Claims Procedures.pdf
PDF 300 KB Posted
- Attached to
- Auto Body Repair Services
- Solicitation number
- 005-RFB-2838-2026
- Issued by
- Iowa
About this file
This is a Claims Procedures document issued by the Iowa Department of Administrative Services (DAS) Fleet Services and Risk Management division, outlining the standardized accident claims and vehicle repair process for state fleet vehicles. The procedures encompass five primary phases: accident reporting, damage assessment and repair decision-making, supplemental repair approval, vehicle repair and payment, and claims recovery and settlement. The document establishes that drivers must report accidents through the Origami system with supporting documentation and obtain repair estimates from contracted body shops within 30 miles, or from alternative shops capable of billing the state directly. Risk managers review estimates and determine whether vehicles should be repaired or declared total losses when repair costs exceed 50 percent of the lesser of the NADA Adjusted Clean Trade-In Value or original purchase price. Supplemental repairs exceeding $350 or increasing approved amounts by more than 10 percent require prior approval from the body shop through revised estimates submitted before work continuation.
The repair payment process requires body shops to submit final invoices for risk manager review before submission to DAS Finance for payment processing. Agencies incur a $1,000 deductible charged through monthly risk billing. The claims recovery section delineates procedures based on fault determination and claim amounts, with claims under $5,000 handled through the Department of Management Tort Claim process and claims exceeding $5,000 requiring State Appeal Board determination. The state pursues reimbursement from at-fault parties' insurance carriers and arranges vehicle auction sales for total loss declarations. Litigation triggers immediate communication protocol through the Attorney General's Office, and all records are retained according to state retention requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| RFB.pdf | ||
| 1400701-event.pdf | ||
| Exhibit A - DAS Risk Claim Procedures.pdf |
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Text version
DAS Fleet Accident and Claims Procedures Fleet Services - Risk Management
510 E 12th St
Des Moines, IA 50319
Overview
The accident claims process follows five phases:
1. Accident Reporting
2. Damage Assessment and Repair Decision
3. Supplemental Repair Approval
4. Vehicle Repair and Payment
5. Claims Recovery and Settlement
Section 1 - Vehicle Repair Process
Step 1: Accident Reporting
Driver Responsibilities:
• Report the accident in Origami by completing the incident report.
• Upload any available photos, police reports, witness information, and other supporting documents.
• Obtain one repair estimate from a contracted body shop.
o If no contracted shop is within 30 miles, another shop may be used if it can bill the State directly.
• Upload the repair estimate to Origami.
Step 2: Estimate Review and Repair Decision
Risk Manager Responsibilities:
• Review the repair estimate
• If a desk review is required, send the estimate to Quality Claims Solutions (QCS).
• Determine whether the vehicle should be repaired or declared a total loss.
• Approve or deny repairs.
• Notify the agency and driver of the decision.
When Is a Vehicle Considered a Total Loss?
• A vehicle is considered a total loss when estimated repair costs exceed 50% of the lesser of:
o The NADA Adjusted Clean Trade-In Value, or o The original vehicle purchase price.
If the Vehicle Is Totaled
• Notify the agency that the vehicle has been declared a total loss.
• Obtain vehicle valuation documentation.
• Arrange for the vehicle to be sold at auction.
• Upload all documentation to Origami.
Exception to Repair a Totaled Vehicle
• Agency must submit written justification.
• Approval must be obtained from the CPFSE Chief Operating Officer before repairs begin.
Estimates Will Be Returned for Correction If:
• Contract pricing is not used.
• Charges are incorrect or unsupported.
Step 3: Supplemental Repair Approval
Additional Repairs require prior approval when:
• The additional cost exceeds $350; or
• The revised estimate increases the approved amount by more than 10%.
• The body shop must submit a revised estimate for approval before work continues.
Step 4: Final Invoice and Payment
• The body shop submits a final invoice.
• Repair estimates are not accepted as invoices.
• Risk reviews the invoice for accuracy.
• Approved invoices are sent to DAS Finance.
• DAS Finance issues payment.
Agency Deductible:
• The agency is chaged a $1,000 deductible through the monthly Risk billing process.
Section 2 - Claims Recovery and Settlement Process
If the Other Party Is At Fault
Risk Manager Responsibilities
• Contact the other party's insurance company for reimbursement.
• Request restitution through the county attorney when appropriate.
• Negotiate settlements.
• Forward recovered funds to DAS Finance.
• Include any auction proceeds when calculating recovery amounts for total loss vehicles.
If the State Driver Is At Fault and the Claim Is Under $5,000
• Claimant submits a Tort Claim to the Department of Management (DOM).
• DOM assigns the claim to DAS Risk in DOM Origami.
• Risk investigates the claim and reviews repair estimates.
• Risk may send the estimate to QCS for a desk review.
• Risk sends a release and W9 to the claimant.
• Claimant returns signed documents.
• Risk requests payment through DAS Finance.
• DAS Finance issues payment.
• Claim is reported to the State Appeal Board.
• Records are retained according to retention requirements.
If the State Driver Is At Fault and the Claim Is Over $5,000
• Claimant submits a Tort Claim to DOM.
• DOM assigns the claim to DAS Risk in DOM Origami.
• Risk investigates the claim and reviews repair estimates.
• Risk may send the estimate to QCS for a desk review.
• Risk submits its investigation findings and payment recommendation in DOM Origami.
• The State Appeal Board determines whether payment will be made.
• The State Appeal Board sends the claimant a release and W9.
• The signed documents are forwarded to DAS Risk to request payment from DAS Finance.
• DAS Finance issues payment and sends the check to the Attorney General’s office.
• The Attorney General's Office distributes payment.
• The claim payment is reported to the State Appeal Board.
• Records are retained according to retention requirements.
Section 3 - Litigation
If a lawsuit is filed:
• Stop all communication with outside parties immediately.
• All communication must go through the Attorney General's Office.
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