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Claim Reporting
Property/Equipment l Liability Incident (Non-Auto) l Vehicle Accident
Property/Equipment Loss
Reporting/Submitting a University Property Claim
- Follow normal internal protocols with Facility Management, Police, Fire and Restoration professionals to effectively manage the mitigation, clean up and replacement or repair of equipment, furnishings, etc.
- File a police report for all claims involving theft and/or vandalism of University property. The University Police Department can be contacted at 412-624-2121.
- Notify Risk Management as soon as possible via e-mail or phone of the details of the loss and any cost projections that may be evident. Provide monthly updates or more frequently if appropriate.
- Upon completion, please submit a final outline of all costs, invoices, proof of payment, and account number to be used for inter-department transfer/journal entries. Proof of payment can be a receipt, copy of disbursement requests or level reports.
Risk Management will report claims as appropriate to our property carrier. Upon receipt of final documentation (including internal labor costs) and in conjunction with broker advisors and insurance adjusters, Risk Management will evaluate the claim according to the applicable policy guidelines. The Department may be reimbursed for insurable costs under the policy deductible, subject to an internal University deductible ($10,000).
If damaged or stolen equipment is not repaired or replaced, Risk Management will not process any claim reimbursement. The University is not responsible for loss or damage of non-University property.
Risk Management will evaluate each claim for reimbursement individually and in line with standard policy language. However, your claim may be denied if an incident or potential claim is not reported timely; is submitted without complete supporting documentation; or if a period of 6 months or more has elapsed since the completion or resolution of the claim.
Miscellaneous Equipment Property Coverage
To align with the University’s Risk and Insurance program, effective January 1, 2005, miscellaneous equipment is now covered under the University’s Blanket Property Insurance policy and is subject to a $10,000 Risk Management program deductible.
Please refer to Information and Technology for prevention and guidance in responding appropriately to incidents involving stolen technology.
Risk Management will evaluate each claim for reimbursement individually and in line with standard policy language. However, your claim may be denied if an incident or potential claim is not reported timely; is submitted without complete supporting documentation; or if a period of 6 months or more has elapsed since the completion or resolution of the claim.
Liability(allegation that University has caused harm to person or property)
Reporting a Liability Incident (non-auto)
The following outlines bodily injury or property damage incidents involving any non-employee of the University that occurs on University property:
- Obtain as much information as possible about the incident: Who, When, Where, Why & How?
Risk Management will evaluate the claim in conjunction with any insurance or self-insurance reporting criteria.
NOTE: Do not offer to pay individual(s) for any reason, including medical co-pays. This decision must be made through Risk Management and/or claim adjusting personnel. However, the Department contact will be included in the investigation and subsequent status updates as appropriate.
Risk Management will evaluate each claim for reimbursement individually and in line with standard policy language. However, your claim may be denied if an incident or potential claim is not reported timely; is submitted without complete supporting documentation; or if a period of 6 months or more has elapsed since the completion or resolution of the claim.
Reporting a Vehicle Accident
ALL vehicle accidents or incidents (i.e., vandalism) involving University-Owned, Courtesy or Leased Vehicles should be reported as follows:
- Immediately give, by the quickest means of communication, notice to the nearest Police Department if the accident involves:
- Injury to or death of any person; or
- Damage to any vehicle involved to the extent that it cannot be driven under its own power in its customary manner without further damage or hazard to the vehicle or the roadway, and therefore requires towing.
Campus Police
Oakland 412-624-2121
Bradford 814-352-7506
Greensburg 724-836-9865
Johnstown 814-269-7005
Titusville 814-827-4400
Also contact University Fleet Services at 412-624-1415 and any local motor vehicle campus/department representative.
- If a leased vehicle, contact the rental leasing company and give them all of the particulars about the accident and the other driver, if any.
- Upon returning to Campus, return University-owned vehicles to the Vehicle Rental Office/University Fleet Services for examination.
- Complete and file a Vehicle Accident Report Form with University Fleet Services. (Fleet Services will provide a copy of the accident report to Risk Management, who will in turn report the incident to our insurance carrier if third-party damage is involved.)
- You will be contacted by a claim representative for further information and investigation of the claim.
- For claims within the University’s deductible and/or where there is no insurance coverage, Risk Management will investigate and coordinate reimbursement, if appropriate, with the University driver’s Department and/or Motor Pool.
- The University self-insures damage to our vehicles. Two repair estimates must be obtained and submitted to Risk Management for reimbursement consideration if vehicle is not managed through Oakland Motor Pool or rental car agency.
- Damaged Courtesy Vehicles (Wheels of Support) are to be repaired by the Dealership. A Vehicle Accident Report Form and receipt are required for reimbursement by Risk Management. Vehicle maintenance is the responsibility of the driver.
REMEMBER!
- No matter how minor the accident, stop immediately and investigate.
- Prevent another accident. Make sure a light or similar signaling device is placed to warn oncoming traffic.
- If someone is hurt, call an ambulance, hospital, or doctor.
- Secure the names, addresses, and telephone numbers of as many witnesses as you can. Also, write down the license plate number of any vehicles present at the time.
- Do not give information concerning the accident to anyone except the police or your insurance representative. Give identifying information to the other party involved, but make no comments about assuming responsibility.
Risk Management will evaluate each claim for reimbursement individually and in line with standard policy language. However, your claim may be denied if an incident or potential claim is not reported timely; is submitted without complete supporting documentation; or if a period of 6 months or more has elapsed since the completion or resolution of the claim.
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