Original Issuance Date: March 20, 1984

Last Revision Date: April 19, 2023

1. Policy Purpose

The purpose of this policy is to establish standards for individuals who experience loss or damages to personal property who may be eligible to be reimbursed from University of Wisconsin (UW) System departmental funds.

2. Responsible UW System Officers

Director of Risk Management

Senior Associate Vice President for Finance

3. Scope and Institutional Responsibilities

This policy applies to all University of Wisconsin System employees and non-employees.

4. Background

Individuals, both employees and non-employees, occasionally experience losses or damage to personal property for which the University of Wisconsin assumes responsibility but is not covered by the UW System self-funded insurance program. Claims covered by the UW System self-funded insurance program must be filed by the claimant against the university as indicated in Wis. Stats. §§ 893.82 and 895.46. This policy establishes standards by which an individual may be reimbursed from UW departmental funds (not the Uninsured Loss Fund) when the loss or damage does not exceed specified amounts.

5. Definitions

None listed.

6. Policy Statement

Wis. Stat. §20.918 limits reimbursement to employees for repair or replacement of damage or loss incurred in the line of duty to clothing, eyeglasses and watches. Goodwill coverage for all other items claimed will be determined on a case-by-case basis.

Personal property does not include cash, except in unusual circumstances approved by the institution Chief Business Officer.

A. UW Liability

When loss or damage to personal property of individuals occurs for which the UW could be held responsible, the University department may authorize the individual to submit a claim against departmental funds for reimbursement of damage or loss up to a maximum of $100. If the claim exceeds $100 and the claimant alleges negligence by the institution, or if there is any personal injury involved, a formal claim must be filed by the claimant against the University as indicated in Wis. Stats. §§ 893.82 and 895.46.

B. UW Not Liable but Desires to Maintain Goodwill

If campus risk management, in consultation with UWSA Risk Management, determines that there is no insurance coverage available because the UW is not deemed to be liable or negligent, but a UW department desires to maintain goodwill, the individual may submit a claim against departmental funds for reimbursement of the damage or loss up to a maximum of $1000. The claim must be reviewed and approved by the UW department head or division leadership.

If the claim exceeds $1000, the institution’s Chief Business Officer or designee must review the claim and give final approval.

C. Required Claim Documentation

  1. Individuals who sustain a loss or damage to personal property which is not covered by the State property or liability insurance may submit a claim for reimbursement to the department chairperson or supervisor. The claim must be supported by the following:
    1. A written statement from the individual that:
      1. details how loss or damage occurred,
      2. explains why the UW should reimburse the loss or damage, and
      3. indicates the employee’s position title and bargaining unit, if loss or damage is sustained by a represented employee.
    2. A receipt, invoice, canceled check or other documentation acceptable to the institution to substantiate the cost of repairing or replacing the lost or damaged item(s) with items of like kind and/or quality.
    3. An institution-approved claim form, such as a Payment to Individuals Report or Travel Expense Report.

7. Related Documents

Wis. Stat. § 20.918, Damaged Personal Articles

Wis. Stat. § 893.82, Claims Against State Employees; Notice of Claim; Limitation of Damages

Wis. Stat. § 895.46, State and Political Subdivisions Thereof to Pay Judgments Taken Against Officers

8. Policy History

Revision 2: April 19, 2023

Revision 1: November 24, 1997

First Approved: March 20, 1984

9. Scheduled Review

April 2028