BUSINESS OFFICE                                                                                                44-02-004

LOST OR DAMAGED PROPERTY

 

POLICY STATEMENT.

The Division of Veterans Healthcare Services (DVHS) mandates that each of the New 
Jersey Veterans Memorial Homes (VMH) develop policies and procedures to reimburse
residents and employees for lost or damaged property when it has been determined that
the loss or damage of property was due to VMH negligence. The VMHs accept no other
responsibility for personal property. VMH negligence can only occur when the VMH
has accepted responsibility to secure the property.

PURPOSE.

To ensure that residents and employees are reimbursed by the VMH for the loss or
damage of their personal property when it has been determined that the loss or damage is
the direct result of negligence by the VMH.  Residents and employees will be assisted in
filing a claim with the New Jersey Department of Treasury, Division of Risk
Management. 

PROCEDURE.

  1. The resident or employee is expected to safeguard their personal property.

  2. Employees providing services are expected to exercise reasonable care, caution and responsibility to prevent the loss or damage of any resident’s personal property.

  3. The New Jersey Veterans Memorial Home (VMH) is not responsible for reimbursing the resident or employee for lost or damaged property unless the VMH accepted the responsibility to secure the property.

  4. A resident shall not be reimbursed for their personal property if lost or damaged by their own actions, neglect or disregard of rules. 

  5. The VMH shall establish an initial inventory of each resident's personal property upon admission into the VMH.

  6. The resident or his/her representative is responsible for notifying the VMH’s unit nursing supervisor, ward clerk, or social worker when an update to the inventory is needed, so that an accurate inventory of the resident’s property can be maintained by the VMH.

  7. No one will be reimbursed for damage to their vehicle when parked or operated on State grounds. No employee is required to have a vehicle for work performance. Any damage must be handled through the appropriate insurance company.

  8.  Employees should file a police report for personal articles of value stolen while at work.

  9. Residents and/or their representatives who believe that their property loss or damage was due to VMH negligence shall be instructed and/or assisted to complete either the “short form” or “long form” of the “Initial Notice of Claim for Damages against the State of New Jersey.

 

CLAIM AGAINST the STATE for PROPERTY DAMAGE.

  1. Please complete the “Initial Notice of Claim for Damages against the State of New Jersey” (short form), attached to this policy as 44-02-004A.
  2. This form must be filed within ninety (90) days of the date of the claim and sent to:

    3. Tort and Contract Unit,
    Department of the Treasury
    Bureau of Risk Management
    P.O. Box 620
    Trenton, New Jersey 08625
    (609) 292-4347

  3. The person filing this claim must retain a copy of the completed claim form. 

CLAIM AGAINST the STATE for PROPERTY DAMAGE and PERSONAL INJURY.

  1. Please complete the “Initial Notice of Claim for Damages against the State of New Jersey” (long form), attached to this policy as 44-02-004B.
  2. This form must be filed within ninety (90) days of the date of the claim and sent to:

    3. Tort and Contract Unit
    Department of the Treasury
    Bureau of Risk Management
    P.O. Box 620
    Trenton, New Jersey 08625
    (609) 292-4347

  3. The person filing this claim must retain a copy of the completed claim form.

 

PROCEDURES for LOSS to STATE PROPERTY or FACILITY.

  1. In the event of a loss, the individual should report the loss to their Department Head or Supervisor.  Damaged items or property should be examined by the Department Head or Supervisor.

  2. Refer to Circular 07-02-OMB – “Departmental Responsibility for Loss to Real or Personal Property or Other State Assets”, attached here as 44-02-004C.

  3. Statements of witnesses are required.  Individuals should attempt to secure the names and cooperation of individuals who will attest to having witnessed the incident.  If there are no witnesses, indicate 'NO WITNESSES'.

  4. Claims exceeding $750 must be handled directly by the Department of Treasury and should be forwarded to the following address:

    5.                         Department of the Treasury
                            Bureau of Risk Management
                            P.O. Box 620
                            20 West State Street, 6th Floor
                            Trenton, NJ  08625    
                            (609) 292-1850
                            FAX: (609) 292-2437

  5. Within 24 hours of the incident, the supervisor must complete and submit the “Notice of Loss to State Property or Facility”, attached here as 44-02-004C.

  6. This form must be typed or legibly printed and must contain all available and relevant information.  The form must be signed by the individual making the claim, the Department Head or Supervisor, as well as witnesses.

  7. The completed claim form must then be forwarded to the Department Head for review.

  8. When the Department Head has reviewed and approved the claim it will be sent to the Business Manager, as appropriate, for review as to completeness, accuracy and reasonableness.  If the claim is found to be acceptable, the Business Manager must complete and sign a "Statement Supporting a Claim for Lost or Damage to Personal Property" as well as a “State of New Jersey Payment Voucher (PV 6/93)”,  attached here as 44-02-004D.

  9. The Notice of Loss to State Property of Facility form, supporting statement, and all copies of the State of New Jersey Payment Voucher (PV 6/93) must then be sent to the Department of Treasury, Division of Risk Management.

  10. The Department of the Treasury, Division of Risk Management will review the material and approve or reject the claim.

  11. If the investigation concludes that the loss or damage was caused by:

    1. A resident: then the individual responsible and/or their representative shall be advised, restitution shall be requested, and a payment plan established if necessary.

    2. An employee or visitor: then the individual shall be advised and restitution shall be sought.

    3. The employee may be subject to administrative action.

Revised:  June 2011

 

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