Claims Services

CLAIMS PROCESS -- INSURANCE CLAIMS

TYPES OF CLAIMS

· property

university property, buildings, equipment, not including vehicles

· business auto for university-insured vehicles

licensed vehicles i.e. rented, leased, owned, courtesy

· general liability or professional liability

· workers comp claims are handled through Human Resources

NOTIFY RISK MANAGEMENT

· file a police report if appropriate (i.e. theft, injury)

· provide details to risk management – in writing preferred

(date, time, exact location, circumstances, parties involved, witnesses, injuries or damages, submitted by)

· risk management will file the claim with university insurance carrier

· if appropriate, a Cincinnati Insurance claims adjustor will be assigned

· the claims adjustor will usually inspect property or vehicle damage

IMPORTANT TO PROVIDE NOTIFICATION

· to document the incident

· to allow the insurance company to investigate the incident in a timely manner

· not doing so could jeopardize chances of recovery should something develop later

· if you are not sure if you should report an incident, go ahead and do it – circumstances can change and the loss could have a greater impact than originally anticipated

SETTLEMENT/REIMBURSEMENT

· each claims adjustor has their individual way of handling a claim

· okay to go forward with temporary repairs and clean up efforts – safety is important

· a claims adjustor most likely will want to approve quotes or estimates before going forward with final repairs – ask before moving forward

· depending on the incident, some adjustors will give a blanket okay, but some will be more involved in the details

· the larger the claim, the more involved a claims adjustor will become

· most adjustors prefer risk management to coordinate estimates/invoices for reimbursement purposes

· risk management can pay invoices directly or risk management can reimburse when a copy of the request for check or purchase order paperwork is provided

· deductible amounts vary depending on the coverage applied to a claim

· at this time, risk management covers the deductible amount for a bona fide claim

REPORT A PROPERTY LOSS CLAIM

DAMAGE TO UNIVERSITY-OWNED BUILDINGS, PROPERTY, EQUIPMENT

· Date of loss, date and time when the damage occurred

· Campus location i.e. building, department, office

· Describe the incident or damage, what/how happened

· List or inventory of damaged university property

· Note who was involved, witnesses and any injuries and who is submitting report

· Take photos, if possible, and provide copies of any documentation available

· Protect the property from further damage

o Make temporary repairs if reasonable and necessary for safety

o Maintain a record of cleanup or repairs made and expenses incurred

· Retain damaged property until a claims adjustor approves disposal, if possible and if safe to do so, since the adjustor may need to inspect the property or consider salvage efforts

· Be prepared to provide information or documentation requested by the claims adjustor

· Report any changes to the circumstances or severity of the incident

· Although the university is insured for all university property, this insurance coverage does not extend to personal property belonging to employees or students

· There is no physical damage (collision and comprehensive) coverage through the university on a personal vehicle – personal vehicles are used at the employee’s option and at their own risk and must be insured by the owner

REPORT A BUSINESS AUTO CLAIM

DAMAGE TO UNIVERSITY-INSURED VEHICLE (owned, leased, rented, courtesy)

· On campus incident: contact XUPD and risk management office

Off campus incident: contact local police department and risk management office

Off campus and outside normal business hours:

contact Schiff Agency directly (phone number listed on proof of auto insurance card) and also leave a message for risk management office – agency will confirm with risk management office on next business day

· Risk management will file and coordinate the claim process

· Wear and tear, maintenance type repairs are not covered by insurance

· If a claims adjustor is assigned, he/she will want to speak with all parties involved and view the damaged vehicle(s)

· Obtain the following at the time of the accident:

o Name and address of each driver, passenger, witness

o Location of accident

o Make, model, VIN number for each vehicle involved

o Name of insurance company and policy number for each vehicle involved

· Do not accept responsibility or discuss the accident with anyone except a law enforcement officer, representative of the Cincinnati Insurance Company or the risk management office

· Take photos of the accident site, if possible

· Have vehicle towed to repair facility if unable to drive

· We may choose the repair site and the adjustor will go there to view the damage

· Obtain an estimate – do not have repairs done until cleared by insurance adjustor – ask the repair shop to fax a copy of the estimate to risk management at 745-2092

· Check with risk management office if you need a rental vehicle, to confirm coverage