Office of Risk Management - Insurance Policies
The UF Office of Risk Management is
the liaison for issues related to insurance with the State of Florida
Department of Insurance and the Department of Management Services. Any
inquiries regarding insurance should be directed to the UF Insurance Coordinator
(392-7256).
Questions related to personal insurance (medical, life, dental, etc.) and
Workers' Compensation should be directed to the UF
Division of Human Resources.
Insurance Coverage and Policies
THE STATE PROPERTY INSURANCE PROGRAM - FIRE AND EXTENDED COVERAGE
STATE RISK MANAGEMENT TRUST FUND - FLEET AUTOMOBILE LIABILITY
STATE RISK MANAGEMENT TRUST FUND.- GENERAL LIABILITY BODILY INJURY AND PROPERTY DAMAGE
STATE RISK MANAGEMENT TRUST FUND -
COURT AWARDED ATTORNEY FEES
STATEWIDE COMMERCIAL POLICY - ELECTRONIC DATA PROCESSING EQUIPMENT Optional program for coverage of computers and peripherals.
STATEWIDE COMMERCIAL POLICY - MISCELLANEOUS PROPERTY
STATEWIDE COMMERCIAL POLICY - CONTRACTOR’S EQUIPMENT
STATEWIDE COMMERCIAL POLICY - SPECIALIZED FINE ARTS EXHIBITS
STATEWIDE COMMERCIAL POLICY - BOILER AND MACHINERY
STATEWIDE COMMERCIAL POLICY - MONEY AND SECURITIES
STATEWIDE COMMERCIAL POLICY - ACCIDENTAL AND INTENTIONAL
DEATH/POLICE OFFICERS
STATEWIDE COMMERCIAL POLICY - AIRCRAFT INSURANCE
STATEWIDE COMMERCIAL POLICY - OCEAN MARINE
INSURANCE
UNIVERSITY POLICY - FACILITIES USE COVERAGE Mandatory insurance when UF facilities are used for non-university events (e.g. receptions)
UNIVERSITY POLICY - PUBLIC EMPLOYEES BOND
UNIVERSITY POLICY - SUMMER CAMP PROGRAMS
UNIVERSITY POLICY - INLAND MARINE FLOATER
University of Florida Environmental Health & Safety
STATE RISK MANAGEMENT TRUST FUND WORKERS' COMPENSATION- EMPLOYERS LIABILITY
THE STATE PROPERTY INSURANCE PROGRAM - FIRE AND EXTENDED COVERAGE
The State Property Insurance Program (Program) provides protection against direct loss by fire, lightning, windstorm, hail, explosion, riot, riot attending a strike, civil commotion, aircraft, vehicles, smoke, flood, sinkhole, and by removal from premises endangered by the perils insured against in this certificate to University buildings and contents, and to University contents in leased buildings. Certain restrictions may apply.
In the event of a loss, it is essential that all University property be properly insured with the Program. When verifying the location of new equipment on the Property Pending File Update Doc report to Property Services, it is imperative that the equipment locations be accurate (not the address of the purchasing department but the physical location of the equipment). Departments should inform the Central Property and the Insurance Coordinator, or the IFAS Facilities and Operations Accountant whenever the movement of property between buildings or a major purchase greatly affects the total contents value of a building.
NOTE: The Program covers only University owned equipment with specific exclusions.
Notes on Policy:
· University property is not insured against loss by theft.
· Personal property kept on the premises is not covered.
· Items not covered: bills, currency, securities, manuscripts, museum collections, artifacts, livestock, and other items similar in nature to the ones noted, not all inclusive.
· Contents in leased, shared or used-at-no-cost buildings may be insured. A leased building may be insured if the lease agreement requires such. The University must be leasing the entire building. Approval from the Program is required prior to signing a lease.
· Lightning loss requires an affidavit verifying a direct hit. The affidavit form will be provided by the Insurance Coordinator or IFAS Accountant in the event of a possible lightning loss. The form must be completed by a repairperson or licensed electrician.
· Flooding in buildings created by maintenance problems is not covered.
· Damages caused by pipes freezing, bursting and creating a flood are not covered. Therefore, in the event of extremely cold conditions, preventative measures should be initiated to protect exposed pipes from the elements.
In event of a loss the University Police Department (UPD) should be notified. UPD will document the loss and notify the appropriate personnel dependent on the type of loss: Fire Marshal, Environmental Health and Safety, etc. If a loss occurs and there is a question about coverage, immediately notify the Insurance Coordinator or for IFAS building and contents, the IFAS contact person.
To File Claim:
1. Effected area should call the Insurance Coordinator (392-7256), or for IFAS buildings the Facilities and Operations Accountant (392-6488).
2. Insurance Coordinator or the IFAS Facilities and Operations Accountant notifies the Program. Claims must be reported to the Program within ninety (90) days of the date of the loss.
3. Insurance Coordinator or the IFAS Facilities and Operations Accountant submits written report of loss to the Program.
4. Department involved compiles cost of damaged contents and/or building repairs/replacement. Cost of repairs may be compiled by Physical Plant. The Insurance Coordinator or the IFAS Facilities and Operations Accountant will provide any necessary forms to the department.
5. Insurance Coordinator or the IFAS Facilities and Operations Accountant submits the compiled repair and replacement costs to the Program.
STATEWIDE COMMERCIAL POLICY - ELECTRONIC DATA PROCESSING EQUIPMENT
Policy provides coverage for electronic data processing equipment and peripherals. The policy covers perils not covered by The State Property Insurance Program. Participating departments are responsible for their share of the renewal premium and previous year audit premium. The amount of coverage is updated on a quarterly basis from the property master file.
Contact the Insurance Coordinator (392-7256) for additional information regarding the policy and claim procedures,
STATE RISK MANAGEMENT TRUST FUND - FLEET AUTOMOBILE LIABILITY
Coverage: Bodily Injury and Property Damage
To pay on behalf of the insured all sums which the insured shall become legally obligated to pay (but not to exceed the statutory limits as set forth by Section 768.28, Florida Statutes) for damages because of bodily injury, sickness or disease, including death at any time resulting therefrom, sustained or alleged to have been sustained by any person or persons or injury to or destruction of property including loss of use thereof, arising out of the ownership, maintenance, or use including loading or unloading of any owned, hired or non-owned automobile, while acting within the course and scope of his or her office or employment.
NOTE: Workers’ Compensation benefits will be reduced by 25 percent if an employee is injured while driving or riding without a seatbelt. (http://www.hr.ufl.edu/emprelations/seatbelt.htm)
NOTE: Florida Administrative Code (FAC) 6C-18.070(3) states: “Motor vehicles owned, leased or operated by the State University System shall be available for official Institutional business only.” Florida Administrative Code (FAC) 6C1-3.020(9)(C) states: “Motor vehicles owned, leased or operated by the University of Florida shall be available for official University business only.” Based on the FAC rules and insurance coverage restrictions, student groups/organizations should not be allowed to use University vehicles.
CLAIMS INVOLVING IFAS VEHICLES: Contact IFAS Facilities and Operations Accountant (392-6488)
To File a Claim - University Driver at Fault:
1. Statement from department clarifying incident and stating driver was in the line of duty.
2. Provide case number for law enforcement agency that responded to the accident; Florida Highway Patrol (FHP), Gainesville Police Department (GPD), Alachua Sheriff’s Office (ASO), etc. Call GPD or ASO and request a copy of the accident report. FHP normally charges for a report copy. Provide the Insurance Coordinator (who can circumvent the charge) the location of the appropriate FHP station. The Insurance Coordinator will arrange for University Police to intercede with ASO or GPD if there is a problem acquiring the report.
3. Two estimates of repair costs from other party. If the other party requires a rental car, notify the Insurance Coordinator immediately. The Division of Risk Management in Tallahassee will make the necessary arrangements.
4. Insurance Coordinator processes all of the above noted documentation with claim form to the Division of Risk Management, Bureau of State Liability Claims in Tallahassee for final determination (could take 6 to 10 weeks).
Sometimes the other party will choose to have their vehicle repaired through their insurer. Their insurer then files a subrogation claim with the University. In this situation the Insurance Coordinator should be provided the above noted items (1) and (2).
The Fund does not cover damage or destruction to property owned by the University.
To File a Claim - Other Driver at Fault:
The Insurance Coordinator will coordinate filing the claim with the other party's insurance company. Information in number 2 above applies here. The Insurance Coordinator will notify the department how to proceed based on the procedures of the particular insurer. The reimbursement check to cover repairs is deposited by the Insurance Coordinator into a special insurance account and the department is reimbursed after repairs have been performed and proof of payment is submitted to the Insurance Coordinator. The insurance company may issue a check payable to the repairing vendor.
STATE RISK MANAGEMENT TRUST FUND -GENERAL LIABILITY - BODILY INJURY AND PROPERTY DAMAGE
To pay on behalf of the insured all sums which the insured shall become legally obligated to pay as damages for injury or loss of property, personal injury, or death caused by the negligent or wrongful act or omission of any officer, employee, agent or volunteer of the named insured, while acting within the scope of his or her office or employment.
Notes on Policy:
· Does not cover obligations liable under Workers' Compensation, property owned or occupied by the insured, professional medical liability, not all-inclusive.
· University Police Department should be called to file report on the incident.
·
Employees and premises associated with the J. Hillis Miller Health Center are
provided coverage
by the Health Center Trust Fund.
To File a Claim:
1. There must be negligence shown on the part of the University.
2. Department must submit a statement regarding the nature of the incident to the Insurance Coordinator. In many cases the incident will be reported to the University Police to provide documentation.
3. Claimant must submit all related bills to the Insurance Coordinator. A statement of the situation may be required from the claimant if the claimant does not agree with an assessment that they do not have a legitimate claim.
4. All the necessary documentation is filed by the Insurance Coordinator with the claim form to the Division of Risk Management, Bureau of State Liability Claims in Tallahassee for final determination and disposition.
5. On occasion, the Department of Insurance requests additional information from the Insurance Coordinator and/or the claimant.
STATE RISK MANAGEMENT TRUST FUND
FEDERAL CIVIL RIGHTS LIABILITY AND EMPLOYMENT DISCRIMINATION COVERAGE
Federal Civil Rights Coverage
To pay on behalf of the insured all sums which the insured shall become legally obligated to pay, subject to the stated exclusions, arising from federal civil rights actions filed under 42 USC 1983, and other similar federal statutes. The coverage includes payment of claims and awards for plaintiff attorney fees where so provided by the above federal statutes.
Employment Discrimination Coverage
To pay on behalf of the insured all sums which the insured shall become legally obligated to pay, subject to the stated exclusions, arising from employment discrimination actions filed under 42 USC 2000e, Title VII of the 1964 Civil Rights Act, the Rehabilitation Act of 1973 (handicap discrimination), the Age Discrimination in Employment Act of 1967, the Vietnam Era Veteran's Readjustment Act of 1974, and other similar employment discrimination acts and statutes.
To File a Claim:
1. Claims may arise from employment and non-employment actions.
2. Claims should be filed by an individual through the University's Labor Relations Office, Affirmative Action Office or an outside attorney.
STATE RISK MANAGEMENT TRUST FUND - COURT AWARDED ATTORNEY FEES
To pay on behalf of the insured, court awarded attorney fees and cost as set forth in Chapter 284, Part 11, Florida Statutes, in other proceedings against the State, in which the State is not a prevailing party.
If a State agency files suit against an outside party, the defendant may serve notice to have their attorney fees paid by the State if the court finds in their favor.
To File a Claim:
A party to a suit in any court, entitled to have attorney fees paid by the State must serve a copy of the pleadings claiming the fees on the Department of Insurance in accordance with Chapter 284.30, Florida Statutes.
STATE RISK MANAGEMENT TRUST FUND - WORKERS' COMPENSATION
For employee injuries, contact the UF Workers' Compensation Office (UFWC) at (352) 392-4940, SC 622-4940, to report the situation, receive instructions and provide information needed to complete the First Report of Injury or Illness form. Except in medical emergencies, please do this prior to actually going to an authorized medical provider.
To pay on behalf of the insured all sums which the insured shall become liable to pay as damages because of bodily injury by accident or disease including death, at any time resulting therefrom, which is sustained by any employee of the insured and which arise out of and in the course of employment.
To File a Claim:
Claim would be initiated through the University’s General Counsel by a claimant’s attorney.
STATEWIDE COMMERCIAL POLICY - MISCELLANEOUS PROPERTY
Protection against loss, damage, or theft of property loaned or leased to the University if the use agreement specifically requires that insurance be provided by the University. There must be a written agreement between the University department and the loaner/lesser that stipulates the insurance requirement. University owned equipment may not be insured on the miscellaneous property policy.
This policy is primarily utilized to insure exhibits in various gallery areas throughout campus, and work related office and/or laboratory items moved from other locations for new researchers. Exhibits are covered only when they are under the domain of the University. If exhibits are loaned by the University to another party, then that party is responsible for the exhibit and insurance.
Non-owned equipment that is being utilized by University employees may qualify for coverage on the miscellaneous property policy if the lease/loan agreement states that the University provide insurance coverage. Equipment purchased by a grant that stipulates the grantor will retain ownership and the University provide insurance coverage may qualify for coverage on the miscellaneous property policy.
Departments must notify the Insurance Coordinator of an upcoming exhibit, equipment usage or move. Reports should include a cover memorandum noting the dates for coverage and the organizational code to be charged for the insurance premium, a list of the items with individual values to be insured and a copy of the agreement requiring the University to provide coverage. Monthly (based on current insurance term) update reports are filed by the Insurance Coordinator with the Department of Management Services. Participating departments are responsible for their share of the premium.
To File a Claim:
1. Statement and photographs of loss from department to Insurance Coordinator. Report the loss to the University Police Department.
2. Insurance Coordinator files claim in accordance with current insurer's instructions.
STATEWIDE COMMERCIAL POLICY - CONTRACTOR’S EQUIPMENT
Protection against loss, damage, or theft of equipment loaned or leased from outside the State system to the University if the use agreement specifically requires that insurance be provided. This policy is for large equipment used in construction type situations.
Contact the Insurance Coordinator (392-7256) for information regarding the policy.
STATEWIDE COMMERCIAL POLICY - SPECIALIZED FINE ARTS EXHIBITS
Protection against loss, damage, or theft of extremely expensive artwork loaned or leased from outside the State system to the University if the use agreement specifically requires that insurance be provided. University owned artwork cannot be insured on this policy.
Contact the Insurance Coordinator (392-7256) for information regarding the policy.
STATEWIDE COMMERCIAL POLICY - BOILER AND MACHINERY
Financial protection from damage to University property and liability for injury or damages to others.
Property damage and liability policy covering losses incurred because of accidents involving any boiler, fired or unfired vessel normally subject to vacuum or internal pressure other than static pressure of contents, refrigerating system, piping with its accessory equipment, and mechanical or electrical machine or apparatus which generates, controls, transmits, transforms or utilizes mechanical or electrical power.
To File a Claim:
The Insurance Coordinator should be notified to contact the insurer and coordinate the claim procedures.
STATEWIDE COMMERCIAL POLICY - MONEY AND SECURITIES
Protects the University from losses of monies and securities resulting from actual destruction, disappearance, or wrongful abstraction inside or outside University premises. The policy has a $1,000 deductible.
To File a Claim:
1. In the event of a loss notify the University Police, Insurance Coordinator and Inspector General.
2. Insurance Coordinator will notify the insurer and coordinate the claim.
STATEWIDE COMMERCIAL POLICY - ACCIDENTAL AND INTENTIONAL DEATH/POLICE OFFICERS
Accidental death, dismemberment, and loss of sight from active duty for University law enforcement officers. The insurer will pay the death benefit for an employee who is accidentally or unlawfully and intentionally killed or receives bodily injury which results in the employee's death or dismemberment.
Contact the Insurance Coordinator (392-7256) for claims information.
STATEWIDE COMMERCIAL POLICY - AIRCRAFT INSURANCE
Personal injury and property damage arising from incidents involving University aircraft. The current policy covers property damage and bodily injury to others, and bodily injury to the certified pilot and/or co-pilot, and passengers. Coverage for damage to an owned aircraft is optional.
Contact the Insurance Coordinator (392-7256) for information regarding the policy and claim procedures
STATEWIDE COMMERCIAL POLICY - OCEAN MARINE INSURANCE
This policy provides coverage for State owned vessels. Due to the high deductible ($10,000) this policy carries coverage is only feasible for high value vessels.
Contact the Insurance Coordinator (392-7256) for information regarding the policy and claim procedures.
UNIVERSITY POLICY - PUBLIC EMPLOYEES BOND
Coverage extends to any loss caused by failure of any employees, acting alone, or in collusion with others, to perform faithfully or to account for all monies and property received by virtue of their employment. The policy has a $500 deductible. This policy covers certain areas of campus where there is extensive cash handling.
To File a Claim
1. In the event of loss, notify the University Police, Insurance Coordinator and Inspector General.
2. Insurance Coordinator will notify the insurer and coordinate the claim.
UNIVERSITY POLICY - SUMMER CAMP PROGRAMS
Policies provide University of Florida Summer Camp Programs' participants coverage for sickness and accidental bodily injury sustained while in attendance.
There are two excess policies with Nationwide Insurance. These policy terms are both June 1st through May 31st. One policy is designated for the upward bound type programs and the other policy is for all other camps. The premium is determined by the type of camp, overnight or day participant and number of days. Most of the camps are held during the summer months. However, occasionally someone may inquire regarding a day(s) event involving children for which they want to provide health insurance coverage. Payment will be processed when the appropriate quarterly invoice is received. Each camp area is provided the appropriate claim forms for their particular insurer. Each camp is responsible for filing claims directly with the insurer as instructed on the forms.
UNIVERSITY POLICY - INLAND MARINE FLOATER
Policy provides coverage for high valued equipment that is not covered by The State Property Insurance Program or coverage is needed for the perils not covered the program. Each participating department is responsible their annual premium.
Contact the Insurance Coordinator (392-7256) for additional information regarding the policy and for claim information.
UNIVERSITY POLICY - FACILITIES USE COVERAGE
Provides coverage for University property and bodily injury protection when University facilities are used for non-University events. The University acts an intermediary between the insurer and the facility user. The facility user is assessed premium based on the number of days used, number of attendees and hazard class of the event.
Contact the Insurance Coordinator (392-7256) for additional information regarding the policy and for claim information.
For the University's protection:
Departments that pursue contracts/grants with outside entities should ensure that the specific insurance requirements are met. Some grants specify that equipment purchased with grant funds remains the property of the grantor. Therefore, the equipment is not covered by The State Property Insurance Program. Departments should consult with the Insurance Coordinator (392-7256) if they are responsible for unique activities that may require the acquisition of specialized coverage.
The following policies are currently in force.
Environmental Health & Safety Fire Services
Catastrophic Cash Benefit – P. K. Yonge School
Premises Liability - Overseas Study/Rome, St. Mary’s every summer for 6-7 weeks
Volunteer Workers’ Medical
GatorSport Exploration Camp
Broadcast Liability – WRUF/Capstar & PBS Contract
Sea Grant – (2) Boat, Motor and Trailer Physical Damage
- Glenn Ketcham telephone: (352) 392-1591
EH&S is a division
of
