The procedures described in this page are intended to comply with the policy in APM 05.04. The APM takes precedence over this material. Any discrepancy in this content is unintentional.
This material describes the process by which University of Idaho units obtain required accident medical insurance for camps or day activities with participants who are not University of Idaho students.
Responsibilities of Sponsoring Unit
- Complete a Camp Insurance Request to notify Risk Management at least two weeks in advance of the program's start date.
- Obtain a camp program serial number from Risk Management upon completion of a risk assessment of the planned program. This serial number is required for claim forms and the Completed Activity Report.
- Obtain a signed Acknowledgement of Risk and Waiver of Liability from every participant (signed by the parent or legal guardian if minors). Risk Management will provide a customized waiver form specific to the activity.These forms should be retained in the sponsoring unit for one year and made available to Risk Management or to the insurer upon request.
- Complete an Incident Report and an Insurance Claim form for any injury or illness requiring an insurance claim.
- Immediately report serious injuries to Risk and to file all claims with Risk within 48 hours of injury.
- Report all claims and turn in a Completed Activity Report to Risk Management within one week of the end of the camp.
- Complete a claim voucher to pay for insurance costs immediately upon completion of the event. See below for instruction specific to processing a claim voucher to pay for camp insurance.
Claim Voucher Process for Camp Insurance
Submit a Claim Voucher to American Income Life following the instructions below:
1) Banner Payee ID is AMEINC
American Income Life, Policy 4913
Special Risks Division
PO Box 50158
Indianapolis, IN 46250
2) Include the Policy Number "4913" and the Serial number assigned to the Camp in the Invoice Number Field. The Serial Number assigned can be found in the Confirmation of Coverage email that was sent to the person requesting the insurance.
3) Send a copy of the Claim Voucher and the Completed Activity Report to Risk Management, firstname.lastname@example.org. Accounts Payable will automatically receive a copy of the documentation when you submit it with your claim voucher.
Limits of Coverage
The insurance will pay claims for a covered accident or illness up to the benefits of the policy. The Participant’s own health insurance should be billed first for any claims.
The insurance covers group travel to and from the sponsored activity. It is required that such group travel be accompanied by an adult program employee or authorized volunteer.
The insurance benefits are $5,000 for any one injury and $1,000 for illness that begins during the camp and is related to camp activities. The participant’s own health insurance will be billed first for any claims. Claimants do not need to prove negligence of the University.
Pre-existing medical conditions and side trips for the purpose of sightseeing or amusement are excluded. The day the majority of campers arrive must be included as a camper day and the appropriate premium submitted.
Filing a Claim
In the event of accident or illness involving a camp participant, it is the responsibility of the camp directors to file a claim. Claims must be filed within 48 hours.
Program directors should complete the Camp Claim form and an incident report and forward them, together with copies of invoices for treatment, to the Risk Management Office. Providing all information requested on the forms will expedite claims processing.