Claims and Incident Reporting

Property

All losses must be reported to Risk Management within 24 hours of knowledge of damage to University property by completing the property loss reporting form and the property proof of loss form.  Please contact Risk Management at 704‑687‑5711 for assistance with completion and submission of those forms to the NC Department of Insurance. By contacting RMI you can avoid potential redundancy of process.

Auto Claims

In the event of an accident involving a University vehicle (owned, leased or rented by the University) the driver should do the following:

  • Call for medical assistance if required
  • Contact the local police at the time of the accident and get a police report.
  • Employees should not make comment on liability, payment of bills, or argue the merits of the claim.
  • If the University employee is injured, contact the Department of Safety and Security at 704‑687‑1111
  • Contact their supervisor or department head
  • Secure the name, address and phone number of all involved parties and witnesses
  • If another vehicle is involved secure information on the vehicle, driver, owner and insurance company
  • Within 24 hours complete a Vehicle Accident Report and fax same to Risk Management at 704‑687‑3217.
  • If the vehicle is rented from a rental agency, the rental agency must be contacted immediately. A copy of all paperwork associated with the rental agreement and the accident must be sent to Risk Management.
  • Departments are responsible for any deductibles that may apply.
  • Please contact the Office of Risk Management at 704‑687‑5711 if there are any questions.

Liability-Visitor/Guest Claim or Incident Report

Injury to Non-Employees

Anytime a non-employee claims an injury [example: visitor claims an injury to their ankle due to a fall on stairs on University owned property] an Incident Report should be completed and filed with Campus Police Department. Employees should not make comment on liability, payment of bills, or argue the merits of the claim. An employee may offer to call for medical assistance if the visitor/guest requests or requires same. The Incident Report should be completed and filed with Campus Police within 24 hours of the report of an incident or accident. Answers should be as complete and as detailed as possible. Items to note could include; type of surface, condition of surface, weather conditions, lighting conditions, condition of visitor/guest prior to incident if known, comments made by visitor/guest; names, addresses, telephone number of witnesses; and other factors (clothing issues, contributing actions of others, loose objects). Also we require that you fill out the Statement of Claimant.

Damage to Property of Others

Anytime another party claims damage to their property [example: other party claims damage to their car caused by rocks kicked up by a University mower an Incident Report should be completed and filed with the Office of Risk Management. Again, employees should not make comments on liability, payment of bills, or argue the merits of the claim. The Incident Report should be completed and filed with Risk Management within 24 hours of the report of an incident or accident. Include a detailed description of the property such as year, make, model, license plate number and state of registration if a vehicle is involved. Contact information such as the name, address and telephone number of the visitor/guest and any witness should also be obtained. If possible, take a picture of the damaged property and email to Risk Management Betty Coulter or Sally Peterson. Please contact the Office of Risk Management 704‑687‑5711 if you have any questions.