Property/Casualty Insurance Information System (PCIIS)

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The state Property/Casualty Insurance Information System (PCIIS) was developed by the Risk Management & Tort Defense Division to assist state agencies in reporting their insurable assets in accordance with §2-9-201, MCA. Through web-based reporting tools, agencies may enter new assets, update existing assets, or review historical insurance information.

Agency risk exposure reporting contacts are responsible to verify the accuracy of the requested asset information with their risk coordinator and appropriate agency management before submitting the forms to the Risk Management & Tort Defense Division. Changes in ownership, changes in values, unreported assets, or assets that exceed insurance policy limits during FY 2021 may not be covered by insurance unless they are submitted to the Risk Management & Tort Defense Division. Assets that will be sold, demolished, abandoned, destroyed, or not replaced during FY 2021 should not be reported.

Participation in the state property casualty insurance program is mandatory unless otherwise indicated that insurance coverage is optional. Where indicated, forms must be submitted on-line or in an alternative format provided by the Risk Management & Tort Defense Division on or before January 15th, 2020, in order to secure coverage. If you have additional questions about exposure reporting, please contact the Risk Finance Specialist at (406) 444-2421. If you have additional questions about insurance coverage, please contact the State Risk Manager.

2020 Risk Exposure Reporting Instructions

ACCIDENT, DEATH, & DISMEMBERMENT INSURANCE (Optional)

The state's accident, death, and dismemberment insurance covers accident, injury, medical expenses, and dismemberment for volunteers of activities sponsored by the Montana University System. This policy applies to volunteers who provide direct service to the University System for sponsored events or activities excluding employees or student interns.  University System volunteers who provide direct service to the university campuses are defined as; 1) all volunteers participating in policyholder sponsored and supervised volunteer activities; 2) all volunteers while travelling directly to and from the activity and home; or 3) all volunteers while traveling with a policyholder supervised group in connection with such activities.

A summary of accidental death & dismemberment insurance coverage may be found at http://rmtd.mt.gov/insurance/addsummary.aspx. Coverage may vary by university. The Montana University System is the only state agency presently authorized to obtain accident, death, and dismemberment insurance through the Risk Management & Tort Defense Division.

Each campus must complete the volunteer schedule provided by the Risk Management & Tort Defense Division for volunteer full time equivalents (FTEs) that may need insurance during FY 2021.

Note: Volunteers reported during the FY 2020 reporting cycle should be those volunteers that are projected to be utilized during FY 2021. Volunteers reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported volunteers utilized in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

AIRCRAFT INSURANCE

The state's aircraft insurance protects state agencies against liability from third parties arising from the operation of aircraft for state purposes. In addition, agencies may obtain hull (i.e. physical damage) coverage for their aircraft by contacting the Risk Management & Tort Defense Division.

A summary of aircraft insurance coverage may be found at http://rmtd.mt.gov/insurance/aircraftsummary.aspx. Coverage may vary by agency. Insurance only applies to aircraft with fewer than 10 seats. Contact RMTD if you need coverage for aircraft with more than 10 seats. Aircraft values must be accurately reported. Aircraft are insured to the lesser of the stated value or the actual cost to repair/replace.

Non-owned aircraft are automatically covered for liability if used for less than 90 days and do not need to be reported. If usage is expected to exceed 90 days, please contact RMTD. Non-owned aircraft are not covered for hull damage unless requested by a state agency. Photographic or other equipment is not covered unless permanently attached to the aircraft and reported through PCIIS.

In the event of a loss, the aircraft will be replaced to the lesser of the actual cost to repair or replace, however, only to the stated value. Therefore, it is important that this value is accurately reported. Only aircraft owned/leased/rented by the state that are listed on the commercial insurance policy are provided coverage.

Please indicate the aircraft type, FAA number, year, make, model, number of seats, ownership, hull coverage, stated value, division/sub-agency, what the aircraft is used for, hours flown, pilot's name(s), and start coverage date. Non-state employee pilots must be approved by RMTD in writing before using the aircraft. Premiums are determined by the commercial insurer based on each agency's reported risk exposure data.

Those agencies with aircraft will be billed by the Risk Management and Tort Defense Division. Aircraft insurance coverage for a particular aircraft may be cancelled by clicking the 'End Coverage on Selected Item' button. Each agency's insurance premium is determined by the year, make, and model of the aircraft and prior loss history.

Note: Aircraft reported during the FY 2020 reporting cycle should be those aircraft that are projected to be utilized during FY 2021. Aircraft reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported aircraft utilized in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

AIRPORT INSURANCE

The state's airport liability insurance protects state agencies against liability from third parties arising from the operation of state airports.

A summary of airport insurance coverage may be found at http://rmtd.mt.gov/insurance/airportsummary.aspx. Coverage may vary by agency. Please indicate the airport name, city, zip code, elevation, runway type, runway width, runway length, and the start coverage date.

Premiums are determined by the commercial insurer and divided by the number of airports. Those agencies with airports will be billed by the Risk Management and Tort Defense Division. Airport insurance coverage for a particular airport may be cancelled by clicking the 'End Coverage on Selected Item' button.

Note: Airports reported during the FY 2020 reporting cycle should be those airports that are projected to be utilized during FY 2021. Airports reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported airports utilized in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

AUTO (VEHICLE) INSURANCE

The state's auto (vehicle) insurance protects state agencies against liability arising from the operation of vehicles for official state activities. Employees who are traveling outside of the United States are required to purchase local vehicle liability insurance. Comprehensive/collision coverage is optional and may be purchased by state agencies to cover auto physical damage under the state self-insurance plan. State and university employees who lease/rent vehicles from private rental car companies are encouraged to take advantage of the free vehicle comprehensive/collision coverage that is provided by VISA and WSCA worldwide for state/university employees who charge their entire travel fare on their state procurement card and/or lease/rent vehicles from Enterprise or Hertz http://rmtd.mt.gov/insurance/autofreesummary.aspx. Agencies and universities leasing vehicles through VISA or  WSCA contract are not covered by the state self-insurance plan unless their vehicles are reported to the Risk Management & Tort Defense Division.

A summary of auto insurance coverage may be found at http://rmtd.mt.gov/insurance/tortliability.aspx. Coverage may vary by agency.

Liability

All vehicles that are owned/leased/loaned/rented by the state are covered for liability, except personal vehicles of state employees and vehicles over 15 passengers. Vehicles over 15 passengers are not covered for vehicle liability unless prior written approval has been granted by the State Risk Manager. Those agencies owning vehicles and wishing to add insurance coverage must complete the vehicle liability form found in PCIIS in order for coverage to apply.

Please indicate the total mileage for all vehicle activity and the number of vehicles by class on the 'Edit Liability Data' page. Do not include vehicles leased from the Montana Department of Transportation Motor Pool in Helena in the number of vehicles by class.

Passenger Cars - Cars, passenger vans (under 15 passengers), suburbans, blazers, etc.

Buses - Commercial use, over 15 passengers.

Light Trucks - One ton or less, including cargo vans.

Medium Trucks - 11,000 to 30,000 GVW and motor homes.

Heavy Trucks - Tandem axle (semi truck) and special units, diesel or gasoline.

Motorcycles/Scooters - A powered vehicle with two wheels in tandem, may have a side car with a third wheel.

Commercial Trailers - Semi-trailers, mobile office trailers.

Self-Propelled/Specialized Equipment - Mowers, snowmobiles, motor patrols, crawlers, street sweepers, drones and watercraft.

Utility Trailers - Flatbed, not enclosed, and all enclosed trailers.

15 Passenger Van - A van with seating for 15 passengers, including the driver (driver + 14 passengers).

Agencies are requested to maintain a current list of state owned/leased/loaned/courtesy vehicles; however, they do not need to submit any lists unless specifically requested. The number and type of units will provide the basis for billing insurance premium allocations.

State owned/leased/loaned/courtesy vehicles acquired throughout the fiscal year that require liability coverage are covered immediately, but must be reported in PCIIS the following year. No prorated premium for the balance of the year will be charged. Conversely, no prorated rebates will be given for vehicles sold or placed in surplus during the fiscal year.

Comprehensive/Collision (Optional)

Those agencies owning vehicles or drones and wishing to add comp/collision coverage must add the vehicle in PCIIS first in order for coverage to apply. Agencies are required to enter the following information on the 'Vehicle Comprehensive/Collision' entry form provided in PCIIS if comprehensive/collision coverage is desired.

  • Year, Make, Model
  • Type of Unit (passenger car, bus, etc., see above for definitions)
  • Vehicle Identification Number
  • Ownership
  • Market Value of the Vehicle (based on NADA values)
  • Current/Primary Location (street address, city, zip) where parked or most commonly used
  • Start date
  • Additional comments such as license plate number and name of the owner/lender

The NADA (National Automobile Dealership Association) used car guide is typically used to determine market values for vehicles not recently acquired. The NADA used car guide website may be accessed by clicking on the link 'Market Value' at the top of the 'Vehicle Comprehensive/Collision' form provided in PCIIS.

Each vehicle must have an accurate market value or coverage will not be provided. Agencies with a large number of vehicles should contact the Risk Finance Specialist for access to RMTD's online subscription to NADA. Agency users are required to update the market value of each vehicle annually to ensure accurate premium calculations.

State vehicles parked on state premises have catastrophic insurance coverage for physical damage, however, they must be reported as 'Special Contents, Vehicles' in the Commercial Property section of PCIIS in order for coverage to apply. Only report vehicles at locations whose cumulative value exceeds $50,000. Do not report each vehicle separately.

Buses whose replacement cost (new) exceeds $250,000 should be reported as special contents on the building most proximate in the Commercial Property section of PCIIS.  Please report the value of the bus by building as 'special contents, buses'.

Vehicles are not insured while they are off state premises or in motion unless vehicle comprehensive/collision coverage is selected and reported for each vehicle.

Short Term Rentals/Motor Pool Vehicles obtained from private rental car companies, or the Montana Department of Transportation Motor Pool in Helena, are automatically covered for comprehensive/collision by the state self-insurance fund for the first 30 days and do not need to be reported in PCIIS. Comprehensive/collision coverage for all other vehicles may be obtained only by requesting coverage through PCIIS prior to the loss.

Agencies with current comprehensive/collision vehicles are requested to verify or update data on the form for their vehicles. Be sure to update the current market value as that will be the basis of determining premiums for comprehensive and collision coverage.

Loaned (Courtesy) Vehicles

Vehicles loaned to state agencies on an annual basis should be reported in the same manner as for a leased vehicle utilizing the procedures above.

Rental Vehicles

Rental vehicles used by traveling state employees will be covered for liability and comprehensive/collision damage. No premium will be charged to vehicles rented for less than 30 days, but deductibles will apply to the user. State employees need not purchase additional coverage offered by car rental companies.

Billing

Comprehensive/collision vehicles will be provided coverage based upon a premium charge of a percentage of the market value of the vehicle and prorated by actual usage. Liability coverage will be provided at the same rate as for state-owned vehicles.

Termination of Coverage

Coverage may be terminated by clicking the 'End Coverage on Selected Item' button. The effective date of cancellation is the date entered and saved in PCIIS.

Note: Autos reported during the FY 2020 reporting cycle should be those autos that are projected to be utilized during FY 2021. Autos reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported autos utilized in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

BOILER AND MACHINERY INSURANCE

The state's boiler & machinery insurance protects the state from sudden and accidental losses arising from the operation of boilers and machinery. Fired vessels, hot boilers, fire tube, and other machinery, including refrigerating units, are covered provided they are appropriately reported.

A summary of boiler & machinery insurance coverage may be found at http://rmtd.mt.gov/insurance/boiler-machinerysummary.aspx. Coverage may vary by agency. Refrigeration units with more than $100,000 in perishable inventories (i.e. food product, specimens, experiments, chemicals, evidence, etc.) must be reported as property "special contents" (see below) in order for coverage from spoilage exposure to apply to inventories. Please report machinery and AC units whose estimated replacement cost value exceeds $100,000. Agencies are responsible to establish values.

Please indicate the MTB #, building name and specific location or room within the building where the boiler is located. Please enter the classification of the boiler, what it is used for, the type of boiler, the value of the boiler, number of British Thermal Units (BTUs) it generates, and start date.  Click the 'Assign Property' button and choose the building where the boiler is located. A BTU is defined as the amount of heat needed to raise one pound of water by one degree Fahrenheit.

Boilers are regularly inspected by the Department of Labor and Industry. Each agency is responsible to cooperate with inspectors and to follow-up with identified deficiencies. Please provide a copy of all inspection correspondence to the Risk Management and Tort Defense Division. Agencies are responsible to keep the Risk Management and Tort Defense Division informed of any changes in the status of boiler ownership. For example, boilers that are no longer in operation or do not need insurance should not be reported and may be excluded from coverage by clicking the 'End Coverage on Selected Item' button. Agencies should be particularly mindful that when state buildings are sold, vacated, or demolished that often boilers exist in such facilities. Boilers that are sold or in some other way disposed of should be excluded from coverage and reporting.

To report refrigeration units or machinery choose the appropriate item in the "Class", "Purpose", and "Type" fields. A refrigeration unit (i.e. cooler, freezer, sub-zero freezer, laboratory unit, etc.) with a value more than $100,000 itself, and/or containing more than $100,000 in inventory (i.e. food product, specimens, experiments, chemicals, evidence, etc.) must be reported for coverage to apply. For Boiler Class, choose "Refrigeration Unit". For Purpose, choose "Refrigeration". For Boiler ID, enter an abbreviated descriptor and your number (i.e. CLR##, FZR##, SUB##, etc.). In the Value field, indicate the value of the refrigeration unit itself, not to include delivery, installation or other charges. The BTU field may be left blank for refrigeration units. For Location, enter the room name/number or area where the unit is located within the Property selected. See the Property Insurance section to report refrigerated inventories valued more than $100,000. Turbines, generators, and large scale machinery should also be listed by location. Refrigeration unit and machinery insurance coverage for a particular unit may be cancelled by clicking the 'End Coverage on Selected Item' button.

Boiler and machinery premiums for each agency are determined by the commercial insurer based on a charge per boiler multiplied by the number of boilers reported by each agency. Agencies will be billed for boilers not listed as determined by authorized inspectors. Those agencies owning machinery and wishing to add insurance coverage must first contact the Risk Management & Tort Defense Division.

Note: Boilers & machinery reported during the FY 2020 reporting cycle should be those boilers & machinery that are projected to be utilized during FY 2021. Boilers & machinery reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported boilers & machinery utilized in FY 2021 may not be covered.  Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

BUSINESS INTERRUPTION INSURANCE

The state's business interruption insurance covers lost income arising from damage to real or personal property of the state such as rental income, tuition, user fees, etc.

Coverage may vary by agency. In the event of such loss or damage, the state's policy provides coverage for the reduction in earnings that result from charges and expenses that do not continue during the period of the interruption of business.

Gross earnings include, but are not limited to income, such as grants, food service, athletic events, field house events, bookstores, prison industry income, tuition/fees, taxes, rental income, and income from state institutions. (Coverage may or may not apply for your agency. If you have questions, please contact the Risk Management & Tort Defense Division.)

Coverage does not apply unless there is an actual interruption in business income from a covered peril and the loss prevents the state from realizing revenue. Tax revenue should not be reported since a covered loss likely will not prevent the state from collecting taxes (if you have questions, please contact the Risk Management & Tort Defense Division). Agencies must complete the business interruption form found in PCIIS first in order for coverage to apply. Agencies are required to enter the following information:

Revenues

  • Name of revenue producing operation
  • Description of operation
  • Building/Property location
  • Total revenue plus interest by source category for fees, grants, miscellaneous, permits/fines, rent, sales of goods, sales of services, taxes, tuition

Expenditures that Cease after a Loss

  • Contractual adjustments (i.e. bad debts, maintenance contracts)
  • Merchandise sold (cost of goods before re-sale)
  • Services purchased from outsiders for re-sale which do not continue after a loss
  • Consumable supplies directly used in supplying the service (i.e. paper/office products)
  • *Ordinary Payroll (Optional) include all employees except officers, executives, employees under contract, and others whose continued employment would be required during the period of interruption
  • Other

*Note: Agencies that choose to insure ordinary payroll expenses must complete the Optional Ordinary Payroll Inclusion Worksheet in PCIIS. This portion of the Business Interruption coverage is optional and will be billed as an additional premium charge at the same rate as property insurance and included with the annual budget and assessment.

The form provided in PCIIS automatically deducts expenditures from revenues to arrive at Gross Earnings or the insured amount.  Click the 'Assign Property' button and choose the building where the operation is located. Coverage for a particular location may be cancelled by clicking the 'End Coverage on Selected Item' button.

Coverage may not apply if the operation is not listed.

Note: Business interruption reported during the FY 2020 reporting cycle should be those operations that are projected to have business interruption exposure during FY 2021. Operations reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported operations/locations during FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

BURGLARY AND THEFT INSURANCE

The state's Burglary and Theft insurance protects state agencies from burglary and theft, electronic fraud, employee fraud, and forgery. A summary of crime insurance coverage may be found at http://rmtd.mt.gov/insurance/crimeinsurancesummary.aspx.

Report only those locations with more than $5,000 in financial instruments and precious metals, precious or semi-precious stones, pearls, furs or articles containing such materials on average at any given time and/or more than $100,000 in 'peak periods'. Please assign the building, enter the location name, and a brief description of the financial instruments and materials to be insured (i.e. cash, checks, CDs, precious metals, etc.).

Fill in the exact address of each location where protection is needed. For example, the field house where college registration is taking place or the bookstore where there is a high volume of cash during registration periods.

Enter the annual basic amount of coverage desired at the location in the section of the entry form entitled 'Inside Covered Amount' on the form refers to cash that may be stolen inside a building or on a campus. For example, a college may need a certain amount of cash protected in the bookstore operation.

The information in this column represents the basic amount of protection needed for usual "cash in the till" type of coverage throughout the year. For instance, protection for $5,000 of cash in the bookstore throughout the entire year may be needed. Therefore, under 'Inside Covered Amount', you would indicate $5,000.

'Outside Covered Amount' refers to cash that may be stolen while in transit. For example, a theft after a registration day while the money is being transported to its place of deposit would be an outside theft. Under outside you may desire $5,000 through the year for protection of cash in transit from its source on campus to its destination of deposit. Simply list $5,000 under the 'Outside Covered Amount' column on the entry form.

In the section entitled 'Describe Security Measures' please describe the type of security for each location where the cash protection is needed. Describe the type of safes or door and window locks, for example, and also if any guards are on shift. It is helpful to explain when the doors are open for business at each location. There is no separate premium charge for burglary and theft coverage since it is included in the property premium.

If coverage is required during the year for an additional amount of cash (i.e. cash coverage protection needed during peak periods such as registration) click on 'Coverage Span Data' in the existing record and input the amount. Again, the 'Inside' refers to such locations as the field house and bookstore on campus, which are heavily used during registration. 'Outside' refers to the cash protection needed while in transit. The exact dates of the additional coverage need to be indicated. Please include all applicable registration or other key dates. These dates need to coincide with the amounts of coverage requested.

Coverage may be terminated by clicking the 'End Coverage on Selected Item' button. The effective date of cancellation is the date entered and saved in PCIIS.

Note: Locations and assets reported during the FY 2020 reporting cycle should be those projected locations and assets that will be utilized during FY 2021. Locations and assets reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported locations and assets utilized in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

FINE ART INSURANCE

The state's fine art insurance covers objects of rare or historic value such as paintings, estatuaries, or collections that state agencies own or are instructed to insure.

A summary of fine art insurance coverage may be found at http://rmtd.mt.gov/insurance/fineartsummary.aspx. Coverage may vary by agency. Agencies are required to accurately and completely enter the following information:

  • Building
  • Location
  • Local inventory
  • Value of exhibited items
  • Value of stored items
  • 5 year loss history
  • Description of insured objects
  • Security measures
  • Start coverage date

Fine arts are insured to market value (i.e. what a fine arts buyer would pay for the object given its historical value). Because the values of fine arts are constantly changing and sometimes difficult to determine in the event of a loss, each agency should maintain a detailed list of fine art objects it wishes to insure by building, along with fine art documentation such as purchasing agreements, photographs, or video.

Coverage for fine arts is limited to $300 million at reported locations and $50 million at all other locations. Therefore, agencies whose fine art values exceed these limits must contact the Risk Management and Tort Defense Division immediately. Each agency that has fine arts must maintain accurate inventories of their fine art objects along with estimated market values by location, including outdoor objects. Do not include personal property of state employees. Market values of fine art objects are volatile and subject to frequent change, therefore, it is suggested that photographs or videotaped inventories of these objects are maintained to provide additional documentation in the event of a loss. For art that is leased, loaned, or donated to the state, agencies should not agree to insure the object to a requested value. Rather, the state's fine art insurance values an object to its market value at the time of the loss. Agencies who wish to insure an object of fine art to a value greater than its market value must obtain prior approval from the Risk Management & Tort Defense Division if the value of the object exceeds $25,000. For all objects that are insured to an amount greater than market value, a formal loan agreement must be in place (samples found at http://rmtd.mt.gov/aboutus/publications.asp) prior to the loss or the fine art may be underinsured. The loan agreement must identify a stated value to which both parties agree.

In order to obtain coverage, each agency must report its fine art by location including outdoor objects such as bronzes, estatuaries, etc. on the state property/casualty insurance information system (PCIIS). The entry form requires the agency to assign a property and report the specific location or room within the building where the items are located, market value of exhibited and stored items, security, inventory, 5-year loss history, and a description of the objects to be insured.

Coverage for a particular location may be cancelled by clicking the 'End Coverage on Selected Item' button. Each agency's insurance premium is determined by the insurance carrier based upon the value of the objects.

Note: Fine art reported during the FY 2020 reporting cycle should be fine art that will be displayed or stored during FY 2021. Fine art reported during the FY 2020 reporting cycle is the basis for insurance coverage during FY 2021. Unreported fine art displayed or stored in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

FOREIGN INSURANCE

Foreign insurance must be obtained for any agency or university whose employees travel abroad. The coverage provided includes auto liability, general liability, and kidnap & ransom coverage.

Coverage may vary by agency. Kidnap and ransom coverage is not available in certain countries. For a list of the countries and other information on foreign travel, please visit the Risk Management & Tort Defense Division's website at http://rmtd.mt.gov/insurance/foreigninsurance.aspx.

In order to secure coverage for FY 2021, agencies and universities must complete the ACE International Advantage Application and the ACE Kidnap & Ransom Application provided by the Risk Management & Tort Defense Division. Note: Foreign travel that actually occurred during FY 2020 can be used as a basis for projecting travel and completing the FY 2021 foreign travel application. Any anticipated trips, including ANY trip to Pakistan or the Republic of Georgia, must also be declared on the application. FY 2021 foreign travel reported during the FY 2020 reporting cycle is the basis for insurance coverage during FY 2021. Please contact the Risk Management & Tort Defense Division if your agency has additional questions.

HIPAA (HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT) INSURANCE (Optional)

The University of Montana at Missoula is the only entity of Montana State Government that is authorized to obtain HIPAA insurance from the Risk Management & Tort Defense Division.

HIPAA insurance covers reimbursement for governmental fines associated with violations of HIPAA. A summary of HIPAA insurance coverage may be found at http://rmtd.mt.gov/insurance/hipaa.aspx. Coverage may vary by agency. The University of Montana must complete the HIPAA application and HIPAA supplement provided by the Risk Management & Tort Defense Division.

Note: HIPAA information reported during the FY 2020 reporting cycle should be the projected HIPAA exposure for FY 2021. HIPAA information reported during the FY 2020 reporting cycle is the basis for insurance coverage during FY 2021. Unreported HIPAA exposure during FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

PROFESSIONAL LIABILITY INSURANCE (Internships)

The Montana University System is the only entity of Montana State Government that is authorized to obtain professional liability insurance (interns) from the Risk Management & Tort Defense Division.

A summary of Professional Liability Insurance coverage for student interns may be found at http://rmtd.mt.gov/insurance/professionalliabilityinsurance.aspx. Coverage may vary by agency.

Professional liability insurance covers the negligent acts or omissions of student interns in medical or non-medical internships. Each campus of the Montana University System must complete the CNA Application for medical interns and the Allied World Assurance Company Application for non-medical interns provided by the Risk Management & Tort Defense Division.

Note: Professional liability information reported during the FY 2020 reporting cycle should be the projected internships by course or by medical specialty during FY 2021. Professional liability information reported during the FY 2020 reporting cycle is the basis for insurance coverage during FY 2021. Unreported professional liability information during FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

PROPERTY INSURANCE

The state's property insurance program provides protection for state properties against a broad array of perils including, but not limited to, earthquake, fire, flood, wind, and property in transit. A summary of property insurance coverage may be found at http://rmtd.mt.gov/insurance/propertysummary.aspx. Coverage may vary by agency.

Contractors and other parties who request to be named as "Loss Payees" for their interests in property that is in the care, custody, and control of the state must first submit a written request to the State Risk Manager. Certificates of insurance for all Loss Payees will be issued by the state's property insurance broker.

Property coverage is subject to the provisions of the state's commercial excess insurance provided that the property is accurately reported to the division through PCIIS after acquisition or construction. Please update ALL property information including year built, number of FTEs, number of stories, etc. in PCIIS.

Vehicles routinely stored on state premises should be reported as special contents on the building most proximate in the Commercial Property section of PCIIS if their cumulative value at the building or structure owned or leased by the state exceeds $50,000. Please report the total value of all vehicles by building, not each vehicle separately as 'special contents, vehicles'.

Watercraft up to 27 feet may be covered under the state's property insurance program for losses 'other than collision' (i.e. hail, flood, fire, arson, etc.) provided that they are reported as 'special contents, vehicles' on the specific building record nearest their location in the Commercial Property section of PCIIS. Please report the total value of all watercraft by building, not each watercraft separately.

Buses whose replacement cost (new) exceeds $250,000 should be reported as special contents on the building most proximate in the Commercial Property section of PCIIS.  Please report the value of the bus by building as 'special contents, buses'.

Unscheduled landscaping (i.e. planted grass, planted trees, planted shrubs/flowers/plants, picnic tables, fire rings, signs, etc.), tees, sand traps, greens, and athletic fields are automatically covered to $1,000,000 per occurrence for perils named under the state's excess property insurance policy and do NOT need to be reported. If the property's cumulative value exceeds $1,000,000, however, the values must be reported in order for coverage to apply. Coverage is subject to a maximum limit of $5,000,000 per occurrence. Values must be reported as "special contents", "outdoor property" by category on the specific building record for the building most proximate to the outdoor property. For example, trees, shrubs, and plants should be cumulatively reported by category as "special contents", "outdoor property", "trees". Landscaping, tees, sand traps, greens, and athletic fields are subject to $25,000/25 gallon maximum per tree limit. Fences should be reported as "special contents", "outdoor property", "fences".

Unscheduled tunnels, bridges, dams, catwalks, roadways, highways, streets, sidewalks, culverts, street lights, and traffic signals are not covered unless prior approval has been granted by the State Risk Manager. Once approval for insurance has been given by the State Risk Manager, these structures are automatically covered to $750,000 per occurrence for perils named under the state's insurance program, excluding earthquake, and do not need to be reported. Values exceeding $750,000 must be reported as "special contents" by category in order for coverage to apply. For example, tunnels should be cumulatively reported by category as "special contents", "outdoor property", "tunnels".

Aquatic property (i.e. boat ramps, docks, piers, etc.) is automatically covered to $250,000 per occurrence for perils named under the state's insurance program and do not need to be reported. Aquatic property whose values per location exceed $250,000 must be reported as "special contents" by category in order for coverage to apply. For example, "docks" should be cumulatively reported by category as "special contents", "aquatic property", "docks".

Refrigerated inventories of more than $100,000 contained within a refrigerating unit (i.e. cooler, freezer, sub-zero freezer, laboratory unit, etc.) must be reported for coverage to apply to the inventory. Inventories may include food product, specimens, experiments, chemicals, evidence, etc. These inventories must be reported as "special contents" of the building they reside, by category in order for coverage to apply. For example, the value of refrigerated inventories should be reported by category as "special contents", "other", with the descriptor "refrigerated inventory" entered. Each refrigeration unit must be reported as machinery. See the Boiler & Machinery Insurance section to report refrigerated units by class, purpose, and type.

Research animals are covered to $50,000 per animal, $2,500,000 per occurrence for physical loss or damage including the cost of re-training expenses subject to all other provisions in the state's commercial property insurance. Coverage is automatic and the animals do not need to be reported unless their value exceeds $50,000 per animal and $2,500,000 per occurrence.

Outdoor equipment (i.e. an object or resource used to equip a person or thing such as an appliance, machine, implement, hardware, gadget, etc.) is not covered unless prior approval has been granted by the State Risk Manager. Once approval for insurance has been given by the State Risk Manager, equipment is automatically covered to $250,000 per occurrence for perils named under the state's insurance program and do not need to be reported. Values exceeding $250,000 must be reported as "special contents" by category in order for coverage to apply. For example, equipment should be cumulatively reported by category as "special contents", "outdoor equipment”, "machine".

Valuable papers including, but not limited to, manuscripts, mechanical drawings, patterns, electronic data processing media, books of accounting and other valuable papers are insured to their replacement cost value (i.e. the value of property of like kind and quality at the time of the loss), including but not limited to costs of research, redrawing, or duplicating property physically lost or damaged. Please report these as "special contents", "valuable papers" by category if possible.

Power transmission lines, feeder lines, and underground pipes less than 1,000 feet away from a scheduled state premises are covered. Power transmission lines, feeder lines, and underground pipes more than 1,000 feet away from state premises are not covered unless the Risk Management & Tort Defense Division is notified in advance of a claim and approval is given by the state's insurance company. Power transmission lines, feeder lines, and underground pipes should be cumulatively reported by category as "special contents", "outdoor property", "power transmission lines", "underground pipes", etc.

Real and personal property (i.e. state owned or leased computers, equipment, supplies, etc.) outside the United States of America is only insured to $1,000,000 under the state's Commercial Property Insurance program. Agencies who have real or personal property whose value exceeds $1,000,000 should contact the Risk Management & Tort Defense Division for additional coverage.

Buildings, contents, and special contents are insured to replacement cost value. All buildings above an estimated $1,000,000 in replacement cost are appraised by private appraisal firms on contract with the Risk Management & Tort Defense Division as funding permits. All other values are determined by modeling through PCIIS to arrive at estimated replacement costs. Buildings designated as "leased" will only be insured to the content value unless the Risk Management & Tort Defense Division is notified and a structure value is provided to the Risk Finance Specialist.

It is important that an agency's values are accurately reported in order for coverage to apply. If a state agency does not agree with values listed in PCIIS, then it may provide an alternate value, which will be reviewed by the Risk Finance Specialist, OR request an appraisal or valuation from the Risk Management & Tort Defense Division. Actual replacement cost will be determined at the time of the loss and may be substantially more or less than the value reported and listed on PCIIS.

Agencies who rent properties from the Department of Administration General Services Division (GSD) should not report ordinary building contents. GSD includes ordinary building structures and contents coverage in the monthly rental amount. Fine arts insurance shall not be included in GSD rental rates but shall be billed separately by RMTD to each agency. Special contents must be reported by the agency responsible for the items. See below for more information on special contents.

Through the 'Commercial Property' Entry Form, an agency may input or update information on its buildings and contents. Each agency is asked to complete the following steps:

Buildings:

  1. Carefully review the entire list of buildings for the agency and make sure that all desired properties are included and have a valid street address. Click 'Add New Item' and select 'Commercial Property' to insure a newly acquired or newly constructed property.
  2. Click the 'End Coverage on Selected Item' button to terminate coverage on a building that has been sold, demolished, destroyed, does not have an insurable interest, or that is going to be replaced. Verify that the name, number, address, and zip code of each building are correct. It is important to indicate the city and zip code where each building is located.
  3. Verify the square footage, number of stories, and number of FTEs for each building. Indicate any changes in occupancy or square footage due to renovations or additions. Verify the square footage, year built, and fire suppression system (sprinklered) of newly purchased or renovated buildings with the Architecture and Engineering Division of the Department of Administration.
  4. Each building must be classified by occupancy code. The codes are:

Occupancy Type Codes

Airport Hangars

AH

Armory

ARM

Barn (Agricultural)

BA

Cabins/Bunkhouses

CA

Chapel

CH

Clinics

CL

Cottages (Residential)

CO

Courthouse

CH

Garage, Parts Storage

GP

Garage, Service Center

GS

Garage, Vehicle Storage

GVS

Governmental Building

GB

Granary

GR

Greenhouses

GH

Hatchery

HA

Hospital, General

HG

Hospital, Nursing Home

HN

Jail

J

Juvenile Hall

JH

Laboratory

LA

Library

L

Lodge

LO

Museum

MU

Office

O

Police Station

PS

Power Plant

PL

Pump House

PU

Quonset Warehouse

Q

Residential Apt Complex

R

Roadside Rest Area

RA

Shed (Agricultural)

SH

State University

S

Storage

SW

Trailer

TR

Contents:

Indicate the type of content value of each building. The types of contents are High, Median or Low where applicable. Use the occupancy descriptions and directions below to complete this task.

OCCUPANCY DESCRIPTIONS

A description of each occupancy type and the respective occupancy code are provided below. In some cases the type of building is self-explanatory. The descriptions of High, Median, and Low are to assist you in completing the building contents type based on the occupancy description for the property. Indicate whether the building has High, Median, or Low level of contents for each building you have listed.

Airport Hangars (AH):

This type of building is self-explanatory. Only a median value of contents applies.

Armory (ARM):

This is a building designed for military training typically made up of a central drill room surrounded by offices, locker rooms, classrooms, storage, kitchen, and support facilities.

Barn (BA):

This type of building is self-explanatory. Typically earth floor, wood or metal frame, and includes pens, gates, rails, etc. No additional contents value applies.

Cabins/Bunkhouses (CA):

These are any cabin or bunkhouse type dwellings, primarily with a wood frame. Only the median content value applies. Contents include typical amounts of beds, dressers, chairs, etc.

Chapel (CH):

These are buildings used primarily for worship but often have meeting, kitchen, and office facilities. Towers, clocks, and bells are not included. Only a MEDIAN value of contents applies.

Clinics (CL):

These are medical practice centers for examination and minor treatment. HIGH content value is a clinic with one or more expensive X-ray machines, and/or extensive office areas. MEDIAN content value is a clinic with a moderate amount of medical instruments, and/or inexpensive X-ray system (s), similar to a dental clinic. Office areas are not extensive. LOW content value is a clinic with examination rooms only, the equipment is owned by others (typically physicians). The office areas are not extensive.

Cottage (Residential) (CO):

These are small residential buildings, typically of wood frame construction. No content value applies, as they are typically property of the residents.

Courthouse (CH):

These are buildings made up of courtrooms, and include judge's benches, seating and witness stands. HIGH content value would be in small buildings, where the courthouse also serves as the primary office building. MEDIAN content value is for a courthouse with additional space devoted to office areas. LOW content value is for buildings, housing, and courtrooms only.

Garage, Parts Storage (GP):

This is a warehouse for the storage of supplies, parts, inventories, police evidence, etc. The actual supplies, parts, etc., are not included. HIGH content value is a complete warehouse with extensive shelving, cabinets, and small office areas. MEDIAN content value is a warehouse in which part of the storage is not on shelves or in cabinets, but merely on the floor or pallets. However, most of the area is devoted to shelving and/or cabinets. LOW content value is for small equipment sheds and warehouses in which almost all of the storage is on the floor or pallets.

Garage, Service Center (GS):

This is a building for the maintenance and repair of vehicles. HIGH content value is for a sophisticated repair shop, with extensive truck/car lifts and diagnostic equipment. MEDIAN content value is an average vehicle repair shop. LOW content value is for a small shop with less sophisticated diagnostic equipment, and few or no lifts.

Garage, Vehicle Storage (GVS):

This type of building is self-explanatory. Since the building is used solely for housing vehicles, there are no contents values.

Government Building (GB):

These are state government centers, composed of offices, courthouses, small police stations, etc. HIGH content value has extensive offices, pc's, and small open areas. MEDIAN content value has more open office areas and common areas. LOW content value is heavily weighted towards courtroom buildings, extensive open areas, and inexpensive offices.

Granary (GR):

This is a structure sheltering agricultural commodities. Content should be reported as Special Content.

Greenhouses (GH):

These are for a typical commercial glass greenhouse, and include minimal values for interior furnishings. There are no additional contents values.

Hatchery (HA):

This type of building is self-explanatory. Only a MEDIAN value of contents applies.

Hospital, General (HG):

This is a full general hospital, with operating rooms, and radiology departments. HIGH content value would include extensive radiology, one or more CAT SCANS and/or Nuclear Magnetic Resonance imaging technologies. Otherwise the content type should be median.

Hospital, Nursing Home (HN):

This is a hospital or hospital wing devoted to patient care only. There may be some medical equipment, but there are no operating rooms or radiology departments. Only the median content value applies to this category.

Jail (J):

This is a complete jail facility, with some office areas, kitchen equipment, and exercise equipment rooms. HIGH content value would be found in a smaller facility, where offices take up much of the building space. MEDIAN content value is a typical jail facility; includes the security system. LOW content value is for a high-occupancy jail; most of the building area is devoted to jail cells, with little in the way of furnishings.

Juvenile Hall (JH):

This is a complete juvenile housing facility, with day rooms, classrooms, a kitchen and possibly a courtroom. Only the median content value applies to this category.

Laboratory (LA):

Structural values include laboratory piping and built-in lab benches. HIGH content value is for a fully equipped chemical or biological laboratory, with a high concentration of expensive analyzers. MEDIAN content value applies to moderately equipped labs with a fair amount of expensive equipment. LOW content value applies to adequately equipped labs with a small amount or no expensive equipment. Typical state or county laboratory contents would probably fall in the low range.

Library (L):

The content value in library is for shelving, carrels, office furnishings and microfilm reader/printers. Only the median content value applies to this category. The value of books, films, and periodicals must be added separately as subsequently described.

Lodge (LO):

Structural values are for typical wood frame or masonry lodges. Only the median content value applies to this category.

Museum (MU):

This refers to a typical state/county museum. Only the median content value applies to this category. Content values include only display cases, small office areas, gift shops, etc. Not included are fine arts, exhibits, etc., which are covered separately.

Office (O):

This category covers many of the buildings owned by state government including, engineering buildings, social service buildings, and computer centers. Copiers, office machines, and PC's are included in this category. HIGH content value is for buildings with concentrated furnishings including movable partitions and personal computers/word processors in the place of typewriters. The furniture does not have to be top of the line if the concentration is high. It also applies to areas with high quality furniture (such as executive offices) but ONLY if there are not large areas of open spaces. MEDIAN content value covers most office occupancies. It includes executive offices with large open spaces, and engineering offices with individual rooms, many with personal computers. It also includes offices with few personal computers, but a compact furniture arrangement. LOW content value is for offices with inexpensive furniture and/or a fair amount of space devoted to each office. It could also be an office area with a compact arrangement, but with manual typewriters instead of electric typewriter/personal computers.

Plants (PL):

This refers to a typical power plant found at a university, prison, or some complex. Only the median content value applies to this category.

Pump House (PH):

This is a structure sheltering pumping equipment. Content values are excluded. Content should be reported as Special Content and/or Machinery.

Quonset (Q):

This refers to any prefabricated metal storage structure mounted on a cement pad, with no interiors and minimal electricity and heating. Only the median content value applies to this category.

Residence (R):

This refers to any apartment or housing complex, such as those occupied by college students. Only the median content value applies to this category.

Roadside Rest Areas (RA):

This refers to any state run rest area. Structural values include all plumbing fixtures, and a small amount of signage. No additional content values apply.

Shed (SH):

Typically a very simple shelter with earth floor, and wood or metal construction. Includes pens, gates, rails, etc. No additional content values apply.

State Universities (S):

This is for a complete facility, with classrooms, dorms, gymnasium, and library. The values for contents EXCLUDE the actual library book collections. Again, books will be included separately as subsequently described. Only the median content value applies to this category.

Storage Warehouse (SW):

This is a warehouse for the storage of supplies, parts, inventories, police evidence, etc. The actual stored property is not included. HIGH content value is a complete warehouse with extensive shelving, cabinets, and small office areas. MEDIAN content value is a warehouse in which part of the storage is not on shelves or in cabinets, but merely on the floor or pallets. However, most of the area is devoted to shelving and/or cabinets. LOW content value is for small equipment sheds and warehouses in which almost all of the storage is on the floor or pallets.

Trailer (TR):

This is a relocatable type building used for offices. This is NOT applicable for residential trailers.

Special Contents:

Special contents are not included in GSD's rental rates and must be reported by each agency. Special contents are large volume or high dollar value items that are not found in typical buildings. Specifically these items are centralized:

  1. TELEPHONE SYSTEMS, if they are owned or insured.
  2. MID-SIZE AND MAINFRAME COMPUTER SYSTEMS, located in state buildings. Micro computers (personal computers) are not to be counted here as they are already included and covered as ordinary building contents.
  3. LIBRARY BOOKS, not only at a library location, but also extensive law or other libraries found in government buildings.
  4. LEASED/LOANED EQUIPMENT, which the agency is responsible to insure and whose estimated replacement cost value exceeds $100,000.
  5. OTHER, contents as specified in these instructions. In addition, contents unique to the building and not considered ordinary should be reported. For example: License plate manufacturing equipment leased by Correctional Enterprises whose value exceeds $1,000,000. Please enter the total value and itemized description. If “Other” special content category is used you MUST include a description of the items insured.

Please indicate the dollar value for each building which may have these specific items by selecting the building record and clicking the 'Special Content' button at the bottom of the form.  Add, remove, or update special contents at that location and return to the building record. Information regarding the replacement cost value of special content, mainframe computer equipment items may be obtained from the Information Services Division or the Procurement and Printing Division of the Department of Administration.

Each agency's insurance premium for property coverage is based upon its building and content values.

Note: Properties reported during the FY 2020 reporting cycle should be those properties projected to be utilized during FY 2021. Do not report properties that will be sold, demolished, abandoned, destroyed, or that will not be replaced during FY 2021. Properties reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Properties that are not currently reported to the Risk Management & Tort Defense Division may not be covered. Please contact the Risk Finance Specialist if your agency needs interim insurance coverage.

SURETY BOND (Optional)

The Department of Public Health & Human Services is the only entity of Montana State Government that is authorized to obtain surety bonds from the Risk Management & Tort Defense Division.

Surety Bonds cover patient funds or assets held in trust by the state from and against claims such as disappearance, misappropriation, and conversion and must be obtained by state institutions that participate in federally sponsored Medicare programs.

Institutions that participate in federally sponsored Medicare programs must submit an estimate of the monetary value of patient belongings held in trust to the Risk Finance Specialist.

Note: The value of patient belongings held in trust reported during the FY 2020 reporting cycle should be the value projected for FY 2021. Values of patient belongings reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported values of patient belongings for FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

TORT LIABILITY AND EMPLOYEE FIDELITY BOND (CRIME) INSURANCE

The state's tort liability insurance covers legal fees, court costs, and settlements/judgments for state employees who are sued by third parties while acting in the course and scope of employment in accordance with §2-9-101 through §2-9-305, MCA. Fidelity bond (crime) insurance applies to cash, checks, and other convertible instruments, and provides coverage for dishonesty, forgery, computer fraud, theft, disappearance, and destruction of property.

A summary of tort liability and fidelity insurance coverage may be found at http://rmtd.mt.gov/insurance/tortliability.aspx. Coverage may vary by agency.

Agencies must edit the tort liability and employee fidelity bond (crime) form found on PCIIS in order for coverage to apply. The Risk Management and Tort Defense will obtain current total FTE counts from OBPP and the Commissioner of Higher Education. If volunteers are utilized, please enter the number of volunteers as well as a brief description of what they do. The agency's task is to simply enter the number of Class A FTEs, as defined below, on the form provided in PCIIS.

Class A Employees: All executive, administrative, judicial and supervisory officials, agency and division heads, and all officials and employees whose principal duties are to receive, handle, or have custody of money, checks or securities, or account for supplies or other property; certify, sign or countersign checks, drafts, warrants, vouchers, orders or other documents providing for the disbursement or delivery of money, securities, supplies or other property.

Other Employees: All personnel whose principal duties consist of: 1) inside or outside clerical activities, 2) office work such as stenography, typing, filing, switchboard operation, business machine operations, etc., 3) operation of vehicles transporting passengers for cash fares or tickets, 4) skilled or unskilled labor and craftsmanship, 5) solely the mechanical operation of automotive equipment, 6) non-clerical activities of the medical or nursing professions, 7) any teaching capacity in the field of education, 8) outside or field work of a non-clerical nature, 9) patrolmen, 10) other.

The tort liability insurance premium for each agency is based upon historical loss experience and risk exposure as determined by a consulting actuary. Premiums are allocated based upon FTE count. Crime insurance premium will be allocated to each agency by the Risk Management and Tort Defense Division based upon the number and classification of employees.

Note: Changes in FTEs and reporting will not affect tort liability coverage, but must be updated and reported in PCIIS during the following reporting cycle. No prorated premium for the balance of the year will be charged during the year for additional FTEs. Conversely, no prorated rebates will be given for reductions in FTEs during the fiscal year.

The FTEs reported during the FY 2020 reporting cycle should be those values projected for FY 2021. Values reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported values for FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.

WATERCRAFT (Optional)

The state's watercraft will be provided comprehensive/collision coverage, only upon request, based upon a premium charge of a percentage of the market value of the craft and prorated by period of actual ownership. Those agencies wishing to add comprehensive/collision coverage must also add the watercraft to the 'Vehicle Comprehensive/Collision' form provided in PCIIS.

Agencies must input or update the information requested on the 'Registered Watercraft' Entry Form provided in PCIIS in order that Risk Management and Tort Defense can fully assess and insure this exposure. Insurance coverage may be terminated by clicking the 'End Coverage on Selected Item' button.

Note: Watercraft reported during the FY 2020 reporting cycle should be those watercraft that are projected to be utilized during FY 2021. Watercraft reported during the FY 2020 reporting cycle are the basis for insurance coverage during FY 2021. Unreported watercraft utilized in FY 2021 may not be covered. Please contact the Risk Management & Tort Defense Division if your agency needs insurance coverage.