UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL
TITLE: RECOVERING DEPARTMENTAL DAMAGES FROM PROCEDURE: 7-83
THIRD PARTIES
Policy Reference: VII.H.3
Purpose
To process insurance claims for damage or loss to real property,
personal property, or other departmental assets as a result of
accidental or intentional acts by third parties.
Background
The Department of Risk Management is the administrative office
responsible for restitution and recovery of departmental damage or
loss done by third parties.
The Department of Risk Management administers all such claims,
ensuring restitution is received, and that departments receive all
the restitution due in a timely manner. Restitution received will
be returned to the affected department at least annually. By being
the office responsible for recoveries from third parties, the
Department of Risk Management can compile statistics on third party
damages/losses and recoveries for the University.
Processing Instructions
Responsibility Action
Department incurring
damages 1. Immediately notifies University
Police.
2. Completes an Incident Report Form.
See Procedure 7-80.
3. Forwards Incident Report Form to
Risk Management FAX: 982-2635.
4. Provides additional information to
Risk Management about the incident
as it becomes available.
Risk Management 5. Investigates and determines the
cause of the damage and amount of
loss, if not done by Internal Audit
or University Police.
Responsibility Action
Risk Management, cont'd 6. Obtains supporting documentation to
support damage or loss claims.
7. Advises and provides the insurance
carrier as required or to the
University Police.
8. Proceeds with recovery from third
party directly, or as advised by the
Court and its order.
9. Returns all recoveries to the
department at least annually.
University Police 10. Advises Risk Management of those
complaints involving damage or loss
to UVA-owned property; and either:
a. Presents those complaints to
the Commonwealth Attorney's
Office for action; or
b. For those complaints not sent
to the Commonwealth Attorney's office,
sends them to Risk Management
for the appropriate recovery action.
11. Advises the Commonwealth Attorney
that restitution is requested from
the court and that all restitution
is to be directed to the Department
of Risk Management.
12. Advises Risk Management of all
developments, and changes in case
status and case disposition.
13. Forwards all money received to
Risk Management.
ISSUED BY: 03/01/97
Director of Risk Management
7.83.2