| What to do |
How to do it |
| 1 |
Report criminal activity to UCSD Police immediately. |
- Call UCSD Police, (858) 534-4357, to report theft, vandalism, or other crimes.
- Write down the police report number for the crime. You will need to submit it with your insurance claim.
- Keep any evidence (such as broken glass, broken locks, or record of an activated alarm) if the crime occurred because of forced entry.
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| 2 |
Notify Risk Management of damage or loss. |
- Call EH&S Risk Management, (858) 534-2454, to report the incident and initiate the claim process.
- Have the police report number ready if a crime was involved.
- Risk Management will send you a claim form. The paperwork and evidence you collect in the following steps will eventually be submitted with the claim form.
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| 3 |
Determine which items and costs are covered by insurance. |
- Read Basic Property Insurance to determine what items and costs are covered.
- Keep track of covered costs that are incurred after the incident, including overtime pay or storage fees.
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| 4 |
Write an incident report if items were damaged or lost because of reasons other than criminal activity. |
- Write a simple statement describing how the loss or damage occurred. (No special form is required — a handwritten statement or printed Word document is acceptable.) Try to answer these questions, if relevant:
- What happened?
- Where did it happen?
- When did it happen?
- How did it happen?
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| 5 |
Prove that damaged items are university property, or in the care, custody, or control of the university. |
- Obtain the following paperwork:
- Original purchase orders
- Inventory listings
- Loan agreement
- Write a statement concerning the effort to locate purchase orders or inventory listings that can't be found.
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| 6 |
Repair or replace items. |
- Repair the item:
- Obtain a repair quote from a vendor.
- Have the item repaired.
Note: Contact Risk Management, (858) 534-2454, before authorizing the repair if repairing will cost more than a new item.
- Have the item repaired.
- Follow these steps if an item can't be repaired:
- Request a letter from the outside vendor verifying the property is too damaged to be repaired.
Note: Only items that cannot be repaired will be replaced.
- Replace the item with equivalent property. If the replacement is of better quality, the department must pay the difference.
- If property is not replaced or repaired, the department will receive the item's actual cash value. Risk Management determines values and adjusts for depreciation.
- Note the following costs:
- Departments are responsible for a deductible. Some deductibles are listed below; contact Risk Management for other situations:
- Sudden and accidental discharge of water: $5,000 per occurrence (losses over $50,000 are funded at only 90%)
- Accidental damage, vandalism, or forced-entry theft: $1,000 per occurrence
- Nonforced-entry theft: $5,000 per occurrence
- Domestic transit (claims under $100,000): $250 per occurrence
- The deductible can be split with other departments affected by the loss.
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| 7 |
Submit your claim form and paperwork by the required deadline. |
- Gather all paperwork from the above steps.
- Send your claim form and paperwork to Risk Management within 45 days from claim initiation:
- Mail Code: 0925
- Fax: (858) 534-5202
- Contact Risk Management to request an extension if you can't meet the 45-day deadline.
- Expect claim processing to take a few months because of the following factors:
- Several departments are usually involved; final costs and paperwork from all parties must be submitted to Risk Management before the claim can be processed.
- After review by UCSD Risk Management, the claim is sent to Office of the President — Risk Management for review within 30 days. If approved, funding occurs within 2 months.
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| 8 |
Wait for approval before disposing of damaged property. |
- Obtain approval from Risk Management before disposing of damaged items.
- Notify Equipment Management if damaged items qualify as equipment.
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