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Alameda County, CA, acgov.org

County Property Claims

Physical damage to County real property from fire, flood, earthquake, as well as real property damage caused by a contractor or member of the public, or cyber exposure such as privacy breach both on the internet and documents with personal information stolen should be reported within 24 hours regardless of how small the damage may appear. Prompt reporting allows us to respond to the site and reduce further damage, secure recovery information in the event there is a responsible party, and notify our insurance carrier as applicable. Please contact Karen Caoile, Risk Management 510-272-6920 or tie-line 2-6920.

Employees should review employee’s incident/claims reporting duties for additional reporting information.

Loss Of or Damage To County Personal Property

If a County department suffers a loss of or damage to County personal property, under certain circumstances, Risk Management will reimburse, subject to depreciation, the value of the property.

County Personal Property

Alameda County self insures properties owned by the County or in the care, custody and control of the County regardless of location or while in transit.

Direct physical loss to County properties is covered by the self insured program, but only if the loss is caused by a covered peril. Determination of the covered peril is the responsibility of Risk Management. However, protection from, and prevention of property loss is the responsibility of the County departments and employees.

All covered losses are subject to a $500.00 deductible per occurrence. Deductibles are the responsibility of the department who suffered the loss.

LOSS REPORTING PROCEDURE - Within 24 hours, all occurrences of County properties that were lost or damaged must be reported by the Department, who suffered the loss, to Risk Management Unit and appropriate authorities.

The Departments responsibility upon discovery of the loss includes:

  1. The Department should take immediate action to protect the property from further damage or tampering, e.g. cordoning the affected area and making it inaccessible to unauthorized personnel, etc.
  2. Do not remove or replace the damaged property without prior approval from the Risk Management Unit.
  3. Complete the Alameda County Incident Report Form (non-vehicle related) (PDF - 24kb)* form and submit to Risk Management Unit.
  4. Make a detailed list of damaged or lost properties. This information will be needed by Risk Management Unit, Police Department and/or Fire Department.
  5. Document costs to repair, replace or clean up. You will need these when you are ready to file a property claim or when Risk Management pursues recovery from a responsible party.

CLAIMS REIMBURSEMENT GUIDELINES- If the loss is caused by a covered peril and the amount of the loss is above the deductible, it is the Department's responsibility to prove the loss. The Department will need to submit the claim form County Vehicle Damage Reimbursement Request (Form 430300-5) (PDF - 138kb)* to Risk Management with the following documents to support the loss:

  1. A copy of the estimate to repair or replace the damaged property.
  2. A copy of the invoice if repairs, replacement of, or clean up costs have been incurred.
  3. A police report if applicable.
  4. A fire report if applicable.
  5. An environmental health report if applicable.

If all the required documents are received by Risk Management, Risk Management will evaluate the claim to determine if the loss is caused by a covered peril. If approved, the Auditor-Controller’s Office will submit the check directly to the employee department’s liaison.

ANY LOSS OR DAMAGE REPORTED MORE THAN 12 MONTHS FROM THE DATE OF THE OCCURRENCE WILL NOT BE ELIGIBLE FOR FUNDING OR REIMBURSEMENT.

County Vehicles

Coverage to County vehicles is automatic. Direct physical loss to these vehicles is covered by the self insurance program when the County repairs or deems the vehicle to be a total loss. The loss must be caused by a covered peril and the determination of the covered peril is the responsibility of Risk Management. However, protection from, and prevention of property loss is the responsibility of the County departments and employees. Damage to County vehicles that were intentionally misused is not reimbursable by the program.

CLAIMS REIMBURSEMENT GUIDELINES - Upon repair or determination that the damaged County vehicle is a total loss, the repairing department must submit a County of Alameda, Vehicle Property Loss Report (County of Alameda Vehicles Only) (PDF - 18kb)* form to Risk Management by QIC 28505. The form must be completed in entirety with supporting documentation. Documentation to include applicable repair invoices, salvage bids, total loss documentation and the Vehicle Accident/Vehicle Incident Report (Form 430300-1) (Word - 309kb)**.

All covered losses are subject to a $500.00 deductible per occurrence. Deductibles are the responsibility of the department that suffered the loss.

Pursuing Financial Recovery for Loss of or Damage to County Property

The Risk Management Unit assists County departments in pursuing financial recovery against those who caused loss or damage to County property. In this type of occurrence, the department should contact Risk Management Unit immediately upon discovery of the loss or damage. Before Risk Management Unit can proceed in pursuing the recovery, there must be sufficient evidence to prove liability against another party. The Department must show proof of damages sustained and the value of the damages. Subrogation is a cooperative effort between the affected department and Risk Management Unit.

Proof of evidence should include, but not limited to:

  1. Police Report
  2. Vehicle Accident Report
  3. Incident Report
  4. Photos
  5. Repair Invoices

* Portable Document Format (PDF) file requires the free Adobe Reader.

** Microsoft Word (DOCX) file requires the free Microsoft Word Viewer.

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