7.01.15 - Other Fiscal Policies

Travel Reimbursements

Any requests for reimbursements on Extension funds submitted more than 60 days following completion of travel or event will not be honored. This policy extends to all Extension Agents, Specialists, Staff and Administrators.

Travel expenses on county or department/school funds should be submitted within 10 days of return for out-of-state travel (see FRS Departmental Manual, Section 14.12 ).

Expenses for meetings called by Extension Administration may be reimbursed from State funds, only with prior written approval. Overnight lodging is reimbursed only when travel to and from meeting location exceeds 4 hours.

Unauthorized Bank Accounts

The creation of unauthorized accounts using the name of the University of Arizona may be contributing to the misuse of public funds. No external bank accounts should be established without the appropriate authorization.

Insurance Claims for Property Damage/Loss

The University has established an Insurance Recovery account that is assigned to the College of Agriculture and Life Sciences Administration. The purpose of the account is to receive ALL monies from insurance claims that are paid for all college units, and to expend monies for all repairs and replacements covered by those insurance payments. Claims are made for a variety of occurrences, including such things as theft, breakage, and damage due to handling, accidents, fires, or natural disasters. All proceeds from insurance claims for College of Agriculture and Life Sciences units MUST be deposited to the College Insurance Recovery account. Claims should be filed in a timely manner while there is still evidence of loss.

A missing item is not an insurable loss. An insurable loss is damage or loss due to unexpected events. Mysterious disappearance is not covered. Being unable to account for the whereabouts of something is not adequate. There must be knowledge of both the exact whereabouts and time that an item was last seen and the elimination of possibilities of it being sent for repairs or loaned. Good inventory records and regular securing of property help with claims when property turns up missing and there is not obvious theft by forcible entry.

Process for Handling Claims

All claims for loss involving University of Arizona property must be forwarded to Risk Management and Safety for processing. RM&S reviews claim documentation for completeness, and forwards the claim to State Rick Management for adjusting. Adjusters review the loss and make a recommendation for either payment or denial of the claim. Claim payments are received centrally by RM&S, and then distributed to the department where the loss originated via journal entry.

The State requires claims to be submitted on a Property Loss Report Form , or an Automobile Loss Report Form depending on the type of loss.

• Take necessary steps to prevent further damage or loss.
• For criminal activity (theft, vandalism), file a Police Report with UAPD .
• Complete a Property Loss Report Form and gather documentation.
• Notify Risk Management and Safety
• Arrange for repair or replacement of damaged or lost property.

Note: Please be aware that under Arizona Revised Statutes 41-621 insurance coverage is NOT provided for property owned by employees even if it is needed to perform assigned University work. Refer to Risk Management Property Claims for more information.