Risk Management Property Loss Report

Primary on-site contact person Name : __________________________________________________ Phone Number: ___________________________________________

Alternate on-site contact person Name : __________________________________________________ Phone Number: ___________________________________________

Campus: Date of loss: _________________________________

Time of loss: _________________________________ Type of loss (fire, explosion, etc.):

Property involved (which building, contents of building, etc.)

Estimated cost of damage:

What is the operation in the damaged building?

Is the damaged building still usable?

Is an alternate location needed or available to continue operations?

What resources are needed right now? Do you expect any business interruption expenses?

If so, to what extent?

___________________________________________ Printed name of person completing this report

___________________________________________ Signature of person completing this report

Date report completed: _________________________________________

Important Reminders • Mitigate to the best of your ability to reduce further loss • Take photos to document as much as possible • Keep careful record of all claim expenses

Department/Campus Checklist Initial Process:

☐ Take steps to reduce loss as much as possible☐ Mitigation strategies/actions☐ Restore fire protection (sprinklers, hoses, etc.)☐ Make temporary/emergency repairs☐ Secure vital records and ledgers☐ Construct temporary structures☐ Convert existing space☐ Purchase service from outside vendors☐ Begin salvage and clean-up, but do not dispose of anything☐ Expedite long-term repairs to essential equipment☐ Take photos to document as much as possible☐ Secure the area and control access to the area or building to prevent injuries☐ Complete the Risk Management Property Loss Report

After Area is Secured and Claim Reported to Risk Management: ☐ Participate in meeting with Risk Management and other applicable parties to discuss process, claim, etc.

☐ Acquire copies of police or fire reports

☐ Assemble blueprints, floor plans, drawings

☐ Do not dispose of damaged items (including items in refrigerators and freezers) EXECPT BIOHAZARD MATERIALS (Please see Hazardous Waste Management in College Laboratories for information regarding disposing of hazardous materials.)

☐ Provide detailed narratives, photographs, vendor reports, etc. to support the disposition of damaged items

☐ Track all expenses related to damage and replacements, repairs, and/or reconstruction

☐ Set up special work orders, job numbers, or accounting procedures

☐ Obtain repair estimates or appraisal documents from contractors for structural damage

☐ Copy and store invoices for completed work or cleanup

☐ Complete contents inventory

☐ Get replacement invoices for contents/equipment

☐ Gather asset records (physical or perpetual) to support damaged property

☐ Purchasing Like Kind: Upgrades can only occur after validation by insurance company and if Property Insurance pays the difference

☐ Consideration for lost grants/contracts

☐ Financial impact due to delayed application or lost revenue