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Risk Management - Insurance Claims

Risk Management - Insurance Claims

The various types of claims are handled by this office:

  1. Automobile (McNeese vehicle at fault)
  2. Automobile (McNeese is not at fault)
  3. Boiler/Machinery
  4. Buildings/Property Claims (Damaged, stolen, etc.)
  5. General Liability - descriptions of how the various types of claims are handled

1. Automobile - (McNeese vehicle at fault)

  • An accident report and photographs must be obtained from the police department investigating the accident.
  • The following forms must be filled out:
    1. DA2041 form filled out and signed as specified then submitted to the Office of Risk Management.
    2. SR10 form filled out and signed as specified then submitted to the Department of Public Safety.
  • Two estimates of repair must be obtained and submitted to the Office of Risk Management, along with a copy of current registration, proof of insurance, and driver's license (not MSU vehicle).

2. Automobile - (McNeese is not at fault)

  • All of the above mentioned forms must be obtained and submitted as stated in l.
  • Two estimates of repair are obtained and submitted to the Office of Risk Management. O.R.M. will in turn try to collect repair costs from the insurance company of the individual at fault. A vehicle registration is needed for any automobile on or off campus. There is a $l,000.00 deductible on comprehensive/collision automobile claims. All automobile claims are submitted to Walter Lockhart, Transportation Supervisor, Office of Risk Management, Box 91106, Baton Rouge, LA 70821. Claims (DA2041 form) are to be submitted within 48 hours of the accident.

3. Boiler/Machinery

  • A letter is received from the Director of the Physical Plant describing the claim at hand.
  • Claims serious in nature (excessive repair costs) should be reported to the Office of Risk Management by fax/phone.
There is a $l,000.00 deductible on all boiler/machinery claims. Examples of boiler/machinery types of claims are as follows: a transformer blows, a compressor fails, or an air conditioning motor fails, etc. Coverage applies when boiler/machinery type claims occur due to an accident and not resulting from wear and tear. Boiler/machinery claim information should be submitted to: Frank Foret, Property Supervisor, Office of Risk Management, Box 91106, Baton Rouge, LA 70821.

4. Buildings/Property Claims (damaged, stolen, etc.)

  • An incident report must be obtained for all property damage claims. This report is obtained from the McNeese Police department and describes the damage involved. Examples of property damage claims are as follows: a leaky roof causes damage to a computer, lightning strikes a piece of equipment, collapsed building structure causes damage to property items, etc. Pictures should be taken.
  • An offense report must be obtained from the McNeese Police department for all property theft claims. All stolen property must be reported to the State Property Control office when the theft is deemed as non-forced entry. Such thefts are reported to State Property on a form entitled "Non-Forced Entry Theft Report". When the theft is reported as forced entry, a Transfer of Property from active to stolen is prepared and submitted to State Property Control.
  • The damage/theft of property is reported to the Office of Risk Management. An inventory report on which the damaged or stolen property is listed must be submitted to O.R.M.
  • The property damage/theft claim is reviewed by O.R.M. at the time of loss. Property is insured up to the actual cash value at the time of loss. Property purchased with bond money is insured up to the replacement cost at the time of loss. After the insured amount is determined, a Proof of Loss is issued showing the maximum amount of insurance compensation to be received. The Proof of Loss is notarized and sent back to O.R.M. Pictures are needed for property damage to vehicles such as bumper, fender, etc. Pictures are needed for windshield damage along with a completed DA2073 form when submitting to O.R.M. and/or window breakage.
  • The department from which the property loss occurred is notified of the Insurance compensation available as specified on the Proof of Loss . The department then issues a purchase requisition for the purchase of replacement equipment. The insurance claim number is specified on the body of the requisition. The amount is reimbursed to the proper account(s).
  • Once the stolen/damaged property is replaced and paid for, information Pertaining to this replacement purchase is submitted to the Office of Risk Management. Such information includes a copy of the purchase order, invoice, check and a letter specifying the amount that should be reimbursed as stated on the Proof of Loss. The Office of Risk Management then issues a check to McNeese for the amount specified. This check is then deposited into the correct insurance reimbursement account. If such a payment closes out a claim, the folder/notebook entry is marked "Closed File". There is a $l,000.00 deductible per occurrence for property damage/theft claims. Property claims are covered for loss due to fire, lightning, windstorm, hail, explosion, riot, civil commotion, aircraft, vehicles, smoke, theft, etc. All property claims are to be submitted to: Mr. Frank Foret, Property Supervisor, P. O. Box 91106, Baton Rouge, LA 70821.

5. General Liability

  1. General liability claims occur when it is felt that bodily injury or property damage is the result from operations for which McNeese could be held legally liable.
  2. Claims which are made against McNeese by a third party for bodily injury or property damage are reported to the Office of Risk Management. An incident report is prepared by the McNeese Police department describing the injury/damage. This report is also submitted to O.R.M.
  3. Any objects and/or products which may have caused, contributed to, or which are suspected of causing an accident are to be retained and preserved as evidence.
  4. McNeese is not to assume any obligation or incur any expenses without authority from O.R.M.
  • (Windshield Damage) Glass repair/replacement claims on McNeese vehicles and third party Claims are to be reported to O.R.M. on a Vehicle Glass Repair/Replacement Loss Notice DA2073 form. The state has a contract with a local vendor for glass repair/replacement. Vendor information can be obtained from the Purchasing department. There is a $l,000.00 deductible per occurrence.
  • Loss Notices for McNeese vehicles must be accompanied by the original Invoice from the glass repair/replacement vendor. Direct payment is made to the vendor making the repairs/replacement.
  • For third party claims, the loss notice form (DA2073), proof of insurance, current vehicle registration, driver's license, photos and incident report are submitted to O.R.M. These can be mailed or faxed to O.R.M.
Glass repair/replacement notices are to be submitted to Frank Foret, State Risk Claims Supervisor, P. O. Box 91106, Baton Rouge, LA 70821.
For all general liability claims, send a copy to Mike Rodrigue, Safety Officer at McNeese.
Each of the above mentioned types of claims are set up when reported. Claims are given an individual number. This number begins with the last two digits of the beginning of the current fiscal year followed by 01 for the first claim of the fiscal year, an 02 for the second claim, etc. (example: The first claim for the 2003-2004 fiscal year would be 03-01).
The claim number along with the claim description are first logged in a notebook. Each claim is then reported to the State Office of Risk Management, as specified, to be reviewed. Information pertaining to the claim is put into a folder labeled with the assigned claim number, claim description and the date of loss (DOL). O.R.M. assigns all claims a state claim number and notifies this office of that number. When this number is determined, it should be used on all correspondence with the Office of Risk Management.
Information on all claims turning into lawsuits should be reported to Libby Schexnayder the Department of Justice, P. O. Box 94095, Baton Rouge, LA 70804-9095. A copy is also submitted to Seth Kenner, State Risk Director, P. O. Box 91106, Baton Rouge, LA 70821.
At the end of the fiscal year, all open claims are reported to the Accounting Director, Mona White. Also, the number of lawsuits in which McNeese is involved is reported to the Vice-President of Business Affairs, Eddie Meche. For Certificates of Insurance, send requests to Melissa Harris. See Special Activities Folder in lateral file for examples.