CAO Training

1. CAO Training Presented by Coral Beyer CAO Coordinator

2. What is a CAO? Claim Against Others (CAO): • For damage done to ODOT property such as: • Highway signs, rails, etc • Hazmat Spills/Clean up • Fleet & Buildings • Services provided by ODOT such as: • Traffic Control • Clean-up, Hazmat clean up, etc

3. Is there a minimum amount to establish a CAO? ODOT Property Damage: • The minimum is $100. ODOT Services: • When only Traffic Control is provided, the minimum is $500. • When Traffic Control and/or just Clean-up the minimum is $100.

4. What information is needed to get a CAO expenditure account? • To open a CAO we need either the Driver or Registered Owners name and address. • Supporting information needed: • Date of accident • Highway & Mile post • County of accident • Driver or Registered Owners name and address • Insurance company and policy number • License plate number • Drivers license number • Crew number responding or effected by the damage

5. CAO Process • We now have an electronic copy of the damage to structure report available to use. If you would still like to use the paper form please feel free to do so. • Contact Coral for a CAO number • Fill out the damage to structure form • E-mail, mail or fax in the damage to structure form with pictures (if available) to the Coral as soon as you can (This will open the claim at DOJ quicker) • Fix the repairs while you are collecting your documentation (police reports, dispatch logs, etc.) • Once repairs are completed send in to the Coral a copy of the damage to structure form with the District managers signature, date repairs are completed and coordinators signature with police report, dispatch log, etc.

6. CAO Process (continued) • Once Coral receives the completed damage to structure report that will generate a cost detail report and will be sent via email to the coordinator for there review. • The Maintenance coordinator will sign the approved line and will then need to have there manager sign the authorized line. • Send completed cost detail report to Coral and this will in turn close the CAO on the crews end.

7. CAO/Fleet Process • We will now be setting up a CAOF for any Fleet vehicle with damages less then $2,500. • CAO/Fleet Process (any one other then ODOT that damages our ODOT fleet vehicles less then $2,500.) • Contact the Fleet Risk Coordinator to start the process. • The Fleet Risk Coordinator will email the manager 3 forms that will need to get filled out as soon as possible to start the CAO/Fleet process. (please ask if you have questions) • Incident packet • Property/Fleet damage report • Damage to structure form • The Fleet Risk Coordinator will contact Coral to get the CAOF expenditure account • Crews will get the vehicle fixed and will charge the CAOF account for the repairs.

8. CAO/Fleet Process (continued) • Crews will need to inform the Fleet Risk Coordinator once repairs are completed. • The Fleet Risk Coordinator will contact Coral for the cost detail report (this is the last documentation for the CAOF Process) • The Fleet Risk Coordinator will send out the cost detail report to the manager for review and signature. (Signing off on the cost detail report states that the charges are correct) • The Fleet Risk Coordinator will send Coral the cost detail report and this will complete the CAOF Process.

9. Contact Page • Coral Beyer CAO Coordinator 503-986-3040 fax 503-986-4467 Coral.Beyer@ODOT.state.or.us • DOJ Contact’s Nancy Costa, Sue Haller, Karen Vincent 503-934-4400 fax 503-373-7067 • The Fleet Risk Coordinator Stacie Olano 503-986-2669 • Penny Repine Risk Management Coordinator 503-378-5032