Reporting Property Damage or Loss

Follow these steps to obtain insurance reimbursement if property owned by your department is damaged or destroyed.

1 ​​​

​Report the damage

• Inform your supervisor and/or department manager
• Call the UC Merced Police Department 228-2677 (CAT COPS) if the damage/loss is the result of theft or vandalism
• ​Call Risk Services at 386-3079 to report a claim. Or call the University’s 24 hour claims ​hotline at 1-800-416-4029, press 1

​2 
 

Record building and property damage

• Make a list of damaged or destroyed items.
• Take pictures of all damage to the building and property.
   

​3 

​Track costs

• Keep track of related costs that are incurred after the incident, including (but not limited to):
  • Overtime pay (regular time is not covered)
  • Relocation costs
  • Facilities Work Request

​4 

​Ensure damaged items are University property

• Collect the following paperwork:
  • Ledger Copy with Expense for Purchase OR
  • Department Inventory listings OR
  • Invoices or University procurement card receipts

5 

Obtain repair or replacement price quotes

• Repair or Replacement:
  • Obtain a repair quote from a vendor. If the item is irreparable, obtain a written statement of such from the vendor.​
  • Replace the item with equivalent property. If the replacement is of better quality, the department may have to pay the difference.
• If property is not replaced or repaired , the department will receive the item's actual cash value.
• Note: Campus policy and procedure for procurement of products or services should be followed.

​6 

​Submit backup documentation to Risk Services

• Submit the list of items with supporting documentation (proof of ownership, repair or replacement costs) and documentation of any related costs to Risk Services.
• Expect claim processing to take a few months or longer because of investigation and coordination between the university and the third-party claims adjustor.

​7 

​Wait for approval before disposing of damaged property

• Obtain approval from Risk Services before disposing of damaged items.
• Notify Equipment Management if damaged items qualify as equipment. ​Complete an Equipment Inventory Modification Form (EIMF)

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