Page 1 of 2
Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: Reporting Property Damage and Loss
Policy Number: 1.22
Effective Date: August 1, 2016
To provide a reporting system which assures prompt accounting for all damaged or lost hospital property.
II. POLICY ELEMENTS
The Reporting Property Damage and Loss Policy is designed to identify the process by which UW Health
personnel should notify appropriate UW Health officials of damage or loss to UW Health property, and to
outline steps required to replace missing or damaged property.
Coverage is provided for UW Health owned or leased property as follows:
Equipment and Other Items: UW Health maintains commercial property insurance for UW Health-
owned or-leased equipment and other items. UW Health does not provide coverage for lost or damaged
equipment or other items that are not owned or leased by UW Health.
Buildings: UW Health maintains commercial property insurance for UW Health-owned buildings. It is
important to note that many of the buildings in which UW Health conducts its activities are leased from
the University of Wisconsin-Madison, with building coverage provided under the State of Wisconsin
Self-Funded Property Program, or from other building owners, who purchase commercial building
Property on Loan: Property on loan to UW Health may be subject to special coverage arrangements.
Arrangements should be made through the UW Health Department of Risk Management before accepting
A. By the end of the next business day after the discovery of damage to or loss of UW Health-owned
or leased property the UW Health Department of Risk Management should be informed by
telephoning (608) 261-1327. Security must also be informed in cases of suspected theft or
vandalism. While responsibility for reporting is generally left to the person making the discovery,
ultimate responsibility for reporting the damage or loss is left to the appropriate person holding
line responsibility for the department involved. If there is any question regarding the coverage of
particular damaged or lost property, the Department of Risk Management ((608) 261-1327)
Page 2 of 2
should be contacted for clarification.
Damage to buildings/property other than those owned by UW Health should be reported to UW
Health Risk Management and also directly to the building owner or manager.
B. After reporting damage, steps must be initiated to evaluate the scope of damage and whether the
repairs can be made. Appropriate actions should be immediately taken to prevent further damage,
C. The Risk Management Department staff will advise if the loss or damage is likely to be covered
by insurance, and, if so, will assist in making the required notifications and claims for
recovery. Most property insurance programs include significant deductibles per
occurrence. Losses that are not covered by insurance or some other coverage program are the
responsibility of the department.
Sr. Management Sponsor: SVP, Chief Legal Officer
Author: Director, Risk Management
Approval Committee: UW Health Administrative Policy and Procedure Committee
UW Health, Chief Administrative Officer
Previous revision: 072013
Next revision: 082019