Insurance

The purpose of this brochure is to answer the most commonly asked questions by department administrators and supervisors about the University’s main insurance coverages.

For information on the University’s employee benefit program, please contact your Human Resources representative.

Property Insurance

This policy covers all risk of physical loss or damage to University property, including buildings and contents. Each University department sustaining a loss under this coverage is responsible for the first $5,000 of cost to repair the damaged property, or replace if stolen or destroyed. For losses to boilers, furnaces and air conditioning equipment, and electrical transmission equipment, the per occurrence deductible is $25,000.

Auto Liability Insurance

This policy covers damages and legal defense costs for bodily injury or property damage resulting from an accident involving a University owned or rented vehicle. Employees or students who operate a University owned or rented vehicle on University business, or for an approved University function or activity are covered.

General Liability Insurance

This policy covers damages and legal defense costs for bodily injury, personal injury (libel, slander, or defamation) or property damage to third parties for which the University is legally responsible. The policy covers University activities worldwide. Employees are covered on an individual basis subject to policy terms and conditions.

Worker's Compensation

This policy provides medical treatment, wage loss, and disability benefits for employees of the University who suffer an injury or occupational illness as a result of an accident arising out of and in the course of employment. Employees must use doctors and medical facilities authorized by the University in order for workers’ compensation benefits to be paid.

FREQUENTLY ASKED QUESTIONS:

1. How do I report a loss or claim? All losses or claims should be reported immediately to the Washington University Insurance Department (935-5627 or 935-5561). The Insurance Department staff can send you the proper forms to complete, such as the Washington University Report of Injury or Illness form, or tell you what information is needed in order to promptly handle the claim. These forms can be found on the insurance website, www.insurance.wustl.edu.

Lawsuits or letters received from attorneys should be sent immediately to the Office of the Executive Vice Chancellor and General Counsel (OGC). The OGC staff will forward a copy as appropriate to the Insurance Department. The internal address for the OGC is Campus Box 1058.

2. Do I need to do anything in order for my department equipment and contents to be insured? The majority of University owned contents and equipment are automatically covered under our property insurance policy while on University premises, and during transit. Again, all losses and claims under our property policy are subject to a department deductible of $5,000. All fine arts, rare books, manuscripts, etc. with values of $250,000 per item must be reported and scheduled to receive coverage under the property insurance policy.

3. If I take University property off campus, or on a business trip, is it covered? Yes, University property is covered worldwide, subject to certain excluded countries (war zones). Check with the Insurance Department or our website for an updated list of war zone areas

4. How can I insure my department laptops, computers, video equipment, and other items that are prone to theft and mysterious disappearance without having to pay a deductible? The Insurance Department has a self-administered and self-funded program that provides repair or replacement cost coverage for department laptops, computers, and other moveable equipment with no deductible. Coverage is optional for departments. Equipment must be individually scheduled for coverage to apply. There is a modest (currently $.50 per $100 of insured value) premium charge for this coverage. Contact the Insurance Department (935-5627), or visit our website for the necessary forms to schedule coverage.

5. An item was stolen from our department. What are the steps in replacing the item? First, always report thefts to the University Police (935-5555) or Protective Services at the Medical School (362-4357) as soon as you discover the item missing. cartoon of robber A police report will be needed to file an insurance claim. Next, contact the Insurance Department (935-5561) to report the loss and to receive instructions on replacing the item. If the item needs to be replaced immediately, before you are able to contact the Insurance Department (i.e. if the loss occurs over a weekend), please be sure to save all invoices and receipts of purchase.

6. Is my personal property covered by the University’s insurance while it is on University premises? Personal property of employees or students is not covered by the University’s property insurance, unless the University is legally liable for the loss or damage.

7. I plan to rent a vehicle for University business travel in the United States and Canada. Should I purchase insurance from the rental car company? No. You should not purchase any insurance offered through the rental car company for domestic business travel within the United States, Canada, and U.S. territories and possessions. The University’s auto liability insurance will cover you and the rental vehicle during authorized business travel within these areas.

8. I am traveling overseas on University business, and plan to rent a vehicle for travel in a foreign country. Will the University’s auto liability insurance cover this rental? No. The University carries international liability insurance that covers foreign rentals on an excess basis over compulsory insurance required by the foreign country. The employee should purchase compulsory insurance offered through the rental car company, including coverage for theft or physical damage to the rental vehicle.

9. I am using my personal vehicle for University business. Am I covered under the University’s policy? cartoon of vehicle accident The University’s policy would be excess over the employee’s personal policy. However, the University will reimburse employees for their collision deductible if their vehicle is damaged in an accident while they are in the course and scope of their employment. If the employee does not carry collision insurance, the University will make no contribution.

10. A patient or visitor was injured on the premises of Washington University. Who should I contact to report this incident? Contact the Washington University Police Department (935-5555), or Protective Services at the School of Medicine (362-4357) in order to report the incident, and request assistance. The Insurance Department should also be notified (935-5561) as soon as possible.

11. I will be conducting University business or research in a foreign country that is the subject of an U.S. State Department travel warning or ban because of terrorism, or armed conflict. Will the University’s business travel accident policy cover me? Employees and graduate students are not covered under the University’s business travel accident policy in the event of an accident during travel in war zones or restricted countries. Prior to travel to these areas, contact the Insurance Department (935-5547 or 935-5561) so that special arrangements can be made for coverage. If coverage can be obtained, a premium charge will be billed to the employee’s department or grant.

12. Are there any special insurance arrangements necessary for business travel in private or University- chartered aircraft? Yes. Travel in private or chartered aircraft without prior notification to our insurance carriers could trigger exclusions (i.e., no coverage) under our business travel accident and workers’ compensation insurance policies. Contact the Insurance Department (935-5547 or 935-5561) at least 7 business days prior to the trip in order to obtain confirmation of coverage through our insurance broker and carriers. Any additional premium cost for this coverage will be billed to the employee’s department.

13. My employee told me that he injured himself while performing his job. What should I do? cartoon of back injury A Washington University Report of Injury or Illness form should be completed as soon as possible, and submitted to the Insurance Department (935-9795). If the employee needs medical care for a traumatic or life-threatening injury, the Charles F. Knight Emergency and Trauma Center is the authorized treatment facility. For all other injuries, contact the Insurance Department (935-5627), and authorization will be given for treatment at BarnesCare Corporate Health Services at 5000 Manchester Road.

14. My employee received a bill for treatment at an authorized medical facility, or had to pay for medication that the authorized physician prescribed. What should I tell my employee to do? The employee or supervisor should promptly send the bills and receipts for prescription medicine to the Insurance Department at Campus Box 1084 for processing.

15. Does workers’ compensation insurance pay for my employee’s time off work? Workers’ compensation insurance pays for temporary total disability (TTD) at a rate calculated at two-thirds of the employee’s average weekly wage, not to exceed a statutory limit. Payment begins when the employee is off work for three scheduled workdays after the injury, as long as the authorized treating physician approves the absence. Payment continues for each consecutive day lost. If the absence from work totals less than 14 days, accrued sick time should be used for the first three days lost. If the absence from work exceeds 14 consecutive calendar days, workers’ compensation will pay for the first three days lost at the compensable daily rate.

The Insurance Department will send copies of TTD checks to the employee’s department. The department should then correct or adjust payroll by the amount of the TTD check. The amount of pay the employee receives in excess of the TTD check is treated as paid sick leave to the extent accrued sick leave is available. After all accrued sick and vacation time is used, the employee will no longer receive wages from Washington University. However, TTD will continue until the authorized physician returns the employee to work, or releases him from care.

16. My employee has returned to work, but still needs to go to the doctor or therapist during working hours. Does workers’ compensation pay for this time away from work? No. Workers’ compensation only pays if the employee is temporarily and totally disabled from work. Accrued sick leave must be used for time spent at a doctor or therapist appointment.

17. What if my employee wants to be treated by his personal physician for an on-the-job injury? Will the University’s workers’ compensation insurance pay the bills? No. The Missouri workers’ compensation law gives the employer the right to choose the doctor, hospital or medical care facility that provides treatment to the employee. Treatment at authorized facilities would be at no cost to the employee. The employee may elect to have his personal physician provide treatment, but payment would be the employee’s responsibility.

18. The authorized physician has placed restrictions on what my employee can do at work. What should I do? You should review the restrictions and determine whether or not you have duties for the injured employee to perform that do not violate the restrictions. If you need assistance in clarifying the restrictions, contact the Insurance Department (935-5547 or 935-5627), and a conference with the physician can be arranged. As long as you can accommodate the restrictions, the employee should report to work. You should make sure your employee understands the restrictions, and follows them.

If you are unable to accommodate the physician’s restrictions, notify the Insurance Department (935-5627) immediately.

19. We have been asked to provide evidence of the University’s insurance coverages. Who should we contact? Any request from an outside company for evidence of the University’s insurance coverages should be communicated to the Insurance Department as soon as possible, preferably prior to the execution of any written agreements or contracts. A copy of the letter, contract or agreement containing the insurance requirements should be faxed to the Insurance Department (935-9795) for review. Once approved, the University’s insurance broker will issue the required certificate of insurance.

If an outside group is using University facilities for a special event, or you are using an outside company for transportation to an event, we may require that the group or company provide the University with proof of their insurance, or add the University as an additional insured to their policy. Please contact the Insurance Department well in advance, so we may make this request.

cartoon of bonded letter 20. One of my staff needs to acquire a notary bond (or another type of surety bond) in order to perform a necessary department function. Where do we obtain this bond? Contact the Insurance Department (935-5627), and we will work on your behalf to obtain the necessary bond from our insurance broker. The modest premium cost for acquiring this bond will be billed to your department for payment.

FOR ANY INSURANCE QUESTIONS NOT COVERED BY THIS BROCHURE, CONTACT THE INSURANCE DEPARTMENT AT 935-5561, OR 935-5547.