Reporting Property Damage or Loss
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Follow these steps to obtain insurance reimbursement if property owned by your department is damaged or destroyed.
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1
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Report the damage
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- 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 386-3079 to report a claim. Or call the University’s 24 hour claims hotline at 1-800-416-4029, press 1
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2
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Record building and property damage
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- Make a list of damaged or destroyed items.
- Take pictures of all damage to the building and property.
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3
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Track costs
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- 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
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4
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Ensure damaged items are University property
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- Collect the following paperwork:
- Ledger Copy with Expense for Purchase OR
- Department Inventory listings OR
- Invoices or University procurement card receipts
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5
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Obtain repair or replacement price quotes
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- 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.
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6
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Submit backup documentation to Risk Services
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- 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.
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7
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Wait for approval before disposing of damaged property
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For assistance and information contact riskservices@ucmerced.edu
See also: Automobile Self-Insurance Program
