BYU General Insurance Claims (non Workers’ Comp.) FAQ For Departments:

Table of Contents

Auto Accidents
Automobile Insurance
Automobile Insurance, Mexican
Certificates of Insurance
Injuries
Lawsuits
Property
Rental Vehicles
Travel Insurance

Property
How is BYU-owned property covered?
	BYU covers all of its property while it is anywhere in the world. This includes BYU property shipped without shipping insurance. However, if a piece of property worth $100,000. or more is to be taken out of the country or shipped, RM&S should be notified beforehand.
How does my Department make a claim to pay for property losses?
	If the loss is over $100., fill out the BYU PROPERTY-LOSS CLAIM FORM and submit it to the Risk Management & Safety Claims Manager for consideration. Keep in mind that not all losses are covered. Coverage is based on a standard, commercial property-insurance policy.
I submitted a claim to RM&S but I have not heard anything further.
	If you haven’t received follow-up information on your claim, call 422-2797. If you don’t have your actual claim number, it helps to have the occurrence date, you put down on the claim form, to help track your claim. Also, have you followed the instructions on the claim form by sending the invoice or receipt (or a repair bill if repairable) of the new property purchased to replace the lost property?
Does my Department have to replace the lost property before it can be reimbursed?
	Yes. Before money can be paid, your Department must document that the money was used to replace the lost property and not applied to other budget areas. If your Department will not replace the property unless it’s sure insurance will cover it, check with the Claims Manager for coverage beforehand.
Can we submit proof of replacement with a Purchase Order or a Purchase Requisition, Delivery Receipt, or an internet Order Confirmation?
	No. It has to be a Receipt or Invoice. In the case of a repair, a repair estimate or repair bill is acceptable.
Can I really ship property through BYU mail services without shipping insurance?
	Yes, if it’s not your own personal property or a shipment for personal reasons. BYU self-insures its shipments. If your Department is shipping something of an unusually high value or risk, contact BYU RM&S beforehand. This does not prevent a Department from buying insurance for a shipment should it wish to do so.
How does our Department get paid?
	RM&S will credit the People Soft account number you give us on the claim form. If you didn’t include this number on the claim form, please follow up with it as soon as you know what it is. This is a common oversight and will delay payment of your claim.
Do we have to provide the BYU inventory-tag numbers on the property?
	Only if they have them. University capital equipment should have a tag. Capital equipment must cost greater than or equal to $5,000 and be moveable, with a useful life of one or more years. Equipment acquired under sponsored contracts and designated per contract/grant should also have a tag number. You can call the Asset Management Office at ext. 2-6106 with inventory (tag) number questions.
What about employee-owned, personal property damaged on the job?
	Check the guidelines with the NONBYU-PROPERTY-LOSS CLAIM FORM at this site. This type of loss is considered separately and is limited.
Injuries
What about injuries?
	For injuries to employees that happen on-the-job, see Worker’s Compensation at this site. For injuries to students, guests, tenants, and visitors that you witness or that happen in your Department’s purview, fill out and submit the BYU REPORT FOR NONWORK-RELATED INJURIES. This is not a report to make a claim. It is up to the injured party to contact RM&S to make a claim. Most injuries that happen on BYU property or during a BYU activity are NOT covered by BYU. If someone asks about BYU paying their bills, do not promise payment. Recommend that they call RM&S in addition to their own medical insurance.
Auto Accidents
What if we have an automobile accident?
	If there is an accident with a BYU vehicle (or a rental-company vehicle rented for BYU business), the driver is required to fill out the BYU DRIVER’S REPORT in this site and get it to us ASAP. Have the BYU Auto Shop do an estimate on the BYU vehicle as soon as possible. Employee’s who get in a serious accident while on University business in their private automobiles should report this to RM&S with the BYU DRIVER’S REPORT in addition to their own car insurance company.
Who is BYU’s Automobile Insurance Company?
	BYU does not technically have an Automobile insurance company. BYU is self insured, but we do have an insurance company that handles BYU auto accidents that involve claims against BYU. The insurance card in your vehicle should list National Union Fire Ins Co of Pitts. The claims are handled by their subsidiary, Sedgwick Insurance. Contact our office for further info. Note: If you are planning to travel in Mexico with a BYU-owned vehicle, call RM&S (422-4468) before you leave. If you get into an accident in Mexico without special insurance you and your vehicle could be detained there.
Rental Vehicles
Should I purchase the "Extra Insurance?"
	Damage to the Rental Vehicle: You do not need to purchase the "extra insurance" (usually called a Damage Waiver) when renting a vehicle for BYU business. Without purchasing the extra insurance, damage to the rental vehicle is still covered, with few exceptions, by BYU "self-insurance" funds. This only concerns damage to (not by) the rental vehicle (liability insurance is discussed below). There are also two rental companies (Hertz and National) that BYU has a contract with through the Church where the "extra insurance" is included in the corporate/standard rate when renting and driving a vehicle in any of the 50 U.S. States. Any damage to the rental vehicle is covered by the rental company rather than BYU’s insurance fund. Alamo no longer has a contract with BYU. Please note that though it is not required to rent vehicles with your BYU corporate card*, in the case of Hertz, the CDP-ID number (44292) must be noted on the Rental Agreement for the contract to apply. Either company (Hertz or National) may require proof of employment by the BYU renter (such as your employee I.D. card). Some personal credit card or personal automobile insurance companies will cover damage to a rental vehicle if you use that card to rent the vehicle and the card’s conditions are met, and their coverage is listed as primary. Please check your credit card agreement for the coverage. * Use of the BYU corporate card is encouraged because of year-end corporate rebates.
What about liability such as bodily injury and property damage to others?
	Liability insurance for damage to vehicles other than your rental and injuries to someone other than you: Hertz provides to BYU 100/300/25** primary coverage for liability. National provides 100/300/100. Other rental companies usually have at least the local state minimum limits and are usually primary. BYU also has an insurance fund for this category with higher limits which would most likely be secondary to the rental company’s coverage. Claims are administered for BYU by Sedgwick Insurance (part of the Nat’l Union Fire Ins Co of PA Policy #AL3851668). Contribution by BYU for a liability claim is contingent upon legal liability and state law and it might not provide coverage if the accident happened on your personal time. ** Bodily Injury Max Per-Person / Bodily Injury Max Per-Accident / Property Damage Max Per-Accident
What about Foreign Rentals?
	Damage to rented vehicles in foreign countries is also covered by the BYU insurance fund but in some countries it may be worth it for to the Department to purchase their "extra insurance" to avoid delays in an employee’s schedule if it is the practice in a country to detain the driver, renter, or their property pending payment for the vehicle damage. Some foreign rental agreements provide some liability insurance also or you can purchase it for a fee as part of the rental agreement. BYU’s insurance fund provides liability insurance. However, this is contingent on legal liability and might not be covered if the accident happened while on your personal time. BYU insurance applies while you are using the rental for BYU business. Though your department might allow you flexible use of the rental vehicle, BYU insurance does not apply while the rental is being used for personal use (including, but not limited to, vacation time before or after a business conference). Other insurance may apply in either scenario such as your own auto insurance (check with your agent beforehand for coverage and limits) and/or insurance carried by the rental company.
Who is covered by BYU’s insurance fund for rental vehicles and when are they covered?
	Generally, once the vehicle is rented by the employee, any driver that has the employee’s permission to drive and who qualifies in the eyes of the rental company (usually > age 21 with valid license) and who is listed with the rental company as a driver of that specific vehicle.
How do I report a rental vehicle accident?
	When you are involved in an accident, in addition to local legal requirements, notify the rental company. You will be required to fill out their accident form. The driver must also fill out the BYU automobile accident form on this web site and send it to BYU Risk Management & Safety within 24 hours (fax 801-422-0710). Serious accidents, particularly with injuries, should also be called into BYU RM&S (801-422-4468 or 801-422-2797). Reporting relatively minor body-damage that doesn’t interfere with safe driving and does not involve a third-party or injuries can usually wait a little longer to be reported. You may also need to report the accident to your own automobile insurance, particularly if it happened on your personal time.
Automobile Insurance For Mexico
New program for use of the Mexican Auto Insurance Policy.
	In the past you have come to the Risk Management and Safety Office to record information concerning your trip and to receive an insurance card to be activated when calling before crossing the border in either direction. This has been a tedious procedure involving time and paperwork initiated from this office to yours. We now have the capability to register online. You will register your trip, drivers, and vehicle online and then pay for the insurance with a department credit card. When using this program you will need to know, in advance, all of the vehicle information including VIN #, value, make, model, and year. The following are the steps for this new procedure: Go to: www.mexicard.com Enter username: info@byu.edu Enter password: byuprovo Go to Vehicles: Please register your vehicle then click on add (Complete all areas) Click on save Go to Additional Drivers: Each person that will be driving will need to have their information added to this area. The necessary information is first and last name, driver’s license number, and the state in which the driver’s license was issued. Go to Buy policy!: Fill in coverage starting on and coverage ending on The coverage amount is to be 100,000 After completing your information and giving your credit card information you are to print out the paper and carry with your vehicle at all times while on your trip. Be sure and make a copy of the paper and deliver it to your department administrator over budget procedures. (It is needed for reconciliation for credit card charges). You will no longer have to stop at the border to call the insurance co. All information needed will be on the paperwork you have printed out. After carefully studying this program we are convinced that it will be more effective and less cumbersome. If the procedure does not work, you can call 1-800-334-7950 for help. When using this program, do not change the username or password. It has been standardized for use by several campus departments.
Lawsuits
What about lawsuits and civil rights claims etc.?
	If a lawsuit has been filed or a claim is being made against you or your Department for money or other compensation, or a violation of civil rights is alleged, notify RM&S as soon as possible. BYU RM&S will notify BYU General Counsel as needed. All lawsuits are answered through BYU General Counsel.
Certificates of Insurance
	When other entity requires proof of insurance from BYU: the easiest and quickest way is to obtain a Memorandum of Insurance at www.marsh.com/moi?client=D165. The second option is to make a request for an insurance certificate. It is important that this process be started well ahead of time. Typically the request is for proof of general-liability insurance. Sometimes they will want proof of other types of insurance or additional terms to be put on our certificate. Consult with Risk Management (422-4468) on any special requests.
	When BYU requires proof of insurance from someone else: we use the ConfirmNet system http://www.confirmnet.com/. They are our certificate management service and approve incoming certificates. They are regularly used by some BYU departments that deal with large numbers of vendors, contractors, and charters. BYU, at minimum, requires general liability coverage in the amount of $1,000,000. Consult with Risk When a company or group want to use campus facilities. They need to provide proof of insurance naming BYU as the certificate holder.
	Some entities wanting to do business or otherwise interact with BYU don’t have insurance. It is possible to purchase the necessary insurance through the Tenants and Users Liability Insurance Policy program. Visit http://urmia.bene-marc.com/tutorial/ to view the online tutorial. After reading through the tutorial, they may purchase insurance at http://urmia.bene-marc.com. Contact BYU Risk Management for the User Access Code to register.
Travel Insurance
	BYU has basic accident insurance for students, staff, faculty, consultants, guests, and spouses who are traveling at the direction and on behalf of BYU and in the course of BYU’s business (includes limited personal deviation and relocations). Other than expatriates, they must be domiciled in the USA. There is coverage for members of the BYU Alumni Association while traveling to and from and participating in activities sponsored by BYU. The coverage provider is ACE American Insurance Company – policy number ADD N00175675. The coverage is for accidental death/disability (AD&D) with some limited coverage (up to 10K) for medical expenses related to an accident (does not cover illnesses, disease, or infections, with the exception of food-poisoning). Depending on your coverage classification, mode of transportation, or the type of dismemberment, the AD&D coverage is between 250K and 350K for the employee; 100K for spouse; 25K for dependents. In the case of lesser dismemberments, the above coverage can be as low as $62,500. Included is a travel assistance program for medical and other evacuation emergencies, such as repatriation of remains, through ACE (plan 01AH585) by the multilingual Europ Assistance USA. The information needed to be carried with you when you travel is found in the Forms section of the RM site (Insurance/Forms) labeled: Travel Emergency Card. For the University’s travel rules for employees and undergraduates and other travel info see: Route Y/Browse/Policies/Students/Undergraduate Student Travel Policy Route Y/Browse/Policies/Safety_Accident/University Vehicle BYU Home/Purchasing & Travel Home/Travel Library/Travel Policies Note: Final coverage approval is determined by ACE, not BYU. This summary is current as of May 15, 2009. Coverages may change without notice. Travelers should check their own medical and life-insurance for additional coverages and services.