Claim Reporting

For the public

Minnesota's State CapitolPotential claims against the State of Minnesota should be reported to the state agency or state entity the claim will be against; if it is known.

If you are unsuccessful in contacting the state agency or entity contact Risk Management Division and we will assist you. Before contacting us please have the following information:

  • Identity of the agency/entity you think is involved,
  • Time and date of the incident,
  • Location of the incident, and
  • Brief description of what happened.

Risk Management Division personnel will make every effort to resolve your claim or refer you to the correct party.

For Minnesota state agencies

The Claims Reporting Guide (pdf) provides the State of Minnesota and its agencies with standard procedures to follow in the event of any incident that may result in an insurance claim. Adopting these procedures may help reduce the severity of loss and increase chances for recovery from the party or parties responsible for a loss. The guide recommends steps to take  in the event of a loss; to the extent that actual policy provisions differ from the recommendations, policy provisions will prevail and should be followed.

Please contact Risk Management Division for assistance.

 

Underwriting

man on phone reviewing insurance informationInsurance coverages

The Property and Casualty Unit serves as the state’s own insurance company. The unit provides automobile liability insurance for the state’s vehicle fleet; provides state agencies with property and general liability insurance protection; and can also obtain insurance coverage through the private insurance marketplace for unique or unusual exposures.

Forms

  1. Insurance Application - Automobile (Excel format) (pdf format)
  2. Insurance Application - Package  (Excel format) (pdf format)
  3. Change in Insurance Coverages (pdf)
  4. Student Intern Audit Form  (Excel format) (pdf format)
  5. Certificate of Insurance Request (pdf)

Please contact either Dave Agren at 651-201-2594 or Marlys Williamson at 651-201-2591 with any insurance questions.

Certificates and memorandums of insurance

A certificate or memorandum of insurance is a  form verifying the issuance of a policy and detailing the coverage in general.

Memorandums of insurance for student intern malpractice insurance coverage can be obtained from the website of  broker Marsh Inc., at: www.marsh.com/moi?client=3489.

Certificates of insurance for all other insurance coverages should be requested by completing the Certificate Request Form (pdf).

 

Property Loss Control

Split Rock LighthouseProperty Loss Control is a technique that seeks to eliminate or minimize loss activity with training, safety, and security measures. The objectives of the state's Property Loss Control initiative are to:

  • Protect individuals from physical harm and loss of life.
  • Protect state property from physical damage or loss.
  • Reduce or eliminate fortuitous property losses that disrupt state operations and impact the state's ability to carry on the business of state government.

Seven property loss control programs are available:

  1. Hot work
  2. Impairment
  3. Inspection and testing - maintenance of fire protection equipment
  4. Emergency response
  5. Plan review of modifications and new construction
  6. Audits to confirm implementation of programs
  7. Loss investigation and analysisFire fighters in training

The program policy can be viewed and printed by clicking on the links in the brief explanations below:

  1. Hot work (pdf) guidelines outline the proper safety procedures to follow when engaged in any activity that produces a spark.
  2. Impairment (pdf) guidelines outline the actions to be taken when fire detection/protection equipment is inoperable.
  3. Inspection and testing (pdf) guidelines outline the systematic testing and maintenance of fire protection and fire detection equipment. The monthly fire pump churn test (pdf) is an example.
  4. Emergency response (pdf) guidelines are used when discussing with local fire officials the lay of the land so they are well prepared in case of a catastrophic event.
  5. Plan review is a highly recommended service of Risk Management Division for reviewing blueprints for sprinkler density to occupancy relations, as well as other loss control particulars regarding a construction project.
  6. Audits, including loss control visits to check local conditions and compliance with implemented programs.
  7. Loss investigation and analysis, for determining cause of loss and for strengthening loss control systems statewide.

 

Black vanFleet Safety

The Risk Management Loss Control Policy seeks to reduce the frequency and severity of vehicle-related accidents. Knowing this information can help reduce the risk of injuries and decrease the state’s cost of insurance resulting from motor vehicle accidents.

Anyone who has ever been involved in even a minor fender bender is aware of the resulting fallout which involves time, money and effort. Accidents involving state vehicles and state employees can be even more complicated. These standards are steps that employees and agencies must follow to minimize the risk of vehicle accidents.

Fleet Safety Management Standards (pdf)
Policy on Drivers' License & Record Checks (pdf)
Defensive Driving Course
Agency Guide for Determining Appropriate Vehicle Travel Options (pdf)
 

For more information on fleet safety and distracted driving check out the following sites:

Federal OSHA Motor Vehicle Safety

Federal OSHA Distracted Driving

National Highway Traffic Safety Administration

National Safety Council - Distracted Driving (web site)

National Safety Council - Distracted Driving FAQs (video series)

Network of Employers for Traffic Safety

Network of Employers for Traffic Safety (Minnesota)

 

Enterprise rental car contracts

V-33(5) (pdf) Short and long term rentals initiated in MN
V-38(5) (pdf) Short term rentals initiated in U.S., outside MN

For rentals initiated outside the U.S., obtain insurance coverage from the rental company

Towing trailers

This pamphlet (pdf) to provides State of Minnesota drivers with basic information necessary to safely tow a trailer behind a state vehicle. The applicable state agency is responsible for providing training for drivers involved in towing.

Driving a van

This booklet (pdf) provides “tips” for van drivers, and covers such areas as emergencies, maintenance, and passenger etiquette.

 

Flood and Weather Related ResourcesYellow danger sign surrounded by flood water

2011 flood information and resources

Flood health and safety information

Pre-flood checklist

If flooding is imminent, agencies should take the following precautions to protect their property, records and other material:

  • Relocate the following to a safe area: High-value items; Equipment, including movable electronic equipment; Vehicles that may be needed after the flood; Critical records, files and blueprints
  • Place all materials that may be damaged by water on pallets or on shelves that will be above the expected high-water level
  • Secure or anchor any outside storage or equipment that cannot be moved
  • Check roof drains to make sure they are clear of debris
  • Record a list of key contact numbers and keep a copy in a safe off-site location

Flood claims reporting

In the event of flood damage to state-insured property, contact Risk Management Division, Department of Administration, at (651) 201-2592 during business hours. After-hours claims can be reported to Gallagher Bassett Services Inc. at (866) 489-5797.

Building water intrusion and response actions

Agencies with facilities that are not insured through Risk Management Division should review Safety & Loss Control's Building water intrusion and response actions (Word). Contact Safety & Loss Control at (651) 201-3016 with questions about indoor air quality after a flood.

Other weather

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