Claims Management

About Reporting a Claim

To report an incident, please click hereAdditional instructions can be found on the portal and on the Report an Incident section of the website.

Property Claims

The commercial property insurance program carries a $2 million dollar per occurrence deductible. Each department or unit is responsible for assuming an internal deductible of $25,000.  The University's general fund insurance pool incurs covered expenses falling between the internal and commercial deductibles. 

Property losses are adjusted as follows:

  • Report of an incident must occur within 24 hours of the qualifying event.
  • Damaged property and/or any property to be claimed for reimbursement must be held until released by the Office of Enterprise Risk Management. Property must be repaired or replaced before reimbursement will be made.
  • Losses estimated to be over $100,000 may be subject to review by an external adjuster.
  • University computers and equipment in individuals’ homes and vehicles are to be covered by the individuals’ insurance coverage.

Liability Claims

The commercial liability insurance program carries a $5 million dollar per occurrence deductible. Each department or unit is responsible for assuming an internal deductible of $100,000.  The University's general fund insurance pool incurs covered expenses falling between the internal and commercial deductibles. 

Claims associated with the casualty program are handled through the Office of Legal Affairs. For information on access or use, contact the Office of Legal Affairs.

Other Claims

Automobile Liability Claims

  • Each department or unit is responsible for assuming an internal deductible of $10,000 per accident.
  • University-owned vehicle collision damage is the financial responsibility of the department to repair.
  • Injuries to employees of the university are covered by workers’ compensation.
  • In the event of an accident in a private vehicle (university non-owned or rented) the vehicle owner’s insurance is primary. Injuries to employees may be covered by Worker’s Compensation.

Report an Employee Accident

Report Property Loss/Damage

All claim requests for payment for University property or equipment, damaged or stolen, are handled by the Department of Risk Management. 

In order for a department or unit to receive reimbursement after the occurrence of a property loss, the department or unit must comply with the following regulations and practices:

  • Report the incident to the Risk Management Department and the Facilities and Operations & Development
    • The department or unit must report an incident that could lead to a property claim to the Department of Risk Management within 24 hours of becoming aware of an incident by calling a Risk Management representative at 614-688-7452 or emailing the department at Insurance@osu.edu.

  • Submit Required Documentation to the Department of Risk Management
    • To report an incident, please click here within 90 days of the loss by the department or unit. Additional instructions can be found on the portal and on the Report an Incident section of the website.

    • The following information must accompany the when reporting to the Department of Risk Management to review and approve the evidence of the loss:

      • Photos of damage or other similar evidence that an insurable loss has occurred;
      • Rough estimate of damage;
      • Inventory of damaged/ missing items;
      • Copies of work estimates/quotes;
      • Signature of the College Dean or the VP for the operating unit approving the requested reimbursement amount;
      • Copies of invoices for repairs/replacement; and
      • Proof of purchase (i.e. invoice/receipt with a $0 (zero) balance from the vendor).
  • Determine the Amount of Damage
    • An adjuster sent by the Department of Risk Management is available to collect information and assess for damage.  Losses estimated to be $100,000 or more will be subject to review by the internal or external adjuster.  Damaged property or equipment may not be removed prior to assessment by an adjuster unless there is approval from the Department of Risk Management.  After the amount of the claim is determined, forward a completed Property Claim Reimbursement Form to the Department of Risk Management.

      • Damaged Property and/or any Property to be claimed for reimbursement must be held until released by the Department of Risk Management. The property may be removed from the immediate site to assist with the mitigation of damage and to aid in the rapid recovery of the site. However, the property must be available for assessment for viability and evaluation for salvage.

  • Repair/Replace Property
    • Property must be repaired or replaced before reimbursement will be made.  Real property is adjusted on a replacement cost basis, subject to the applicable deductible. The replacement cost is determined to be the costs to perform necessary repairs or to replace with a comparable building. Any improvements in size or quality are costs to be borne by the department or unit.

  • Pay Internal Deductible
    • This program generally has a $1,000,000 per occurrence deductible with the University’s general fund financing most of this, charging each department or unit with an internal deductible per occurrence for a bonafide loss.  The department or unit pays the following internal deductibles:

      • Water Related Event - $125,000

      • Non-water Related Event - $25,000

    • The Department of Risk Management may impose an additional internal deductible to a unit if the investigation of the loss reveals that the incident was preventable (neglect or lack of maintenance), but not to exceed 25% of the University's retention with its carrier.

    • The University's general fund insurance pool pays for losses between the internal deductible paid by the department or unit and $1,000,000.  The difference between the deductible paid by the business or unit and $1,000,000 will be covered by the University and will not be passed onto the department or unit, unless:
      • The department or unit had an officer(s) or employee(s) act manifestly outside the scope of employment or official responsibilities, or act with malicious purpose, in bad faith, or in a wanton or reckless manner;
      • Subrogation activities are being pursued to recover expenses from at-fault third parties.  The subrogation withhold, less the application of any internal deductibles will be paid to the impacted department or unit following the completion of the subrogation activities;
      • If another source of reimbursement, other than the University’s insurance, is available for the claim, the other source of reimbursement must be accessed prior to submitting a final claim for insurance from the University (i.e. FEMA, Third-party insurance).  No reimbursement shall be paid if another source paid for the loss;
      • Adequate and responsible loss prevention practices intended to minimize the chance of accidental and preventable losses were not maintained and as a result, the damage/incident in question occurred;
      • The loss was not reported to the Department of Risk Management within 24 hours of the qualifying event;
      • The department or unit fails to cooperate and participate in the University’s efforts to pursue outside sources for reimbursement;
      • The department or unit fails to cooperate in providing additional information as requested by the Department of Risk Management, its contractors, or the University’s insurer(s);
      • If necessary steps to minimize additional impairment once the loss is identified/discovered are not taken by the department or unit; or
      • The department or unit failed to comply with fire code regulations and fire safety practices and the incident occurred due to the department or unit’s lack of compliance.
    • There is no coverage on behalf of the University in the following circumstances:
      • For University computers and equipment in individuals’ homes and vehicles covered by the individuals’ insurance coverage;

      • For wear and tear, and damage due to lack of maintenance or proper care;
      • For fortuitous events;
      • For property belonging to an individual brought into the workplace; or
      • For business loss or interruption claims, unless the claim is more than $1,000,000 and qualifies for reimbursement by the carrier.  

Fine Arts Claim

Each department or unit is responsible for assuming an internal deductible of $10,000.