How to Report Theft, Loss, or Damage to Property

• 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.

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.

OR

Call the university's third-party administrator directly at 1-800-416-4029 to report a claim.

• 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.

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?

• 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.

• 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.

• 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.

• Obtain approval from Risk Management before disposing of damaged items.
• Notify Equipment Management if damaged items qualify as equipment.
  • Read Ways to Dispose of Equipment for more information.