Claims

Autos in Mexico

• For autos in Mexico, report the claim as soon as possible to the insurance company. Be sure to report the claim within 24 hours to ensure that the coverage is not voided.
• Also report to Risk Services using the Auto Claim Reporting Form.

Campers

• File a claim directly with the insurance company or their claims administrator as soon as possible to avoid any denials based on delayed reporting.
• Also contact propertycasualty@ucsc.edu to inform us when a claim is filed.

Cyber – computer theft and/or other security incidents (any compromise of the privacy, integrity, or availability of institutional information or IT resources)

• Report to UCSC Information Technology Services (ITS).
• Also report to Risk Services using the Property Claim Reporting Form.

Fine Art

• Fill out the Fine Arts Claim Report (Download) and submit it to propertycasualty@ucsc.edu.

Liability

• Liability claim reporting is to be used if you believe that the university is responsible for your property damage or injury, and you want to submit a claim for compensatory damages. Equity & Equal Protection has information about reporting an incident and/or making a complaint relating to discrimination and harassment on the basis of race, religion, disability, sex, gender, age and other protected identities.
• Report the claim using the Liability Claim Reporting Form. If you submit this form for a matter that involves an administrative process, then you may be redirected to the appropriate campus unit.

Travel

• Instructions for filing Claims (Download) 

Deductibles might change without prior notice.

The deductible will be determined by the insurance policy terms and conditions in force at the time of loss.

• $500 per occurrence for physical damage to UC owned vehicles
• $0 per rental vehicle for vehicles rented within the United States when a UC system-wide rental contract is used
• $5,000 per occurrence for water damage up to $50,000, then 90% funding for claims over $50,000 (10% deductible for losses >$50,000)
• $5,000 per occurrence for fire
• $1,000 per occurrence for forced-entry theft
• $5,000 per occurrence for non-forced entry theft
• $1,000 per occurrence for most property claims

Insurance programs requiring advance sign-up and/or reporting

• $1,000 per occurrence for university property in transit
• $5,000 per occurrence for small boats except racing shells
• $7,500 per occurrence for racing shells
• $1,000 for most fine art claims; other fine art claims: $10,000 per occurrence for earthquake damage; $10,000 for outdoor sculptures (each and every loss) 

Risk Services coordinates property claims for the campus. Claims are handled by Sedgwick, the university’s third-party claims administrator. The Sedgwick Claims Examiner is the primary contact for property claims.

What to Expect

• Coverage Determination – an investigation into what happened and an evaluation of whether the property insurance policy’s terms, conditions, exclusions support payment of the loss. Coverage determinations range from quick and easy to complex and long requiring expert evaluation by specialized investigators. Expect questions about the incident.
• Damage Evaluation – a determination of whether specific expenses are reimbursable. Sometimes the Claims Examiner needs to know about the damages to help with the Coverage Determination. If the Claims Examiner asks about damages, it does not necessarily mean that the claim will be reimbursed. Expect questions about ownership, maintenance, original purchase price, repair cost and replacement cost.
• Damage to Facilities. This is very important!
  Contractors must supply detailed estimates and invoices, including a breakdown between labor and materials, and a detailed description of the work performed. Your funding is at risk if you cannot provide adequate documentation. Make sure that the contractor has a contractual obligation to provide detailed information.
• Reimbursement – claims are funded on a reimbursement basis via journals. Risk Services will work with you to obtain funding information for Sedgwick. Do not provide a FOAPAL directly to the Claims Examiner.

Suggestions for a Better Claims Experience

• Report the claim as soon as possible.
• Be responsive to the Claims Examiner.
• Copy etemes@ucsc.edu, jyeager@ucsc.edu, cadelgad@ucsc.edu on all email to the Claims Examiner so that we can monitor the claim. Contact us if you have any questions, concerns or need help.

• Police Reports – Risk Services obtains UCPD police reports and provides those reports to the Sedgwick Claims Examiner.  In most cases, we order the UCSC police report automatically at the start of a claim. You should not be asked for a police report; if you are, then let us know.
• Additional Report or Incident Form – Property claim reports are submitted using the online reporting form. Risk Services forwards the property claim report to Sedgwick. You should not be asked for an additional report or incident form; if you are, then let us know.
• Funding Information – The Sedgwick Claims Examiner should not ask you for the account information to fund the claim (i.e. FOAPAL). Risk Services will work with you to obtain the necessary funding information. Risk Services will then forward the fund, account and the activity code (if applicable) to Sedgwick. Please do not forward any funding information directly to Sedgwick.

Property: damage to UC owned property or other property that UC is responsible for insuring

• Report the claim using the Property Claim Reporting Form.
• If the loss is the result of theft, vandalism, or any other criminal activity, contact local police and complete a police report.
• Report stolen phones, laptops or tablets to ITS.
• Take photos.
• Prevent future damage by taking any necessary steps to protect university property from further damage.
• Retain and preserve all damaged property and evidence. If it is not possible to retain the damaged property and evidence, then contact propertycasualty@ucsc.edu.
• Retain all purchase orders, contracts, invoices, timecards, and receipts showing proof of purchase of goods, services, labor, and materials. If the loss is for equipment on loan/lease to the university, then submit any agreements, MOUs, and/or contracts that document the terms and conditions under which the university has assumed responsibility for the property to the Claims Examiner.
• Work with Sedgwick, the university’s third party claims administrator, to resolve the claim. 

Auto: damage to UC owned vehicles and damage or injury caused while a vehicle is being used for university business

• Call law enforcement to respond and/or to take a report after an accident.
• At the scene, do not admit liability or accuse anyone of fault. If it is safe to do so,
  • take photos of the accident scene and damage to all involved vehicles; 
  • obtain information on the other party, which should include the other party’s name, phone number, address, email, driver’s license number, license plate number and insurance information;
  • obtain information about any damage or injuries; 
  • make a diagram of the accident scene.
• Report all auto accidents that occur while using any vehicle on university business. Use the Auto Claim Reporting Form.
• Report any accidents or damage to rental vehicles to the rental car company.
• Notify Fleet Services if a UC owned vehicle was damaged.

Liability

• If there is an allegation that the university is responsible for property damage or injuries and compensatory damages are being sought, then the person seeking compensatory damages can report the claim using the Liability Claim Reporting Form.