University Property Loss

Contact University Police (703-993-2810) for stolen, damaged or vandalized property – a police report will be required to complete a claim with the Operational Risk Management (ORM).  Incident reports are required for damaged property.

Complete a Report of Loss to State Owned Property immediately and forward it to ORM (MSN 6D6 or  The following additional documents are required for processing a claim reimbursement:

  • Copy of Police Report (or report number).
  • Vendor statement confirming cause, that any items replaced could not be repaid, replacement is the most comparable (functionally the same)  and recommendation for repair or replacement. The cost of any upgrades, warranties or betterment will be deduced from the insurance claim reimbursement.
  • Photographs of damaged property.
  • Proof of original ownership by department: copy of original purchase order, copy of the original vendor invoice or copy of fixed assets inventory or memorandum from department head stating that property was located in that department, estimated purchase date, estimated cost, and brief item description.
  • Proof of replacement with a copy of the PAID, ITEMIZED REPLACEMENT INVOICE (the document must be an “invoice”, purchase orders and packing slips will not suffice).
  • Proof of repair with a copy of the PAID ITEMIZED REPAIR BILL. It is necessary that the bill indicate specifically what services were performed and/or what parts were provided. Further, the bill must state the purpose for the work and the item(s) repaired. In the event the bill covers several items, please annotate those portions of the bill applicable to the insurance claim. “For Services Rendered” bills are not acceptable support for a claim.
  • Salvage value, if any, must be provided when replacement is involved.

The documents must be forwarded to ORM (via campus mail to MSN 6D6 or email to for processing.  Remember all property loss/damage must be reported promptly to allow for proper investigation and setting of loss reserves.

Broken or damaged equipment should not be discarded without first contacting Operational Risk Management. Department are advised to retain failed property for inspection to determine the root cause of the failure. Department are advised to retain failed property for inspection to determine the root cause of the failure.