2. Claims

Report a Claim/Incident

If you need to report a claim or incident, follow the instructions below based on the claim and contact the Office of Enterprise Risk Management.

Property Damage

In the event of a loss, notify ERM as soon as possible by completing the Property Loss Reporting Form.

Please attach any relevant documentation available to support the claim (i.e., photographs, estimates, invoices, etc). If appropriate, our office will submit a proof of loss to the NC Department of Insurance for reimbursement.

Vehicle Claims

Per University Policy 507.20 Section 4.1.9, you must obtain a police report regardless of how minor the Motor Vehicle Collision was.

In the event of an automotive accident involving a state vehicle, it is the driver’s responsibility to promptly notify the Office of Enterprise Risk Management (ERM) and Motor Pool Management. The driver should download and send the completed Auto Loss Reporting Form to the ERM office. In your email, please also attach the police report, estimates, photographs, invoices, etc.

Upon receiving all required information, ERM will initiate the claims process.

To report damage to a Motor Fleet vehicle, get in touch with the agency fleet coordinator, Matthew Stansberry.

To report damage to a University-leased/rented vehicle, please download and send the completed Auto Loss Reporting Form to the ERM office. In your email, please also attach the police report, estimates, photographs, invoices, etc.

Note – Departments are responsible for any applicable deductibles.

App State Owned Vehicles Claims Flowchart

  1. Accident occurs
    1. Make sure vehicle and all parties are safe
    2. Call the Police (or emergency personnel if needed) and get Police Report
    3. Driver must get a Police Report
    4. Obtain photos
    5. Driver will send info to Motor Pool Admin
    6. Driver does not interact with insurance carrier
  2. Notify Motor Pool
    1. The Motor Pool Admin will receive the Police Report, Driver Form, and photos from driver
    2. Motor Pool takes vehicle, performs initial inspection, takes photos
    3. Motor Pool takes vehicle – if drivable – to a body shop to receive estimate
    4. Motor Pool sends all documentation to ERM
    5. If Police Report cannot be obtained, fill out Driver Report Form
  3. ERM files a claim on Autoweb
    1. ERM will use Police Report, Drivers Form, and Estimate to file a claim
    2. ERM work with insurance carrier to submit info (reports, photos, repair estimate)
    3. When insurer receives all info, they will conduct a claim review; upon approval, a check will be sent to body shop
    4. The body shop will wait for insurer to send estimate approval before repairs
  4. Follow up
    1. Body shop receives check from insurance and coordinates with Motor Pool
    2. Department will pay the deductible; if driver found not at fault, insurance will send a check for the deductible
    3. ERM will document all info, including Claims Excel Sheet and Google Drive Claims Folder
    4. Periodically, ERM will reach out to Motor Pool to verify that vehicle is repaired and App State made whole

Athletics (Courtesy Cars) Vehicles Claims Flowchart

  1. Accident occurs
    1. Make sure vehicle and all parties are safe
    2. Call the Police (or emergency personnel if needed) and get Police Report
    3. Driver must get a Police Report
    4. Obtain photos
    5. Driver will send info to Enterprise Risk Management (ERM)
    6. Driver does not interact with insurance carrier
  2. Notify Enterprise Risk Management
    1. ERM will receive the Police Report, Driver Form, and photos from Athletics
    2. Athletics takes vehicle – if drivable – to a body shop to receive estimate (if towed, keep receipts)
    3. Athletics sends any remaining documentation to ERM (receipts, body shop info, etc.)
    4. If Police Report cannot be obtained, fill out Driver Report Form
  3. ERM files a claim on Autoweb
    1. ERM will use Police Report and Estimate to file a claim and submit documents to the insurance carrier
    2. Insurer will have a questionnaire – driver or supervisor will fill it out
    3. When insurer receives all info, they will conduct a claim review; upon approval, a check will be sent to body shop
    4. The body shop will wait for insurer to send estimate approval before repairs
  4. Follow up
    1. Body shop receives check from insurance and coordinates with Athletics
    2. Department will pay the deductible; if driver found not at fault, insurance will send a check for the deductible
    3. ERM will document all info, including Claims Excel Sheet and Google Drive Claims Folder
    4. Periodically, ERM will reach out to Athletics to verify that vehicle is repaired and Loss Payee made whole

Enterprise Rental Vehicle Claims

Notify Enterprise and follow their claim procedures.

Other Claims

For all other types of insurance claims, please contact our office for guidance.