Insurance and Claims Management
Insurance and Claims Management jbarber32Application for All Risk Coverage
Application for All Risk CoverageOverview
All Risk Insurance is specialty coverage for property falling outside the building and contents insurance program which commands a higher premium, but is more extensive than basic contents insurance. It must be applied for on an individual basis. All Risk Insurance covers State owned property in-transit, mobile equipment, watercraft, fine art and property on loan or rent to the Institute.
Capital Assets Accounting
Formally Property Control
Personal Property
Movable equipment type property of a business nature on campus with department head approval.
Rent
Transfer of property, not title, for a specific time period as specified by written contract. Property is in care, custody and control of Institute.
Lease
Long term rental usually 31 days or more.
Consignment
Property in care, custody and control of Institute, but for specific reasons.
- An applicant can be any staff or faculty member.
- Applicant requiring Certificate for State-owned property shall obtain a blank Loan Agreement form either from their Department Head or Capital Assets Accounting. Fill out the Agreement including date, name, location (if residence, street address must be given in full including zip code), reason for loan, list of equipment including inventory number which can be found on the decal, employee signature and approval of the Department Head or Lab Director is required.
- Send original to Capital Assets Accounting with copy to Georgia Tech Insurance & Claims Management, Mail Code 0300.
- For property on loan to the Institute send a memo which has written concurrence of Department Head or Lab Director to Georgia Tech Insurance & Claims Management. Include name of owner, GA Tech building and room location where equipment will be kept or other location if applicable. Include equipment or property list and costs with back-up data if available. State reason for bringing equipment on campus or on trip if applicable.
- For property on loan to the Institute, send completed Loan Agreement. Ensure document is signed by both parties.
- Georgia Tech Insurance & Claims Management, upon receiving one of the above listed forms, letters or documents will assign an "All Risk" Certificate number and assess the value of the property by using the current Capital Assets Accounting "Equipment on File by Tag Number". If personal property, a letter or copy of invoice will be requested. If property is consigned or on loan, a Loan Agreement or letter from owner will suffice. If leased or rented property, a letter from vendor stating the replacement cost of property (not the rental cost) will be required.
- Georgia Tech Insurance & Claims Management will prepare and sign a "certificate" The original will be sent to the insured. The copy will be retained in the Risk Management Certificate Book in numerical order along with all back up information.
Claims Filed Against the State Insurance Programs
Claims Filed Against the State Insurance ProgramsOverview
Claims may be filed against the State Insurance & Hazard Reserve Fund (Building and Contents, Auto Physical Damage, Inland Marine and Money & Securities), the State Tort Claims Trust Fund (Bodily Injury & Property Damage to Others), the General Liability Agreement (e.g. Federal Civil Rights, Employment Liability) the Fidelity Bond (i.e. Employee Dishonesty & Faithful Performance) or the Workers Compensation Trust Fund. By far, the largest number of claims are filed against the Workers Compensation Trust Fund.
General Guidelines / Applicable Policies
For a claim to be filed against the State Insurance and Hazard Reserve Fund, it must consist of a property loss falling under one of the "Covered Causes of Loss" described in the Department of Administrative Services issued "State Owned Building and Personal Property Agreement." Further, the loss or damage must involve State-owned property in the care, custody and control of the Institute. At the conclusion of the investigation of an incident, the Insurance and Claims Management Office shall make a determination if the claim is sufficiently valid (i.e. meeting the terms and conditions in the State Owned Building and Personal Property Agreement).
DOAS
State of Georgia Department of Administrative Services
- The Insurance and Claims Management Office shall review all pertinent documents.
- If it is determined that a claim does not warrant further action (property claims) the documentation shall be filled in the departmental section of the large horizontal filing cabinet under the appropriate department name.
- The claim shall require initial approval from DOAS. This is usually provided by an email and indicates that certain guidelines have been met and the processing can proceed.
- In viable property claims, the Insurance and Claims Management Office shall assign an insurance account number from the Grants and Contracts Accounting insurance accountant.
- The Insurance and Claims Management Office shall receive and assemble all documents Including:
- incident report(s)
- statements of witnesses
- correspondence
- photographs
- recordings
- bills
- estimates
- property or vehicle documentation
- claimant forms (if so required by DOAS)
Rarely do initial estimates as provided by the claimant agree with the final outcome. Differences between the estimate of loss, the Purchase Request, and the final invoice occur for substantial and valid reasons. The Insurance and Claims Management Office is generally required to negotiate these differences with DOAS. - Checks are written by DOAS and sent to the Insurance and Claims Management Office for submittal to the Bursar's Office through Grants and Contracts Accounting.
| Revision Date | Author | Description |
|---|---|---|
| March 2015 | Insurance and Claims Management | Update to process language and contact information |
General Information - Insurance and Claims Management
General Information - Insurance and Claims ManagementOverview
Insurance & Claims Management Policies are written for the faculty and staff of Georgia Tech. They are intended to assist those who may have questions concerning Georgia Tech insurance coverage and the submission and payment of claims. Final approval of all Georgia Tech claim submissions rests with the Georgia Department of Administrative Services, Risk Management Services Division (hereinafter “DOAS/RMSD”). In addition, any liability claim that goes into suit is generally controlled by the State Attorney General’s Office.
Insurance & Claims Management is charged with the responsibility of protecting the assets and resources of Georgia Tech. This involves the identification of assets exposed to loss. It includes the reduction of the loss potential and the selection of the most appropriate technique for treating the loss exposure.
Generally, Insurance & Claims Management is called upon to provide the various types of insurance coverage required by Georgia Tech and its employees, and to manage and investigate all claims, including collection of money from an at-fault party's insurance company.
Insurance & Claims Management may require a Certificate of Insurance and/or signed Release and Waiver of Liability when formalized activities, groups, concerts, shows, performances, athletic events and presentations require the use of campus facilities.
Any Georgia Tech group, department or individual contemplating any activity such as described above or involved in activities promoted by others is to email, call 404-894-5000 or write Insurance & Claims Management (mail code 0300) as soon as possible, but no later than 14 days before the event date. A Special Events Questionnaire Form available from our website must be completed for us to address all risk factors and insurance needs.
Georgia Tech Buildings - DOAS Physical Inspections
Georgia Tech Buildings - DOAS Physical InspectionsFor insurance and safety code purposes, each State-owned building is subject to physical inspection periodically (generally not more than once a year) by an Insurance Company and/or certified DOAS safety & loss control engineer.
The inspector/engineer will coordinate schedule building inspections through Georgia Tech Insurance & Claims Management.
DOAS
State of Georgia Department of Administrative Services
- Upon receipt of inspection report, Georgia Tech Insurance & Claims Management will review and forward copies of any reports containing serious recommendations to department heads having jurisdiction of the building.
- A copy of all reports will be sent to the Manager of Environmental, Health & Safety Department.
- Georgia Tech Insurance & Claims Management will follow up with department heads for compliance with report recommendations until compliance is documented.
| Revision Date | Author | Description |
|---|---|---|
| March 2015 | Insurance and Claims Management | Minor language and contact information update |
Insuring Rental Vehicles
Insuring Rental VehiclesRentals inside the United States: Collision Damage Waiver (CDW) / Loss Damage Waiver (LDW) insurance is included when using a valid Statewide or Georgia Tech contracted rental car agreement, except for Trucks. The contract number ID must be included in the rental to issue coverage at no additional cost. When renting a truck, Collision Damage Waiver/ Loss Damage Waiver coverage should be purchased.
Please note: when renting a truck or any car outside of one of the Statewide or Georgia Tech rental car contract, you will need to purchase the optional Collision Damage Waiver/ Loss Damage Waiver. Rental cars should be reserved through Georgia Tech contracted travel agency to insure the proper contract number and coverage is included for rental.
Rentals outside the United States: All rental car insurance (collision and liability) offered by the rental company should be purchased. These expenses are fully reimbursable via Workday – Expenses System.
Personal Accident (PAI), Effects (PEP/PEI), and Supplement Liability (SLI, LIS) insurance are not reimbursable.
Other Considerations
- Any deviations from initial reserved rental via Statewide or Georgia Tech rental car contract, Physical Damage Coverage for vehicle must be confirmed as included in rental. If not included, renter should always purchase and submit for reimbursement.
- When traveling internationally, all rental car insurance offered should be purchased. These expenses are fully reimbursable via the Workday- Travel System.
- In Europe, Africa and Australia CDW/ LDW is normally included as standard coverage with the vehicle rental. However, in other countries like Canada and USA the Loss Damage Waiver may have to be purchase separately.
- Rental of luxury vehicles is not permitted.
- When employees share a rental vehicle, that information should be indicated in Workday - Expense System with the name of the travelers with whom the vehicle was shared.
In addition to rental fees, an employee may be reimbursed for costs associated with official use of the vehicle. These costs include:
- Gasoline - Original receipts must be submitted.
- Additional Drivers - This is reimbursable only if the additional driver is on travel status with the Institute.
- Navigation Systems - Reimbursable if required for remote locations and a business justification is provided.
- Tolls - Actual toll expenses may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be entered into the description field in the Workday - Expense System.
- Parking - Actual parking fees may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be entered into the description field in the Workday - Expense System.
- Child seats and other personal expenses are not reimbursable.
Collision Damage Waiver (CDW): provides coverage in the event the vehicle is involved in collision.
Loss Damage Waiver (LDW): provides coverage in the event of theft or loss of use (e.g. any damage that prevents future rental of the vehicle until repaired).
Personal Accident Insurance (PAI): provides coverage for the renter and passengers for medical bills resulting from a crash. Please note if employees are performing official duties and involved in a vehicle incident, injuries will be subject to Workers Compensation Coverage.
Personal Effects Policy/ Insurance (PEP/PEI): provides coverage for the theft of personal items inside of a rental car. Please note most homeowners or apartment renters insurance will provide coverage, subject to the applicable policy deductible.
Supplemental Liability Insurance (SLI/LIS): designed to provide additional liability coverage above the minimal amount provided by rental car liability coverage. GT employees are covered for liability while performing official duties by the State Tort Claims Policy.
| Revision Date | Author | Description |
|---|---|---|
| December 2021 | Insurance and Claims Management | Language and contact information update. |
| March 2015 | Insurance and Claims Management | Minor language and contact information update. |
Insuring of Vehicles Long-Term
Insuring of Vehicles Long-Term jbarber32Insuring Long-term Leased Vehicles
Insuring Long-term Leased VehiclesOverview
The State Insurance program includes identical coverage for Long-Term leased vehicles as found in "Insuring of State Owned Vehicles".
Long Term Lease
A rent or lease of a vehicle for greater than 30 days.
- Georgia Tech employees, in order to obtain low cost liability and physical damage coverage must specify the minimum 31 days (or more) rental period on the leasing agreement.
- The employee shall decline liability and collision coverage offered by the rental/leasing car company.
Caution:
Do not confuse this policy with the policy on Rental Vehicles (see "Insuring Rental Vehicles") - The rental/leasing car company will require proof of insurance. This can be obtained by calling the Georgia Tech Insurance & Claims Management and requesting same. Be prepared to give pertinent vehicle and company information including; year, tag number, make, model, and V.I.N. of car to be rented/leased. Obtain name of company, address and email or fax number.
- Georgia Tech Insurance & Claims Management will notify DOAS Risk Management and request a Certificate of Insurance naming the rental/leasing car company as Certificate holder. The Certificate will be emailed or faxed to the rental/leasing car company as expeditiously as possible.
- Upon receiving the lease agreement, the employee shall forward a legible copy to Georgia Tech Insurance & Claims Management for forwarding to DOAS. It is required that a copy of the lease be kept at DOAS.
- The vehicle shall be added to DOAS Fleet Management’s Vehicle Inventory System (VITAL) for auto physical damage coverage.
- Georgia Tech Insurance & Claims Management shall be notified at lease end.
| Revision Date | Author | Description |
|---|---|---|
| March 2015 | Insurance and Claims Management | Minor language update and contact information |
Insuring of State Owned Vehicles
Insuring of State Owned VehiclesOverview
The State self insurance program administered by the Department of Administrative Services (DOAS) provides optional physical damage including, collision and comprehensive (e.g. fire, theft, vandalism, windstorm, etc.) coverage.
All vehicles assigned to the Institute must be insured by the departments for physical damage coverage. DOAS will provide this coverage through the state self-insurance program at a rate of $1.00 per $100 of vehicle cost/market value, subject to a $25 minimum premium, per vehicle.
*Low speed vehicles (LSVs) and carts licensed for public road use are covered under the DOAS-Automobile Physical Damage Agreement. LSVs and carts not licensed for public road use are covered under the DOAS Special Property All Risk Agreement.
Vehicle
Unless otherwise defined, a vehicle (including LSV) is considered a car, van, wagon, truck, motorcycle or trailer for use on roads and highways and equipped with a license plate or tag.
- Upon being procured either through purchase, manufacture, transfer from another state agency or donation, the department director shall cause the vehicle to be registered through Capital Assets Accounting and physically brought to GT Fleet Services for inspection, application of appropriate identifying numerals and logos, and maintenance scheduling.
- The GT Fleet Services Manager shall contact DOAS Fleet Management before releasing the vehicle and communicate pertinent data for insurance purposes. The data shall consist of:
- The four digit state vehicle number assigned by GA Tech.
- Make, Model and Vehicle Identification Number.
- Year of manufacture.
- Type of vehicle (sedan, station wagon, etc.)
- Cost/value of the vehicle
- Indicate whether or not physical damage (APD) coverage is to be added to the vehicle.
Loan Agreements
Loan Agreements jbarber32Loan Agreements - Non State-Owned Property
Loan Agreements - Non State-Owned PropertyThese agreements are contracts which must be prepared jointly by the loaner and loanee whenever property is physically transferred to Georgia Tech without a title change.
A copy of the contract must be sent to Georgia Tech Insurance & Claims Management when applying for an All Risk Certificate.
Department of Administrative Services (DOAS)
The administrative branch of State government which includes the Office of Risk Management. This office has fiscal and administrative cognizance over all insurance and associated claims and appeals.
- At the request of the GT Cost Center interested in the loaned property to conduct Institute business, Georgia Tech Procurement and Business Services will prepare a loan agreement identical to or similar to the loan agreement accessible from the Georgia Tech Procurement and Business Services webpage ( www.procurement.gatech.edu/purchasing/forms).
Both the Loaner and a Georgia Tech Procurement and Business Services Procurement Officer must sign the agreement for it to be a valid loan agreement. - A copy of the executed loan agreement form along with a completed Non-GT Owned Equipment Form ( www.procurement.gatech.edu/insurance-claims/forms ) needs to be sent to Georgia Tech Insurance & Claims Mgt. prior to receiving the loaned property if insuring it under an All Risk Certificate
- All Risk Certificate of insurance can be issued to the GT Dept. as evidence of coverage on the loaned equipment.
Loan Agreements - State-Owned Property
Loan Agreements - State-Owned PropertyThese agreements are contracts which must be signed by the employee and the employee's Department Head/Lab Director whenever property is transferred temporarily outside of its normal location in a building.
Loan Agreements are the responsibility of Capital Assets Accounting. This agreement is to show Capital Assets Accounting that certain State equipment has been temporarily moved to a non-permanent location. The original agreement is sent to Capital Assets Accounting and a copy is sent to Risk Management.
Department of Administrative Services (DOAS)
The administrative branch of State government which includes the Office of Risk Management. This office has fiscal and administrative cognizance over all insurance and associated claims and appeals.
Consignment
Property in care, custody and control of Institute, but for specific reasons. Consigned property usually a sales or marketing ploy.
- The basis for all insurance covering State property on loan to an employee of the Institute is the Loan Agreement. Risk Management, upon receiving an application for insurance, will ensure that it involves a loan agreement if covered under the Risk Management procedure entitled "Application for All Risk Coverage".
- In the event that the applicant has not included a Loan Agreement, a copy will be provided for completion by Risk Management. In the interim, Risk Management will underwrite the insurance until applicant has complied with request.
Privately Owned Vehicles (Business Use)
Privately Owned Vehicles (Business Use)The State self insurance program administered by the Department of Administrative Services (DOAS) automatically extends liability coverage to an employee while operating their personal vehicle to conduct official Institute business.
Employees performing official Institute business in their personal vehicle at the time of the accident have liability (bodily injury and/or property damage to others) coverage provided per the DOAS issued State Tort Claims Policy. Employees using their personal vehicles to conduct official Institute business shall maintain a copy of the DOAS issued General Liability Insurance Identification Card to refer to at the time of an accident.
DOAS, however, does not provide automobile physical damage (i.e. collision/comprehensive) coverage on an employee’s personal vehicle even when damage occurs while performing official Institute business at the time of the accident.
Vehicle
A vehicle is considered a car, van, wagon, truck, motorcycle or trailer for use on roads and highways and equipped with a license plate or tag.
Processing Claims for Employee Dishonesty (Fidelity Bond) Incidents
Processing Claims for Employee Dishonesty (Fidelity Bond) IncidentsOverview
Claims may be filed for dishonest acts and lack of faithful performance of an employee.
General Guidelines/Applicable Coverages
Public Employee Dishonesty and Lack of Faithful Performance Coverage. Covers wrongful taking of money, securities, and property other than money by an employee alone or in collusion with others. A crime insurance policy provided by a commercial insurance company with a deductible is maintained by the DOAS. The coverage deductible is retained by DOAS and does not apply to Georgia Tech.
- Notice of loss must be given as soon as possible. Claimant or person having knowledge of loss shall initiate an Incident Report with the Campus Police.
Note:
The carrier may choose not to honor a Notice of Claim filed after 30 days or a Proof of Loss after 120 days. - Upon completion of the investigation, Georgia Tech Insurance & Claims Management will review all pertinent documents.
- Georgia Tech Insurance & Claims Management shall receive and assemble all documents including: incident report(s) statements of witnesses, photographs, recordings, bills, estimates, and property documentation.
- Georgia Tech Insurance & Claims Management shall notify DOAS, who in turn will notify the state's crime insurance company of the loss.
- Georgia Tech Insurance & Claims Management shall prepare a Proof of Loss statement and Notice of Claim with the assistance of GT Internal Audits and/or Office of Legal Affairs
- Upon completion of the investigation by DOAS or the insurance company, Georgia Tech Insurance & Claims Management will be advised of the acceptance or rejection of the claim.
| Revision Date | Author | Description |
|---|---|---|
| March 2015 | Insurance and Claims Management | Minor language and contact information update |
Processing Liability Claims Against Georgia Tech
Processing Liability Claims Against Georgia TechOverview
Liability claims filed against Georgia Tech and/or Georgia Tech employees for allegedly causing bodily injury, personal injury or property damage to a third party are funded by the State Tort Claims Trust Fund.
Note:
These claims are handled by the Department of Administrative Services, Risk Management Services Division (DOAS/RMS).
General Guidelines/Applicable Policies
At the conclusion of the investigation of an incident, Georgia Tech Insurance & Claims Management shall determine if the incident warrants forwarding to DOAS/RMS as a potential liability claim.
DOAS
State of Georgia Department of Administrative Services.
- Georgia Tech Insurance & Claims Management shall receive, assemble and review all documents including, but not limited to: incident report(s), statements of witnesses, photographs, recordings, bills, damage estimates, and property documentation.
- Depending on the type and amount of documents pertinent to the claim, they will be sent to DOAS/RMS by email or postal mail.
- Upon receipt of an Ante-Litem Notice or Lawsuit, the Board of Regents will copy the State Attorney General's Office who will assign an Assistant or Special Assistant Attorney General to the case and protect discovery through the Attorney Product Work Rule.
- In cases of impending litigation, the State Attorney General's Office in concert with the Liability Section of DOAS/RMS may assign a private investigator or adjuster to the case.
- DOAS/RMS or a private investigator or adjuster may contact Georgia Tech Insurance & Claims Management or the Office of Legal Affairs for assistance in processing the claim.
Processing Workers Compensation Claims
Processing Workers Compensation ClaimsClaims may be filed against Workers Compensation.
General Guidelines/Applicable Policies
Workers Compensation Claims are routinely handled through the Office of Human Resources.
- Employee shall report injury to supervisor.
- Injury should be reported within 24 hours.
- Supervisor for Georgia based employee reports injury to DOAS workers' compensation toll free number: 1-877-656-7475.
- Supervisor for Ohio based employee reports injury to the 24 Hour Injury Report Line: 1-800-275-6463. Policy#: 1647912
- Supervisor for All Other Non-Georgia based employees report injury to Hartford Loss Connect Service: 1-800-327-3636. Policy#: 20 WB AT0511
- Only injuries requiring medical care or lost time should be reported.
- Injuries not requiring medical care (e.g. minor cut, scrape, burn, etc.) or involving lost time should be recorded on an “Incident Notice Only” form and kept with the employee’s personnel file.
| Revision Date | Author | Description |
|---|---|---|
| March 2015 | Insurance and Claims Management | Updated Contact Information |
Review of Incident Reports
Review of Incident ReportsOverview
The establishment of a claim requires written documentation. Such documentation is called an Incident Report. Acceptable reports include, but may not be limited to:
• Police Incident Report
• Accident Report (vehicles)
• Fire Marshall's Report
• Comparable reports by other official agencies and offices
• Written letters documented and notarized
• Witnessed reports written by a third party, documented and notarized.
General Guidelines/Applicable Policies
Georgia Tech Insurance & Claims Management shall receive all evidence of activity that relates to risk to the Institute, its inhabitants and others, as well as property owned by, or in the care of the Institute. Such documentation may be in the form of Incident Reports, but other documents may suffice.
- Documentation will be reviewed by Georgia Tech Insurance & Claims Management.
- Incident Reports are numbered and certain ones will be filed by Georgia Tech Insurance & Claims Management. To qualify for filing a report must pertain to some activity of a serious enough nature to warrant investigation by Georgia Tech Insurance & Claims Management. Incident Reports that reveal some innocuous activity or to an activity outside the jurisdiction of Georgia Tech Insurance & Claims Management will not be processed.
- Incident reports that are filed will remain in the file until additional supporting information is received or until the Georgia Tech Insurance & Claims Management determines that an investigation shall commence. At that time the incident report shall be segregated as described in the next paragraph.
- Georgia Tech Insurance & Claims Management shall maintain said records in separate blue partitioned folders. An identification file number will be assigned and affixed to the top of the folder.
| Revision Date | Author | Description |
|---|---|---|
| March 2015 | Insurance and Claims Management | minor language and contact info update |