Environmental Health and Safety (EHS) Procedures

Claim for Damaged UMB Property

Research, Environmental Health and Safety  |  Approved June 2, 2020

Purpose

File claim for damaged University of Maryland, Baltimore (UMB) property.

Applicability

Employees and their supervisors in response to incidents involving UMB property. 

The State Treasurer’s Office of Maryland must be notified of a potential insurance claim within 60 days of the incident. Notifications are sent from Environmental Health & Safety (EHS) Risk Management Division.

Instructions

1. Complete Insurance Claim Inventory Sheet to compile a record of damaged or destroyed items. Please make multiple copies of the form and follow the instructions below:
   
   1. Use one sheet for each vendor/supplier of a damaged item. Put the name of the vendor/manufacturer on the top of each sheet. Please be sure to include the catalog or manufacturer’s product number for each item.
   2. Please include a concise description and quoted cost for each item. Indicate whether shipping is included.
   3. Please number each item and each page. This will assist in matching up invoices with approved inventory lists.
   4. Submit the completed sheets (including signature) to EHS Risk Management via interoffice mail, email EHSRiskManagement@umaryland.edu or fax number 6-8212. Retain copies for your records.
2. 1. With approval from the UMB Insurance Coordinators you may replace or repair damaged or destroyed items as appropriate. Do not order any replacement items without the prior approval of the campus insurance coordinators in the EHS Risk Management Division. The Insurance Division of the State Treasurer’s Office has the sole authority to approve the purchase of replacement items.
   2. Procurement rules must be followed for all insurance claim purchases.
      1. All purchases must be approved by EHS Risk Management.
      2. Purchases under $5,000 can be made on the UMB Procurement Card. When using the procurement card for purchases related to an insurance claim, be sure to send a copy of the monthly procurement card statement to EHS Risk Management by highlighting the related charges on the statement. The department cannot be reimbursed without invoices and proof of payment. Please reference the UMB claim number, inventory page number and item number on all purchases and requisitions.
      3. In cases of sole sources, the requisition will need to be accompanied by a written concise justification as to why the item is only available from the specified source.
   3. The State is self-insured through the State Treasurer’s Office of Maryland. Coverage is for repair or replacement of damaged property, whichever is less. Replacement property must be the exact make and model of the property that was damaged or as close to the original as possible. Any cost increase due to an upgrade or change to damaged property that is being replaced will be the responsibility of the owner department. This change must be requested and approved by the campus insurance coordinator in advance of the purchase.UMB Insurance Coordinators will notify State Treasurer’s Office of Maryland.
   4. Please notify EHS Risk Management by either fax or e-mail when replacement items have been received and accepted.
   5. All invoices should be sent to EHS Risk Management for processing at the following campus address:

      University of Maryland Baltimore

      Environmental Health & Safety

      Risk Management Division

      714 W. Lombard Street

      Baltimore, MD 21201

      EHSRiskManagement@umaryland.edu

3. Damaged items must be inventoried by Facilities Management or their designee prior to disposal; therefore, do not discard items without authorization.

   1. NOTE: DISPOSAL OF DAMAGED CHEMICALS / BIOLOGICALS MUST BE COORDINATED WITH EHS BY CALLING Ext. 6-7055 OR FAX THE DISPOSAL REQUEST FORM TO 6-8212.