The University of Cincinnati maintains an insurance program to cover the cost of replacing or repairing University property that has been stolen or damaged by insured perils. This insurance provides for replacement with items of like kind and quality as the items stolen or damaged. However, the cost of these claims is spread among University departments through an insurance reserve account, and departments are responsible for a per-claim deductible.

As always, individual departments are expected to provide appropriate security protection for property. The UC police are available to assist in this process and will perform security audits following theft or upon request. Appropriate security measures also include good departmental inventory control and record keeping. In order to recognize efforts to minimize losses, the department deductibles have been revised:

Departments are encouraged to contact the UC Police at 556-4900 to schedule a security audit.

Instructions for filing a claim:

 

At the time of discovery, incidents involving loss or criminal damage should be reported to the UC Police for investigation. Request that a copy of the police report be sent to Risk Management at Mail Location 0785. The department head or other individual responsible for filing the claim should address a memorandum to Risk Management describing the property and loss. Independent evidence of ownership (e.g., copy of the original Purchase Requisition, copy of lease agreement, etc.) is required to establish Univeristy ownership and/or responsibility for the property. Losses of capital equipment or other tagged items must be reported through Space Management. The department making the claim should complete the usual Purchasing paperwork to replace or repair the item, consistent with Univeristy guidelines, and forward the paperwork to Risk Management. The department's account number for the deductible amount should be included. In some cases, inspection by the Office of Risk Management or additional estimates may be necessary. If the claim is not appropriate, or the items are not insured by the University's insurance program, the department will be notified immediately. When the claim is reviewed and approved, Risk Management will insert the appropriate account numbers for amounts above the departmental deductibles and foward the Purchasing paperwork. From that point, ordering and delivery should be the same as for other items purchased by the department.

Please use Property Reserve Claim Worksheet.

Any additional questions or concerns should be addressed to Risk Management at 558-5042 (Carol Baker).

Note: If purchasing replacement item with UC purchasing card, please contact Risk Management for further instructions on making the claim and processing paparwork for reimbursement.