Property Claims
Reporting Losses: Agencies must report all losses and take prompt action to protect the property from further damage or loss. In the event of a loss estimated to exceed $50,000, agencies must contact Risk Management as soon as practicable. Risk Management will contact the State's property insurer, who will dispatch a claims adjuster to the scene. Damaged property must be retained, and all evidence related to the loss preserved until inspected by an adjuster.
Property Losses must be reported using the following link to Origami:
Submit a Vehicle or Accident/Property loss Claim
When reporting the loss, agencies should submit the incident details and additional documentation, such as photographs and estimates of the damages. Losses reported later than 90 calendar days from the date of loss may not be covered. Losses that result from mysterious disappearance (no signs of forced entry or losses found during inventory) or resulting from known risks that have not been corrected may not be covered.
When a loss involves vandalism, theft or other criminal activity, a copy of the police crime report must also be forwarded to Risk Management. If an agency experiences repeated or multiple losses, due to inadequate security or protection of equipment, deductibles may be adjusted, or claims denied with due notice.
Contested claims compensability determinations can be referred to the Risk Manager for review. The decision of the Risk Manager will be final and binding.
Making Repairs
Agencies are responsible for affecting the repair or replacement process by contacting the appropriate parties as soon as possible. These contacts might include Buildings and Grounds, State Purchasing, State Public Works Division, Governor's Finance Office or outside contractors or vendors (following Purchasing and State Public Works Division requirements).
Repairs or replacement for significant structural property losses (exceeding $50,000) must be coordinated with the Risk Management Division and the State Public Works Division, unless a specific waiver is approved by the Risk Manager. Additionally, claims that require repair or replacement in excess of $100,000 will be submitted to the State's outside insurer and subject to further review by the property insurer adjuster. Repairs must be completed within two years from the date of loss unless a written waiver is obtained from the Risk Manager.
Paying for a Loss
Agencies are responsible for a $10,000 per occurrence deductible or an alternate deductible identified by the Risk Manager. Risk Management will pay the lesser amount of the repair or replacement, excluding any betterment and subject to the exclusions contained in the commercial excess property insurance policy.
Agency Reimbursement: When an agency pays for the entire loss out of its budget, Risk Management will reimburse it, after submission of the deductible, proof of repair/replacement, and evidence that the invoices have been paid by the agency. Agencies must submit the "Reimbursement Request Form," located on the Risk Management website.
Risk Management Direct Vendor Payment: Risk Management can directly pay a repair/replacement vendor. To do this, it is necessary that Risk Management be forwarded a copy of related contracts or the original invoices and copies of all estimates and written documentation from the agency that the work has been completed in an acceptable fashion. The agency must pay Risk Management the appropriate deductible in advance of payment to vendors.
Regardless of payment method, it remains the responsibility of the agency to complete all necessary paperwork, required to affect the repair or replacement of the damaged or destroyed items. This would include any contracts, purchase requisitions, etc. Risk Management can be identified as the contracting agency once the SPWD contract is reviewed and approved by the Risk Manager.
In the case of purchase requisitions, agencies should complete the form, except for the budget coding sections and the authorization signature and forward to Risk Management for completion. The form must be retained by the requesting agency if electronic or facsimile copies are used for payment purposes, pursuant to SAM 2616.
Subrogation & Collections: If an agency's loss can be attributed to a third party's negligence, and Risk Management is successful in recovering the entire loss from the adverse party, the deductible will be waived or refunded to the agency.