Equipment Insurance
Getting & Changing Coverage Using The System
Equipment Insurance
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Add New Item
Find Existing Items for
Viewing or Maintenance
List of Insured Items Report
Annual Renewal
Use the Equipment Insurance System to add new equipment,
review or edit existing equipment on the system, delete equipment, and
create reports.
Choose this function to insure new equipment or equipment that was not previously insured. New items can be added at any time during the policy year.
Choose this function to retrieve items you have insured for the current policy year. You can also retrieve those items which match criteria entered in one or more fields.
Once the records are retrieved, you can perform the following actions on each record if appropriate: Edit, Delete, Extend Coverage, Add Domestic Coverage, and Add Foreign Coverage.
Choose the Reporting function to receive a “List of Insured Items” report showing all the equipment insured for the budgets, department, and dates selected.
Choose this function to insure new equipment or equipment that was not previously insured. For each item, you will be asked to tab to each field to enter the appropriate data. Do NOT press ENTER until you have completed the data entry.
Enter information about the budget that will be charged for the insurance premium. This does not need to be the same budget used to purchase the item. Enter information that specifically and uniquely identifies the item to be insured.
After completing data entry, the system automatically displays the data that you have entered, and clears out the Equipment ID to enable you to re-use the data for another entry.
If you intend to do another data entry without using the same data, click on “Add New Item.”
To Cancel the transaction, simply press the “Cancel” icon.
FIELD: Equipment ID
This field is disabled when you select “Edit Current Item,” “Extend Coverage,” “Add Domestic Insurance,” and “Add Foreign Insurance.”
Type the UW Inventory Tag Number if there is one. This is also known as Asset Number and is either 9 or 10 numbers.
If there is no Tag Number, press ENTER and a number will be generated for you. The number generated by the system will be displayed after all the information about the equipment has been entered, and it starts with a “T” (for e.g. T000000001).
Or, type an Equipment ID of your own choosing; however, it MUST include some letters (i.e., it must NOT be in the same format as the UW Inventory Tag numbers).
Note: If your chosen ID is a duplicate, or begins with the character T, it will not be accepted.
FIELD: Department Code
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
If your Department is not on the list of valid codes, contact Risk Management.
FIELD: Project Code
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
This field is for departments that use Project Codes for accounting purposes. If skipped, your User ID (also known as account name) will be entered by default.
The use of Project Codes can be helpful in tracking equipment assigned to different projects or groups within your department. A Project Code can be up to 6 alphanumeric characters in length. It cannot have a space as the first character and spaces between characters.
FIELD: Task
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
This field is for departments that use a Task number for accounting purposes. If skipped, this field will remain blank.
FIELD: Option
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
This field is for departments that use an Option number for accounting purposes. If skipped, this field will remain blank.
FIELD: Budget Number
This field is disabled when the item has already been billed, or when you select “Extend Coverage.”
If your Budget Number is not on the list of valid budgets, contact your department ASTRA administrator.
If editing a multi-budget item, total percent should add up to 100%. If you decide to change from a multi-budget item to a single budget item, enter “0” on the Percent field for the budget you are deleting, and change the Percent values of the remaining budgets accordingly so that they will add up to a 100%.
FIELD: Percent of Coverage
This field is disabled when the item has already been billed, or when you select “Extend Coverage.”
Enter the percent of coverage anywhere from 1 - 100%. If you wish to split the premium between more than one budget:
1. Type in the percentage to charge this budget.
2. In the next Budget field, type another Budget Number or press the down arrow to select a valid number from the list.
3. In the adjacent Percent field, type in the percentage to charge this budget.
4. Repeat steps 2 and 3 until percent totals 100%. Note: You will not be allowed to save this screen until the total percent equals 100.
FIELD: Billed Flag
This field is disabled since the system sets this flag automatically.
Billed Flag is “N” when budget has not been billed. It changes to “Y” once the budget has been billed.
FIELD: Begin Coverage Date
This field is disabled when the item has already been billed.
The default for this field is today’s date and you may not enter an earlier date. However, you may enter a future date as long as it is prior to October 31, the end of the policy year.
Date must be entered in mm/dd/yyyy format.
FIELD: End Coverage Date
This field is disabled when the item has already been billed.
The default for this field is October 31. Type an earlier date if you wish insurance for this item to end prior to that date.
Date must be entered in mm/dd/yyyy format.
FIELD: Type Of Insurance
This field is disabled when the item has already been billed, or when you select “Extend Coverage.”
Click on “Domestic” button if you wish local coverage, or “Foreign” if you wish coverage outside the United States.
FIELD: Location Code
This field is disabled when you select “Extend Coverage.”
If you cannot find your building on the list of valid codes, contact Risk Management.
FIELD: Country Code
This field is disabled when you select “Extend Coverage.”
If you cannot find the country on the list of valid codes, contact Risk Management.
FIELD: Replacement Value
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
You are responsible for assigning value to an item. The value should be based on replacement cost without reduction for depreciation. If the item is new, use the purchase price; if it is not new, contact a vendor for a suggested value, including sales tax, of the same model or a similar one currently available.
Risk Management does not have pricing information.
If a claim is made, reimbursement is based on the replacement cost at the time of the loss and you are responsible for providing proof of value. In any case, the reimbursement amount will not be more than the value you assign here.
FIELD: Transit From/To
This field is disabled when you select “Extend Coverage.”
You are required to use this field if you choose “In Transit” as the Location Code. Type the city and state or country where transit originates and ends, e.g., “UW/Woods Hole, MA” or “NY, NY/Toronto, Canada.” Abbreviate if necessary.
FIELD: Equipment Code
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
· ART (artwork): individual pieces of art, art exhibits, or museum exhibits
· AV (audio visual): fax machines, photocopiers, transcription equipment, VCRs, camcorders, projectors, cameras, lenses, microphones, amplifiers, equalizers, tape players, CD players, televisions, telephones, microfiche readers or printers.
· C (computers, but NOT laptops): computers, CPUs, hard drives, work stations, monitors, printers, cables, keyboards, mice, modems, external disk drives, CD-ROM readers, scanners, tape drives, calculators, software.
· LAB (laboratory equipment): spectrometers, microscopes, balances, scales, medical equipment, refrigerators, freezers, centrifuges, incubators, imaging systems, water baths, sensors, vacuum pumps.
· LAP (laptop computers): laptops, palmtops.
For miscellaneous or items that do not clearly fit in the above, choose LAB.
FIELD: Equipment Description
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
Put a general one or two-word description of the item in this field.
FIELD: Manufacturer
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
This field’s purpose is to help identify the item. If there is no single or specific manufacturer, or the item is fabricated by a University department, please indicate that, e.g., "Fabricated by UW dept.” Abbreviate if necessary.
FIELD: Model Number
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
Examples of model name and/or number combinations include Centris 610, 3100L, PS2/50.
FIELD: Serial Number
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
This number is often found on the back or bottom of equipment and is unique to that piece of equipment. You can often find this number on the official UW Inventory list, as well.
FIELD: Owner of Item
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
If the UW leases or is loaned the item, type the name of the actual owner.
If an employee owns the item, get approval from your department chairperson or director. Then type the employee’s name here.
FIELD: Security Device Present
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
If your equipment is bolted to a table or secured by a cable, anchor pad, or fiber optic security cables, or area alarm system, type Y here. If you simply close and lock your office door, type N here.
FIELD: Renew Coverage
This field is disabled when the item has already been billed, or when you select “Extend Coverage,” or “Add Domestic Coverage,” or “Add Foreign Coverage.”
If you type Y here, this item will automatically be reinsured for the next policy year. During the Annual Renewal period (November 1-30), you will be able to edit all fields or delete the item.
FIELD: Comments
Use this space for additional details about your item, e.g., add-ons to your computer, how an art piece is exhibited, or any other notes to Risk Management.
You may also use this field for any reminder you would find helpful when reviewing your insured equipment. Some examples might be: “Surplused-- remove at Annual Renewal,” or “This was in Prof. John’s office, but now it’s in Prof. Sally’s.”
FIELD: Policy Year (For Office Use Only)
This defaults to the value of the policy year that is currently active.
FIELD: User ID (For Office Use Only)
This is the UWNetID userid.
FIELD: Expenditure Code (For Office Use Only)
This defaults to “03-25-00.” This is Risk Management’s expenditure code.
FIELD: Total Premium (For Office Use Only)
This is the total charge for the insured item. It is calculated as follows: Replacement Value x (Number of Months of Coverage) x (Premium Rate).
FIELD: Premium Rate (For Office Use Only)
This is was the rate used to calculate the total premium.
FIELD: Entered By (For Office Use Only)
This is the UWNetID of the person who entered the item to be insured the system.
FIELD: Request Date (For Office Use Only)
Defaults to today’s date, and is the date the item was entered in the system.
FIELD: Add Date (For Office Use Only)
Defaults to today’s date, and is the date the item was entered in the system.
FIELD: Update Date (For Office Use Only)
This is the date the item was modified.
FIELD: Updated By (For Office Use Only)
This is the UWNetID of the person who updated the item.
Retrieves all items you have insured for the current policy year and displays these items on the top of the page.
To search a particular item(s), you can retrieve the item by entering criteria in one of the search fields below the listing of records. Select any field(s), enter the defining criteria, and press Search.
Each row of records displays a link to an action that can be performed on each record. To edit a particular record, just simply click on the “Edit” link.
Actions that can be performed on each record are listed below. NOTE: Not all of these actions are available; the system displays only those actions that are appropriate for that particular record.
·
Edit
You can edit all fields except the Equipment ID up until the billing is
processed at the end of each month. At that point, most of the fields are
“locked” to prevent changes. You can always edit the Location Code, Comments,
and Renew Coverage fields.
·
Delete
This action is available after Edit has been selected to give you the chance to
see the detail before deleting the item. Note that the system does not display
this action when the item has already been billed.
·
Extend Coverage
This function can only be used if the End Coverage Date is other than October 31
and the item has been billed for in the past.
·
Add Domestic Insurance
Select this menu item if you wish to add domestic coverage for the first time
for an existing item which has foreign coverage.
·
Add Foreign Coverage
Select this menu item if you wish to add foreign coverage for the first time for
an existing item which has domestic coverage.
FIELD: Policy Year (For Office Use Only)
Defaults to the current policy year.
FIELD: User ID (For Office Use Only)
This is the UWNetID userid.
FIELD: Expenditure Code (For Office Use Only)
This defaults to “03-25-00.” This is Risk Management’s expenditure code.
FIELD: Equipment ID
Type the UW Inventory Tag Number if there is one. This is also known as Asset Number and is either 9 or 10 numbers.
You can enter the entire UW Inventory Tag Number, or only a portion of its entire value. For e.g., if you know only the first 3 digits of a 10 digit UW Inventory Tag Number, enter the first 3, and the system will return all records that match the first 3 digits of the value you entered.
FIELD: Department Code
If your Department is not on the list of valid codes, contact Risk Management.
FIELD: Budget Number
If your Budget Number is not on the list of budget numbers, contact your department ASTRA administrator.
FIELD: Begin Coverage Date
You have the option to select the following operators:
= Equal To
> Greater Than
< Less Than
<= Less Than Or Equal To
>= Greater Than Or Equal To
<> Not Equal To
Date must be entered in mm/dd/yyyy format.
The system then concatenates the operator to the value of the Begin Coverage Date you entered.
FIELD: End Coverage Date
You have the option to select the following operators:
= Equal To
> Greater Than
< Less Than
<= Less Than Or Equal To
>= Greater Than Or Equal To
<> Not Equal To
Date must be entered in mm/dd/yyyy format.
The system then concatenates the operator to the value of the End Coverage Date you entered.
FIELD: Type Of Insurance
Click on “D”omestic to query only records with domestic coverage. Click on “F”oreign to query only records with foreign coverage. To query *all* records (both domestic and foreign), do not click either one of the buttons.
FIELD: Location Code
If you cannot find your building on the list of valid codes, contact Risk Management.
FIELD: Country Code
If you cannot find the country on the list of valid country codes, contact Risk Management.
FIELD: Replacement Value
Enter the replacement value you are searching for. You can enter values such as:
= 1000 > 1000 < 1000 <= 1000 >= 1000 <> 1000
FIELD: Equipment Code
Enter the equipment code that you are searching for. The following are the codes used in the system:
· ART (artwork): individual pieces of art, art exhibits, or museum exhibits
· AV (audio visual): fax machines, photocopiers, transcription equipment, VCRs, camcorders, projectors, cameras, lenses, microphones, amplifiers, equalizers, tape players, CD players, televisions, telephones, microfiche readers or printers.
· C (computers, but NOT laptops): computers, CPUs, hard drives, work stations, monitors, printers, cables, keyboards, mice, modems, external disk drives, CD-ROM readers, scanners, tape drives, calculators, software.
· LAB (laboratory equipment): spectrometers, microscopes, balances, scales, medical equipment, refrigerators, freezers, centrifuges, incubators, imaging systems, water baths, sensors, vacuum pumps.
· LAP (laptop computers): laptops, palmtops.
For miscellaneous or items that do not clearly fit in the above, choose LAB.
Choose the Reporting function to receive a “List of Insured Items” report showing all the equipment insured for the budgets, department, and dates selected.
The report defaults to include all budget and department combinations for which you are authorized. If you wish to include only a single budget or department, type the budget number and/or department code, or select from a list.
The report defaults to include all items insured anytime during the current policy year (from 11/1 to 10/31). If you wish to include only those items added during a shorter time period, enter the dates for this period in the Begin and End Reporting Date fields.
FIELD: Policy Year
You only need to change this field if you are trying to access archived data from a prior policy year. Type your chosen policy year following the format in the default.
You will only be able to view archived data, not edit it.
FIELD: User ID
This is the UWNetID userid.
FIELD: Expenditure Code
This defaults to “03-25-00.” This is Risk Management’s expenditure code.
FIELD: Budget Number
This field defaults to all budgets for which you are authorized. To accept, press <ENTER> to move to next field, or press <Create Report> to generate report.
To report on a single budget, type the 6-digit budget number (it is not necessary to include the hyphen) and press <ENTER>. Or select from a list of your authorized budgets, using the arrow keys to select one, then press <ENTER>.
FIELD: Department Code
This field defaults to all departments for which you are authorized. To accept, press <ENTER> to move to next field, or press <Create Report> to generate report. Most users are only authorized for one department.
If you are authorized for multiple departments, you may select a single department by typing the department code and pressing <ENTER>. Or select from a list of your authorized departments, using the arrow keys to select one, then press <ENTER>.
FIELD: Begin Reporting Date
This field defaults to the beginning date of the current policy year. To accept, press <ENTER> to move to next field, or press <Create Report> to generate report.
A report generated using the default dates for both the Begin Reporting Date and End Reporting Date fields will include all insured items in the current policy year.
To use a different Begin Reporting Date, type the date (see format below) and press <ENTER>.
You can use the following formats, but they must be in month, date, year order: 06/07/1996, 06/07/96, 060796, 6/7/96, 6.7.96, Jun 7 96.
FIELD: End Reporting Date
This field defaults to the ending date of the current policy year. To accept, press <ENTER> or <Create Report> to generate report.
A report generated using the default dates for both the Begin Reporting Date and End Reporting Date fields will include all insured items in the current policy year.
To use a different End Reporting Date, type the date (see format below) and press <ENTER>.
You can use the following formats, but they must be in month, date, year order: 06/07/1996, 06/07/96, 060796, 6/7/96, 6.7.96, Jun 7 96.
FIELD: Type Of Insurance
Enter a ‘D’ if you want the system to report only on insured items with domestic insurance coverage. Enter a ‘F’ to report on foreign insured items. Enter ‘A’ for all to report on both domestic and foreign insured items.
FIELD: Download Data To A File?
Enter a ‘Y’ if you want the system to create an ASCII tab-delimited or comma-space-delimited file that contains all equipment data. Once created, the system creates a link that once clicked, allows you to save the file in any of your workstation’s directory.
Enter an ‘N’ if you want a standard report that contains only certain equipment fields. Once created, you have the option of saving the file to your workstation by opening your browser’s File/Save As.
FIELD: Format
Click on Comma-Space-Delimited File button if you want the system to create the file with comma and space separating each value. The system saves the file with a .csv file extension. This is recommended for users who do not have commas entered in any of the values, or do not have MS Excel.
Click on Tab-Delimited File button if you want the system to create the file with tabs separating each value. The system saves the file with a .XLS file extension. This is recommended for users who have commas entered, and for those who have MS Excel.
October/November is the Annual Renewal period. The database is copied for the new insurance year at midnight on October 31.
Review your listing of insured equipment,
Has the replacement value changed?
Do I still have the equipment I’m insuring?
Do I wish to continue insuring everything?
Have the budget numbers changed?
Example: You notice that you are insuring an old computer for $4,500, the 1991 original purchase price. You know you can buy a comparable new system for about $500 and decide it’s time to edit the replacement value.
Edit and/or delete items during the month of November based on your review because there are no refunds,
Example: You also notice that several items have been moved to new locations and some have been surplused. You edit the Location Codes for the moved items and delete the surplused ones.
You must finish any changes by November 30.
Example: You have reviewed and edited almost everything, but postpone finishing it. You get busy with other tasks. On December 1, you are billed for some items you no longer own because they were not removed from the system. You immediately call Risk Management and find out they don’t do refunds.
