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Claim Reporting & Procedures

Agencies must report every known, suspected, or potential loss upon discovery.  Reporting a loss promptly is essential to preserving insurance coverage.  Failure to promptly report, or incorrect actions without approval of ORM and/or the carrier could adversely affect the state's ability to recover insurance proceeds, as well as hinder the investigation and defense of liability claims.

  • Loss Reporting should include:
  • The date, time and location of the loss or incident
  • Identification of all state and non-state parties involved
  • The cause and description of the loss
  • Agency contact information
  • Law enforcement and/or fire department response (Name, report #)
  • Any supporting documents, such as photographs, agency incident reports, estimates or invoices.  However, the agency should not delay reporting in an attempt to gather information or documentation.

Claim Process

Agencies must cooperate during the claim investigation, whether conducted by ORM staff, or carrier adjusters.  Failure to cooperate may result in a denial of coverage.

Upon submission of the loss information through the risk management portal, the agency will be contacted by ORM staff with further instruction.  The agency should make every reasonable attempt to mitigate further damage from occurring. Any costs associated with emergency cleanup, temporary repairs, or other mitigation measures should be thoroughly documented.  In the event the incident may result in a liability claim, the agency should refrain from any admission of fault, or confirmation of coverage.