Insurance Claim Procedure

Steps to Follow

• Immediately protect life, render aid if needed and attemp to stop further loss or University property from damages.
• Report any incident ASAP.
• In the case of accident, injury, damage, theft or vandalism, contact UT Police to report the incident and obtain a case number.
• Obtain a narrative memo or written statement from the person who is responsible for the property or incident. This memo should provide only factual information including:
  • exact location of property and when it was last seen and by whom
  • name of person responsible for property
  • when the loss was first discovered
  • exactly how loss or injury occurred
• Make a complete list of all damaged items (including make, model, and serial number).
• Obtain copies of the original purchasing documents, i.e., campus orders, purchase orders, or invoices which show original cost, date of purchase, and purchase source.
• Inquire and document the possible repair of the equipment. If practical, repair equipment or replace only damaged parts of equipment.
• If replacement is necessary, document the current replacement cost which is the lowest price available to the University for comparable property with similar features (no “upgrades”). For computers and other electronic equipment, the replacement cost is often less than the original purchase price. Be sure to include the name and phone number of the person giving the price quote. Three bids are required for losses over $3,000.
• Place any University property that is damaged beyond repair and being replaced in a safe location for inspection by the insurer. Technically, any property replaced with insurance funds belongs to the insurer. Retain the damaged property and the equipment which caused the loss. For example, if a faulty valve caused water damage to some property, save the valve.
• Comply with the insurance provisions which require University Departments to compile and submit all claim information in a timely manner. Otherwise, the University’s insurer may deny coverage for the loss.