- Steps in the Claim Process
- Documentation Required by Risk Management
- The agency shall give immediate notice to the Division of Risk Management of any loss which may exceed the $25,000 deductible (in this case, notification in the form of e-mail, and/or telephonically will suffice). Time is of the essence, especially in a building damage type loss. The state's property adjuster of record will be dispatched to the loss site and will work with facility staff throughout entire claims process.
- In building damage loss, go ahead and clean-up as quickly as possible in order to be able to better assess the damage properly. Agency needs to utilize State's Emergency Services vendor under contract. Please provide photographs of all damage.
- The agency shall protect the property from further damage.
- The agency must separate the damaged and undamaged property.
- The agency shall exhibit all that remains of the property described to representatives of Risk Management or representatives of the appointed insurance adjusting agency.
- The agency must furnish a complete inventory of damaged or destroyed property, showing the amount of loss claimed.
- It is at Risk Management's option to repair, restore, rebuild, or replace the property destroyed or damaged with other of like kind and quality.
- Repair or replace the items. If bid situation exists, keep copies of all bids. Compile post-loss documentation and mail to Risk Management.
- Risk Management and the Adjuster will review claim. Risk Management will send proof of loss to the agency for signature.
- Upon receipt of proof of loss, Risk Management will request from the Treasury Risk Management Fund an allotment revision to the appropriate agency allotment code.
- Contents - This includes original purchase orders, or original invoices, or inventory sheets in existence before the loss detailing the items and state identification numbers, to prove items existed and were at the location before the loss. The burden of proof is on the agency for these items. An example: for computer items, we need to know what kind of computer hardware and software was installed before the loss.
- Building - For items such as carpet, we need to know kind of carpet.
- Contents - This includes invoices from the vendor and the associated purchase orders. An example: for computer items replaced, we need to know kind of computer, and the hardware and software installed. This will determine if items were replaced with like kind and quality.
- Building - This includes invoices from the vendor detailing what was done, an itemization of materials, labor and overhead and profit. An example: for items such as carpet, we need to know the kind of carpet which was replaced, number of square yards replaced, labor breakdown, any other materials used, and overhead and profit.