office to request a copy of the form
(434) 395-2299.
- Contact our automobile insurance carrier, Crawford and
Company at (866) 219-6120 to report the accident. Copies of the police report
and the Automobile Loss Notice need to be forward to
Crawford, Fax (804) 673-9425. You should keep a copy of both for your personal records.
- As soon as possible, report the accident to either the
Transportation Office (434) 395-2299 (for University vehicles) or Risk Management Office
(434) 395-2094 (for rental vehicles).
Q: Is there any way to get information on what to do if
involved in an
automobile accident while on University
business. Our office frequently uses
rental cars for
University travel and we’d like to keep this information on
hand
for our drivers.
A: Yes, the Transportation Office has a packet of information that
details what to do if
you are involved in an auto accident while on
University business. These packets
should be in all University
vehicles, if not, please contact the
Transportation Office to
request
one before you leave on your trip.
The Transportation
Office is located in Bristow Hall, Room 119,
(434) 395-2299.
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