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Risk Management and Safety

Claims Reporting Guidelines and Expectations

  • Should you experience a loss due to an accidental or fortuitous event to your building(s), equipment, or business property that will require repair, replacement, or suspension of operations, please visit the incident.byu.edu website to complete and submit a property loss report.

    Should your loss be due to a criminal act or theft, please contact the Incident Management Office or Claims Manager prior to completing the property loss report.

    • When reporting your loss, you should be able to provide the following information:
    • Date of loss (if possible, please provide the actual date the loss occurred, not the date of discovery)
    • Time of loss (please specify if the loss occurred during AM or PM hours)
    • Location of loss (provide a building or location description as well as specific address information)
    • Type of loss (i.e., fire, smoke, water, wind, hail, power outage, or other)
    • Description of loss (provide as much detail as possible about what happened and what was damaged)
    • Location of where damaged property is located for inspection purposes
    • Name and contact information for individual reporting the loss (i.e., name, phone number, email)
    • Name and contact information for individual overseeing the loss (i.e., name, phone number, email)
    • Name and contact for the restoration company handling the mitigation, clean-up, demolition, or repairs
  • Through BYU’s incident reporting website, the Risk Incident office receives reports of general incidents, general injuries, property loss, auto losses, general liability incidents and worker’s compensation claims.

    Upon receipt, the incidents are submitted to Church’s Risk Management Department (CRMD) through their Global Incident Reporting system. The property loss claims, workers compensation claims, select general liability claims and auto loss claims are adjusted by Sedgwick Claims Management Services, Inc. (SCMS), a contracted third-party claims administration (TPA) corporation.

    Once the claim has been received by CRMD, it will be assigned to an adjuster with SCMS for review. Depending on the size, severity, and complexity of your loss, SCMS will continue to directly handle your claim with oversight from BYU RMD and CRMD.

    If warranted, a SCMS general adjuster may be assigned to further investigate the loss, inspect the site or equipment, assess the damage, and analyze the claim to determine the overall damage exposure. The adjuster may contact you directly for further details about the loss.

    The SCMS general adjuster will report their findings and submit recommendations to SCMS, BYU RMD, and CRMD for review. Once the investigation has been completed and reviewed, approval will be requested for payment of the claim by SCMS.

    • Photos and/or videos of what caused the loss as well as photos and/or videos of the resulting damages
    • Building plans, site maps, directories, and contact lists
    • Building, floor, room, or area identifications or descriptions
    • Occupancy information such as department or tenant information
    • Incident reports
    • Work orders
    • Lease contracts
    • Contractor agreements including billing agreements, rate schedules, or work authorizations
    • Email or letter correspondence related to the loss
    • Documentation for previous occurrences, repairs, or claims
    • Financial records
    • Work orders, invoices, receipts
    • Any other type of documentation that may assist in analyzing your loss
    • Fire investigators
    • Engineers (forensic, mechanical, structural, or civic)
    • Building consultants
    • Hygienists
    • Certified restorers
    • Commercial equipment specialists
    • Content inventory and pricing specialists
    • Accountants
    • Comparative and competitive mitigation, repair, abatement, or remediation contractors
    • Attorneys
    • Recovery specialists (also known as subrogation)
    • Salvors
    • Do not disturb the scene immediately surrounding the origin of the loss. Obtain photos or video of the area and any damaged property to preserve evidence.
    • Retain items related to the origin and cause of the loss. For example, plumbing materials may need to be replaced to prevent further damage or to restore service to other parts of the building. If this is the case, please keep the affected piece of pipe for analysis.
    • It is best to retain as much of the damaged items as possible. If you or your contractor does end up having to discard any materials, please make sure to obtain photo documentation of those items.
    • Once a loss occurs, it is important to try and prevent any additional damages from occurring. It is important to quickly identify the source of the loss and apply the appropriate immediate remedy. For example, a water pipe in your break room has burst and is allowing water to flow into multiple areas inside your building. To minimize the exposure to the water and the resulting damages, the water should be shut off immediately to that pipe. After the claim is submitted, the assigned adjuster will work with you and your selected restoration contractor to initiate mitigation procedures that will help to quickly remove and/or dry out wet items and materials. The longer you wait, the likelihood that additional damages will occur.
    • The sooner you report a claim, the sooner an adjuster can be assigned to work with you and your selected contractor on the mitigation and restoration of your damaged facility or equipment. If an adjuster is involved early, agreements and decisions can be made that can help avoid unnecessary actions that could delay the overall process and prolong repairs. It is also often easier to reach an agreed scope and cost for your damages if all parties are involved early on.
    • If a claim is filed immediately after discovering the incident, there is greater potential for reducing your overall cost for the loss as the adjuster will be able to help provide additional guidance for you and your contractor on the mitigation, remediation, demolition, clean-up, and repairs. This will ultimately help allocate the proper resources in the proper directions thus reducing the overall exposure.
    • Once an incident report is filed, the claims process can begin. If you wait to file your incident report, it could take longer to investigate, analyze, calculate, and adjust your loss. The quicker you report your loss, the quicker you can resume your operations.


  • Incident Mgmt. Office:

     Telephone: 801-422-5150
    Email: incident_mgmt@byu.edu

    Claims Manager:

    Telephone: 801-422-1203

    Risk Mgmt. Director:

    Telephone: 801-422-5779