Risk Management

UC Property Loss Claim

The University Property Insurance Program covers loss or damage to UC owned property or property on loan to the University and in its care, custody, and control. Property loss claims arise out of a cause of loss, i.e. burst water pipe, theft, graffiti, falling tree branch, fire, etc.

This section explains steps that should be taken to deal with loss or damage to covered property and how to file a claim with the UC Property Insurance Program to pay for loss or damage.

Prevent Further Damage

• Take whatever steps are necessary to prevent further damage to University property.  
• If the loss is the result of theft, vandalism, or any other criminal activity, contact campus or local Police immediately.

Report Loss Immediately

• Submit an Online Incident Report to report loss or damage within 24 hours of the date of knowledge. (see Claim Filing Deadline below)
• If unable to access the Online Incident Report, Departments may instead report loss or damage to the University Claim Hotline at (800) 416-4029.

Managing & Documenting Property Loss Claims

• How a property loss claim is documented will determine how quickly it is processed and how soon it is paid. 
• Take as many photos as necessary to make a complete photo record of (1) the cause of loss and (2) the property that has been damaged.
• Retain and preserve all evidence, do not discard anything that is loss related. Contact Risk Management if this is not possible.
• All costs to repair or replace property that will be part of the insurance claim must be supported by documentation. Retain all purchase orders, contracts, invoices, timecards, receipts, etc. showing proof of purchase of goods, services, labor, and materials.
• All ancillary work that has been performed as a result of a loss for which a department is seeking reimbursement, i.e. overtime pay, relocation costs, etc., must also be documented with POs, contracts, invoices, work orders, timecards, receipts, etc.
• It will be necessary to submit documentation that proves the damaged property belongs to the University (copies of original POs, invoices, receipts, etc.). If the property does not belong to the UC, but is on loan to the University and in its care, custody, and control, submit any agreements, MOUs, and/or contracts that document the terms and conditions under which the University has assumed responsibility for the property.

Claim Processing & Payment

• Within 48-hours of receipt of an Incident Report, the University's Third-Party Administrator, Sedgwick, will assign a claim number and adjuster who will make contact with you directly. 
• Sedgwick will investigate the claim and determine if there is coverage under the University’s Property Insurance Program.
• If the damage is in excess of $25,000, Sedgwick assigns a claims adjuster to conduct an on-site inspection.
• If the claim is covered under the Property Insurance Program, Sedgwick will use the information submitted by the Department (see Sections above on how to document claims) to adjust the claim and determine the appropriate payment (minus the Deductible).
• Once Sedgwick has determined the claim payment, it will issue a Statement of Loss for review and approval by campus Risk Management and the department that experienced the loss.
• After UCR approves the Statement of Loss, Sedgwick sends notice to OP Risk Services authorizing payment.
• OP Risk Services transfers the approved funding to UCR Accounting Office.
• UCR Accounting Office credits the department account with the funded amount using the COA provided by the Department. 

Claim Filing Deadline

Claimants are asked to report losses within twenty-four (24) hours, and no later than 3 days after a loss. Supporting documentation can be provided as it becomes available. Property loss or damage reported more than 12 months after the date of loss may not be covered.