Claims and Accident Reporting Forms

• Take the following actions in the event of an accident or damage/loss of NAF assets. Within a reasonable period; NLT 24 hours.

1. Notify Security Forces or appropriated civil authorities
2. Inform the Facility Manager about the incident
3. Identify witnesses that may have been involved or have information of the loss
4. Gather information about the date, time, place, and circumstance of the loss
5. Sort and identify damaged and undamaged goods
6. Move assets to a safe location (if applicable)
7. If a vehicle is damaged, notify the Vehicle Control Officer, VCO, within 24 hours or before close of business on the first available duty day; OI 34-106 paragraph 12.5.
8. Activity manager is responsible for informing the Flight Chief about the incident

• Flight Chief action. Upon receipt of notification, take the following actions within the following business day.

1. Inform FSS Commander or Director about the loss
2. Notify Resource Manager of loss in writing
3. Prepare report of potential liability claim (if applicable)

• Below is an inclusive list of required documentation for claims processing. Activity manager or designee is responsible for submitting documentation to the Resource Management office within 10 business days of incident.

• Accident/incident report–See Attached form SF 91 and DD 518
• Witness Statements–See Attached form SF 94
• Estimates (one estimate if damage/loss is under $1K; two estimates if damage/loss is over $1K)
• Pictures of damage of all rental assets. Also include pictures of the asset at the time of pick-up and upon return by the renter
• Copy of rental agreement (signed and dated rental agreement for all rental assets)
• Renters’ personal insurance carrier communication (required for all assets that were rented with a signed liability agreement)
• Resale inventory (provide a list of damaged and destroyed items with the original cost)
• Food products (include a certificate from medical group, public health condemning the items as unfit for human consumption)

• Resource Manager, RM Flight. Upon receipt of notification takes the following steps.

1. Submits Notice of Loss and files claim via my FSS
2. Provides Proof of Loss, which includes detailed information, supporting required documents, and facts to AFSVC/VIHB through myFSS
3. OCONUS Only: Ensures reimbursement amount is in US Dollars and provide the exchange rate used
4. Completes applicable claims checklist

Note: Please allow time for the claim to process. The timeframe for claims will depend on the type and value of the claim; plan for 30 to 45 days to process

• Customer Claims for personal or property damages.

Customer complaints may include bodily injury or damages to personal property. NAFI-related guidance applies to value of $1,000 or above. The following references apply. DAFMAN34-123, Property and Liability Program Chapter 3, Customer Complaint, paragraph 3.3. Investigation Report (AFMAN 34-202; 8.5 – Resolving Losses). And notice of Appointment of Investigating Officer (AFMAN 34-202; 8.5 – Resolving Losses).

• Facility Manager action. Upon receipt of notification, take the following actions within a reasonable period; NLT 24 hours.

1. Notify Security Forces or appropriate civil authorities, and the activity’s Flight Chief
2. Identify witnesses that may have been involved or have information about the incident
3. Gather information about the date, time, place, and circumstance of the incident
4. Submit a written report by e-mail within 48 hours of first knowledge of the incident to Resource Management POC, Sandra Johnson, sandra.johnson@us.af.mil and Elizabeth McCormick, Deputy Chief, elizabeth.mccormick@us.af.mil, and Scott Wooley, Chief of Resources, scott.wooley.1@us.af.mil

• Below is an inclusive list of required documentation for claims processing. Documents are sent to the Resource Management Office within 10 business days of incident.

• Accident/incident report–See attached form SF 91 and DD 518
• Witness Statements–See attached form SF 94
• Estimates (submit one estimate if incident/damage is under $1K; two estimates if incident/damage is over $1K)
• Pictures of damage

• Resource Manager Flight, RM. Upon receipt of notification the Resource Manager will take the following actions depending on the value of the claim.

1. The RM prepares Notice of Potential Liability Information memorandum for FSS Commander, Director, or Deputy signature for NAFI related incident which results in physical injury to a person or in which property damage is expected $1,000
2. RM settles customer complaints subject to approval of the FSS Commander, Director, or Deputy without Staff Judge Advocate involvement
3. RM has approval authority personnel claims less than $500 for loss/damage

Please allow time for claim to process; expect 5 business days for processing upon receipt of supporting documentation.