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Recovering Property and Equipment Losses Due to Accidents I. General Description: Property and equipment damage due to accidents is covered by an insurance policy managed by the university Risk Management office. The policy covers all losses in excess of a $1,000 deductible. If the loss is incurred because of an error or accident attributable to a Facilities Management operation, Facilities covers the $1,000 deductible. Property Covered: All owned or leased buildings,
contents, and equipment, as well as property owned by others for which
the University is liable. In particular, any property affiliated with
externally supported research falls under this rubric. II. Procedure to be Followed by the Claimant Administrative procedures and filing of documentation will be handled for the claimant by the chemistry department Building Services Manager under the supervision the Director of Research and Technical Services according to the procedures described in Appendix A. Replacement equipment and repairs can be purchased quickly using a department account established specifically for this purpose. When an incident occurs, contact Felix Rosado, Building Services Manager, 854-5902 as soon as possible (within 48 hours for losses in excess of $5,000) to initiate these processes.
APPENDIX A: CLAIMS PROCEDURES TO BE FOLLOWED BY THE BUILDING SERVICES MANAGER I. Claims Procedure for Losses in Excess of $1,000 1) When an incident occurs, first contact the appropriate maintenance or security department to correct the condition causing the loss. Depending upon the type of loss, the Department of Environmental Health and Radiation Safety may need to be notified. 2) Notify Risk Management (854-9709 ) of the loss as soon as possible, preferably before cleanup has begun. In the case of significant damage ($5,000 or more), it is important that Risk Management be notified within 48 hours, so that a claims representative can tour the site. 3) Follow up the initial contact with Risk Management by completing and submitting a claim form to the Risk Management office. A copy of the form is attached to this document and is also available from Risk Management and also online at the URL: http://www.columbia.edu/cu/controller/pdf/Property_Loss_frm.pdf. This form is used only for University-owned property. A separate procedure is exercised if the damage is to property of others. (The procedure is described on the Risk Management website at the URL given above.) 4) Purchase of replacement equipment and repairs: The chemistry department has a special "disaster" account that is set up to speed the purchase of replacement equipment and repairs. To make use of the "disaster" account, first forward copies of all requisitions and work orders to Risk Management and wait for written confirmation from Risk Management that the expenses will be reimbursed. A copy of the claim form prepared in step (3) should be attached to all requisitions and work orders along with a confirmation "cover sheet" to be signed by the Director of Risk Management. After written confirmation is received, the requisitions and work orders should be signed by the Director of Research and Technical Services. Next, obtain the "disaster" account number from the Director of Budget Operations and place the orders in the usual way. A copy of the claim form prepared in step (3) should be attached to all requisitions and work orders along with a copy of the confirmation of reimbursement from Risk Management. 5) Forward copies of all paid invoices for purchases and work charged in step (4) to Risk Management for reimbursement. The Risk Management Department will credit the account used in (4) for the amount of the verified loss, less the deductible. The account number to be credited should accompany the invoices. II. Procedure for Recovery of $1,000 Deductible and for Losses Less than $1,000 If the loss is incurred because of an error or accident during a Facilities Management operation, Facilities covers losses up to $1,000. To file for this compensation: 1) Prepare the claim form described in (3) above. The form includes the date, location, and circumstances of the accident, the names of individuals who may have witnessed the incident and reported the damage, and a description of the loss or damage. 2) Submit the claim form for review by the Facilities Area Supervisor responsible for the building in which the incident occurred. The form may be amended until both the Supervisor and the Director of Technical and Research Services approve, sign, and date the form. 3) Purchase of replacement equipment and repairs: The chemistry department has a special "disaster" account that can be used to quickly purchase replacement equipment and make repairs. Follow the instructions in step (4) of the previous section (Section I) to purchase replacement equipment. 4) Forward copies of all paid invoices for purchases and work charged in step (3) the Area Supervisor for reimbursement up to $1,000. The account number to be credited should accompany the invoices. A copy of the claim form should be attached to all requisitions and work orders along with a copy of the confirmation of reimbursement from Risk Management. Facilities will credit the account used in for the purchases for the amount of the verified loss, up to the $1,000 deductible. ****** Property Loss Claim Report Form 1. Each department must complete this form as soon as they are made aware of an incident. 2. Property damage estimated to be in excess of $5,000 must be reported within 48 hours. 3. Please attach any additional information to facilitate claim processing, i.e. photos of damage, estimates of damage, copies of the original purchase orders, copies of the repair bills/invoices replacement purchase orders, and copies of work estimates. 4. All supporting documents must be submitted within one year of the loss. Failure to do so will result in forfeiture of reimbursement by insurance. 5. A departmental deductible of $1,000 will be assessed for each incident. 6. Please include the appropriate FAS account to be credited. ---------------------------------------------------------------------------------------------------- Department Name:__________________________________________________ Department Address: ________________________________________________ Location of Incident: ________________________________________________ Date of Loss: ______________________________________________________ Contact Person and Phone Number: _____________________________________ Detail all property damaged, attach extra pages if necessary (IMPERATIVE: Do not discard any damaged property without permission):
Describe incident including possible cause of occurrence: If a contractor was involved in the incident, please provide a copy of the contract.
List all witnesses with their phone numbers (including contractors working at or near the location):
Signature: ____________________________________ Date: ___________ Please fax the completed form to Neal M. DčElia at (212) 854-9709. Should you have any questions please call me at (212) 854-9702 or E-mail address: nd2027@columbia.edu - |