Property Loss Reports

What is a reportable incident or loss?

An incident is an unplanned accident, occurrence, or event. An incident that may result in a financial loss to BYU needs to be reported to the Risk Management Department within 24 hours, if feasible, or as soon as possible via the incident.byu.edu website. If the loss is not reported timely, the claim may be denied by the insurance company. The following are examples of a possible financial loss that needs to be reported:

• An injury to a BYU employee, BYU student, guest or visitor on Campus,
• Accidental damage to BYU-owned property including vehicles, buildings, structures, and
• business equipment,
• Accidental damage to property owned by a third party (other than BYU-owned property),
• An injury to participants in any campus sponsored events, i.e., EFY, FSY, Sports Camps, Conferences, etc.

What should I do immediately after the loss?

• Do not disturb the scene immediately surrounding the origin of the loss.
• 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. In this case, please retain the affected piece of pipe for analysis.
• It is best to retain as much of the damaged items as possible in a secure location. If any of the materials need to be discarded, please obtain photo or video documentation of those items prior to discarding.

What is a property loss incident and how do I report it?

• The loss qualifies as a reportable loss if the incident involves damage to BYU-owned buildings, equipment, or business property, and falls within the following categories:
  
  • Damages to BYU-owned business property or equipment estimated at $800.00 or above.
  • Damages to BYU-owned real property, (i.e., buildings, structures, etc.) estimated at $2,000.00 or above.
  • Damages to a third party’s or non-BYU-owned property in any amount.
• If your loss is reportable as outlined above, please visit the incident.byu.edu website, click on the Property icon to complete and submit a Property-Loss Claim Form.

What information is needed for the report form?

• Date and time of incident (AM/PM)
• Location of incident (street address, description of building, area, parking lot, etc.)
• Description of incident. Please provide as much detail as possible.
• Type of loss (i.e., fire, smoke, water, wind, hail, power outage, or other).
• Description of damage. (Please provide as much detail as possible about what happened).
• Description of damaged item (brand, model no., etc.) of damaged item (i.e., Dell 2500 laptop).
• Please provide photos of the damage to the property.
• Estimated original cost of property/equipment.
• Estimated repair or replacement cost including estimates, invoices, or receipts.
• Location of property for inspection by insurance claims adjuster.
• Name and contact information of BYU supervisor/controller/individual overseeing the loss.
• Any other additionally important and relevant details.

What happens after the incident is reported on BYU's Incident Website?

• An incident report is generated and submitted to the BYU Risk Management and Safety’s (BYU RM&S) Incident Office. Upon receipt, the incident is submitted by RM&S’s incident office to The Church of Jesus Christ of Latter-day Saint’s Risk Management Department (CRMD) through their Global Incident Reporting (GIR) system and a claim is generated.
• Once the claim has been received by CRMD, the property loss claim is assigned for adjusting to Sedgwick Claims Management Services, Inc. (SCMS), a contracted third-party claims administration (TPA) corporation.
• The SCMS claims adjuster may contact involved parties to obtain a statement, documentation and/or other details related to the incident.
• SCMS will adjust the claim with oversight from BYU RM&S and CRMD.
• Depending on the complexity or severity of the claim, a SCMS general adjuster may be assigned to conduct further investigation, inspect the site or equipment, assess the damage, and analyze the claim to determine the overall damage exposure. The general adjuster may contact involved parties directly for further details about the loss.
• The SCMS general adjuster will report their findings and submit recommendations to SCMS, BYU RM&S, and CRMD for review.
• Once the investigation has been completed and reviewed, approval will be requested from BYU RM&S and/or CRMD for payment of the claim by SCMS.

What additional information may be needed related to the property loss?

• Detailed photos and/or videos of what caused the loss,
• 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 or rental contracts or agreements,
• Contractor agreements including billing agreements, rate schedules, or work authorizations,
• Emails or letter correspondence related to the loss,
• Documentation for previous occurrences, repairs, or claims,
• Related financial records,
• Invoices or receipts for equipment, business property, etc, or
• Any other type of documentation that may assist in analyzing your loss.

What other types of experts may be retained for the investigation?

• Fire investigators
• Police officers
• Building consultants
• Mitigation consultants
• Industrial hygienists
• Certified restorers
• Commercial equipment specialists
• Content inventory and pricing specialists
• Accountants
• Mitigation, repair, abatement or remediation contractors
• Attorneys
• Recovery specialists (aka via subrogation)
• Salvors (salvage estimating and recovery)

For more information, please contact BYU's Risk Management & Safety Department

Incident Management Office:

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

Claims Manager:

Telephone: 801-422-1203

Risk Management Director:

Telephone: 801-422-5779