Property Claims Management

 

The University obtains insurance or self-insures against losses or damage to University property. Departments that suffer damages are encouraged to cooperate with Risk Management to promptly investigate, settle, and mitigate the extent of property claims.

University employees' personal property (Camera's, Computers, Tablets, I-Pads, Cell Phones etc), whether used to perform assigned duties or not, is not covered by LU insurance. It is your sole responsibility to maintain adequate property insurance. If you are unsure about how these are covered under your personal insurance please contact your personal homeowners or renters insurance agent.

Procedures

1. Notify LU Police Services at (434) 592-7642.

2. Call the Risk Management Department at (434) 592-6446 within THREE days of knowledge of loss by telephone and follow up with a written statement. Items to include with written statement are: date of occurrence, detailed information regarding property damaged or stolen, serial numbers if available, and substantiation of replacement cost of item.

  • Each claim is subject to a $25,000 per occurrence deductible. This deductible is generally charged to Physical Plant as a maintenance cost. All property losses should be reported even if the perceived loss is under the deductible.
  • Requisition for property insured must be submitted through risk management for processing. Payment to replace stolen or damaged equipment will not be made until requisition replacing equipment us received by Risk management, unless special arrangements are made through Risk Management.
  • It is expected that stolen or damaged equipment will be replaced within a reasonable time frame.
  • When submitting the requisition, send a cover memo with it referencing the date of occurrence and the specific equipment that is being purchased to replace the stolen or damaged item. If only replacing a portion of the items stolen or damaged, please include that information on the cover memo.

3. If lost or damaged equipment was purchased using grant money or restricted funds please be sure to inform Risk Management when making your loss report.

Suggestions to Minimize Property Losses

  • Keep your departmental inventory list updated. Include location of the equipment and who is responsible for maintenance, daily checks, etc.
  • Back up data on computer and keep back-up at another location.
  • Establish a check out system for all equipment loaned or removed. If an item is taken out of storage and its location and intended date of return is not documented, it will be difficult to show an actual theft of the equipment. Without evidence of theft, a missing item becomes a case of "Mysterious Disappearance" which is not covered by insurance.
  • Make sure property is secured when not in use. If your equipment or property is publicly accessible after hours, consider a check-in point with a responsible person monitoring use and activity. Post notification of proper use of and care for the equipment.
  • Keep rooms or offices locked when unoccupied.
  • Be fire safety conscious; do not use extension cords or space heaters for long-term use. Be sure to turn off all appliances when building is unoccupied. Become familiar with the use a fire extinguisher. Don't let combustibles in storage areas and hallways accumulate.
  • Report all maintenance problems, such as water leaks, to Field Operations at (434) 592-3298 if urgent or if not an urgent matter via the work order system.

     

    Forms

    After you have called the Office of Risk Management, please follow up with a written statement. Items to include with written statement are: date of occurrence, detailed information regarding property damaged or stolen, serial numbers if available, and substantiation of replacement cost of item.

    Then you will be asked to prepare a requisition and submit it to Risk Management for processing. When submitting the requisition, send a cover memo with it referencing the date of occurrence and the specific equipment that is being purchased to replace the stolen or damaged item. If only replacing a portion of the items stolen or damaged, please include that information on the cover memo.

    Contacts

    Risk Management Phone: (434) 592-5446 and email.