Reporting a claim
Report all claims through Provident at (866) 964-6660. We identify the policy, notify the carrier, and stay with you through resolution.
What happens, step by step
- 01
Report it as soon as you become aware
Management liability policies are written on a claims-made basis. Coverage depends on reporting the claim — or a circumstance that could become a claim — to the carrier during the policy period or any applicable extended reporting period. Do not wait to see whether it goes away.
- 02
Call Provident at (866) 964-6660
Report the claim through us. We identify the correct carrier and policy, confirm what the policy requires, and open the notice with the carrier on your behalf. You will speak with a domestic specialist, not a call center queue.
- 03
Preserve the documents
Keep the demand letter, agency charge, complaint, or notice exactly as received, including the envelope and date of service. Preserve related emails, personnel files, board minutes, plan documents, or system logs. Do not alter or delete anything.
- 04
Do not respond on your own
Most policies require the carrier's consent before you incur defense costs, admit liability, or agree to a settlement. Responding to a demand or negotiating directly before notice can jeopardize coverage.
- 05
Carrier acknowledgment and counsel
The carrier acknowledges the notice, assigns a claims examiner, and issues a coverage position. Defense counsel is assigned — typically from the carrier's panel of attorneys experienced in that line of coverage.
- 06
Defense, resolution, and your deductible
Counsel handles the response, discovery, and negotiation. Your retention or deductible applies as stated on the declarations page. We stay involved throughout so you always have someone who can explain what is happening.
Have this ready
- Named insured and policy number
- The date you first received the demand, charge, complaint, or notice
- Copies of all documents received, including envelopes and service dates
- Names and roles of everyone involved
- A short factual chronology of what happened and when
- Related personnel files, performance records, or plan documents
- Any prior complaints, internal investigations, or related matters
- For a cyber event: date of discovery, systems affected, and whether data may have been accessed
What counts as a claim
An EEOC or state agency charge, a right-to-sue letter, a demand letter from an employee's attorney, or a filed lawsuit alleging wrongful termination, discrimination, harassment, or retaliation.
A written demand against a director, officer, or the entity, a derivative demand, a regulatory inquiry or subpoena, or a suit alleging breach of duty, mismanagement, or misrepresentation.
Report immediately on discovery — ransomware, a network intrusion, business email compromise, or any suspected exposure of personal data. Cyber policies run on tight notification clocks and carrier-approved forensic vendors.
A participant complaint or lawsuit, a Department of Labor inquiry, or an allegation of imprudent plan investments, excessive fees, or administrative error.
Need to report something now?
Call us and we will open the notice with your carrier. If it is outside business hours, send the details and we will respond the same business day.