Risk Management-Frequently Asked Questions
- What do I do to file a claim if University property has been stolen or damaged?
- What information do I need to submit if damage has occured that involves repair work (building/property)?
- What is the deductible amount for University insurance claims?
- Do I need to replace/repair the stolen or damaged property before a claim is filed?
- Is it necessary to purchase the exact same item (model) as was stolen or damaged?
- A company/institution is requesting a Certificate of Insurance from our department? Where would I get this?
- I recently had an automobile accident while driving a university vehicle (or rental car). What should I do?
- 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.
What do I do to file a claim if university property has been stolen or damaged?
In order to file a property loss claim with the university, there are a number of things that must be done:
- Fill out a Property Loss Notice
- You must also submit the following information:
- Copies of invoices(and DPO if applicable) for the lost or damaged property.
- Copies of invoices (and DPO if applicable) for the replacement items.
- The police/incident report for the theft/damage, if one is available.
- Once you have this information, forward to:
What information do I need to submit if damage has occured that involves repair work (building/property)?
- You will need to submit a completed a Property Loss Notice
- 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:
- Base pay (not including benefits, overhead, or supervisory/managerial labor)
- Hours worked
- A police/incident report if applicable.
What is the deductible amount for university insurance claims?
There is a $10,000.00 deductible for each claim.
Do I need to replace/repair the stolen or damaged property before a claim is filed?
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.
Is it necessary to purchase the exact same item (model) as was stolen or damaged?
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 state 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 JMU for the cost of the item minus any cost for upgrading the item.
A company/institution is requesting a Certificate of Insurance from our department? Where would I get this?
Resource Management provides Certificates of Coverage. Please complete the Certificate of Coverage on-line form.
- The JMU department (name, MSC and phone) requesting the certificate
- The name and mailing address of the company or institution requesting the certificate
- The purpose (ie: Student Practicum, tournament game, etc.)
- The time period the certificate is requested for (be as specific as possible)
Once we have this information, a certificate will be drafted and the original will be sent back to your department for you to forward to the requesting company/institution.
I recently had an automobile accident while driving a university vehicle (or rental car). What should I do?
A: If you've had an accident in a JMU vehicle or rental car, while on university business. Please follow this procedure:
- First you need a copy of the accident report from the officer at the scene.
- Fill out an Automobile Loss Notice
. This is a form that should be in every JMU vehicle. If one is not in the vehicle, or your were driving a rental vehicle.
- 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 need to be forwarded to them. You should keep copies of both for your personal records.
- As soon as possible you should also report the accident to either Motor Pool(for JMU vehicles) or our office (for rental vehicles).
Contact Risk Management (8-7812) if you have any questions filing the claim.
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.
Risk Management has packets of information available that detail what to do if you are involved in an auto accident while on University business. Thge packet also contains a claim form, telephone numbers for various State Police divisions, Information Exchange cards, and a card for requesting help from a Passing Motorist. These packets should already be in any JMU vehicle. For those offices who would like to keep a supply of packets on hand for rental vehicles, the individual .pdf files for each of the forms/cards in the packet are available for download below.
- Automobile Accident Instructions
- State Police
- Information Exchange for Automobile Accident
- Passing Motorist Information for Automobile Accident
- Automobile Loss Notice
NOTE: If you requisition a State Vehicle and find that the packet is missing, please contact Motor Pool to request one before you leave for your trip.