Summary:
Follow these steps to obtain insurance reimbursement if property owned by your department is damaged or destroyed.
1. Report the damage.
- Inform your supervisor and/or department manager
- Call the UC Merced Police Department 228-2677 (CAT COPS) if the damage/loss is the result of theft or vandalism
- Call Risk Services at 228-4705 to report a claim. Or call the University’s 24 hour claims hotline at 1-800-416-4029, press 1.
2. Record building and
- property damage.
- Make a list of damaged or destroyed items.
- Take pictures of all damage to the building and property.
3. Keep track of related costs.
- Keep track of related costs that are incurred after the incident, including (but not limited to):
- Overtime pay (regular time is not covered)
- Relocation costs
- Facilities Work Request
4. Ensure that damaged items are University property.
- Collect the following paperwork:
- Ledger Copy with Expense for Purchase OR
- Department Inventory listings OR
- Invoices or University procurement card receipts
5.Obtain repair or replacement price quotes.
Repair or Replacement:
- Obtain a repair quote from a vendor. If the item is irreparable, obtain a written statement of such from the vendor.
- Replace the item with equivalent property. If the replacement is of better quality, the department may have to pay the difference.
- If property is not replaced or repaired , the department will receive the item's actual cash value.
- Note: Campus policy and procedure for procurement of products or services should be followed.
6. Submit backup document for the claim to Risk Services.
- Submit the list of items with supporting documentation (proof of ownership, repair or replacement costs) and documentation of any related costs to Risk Services.
- Expect claim processing to take a few months or longer because of investigation and coordination between the university and the third-party claims adjustor.
7. Wait for approval before disposing of damaged property.
- Obtain approval from Risk Services before disposing of damaged items.
- Notify Equipment Management if damaged items qualify as equipment. Complete an Equipment Inventory Modification Form (EIMF)
For assistance and information contact riskservices@ucmerced.edu
See Also: Automobile Self-Insurance Program
