Page 130 - claims information pack ebook_e

Guidelines for presenting claims for clean up and preventive measures

showing how the expenses are linked with clean-up operations need to be able to link
the actions taken. Experts engaged by the their observations with subsequent claims
1992 Fund and the shipowner’s insurer to for cost recovery. Therefore information
follow clean-up operations review the claimed relating to each worksite should be provided.
costs against those operations when making The annex contains a theoretical claim for
their assessment. A claim should therefore clean-up operations and includes simplified
clearly set out what was done and why, examples of typical spreadsheets. The
where and when it was done, by whom, with purpose of the example is to demonstrate
what resources and for how much. Invoices, one way in which a claim for clean-up costs
receipts, worksheets and wage records, whilst might be structured (Figure 1) and the
providing useful confirmation of expenditure, types of documentation you should submit
are insufficient by themselves. The addition of in support of such a claim for clean-up
a report describing how the claimed expenses operations (Table 2). The spreadsheets are
are linked to clean-up operations will greatly intended as illustrations only and the rates
facilitate the assessment of claims. used should not be taken as representative
of reasonable rates.
Claims submission in electronic 25
format – Spreadsheets 7.3 Supporting information and
documentation
7.2.4 Although some supporting documentation can
only be submitted as either original documents 7.3.1 The lists on pages 26-27 provide examples
or certified copies, information transmitted of the types of supporting information and
electronically can also greatly facilitate the documentation which should be presented
assessment of claims. Spreadsheets offer a with claims for the costs of particular
particularly useful way of summarising some resources used and other general costs
of the key information required in support of incurred during clean-up operations.
a claim. Ideally the spreadsheet would have a Such information assists the shipowner’s
summary page, followed by the detailed entries insurer/1992 Fund in the assessment of your
for each contractor, organisation or worksite claim. When considering what information
with references to supporting materials. Each can reasonably be expected to be provided,
response organisation or contractor should account is taken of the normal accounting
maintain a daily log of activities, including practices in the countries affected by an
details of the number of personnel involved, the incident. Claimants are also encouraged to
type and quantity of equipment and materials maintain a dialogue with the shipowner’s
used, the type and length of shoreline cleaned insurer/1992 Fund during the formulation of
and the amount of waste materials collected. a claim so that there is a clear understanding
If response vessels are used to combat oil at of the methods used to compile the claim
sea, extracts from their deck logs covering and the opportunity for the shipowner’s
their period of deployment provide an essential insurer/1992 Fund to offer advice on methods
source of information to explain the measures which would facilitate its assessment. Such a
taken. dialogue can be particularly useful in a major
spill when the claim submitted by a Member
7.2.5 Very often contractors submit just a single
spreadsheet in support of their claim State is likely to be highly complex, involving
showing their overall costs. However, this costs incurred by a range of national agencies
often provides insufficient information on the and government departments.
distribution of the claimed costs between 7.3.2 The following lists are not exhaustive nor
worksites. The experts usually engaged by would all the items listed be appropriate or
the shipowner’s insurer/1992 Fund to follow necessary under all circumstances.