UVA Financial & Administrative Procedure

Procedure: 7-82	Effective: February 6, 2004
Owner: Director of Risk Management	Latest Revision:

Reimbursing Housing Resident Claims

Procedure Steps

Scope

To promptly reimburse those authorized residents who have experienced a monetary loss to tangible personal property (property damage) as a result of an act or an omission of an act of an employee performing his/her duties.

Limitation:

This reimbursement procedure shall apply only to those incidents involving damage to or theft of personal property of $500 or less.

Claims involving bodily injury or personal property damage over $500 are excluded from this procedure. See Procedure 7-80.

System References [Top]

Policy [Top]

Reimbursement of Housing Resident Claims
-- Policy VII.H.2

Ownership [Top]

The Director of Risk Management is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Procedure Steps [Top]

Responsibility	Action

Housing Resident	1. Notifies Housing of damage to property.
	2. Provides Housing with:
	a. A detailed listing and description of each item.
	b. Approximate date of purchase and purchase cost.
	c. If repairable, a repair estimate.
	d. If irreparable, a statement from a vendor indicating such and a replacement estimate.
Housing Department	3. Completes an Incident Report Form (IRF). See Procedure 7-80.
	a. Includes complete details of incident causing damage.
	b. Includes photographs of damaged items, if possible.
	4. Completes a payment voucher, using Housing funds, to reimburse the resident for damage. See Procedure 6-4.
	5. Forwards IRF, photos, and Payment Voucher for authorization/approval to: Office of Risk Management PO Box 400205 FAX: 982-2635
Risk Management	6. Determines if the claim is justified. If so, authorizes the payment voucher for payment.