Replacing Stolen or Damaged DPS Property

NEW PROCEDURE: Beginning July 1, 2003, reimbursements for thefts and missing DPS property will be handled differently. As of this date, property that is missing (inventory shortages) without any sign of forced entry will not be reimbursed by Risk Management. The cost of replacement will be paid by the school or department. If there is a forced entry that results in missing district property, the school or department will have a $2,500 deductible to pay toward any replacement. In other words, the school or department that has the loss will pay the first $2,500 toward replacement. Losses less than $2,500 will be paid entirely by the school or department. Reminder--anytime there is a forced entry, you must notify the Denver Police Department and DPS Security. Continue to report these losses to Risk Management at (720) 423-3613.

To replace stolen or damaged DPS property (over $2,500), first report the loss to Risk Management as outlined in "Reporting Property Losses" .

All claims for replacement of equipment or supplies through the Insurance Fund must be done using the on-line requisition process, as follows:

Create an on-line requisition (PR or CR) for the purchase of property or supplies that were lost, stolen or damaged. Use the following account code:
64 863000000000000522. This account code allows Cayenta to accept your entry and ensures that your school/department will not incur the expenditure. Use your school/department location code for shipping. DO NOT APPROVE THIS REQUISITION. (Refer to Cayenta user's instructions on purchase requisitions.)

Send the unapproved edit list, signed by the principal/department head, and all supporting documentation to Risk Management via school mail or e-mail to yolanda_encinias@dpsk12.org. If you have questions, call Risk Management at (720) 423-3613.

If the claim is approved for insurance payment, Risk Management will change the account code and approve the PR/CR. Risk Management will notify the school/department of the approval by e-mail. NOTE: Only Risk Management may approve requisitions for replacing property out of the Insurance Fund.

Once Risk Management approves the PR/CR, you may resume the Purchasing Department's procedures for replacing the property.

If you have any questions, please call Risk Management at (720) 423-3613.