From Joan.Compton at adm.idaho.gov Wed Jan 2 10:53:17 2019 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Wed, 2 Jan 2019 17:53:17 +0000 Subject: [Icoord] FW: Annual Inventory Process In-Reply-To: References: Message-ID: Agency Insurance Coordinators, In accordance with Idaho Code Section 67-5746, each agency is required to conduct an annual inventory for all business personal property which the agency owns or is responsible for whether under terms of any contract, grant, or otherwise. The Department of Administration is responsible for verifying that each agency has completed its inventory. This annual process begins in January and is to be completed by the end of the first week of March 2019. The following information and instructions will also be sent to your department Director. Attached is a copy of the Minimum Requirements for Maintenance of Business Property Inventory System to help you determine what items must be inventoried. (Please note that this statutorily required inventory process is not the same as the property information required for insurance coverage and renewal.) Please apply a 1.33% inflationary factor to your existing business personal property values for FY19. The inflationary factor is not applied to new acquisitions. Once your annual inventory of business personal property has been conducted, each agency insurance coordinator must complete and return the attached 2019 Acknowledgement of Completion of Business Property Inventory form to the Department of Administration via email to joan.compton at adm.idaho.gov. Acknowledgement forms must be received by March 8, 2019. As always, we appreciate your assistance complying with this annual task. Should you have questions, please contact Joan Compton at 332-1872 or joan.compton at adm.idaho.gov. Joan Compton, Risk Management Analyst Dept. of Administration Risk Management Program 650 W. State Street Boise, Idaho 83720 208-332-1872 208-334-5315 - Fax Work hours: 7:00am to 4:00pm Joan.compton at adm.idaho.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: ANN INV guidelines 2019.doc Type: application/msword Size: 25600 bytes Desc: ANN INV guidelines 2019.doc URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: ANNINVacknowledgement form Jan 2019.doc Type: application/msword Size: 32768 bytes Desc: ANNINVacknowledgement form Jan 2019.doc URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Annual Inventory Cover Letter 2019.doc Type: application/msword Size: 78336 bytes Desc: Annual Inventory Cover Letter 2019.doc URL: From Joan.Compton at adm.idaho.gov Thu Jan 17 13:17:06 2019 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Thu, 17 Jan 2019 20:17:06 +0000 Subject: [Icoord] April 1, 2019 to April 1, 2020 AVIATION AND FOREIGN LIABILITY insurance renewal process Message-ID: Good afternoon Insurance Coordinators, It is time to start the insurance renewal process involving the State's April 1, 2019 Aviation and Foreign Liability insurance policies. Please open, print and view the two attached cover letters BEFORE beginning the process. Please pay particular attention to the additional items 3-5 contained in the Foreign cover letter as it may be applicable to your agency. There are 9 attachments and some may not be applicable to your agency operations. After viewing the two cover letters: 1. Please log into the Risk Management Information System (RMIS). Access to the RMIS program can be found on our website, https://risk.adm.idaho.gov/ then click on the RMIS tab (upper right of page). Also Refer to the RMIS Agency User Manual, if necessary) 2. Select the two applicable lines of insurance coverage (Aviation AND Foreign). 3. After entering into the applicable insurance screen, click on the 2020 Fiscal Year drop down. 4. Then click "GET ALL" which opens the various data input fields. 5. For the Aviation coverage, enter applicable information into the RMIS coverage screen for each Aviation Charter trip which occurred in calendar year 2018 (prior calendar year trips). * If applicable, please complete the attached Drone Information template for any drones your agency owns and operates. If any drone is used overseas please indicate on the template. If so, a separate insurance document will be emailed to your agency for completion. 6. For the Foreign liability coverage, enter applicable information into the RMIS coverage screen for each Foreign trip that will occur or is contemplated during the period of April 1, 2019 through April 1, 2020. * Employees traveling to Haiti or Cuba also must complete the two attached documents ( App-Haiti Supplement & App-Cuba Certification) then return both documents to Joan.compton at adm.idaho.gov prior to the actual travel date. 7. Please remember to click the "ADD" button after entering the data into RMIS for each trip, then confirm the trip migrated to the GRID at bottom of the entry screen. 8. When finished entering the annual renewal data into RMIS for both the aviation and foreign liability, click the "Send to Risk Management" button prior to February 15, 2019. If one or both lines of coverage are not applicable to your agency, simply enter into each of the 2020 RMIS coverage screens and: 1. click the "Get all" button which opens the various data input fields, 2. then click the "not applicable" button, 3. and finally click the "Send to Risk Management" button as proof that the coverage is declined prior to February 15, 2019. The process will then be complete. If you have not been trained to use RMIS, or simply need a refresher, please call Kristie Fields at 332-1869. All agencies must respond by no later than FEBRUARY 15, 2019. Joan Compton, Risk Management Analyst Dept. of Administration Risk Management Program 650 W. State Street Boise, Idaho 83720 208-332-1872 208-334-5315 - Fax Work hours: 7:00am to 4:00pm -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: JULY-SEPT FLYING SERVICES 2018.xls Type: application/vnd.ms-excel Size: 41984 bytes Desc: JULY-SEPT FLYING SERVICES 2018.xls URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: OCT-DEC FLYING SERVICES 2018.xls Type: application/vnd.ms-excel Size: 41984 bytes Desc: OCT-DEC FLYING SERVICES 2018.xls URL: From Joan.Compton at adm.idaho.gov Thu Jan 31 10:16:48 2019 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Thu, 31 Jan 2019 17:16:48 +0000 Subject: [Icoord] Agency Vehicle Use Policy Message-ID: Dear Insurance Coordinators, As a result of Risk Management's recent quarterly Risk Management Advisory Committee meeting, the members of the committee would like to understand the "vehicle use policies" that have been developed by agencies who own, rent or lease vehicles. If you are one of few agencies who do not own, rent or lease vehicles, please ignore this email. If your agency has a "vehicle use policy", please email it to me at joan.compton at adm.idaho.gov before February 22, 2019. Additionally, please also answer the following questions, if applicable to your agency: 1. If your agency developed a "vehicle use policy", are you considering making any changes to it? If so, please advise what those changes entail (we don't need specifics). 2. Does your agency require the driver to sign a "vehicle use agreement" that outlines the driver's responsibilities? If so, does the agreement also include a permission clause whereby the driver agrees to let your agency verify their driving record at specified intervals? 3. Does your agency allow volunteers, interns or any other non-state individuals to drive your agency vehicles? 4. Does your agency verify driving records through Division of Motor Vehicles (DMV) for any employee, and/or others you allow to drive your state vehicle? 5. Are current copies of employee driver's license kept on file at your agency? If you have questions, please feel free to contact me at 208-332-1872; joan.compton at adm.idaho.gov or Faith Cox at 208-332-1871; faith.cox at adm.idaho.gov Thank you! Joan Compton, Risk Management Analyst Dept. of Administration Risk Management Program 650 W. State Street Boise, Idaho 83720 208-332-1872 208-334-5315 - Fax Work hours: 7:00am to 4:00pm -------------- next part -------------- An HTML attachment was scrubbed... URL: