How do I submit a claim?

Auto Incident/Accident Claim

How to Report an Auto Incident/Accident Claim

(State Owned, Rented or Leased Vehicles)

Automobile accidents should be reported directly and immediately to:

  • University of Virginia Property & Liability Risk Management, 434-924-3055
    and one of the following:
  • University Police, 434-924-7166
    (if the accident occurred on Grounds)
  • or
  • Virginia State Police
    (if the accident occurred off Grounds, but in Virginia)
  • or
  • Appropriate local or state police
    (if the accident occurred out of state)

An Automobile Loss Notice must be completed and sent to UVa Property & Liability Risk Management within 24 hours of the incident. A copy of the police report must also be provided to UVa Property & Liability Risk Management. Police reports from the State of Virginia and UVa Police are automatically sent to the Office of Property & Liability Risk Management. If the incident has perceived damages exceeding $5,000 or anytime bodily injury occurs, please follow the additional recommendations for Major Accidents.

Auto Loss Form

Restitution and Recovery from Third Parties for Departmental Damage

The Office of Property & Liability Risk Management is the administrative office responsible for restitution and recovery of departmental damage or loss done by third parties as outlined in University Policy FIN-008. The Office of Property & Liability Risk Management administers all such claims, ensuring restitution is received when possible, and that departments receive all the restitution collected in a timely manner. By being the office responsible for recoveries from third parties, the Office of Property & Liability Risk Management can compile statistics on third party damages/losses and recoveries for the University. While Departments bear the responsibility for reporting as instructed in University Policy FIN-008, Internal Audit in cases of embezzlement, and the University Police will also play an integral role in advising the Office of Risk Management of complaints involving damage or loss to UVA-owned property. Also, in criminal cases, University Police will advise the Commonwealth Attorney that restitution will be requested from the court in conjunction with the Office of Property & Liability Risk Management, and all restitution is to be directed to the University of Virginia Office of Property & Liability Risk Management P.O. Box 400205 Charlottesville VA 22904 4205. Departments incurring damages are responsible for following all reporting instructions contained in University Policy FIN-008, and providing the assistance requested.

Property Loss/Theft Claim

How to Report a Property Loss/Theft Claim

(University owned, borrowed or leased property - other than licensed vehicles)

Follow the Property Claim Packet Instructions to report and submit a claim for settlement.

Property Claim Packet includes:

Restitution and Recovery from Third Parties for Departmental Damage

The Office of Property & Liability Risk Management is the administrative office responsible for restitution and recovery of departmental damage or loss done by third parties as outlined in University Policy FIN-008. The Office of Property & Liability Risk Management administers all such claims, ensuring restitution is received when possible, and that departments receive all the restitution collected in a timely manner. By being the office responsible for recoveries from third parties, the Office of Property & Liability Risk Management can compile statistics on third party damages/losses and recoveries for the University. While Departments bear the responsibility for reporting as instructed in University Policy FIN-008, Internal Audit in cases of embezzlement, and the University Police will also play an integral role in advising the Office of Risk Management of complaints involving damage or loss to UVA-owned property. Also, in criminal cases, University Police will advise the Commonwealth Attorney that restitution will be requested from the court in conjunction with the Office of Property & Liability Risk Management, and all restitution is to be directed to the University of Virginia Office of Property & Liability Risk Management P.O. Box 400205 Charlottesville VA 22904 4205. Departments incurring damages are responsible for following all reporting instructions contained in University Policy FIN-008, and providing the assistance requested.

Property Loss Preparation and Prevention

There are steps that can be taken to help mitigate financial loss in a property claim such as:  maintaining an inventory and prevention measures.

Rental Vehicle Claim

How to Report a Rental Vehicle Claim

Rental vehicle accidents should be reported directly and immediately to:

University of Virginia Property & Liability Risk Management, 434-924-3055
and Rental or Leasing Agency
and one of the following: University Police, 434-924-7166
(if the accident occurred on Grounds)
or Virginia State Police
(if the accident occurred off Grounds, but in Virginia)
or Appropriate local or state police
(if the accident occurred out of state)

 

An Automobile Loss Notice must be completed and sent along with copies of the rental agreement and other rental agency paperwork to UVa Property & Liability Risk Management within 24 hours of the incident. A copy of the police report must also be provided to UVa Property & Liability Risk Management. Police reports from the State of Virginia and UVa Police are automatically sent to the Office of Property & Liability Risk Management.

Instructions for Completing Automobile Loss Notice Form

FYI for Vehicle Rentals

Research Losses

Coverage and Claim Guidelines for Research Losses up to $100,000

The University's property coverage program includes coverage for research losses. The following information was developed to provide general coverage and claim guidelines to assist researchers and administrators in understanding the coverage and claim process.

Coverage

  • For covered losses within the University's $100,000 self-insured coverage (minus $1,000 departmental deductible). Larger losses are reviewed and covered by the State's Division of Risk Management.
  • Does not cover keeping the PI competitive.

Intention of the Coverage

  • To bring active research back to its status before the loss.
  • To cover grant money used to get to that point.
  • The claim cap is the original grant money used. Actual coverage up to that cap will be provided for documented expenses.

Claim Requirements

  1. Submission of the Incident Report Form within 24 hours of having discovered the loss and initial estimate of total amount that will be claimed.
  2. Narrative that explains your claim in lay terms to include:
    • Explanation of the research affected by the loss
    • Which grants funded the research that was lost.
    • what was lost
    • How the lost materials affect ongoing research
    • What you plan to do to recover
  3. Grant Proposals and expense logs for prior grants including expenses, material and labor up to the time of the loss.
  4. Overall initial budget to include what you plan to expend over what period of time.
  5. Budget updates to include what you plan to expend over what period of time and how actual work completed compares to what was projected earlier.
  6. Quarterly reports with expense, materials, labor, and current status itemized.
  7. Advances from the coverage will be calculated from 4 & 5 above.
  8. A statement confirming that proposed work is to re-establish the status of the research at the time of loss by recreating the lost research. Any deviations or alternative plans will require written justification for consideration of coverage.
  9. Copies of purchase invoices for damaged, replaceable items and copies of the replacement purchase invoices.

Notes/Disclaimers

  • Additional documentation may be requested by Property & Liability Risk Management
  • This is a work in progress - coverage may change in the future
  • For additional questions, contact the Office of Property & Liability Risk Management, Email: orm-frm@virginia.edu, Phone: 434-924-3055
Other Incidents/Claims

How to Report Other Incidents/Claims

University departments should report any accidents, incidents, or unusual circumstances to Property & Liability Risk Management within 24 hours as well as complete and submit an Incident Report Form.

Some examples of these potential claims are: damage to personal property or personal vehicles (not involving one of our vehicles,) people that are injured on Grounds or due to the University's operations, professional malpractice, or suits brought about for errors and omissions.

Guidance to managers on assigning reporting responsibilities: The person with the most knowledge of the incident, whether witnessed or not, should be tasked with completing and submitting the Incident Report Form and being the departmental contact person for the incident, or that person should provide information to the person the department designates to complete this task and be the contact person for the incident.