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:

1. Fill out a “Property Loss Notice”
    
2. You must also submit the following information:
   1. Copies of invoices (and PO if applicable) for the lost or damaged property.
       
   2. Copies of invoices (and PO if applicable) for the replacement items
       
   3. The police/incident report for theft/damage, if one is available.
       
   4. Once you have this information, forward it on to:

Jim Simpson
Office of Risk Management
Bristow Bldg.

Q: What information do I need to submit if damage has occurred that involves repair work (building/property)?

1. 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.)
    
2. For any labor charges the following information is needed for each person involved in the labor charges:
   1. Name
   2. Position
   3. Base pay (not including benefits, overhead, or supervisory/managerial labor).
   4. Hours worked
       
3. A police/incident report if applicable.

Q: What is the deductible amount for University insurance claims?

A. There is a $1,000.00 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 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 some 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 LWU for the cost of the item minus any cost for upgrading the item.

Q: A company/institution is requesting a Certificate of Insurance of Coverage from our department? Where would I get this?

A. Our office provides Certificates of Coverage. For each certificate we will need the following information (via phone –395-2093, fax-395-2246, or e-mail-jsimpson@longwood.edu):

1. The LWU department (name and phone number) requesting the certificate.
    
2. The name and mailing address of the company or institution requesting the certificate from LWU.
    
3. The purpose (i.e.: Student Practicum, tournament game, etc.)
    
4. The time period the certificate is requested for (be as specific as possible).

Once we have this information, we will be able to draw up the certificate, it will be signed by the Risk Manager, Jim Simpson, and the original will be sent back to your department to forward to the requesting company/institution.

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 LWU vehicle or rental car, while on University business, Please follow this procedure:

1. FIRST you need to get a copy of the accident report from the officer at the scene.
    
2. Then fill out a “Automobile Loss Notice.” This is a form that should be in every LWU vehicle. If one is not in the vehicle or you were driving a rental vehicle you can call the transportation office for a copy of the form (395-2299).
    
3. Next you need to contact our Automobile Insurance carrier, Crawford and Company at 1.866.219.6120 to report the accident. Copies of the police report and the Statement of Accident will also need to be forward to them (FAX 1-804-673-9425). You should keep copies of both for your personal records.
    
4. As soon as possible you should also report the accident to either the Motor Pool (for LWU vehicles) or Risk Management Office 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 Motor Pool 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 already be in any LWU vehicle if not please contact Motor Pool to request one before you leave on your trip.

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Materiel Management
Bristow Building
201 High St.
Farmville, VA 23909
tel: 434-395-2093
fax: 434-395-2246    trs:711