Filing a Renewal or Endorsement with a broker change
If you need to file a renewal or endorsement for a policy but the broker responsible for the most recent new/renewal transaction is not the broker for this new filing, then the filing process is slightly different.
If you are associated with both the broker account responsible for the most recent New or Renewal transaction for the policy, and the broker account responsible for this transaction, follow option 1, If you do not have access to the original Broker account, and it isn’t possible for you to be associated with that broker account, please follow Option 2.
Option 1: Filing with access to the original broker account
Begin the filing process as you normally would, using one of the two options below:
From the Dashboard
Navigate to the Dashboard.
In the Filings Summary panel, click Create a New Filing.
From Manage Filings
Go to the Filings module.
Click on Manage Filings.
In the page header (top right), click New Filing.
Step 1: Choose Transaction Type and Policy
Select Transaction Type
In the upper left corner of the screen, locate the Transaction Type dropdown, and select the proper transaction type.
On the Policy Selection Screen, enter the policy number for the original policy. Select the appropriate policy and click “Next” to proceed.
Only policies with a broker account you are associated with will appear. If you do not see the policy, go to Option 2 below.
Review Auto-Populated Fields
If you are filing a transaction other than “New”, the system will automatically fill in information from the most recent New or Renewal transaction.
For New transactions, only the Transaction Type will be pre-filled.
Step 2: Fill in the information for your transaction on the “New Filing” screen
Transaction Type: New
1. Select Broker Account
Choose the broker account you’re filing under. You’ll be able to select from any broker accounts you’re authorized to file under.
Enter Policy Number
Input the policy number into the Policy # field. Accepted characters: letters, numbers, and dashes.
If the Insurer has not issued a new policy number for this renewal or endorsement, you should use the same number from the most recent new/renewal transaction. For an Endorsement, there is an Endorsement # field that can be used if your organization needs to track endorsements separately from the underlying Policy.
3. Enter Insured Name
This will be populated based on the original policy. Update it if necessary.
4. Enter Effective Date or Endorsement Date
If this is a Renewal, enter the Effective Date as shown on the Declaration Page. If it is an Endorsement, enter the Endorsement Date in the provided field as shown on the Endorsement document.
You have the option to create a draft version of a filing, or to begin entry and save your progress and return to it later once the information above has been entered. If you want to see an estimate of the Stamping Fee and Premium Tax, be sure to also enter the Premium and any Broker Fee or Other Fees that apply.
5. Enter Additional Transaction Information
The fields will have been populated based on the original policy. Only change the ones where needed.
If applicable, select a value from the 'Brokered By' field.
Mark the ECP (Exempt Commercial Purchaser) and RPG (Risk Purchasing Group) checkboxes if appropriate.
Enter the Expiration Date.
Enter the Broker Received Date (when the broker got documents from the insurer).
Enter the Mailing Address for the insured.
If the Location of Risk is the same address, check the 'Location same as mailing' box.
If different, enter the Location of Risk Address.
If this is a Multi-state Policy, mark the checkbox
Select the Line of Business from the dropdown that matches the original policy and, if you wish enter a description of the risk in the provide field.
Only enter a different Line of Business from the underlying policy if this is a renewal and a different line of business now is the largest portion of the premium.
Select the Insurer. If there are multiple insurers, click 'Add Insurer' for each additional one.
Enter the Percentage of Risk for each insurer being sure that they total to 100%.
7. Enter Financial Details
Stamping Fee and Premium Tax are only calculated when the financial information and the effective date have been entered prior to saving. Changes to this information will result in the fee and tax being re-estimated with the next save, or when you Submit the filing.
Enter the Premium Amount.
Enter any Broker Fees.
Enter any Additional Fees.
8. Upload documents and Review information
Upload all necessary documents.
Select the correct Document Type for each uploaded file.
Required document types are based on the Transaction Type and marked with an asterisk in the Type list. At this time, if this is an endorsement and the the ECP checkbox was marked, you will need to include the ECP certificate.
Use the Filer Notes box to any additional information for the SLA to review.
Ensure all data matches the Dec Page or Endorsement Document exactly.
If there are any discrepancies between the Dec Page or Endorsement Document and the electronic filing, the submission will be flagged and returned by the SLA for correction.
Step 3: Submit and Certify your filing
Click Submit to proceed.
If there are validation failures due to missing information or discrepancies between fields, they will be outlined and the issue displayed. Correct any identified items and click “Submit” again.
In the Certification Box, verify the Broker Name for the filing account is correct.
If correct, click 'Click to Certify.'
If not, click Cancel and update the broker information before resubmitting.
After certifying, the status of the filing changes to “Submitted”, and a Filing Number is assigned.
Option 2: Filing without access to the original broker account
Begin the filing process as you normally would, using one of the two options below:
From the Dashboard
Navigate to the Dashboard.
In the Filings Summary panel, click Create a New Filing.
From Manage Filings
Go to the Filings module.
Click on Manage Filings.
In the page header (top right), click New Filing.
Step 1: Choose Transaction Type and Policy
Select Transaction Type
In the upper left corner of the screen, locate the Transaction Type dropdown, and select the proper transaction type.
On the Policy Selection Screen, enter the policy number for the original policy. If it does appear, then you can proceed as you would under Option 1.
Check the box labeled Other Policy / Not Found.
You will be prompted to provide an explanation as to why you were unable to select a policy. Please enter the name of the original broker and, if the policy number has changed, the original policy number.
Then click Next to proceed. The system will now open the New Filing screen, with only the Transaction Type will be populated.
Step 2: Fill in the information for your transaction on the “New Filing” screen
Transaction Types: Renewals, Endorsements
1. Select Broker Account
Choose the broker account you’re filing under. You’ll be able to select from any broker accounts you’re authorized to file under.
You will only be able to select a Broker Account for which you have filing permission. If the account you need to file under is not listed, contact your administrator or broker for assistance.
2. Enter Policy Number
Input the policy number into the Policy # field. Accepted characters: letters, numbers, and dashes.
If the Insurer has not issued a new policy number for this renewal or endorsement, you should use the same number from the most recent new/renewal transaction. For an Endorsement, there is an Endorsement # field that can be used if your organization needs to track endorsements separately from the underlying Policy.
3. Enter Insured Name
Input the Insured Name exactly as it appears on the Declaration Page (Dec Page) or Endorsement Document.
4. Enter Effective Date or Endorsement Date
If this is a Renewal, enter the Effective Date as shown on the Declaration Page. If it is an Endorsement, enter the Endorsement Date in the provided field as shown on the Endorsement document.
You have the option to create a draft version of a filing, or to begin entry and save your progress and return to it later once the information above has been entered. If you want to see an estimate of the Stamping Fee and Premium Tax, be sure to also enter the Premium and any Broker Fee or Other Fees that apply.
5. Enter Additional Transaction Information
If applicable, select a value from the 'Brokered By' field.
Mark the ECP (Exempt Commercial Purchaser) and RPG (Risk Purchasing Group) checkboxes if appropriate.
Enter the Expiration Date.
Enter the Broker Received Date (when the broker got documents from the insurer).
6. Enter Risk and Coverage Details
Enter the Mailing Address for the insured.
If the Location of Risk is the same address, check the 'Location same as mailing' box.
If different, enter the Location of Risk Address.
If this is a Multi-state Policy, mark the checkbox
Select the Line of Business from the dropdown that matches the original policy and, if you wish enter a description of the risk in the provide field.
Only enter a different Line of Business from the underlying policy if this is a renewal and a different line of business now is the largest portion of the premium.
Select the Insurer. If there are multiple insurers, click 'Add Insurer' for each additional one.
Enter the Percentage of Risk for each insurer being sure that they total to 100%.
7. Enter Financial Details
Stamping Fee and Premium Tax are only calculated when the financial information and the effective date have been entered prior to saving. Changes to this information will result in the fee and tax being re-estimated with the next save, or when you Submit the filing.
Enter the Premium Amount.
Enter any Broker Fees.
Enter any Additional Fees.
8. Upload documents and Review information
Upload all necessary documents.
Select the correct Document Type for each uploaded file.
Required document types are based on the Transaction Type and marked with an asterisk in the Type list.
Use the Filer Notes box to any additional information for the SLA to review.
Ensure all data matches the Dec Page or Endorsement Document exactly.
If there are any discrepancies between the Dec Page or Endorsement Document and the electronic filing, the submission will be flagged and returned by the SLA for correction.
Step 3: Submit and Certify your filing
Click Submit to proceed.
If there are validation failures due to missing information or discrepancies between fields, they will be outlined and the issue displayed. Correct any identified items and click “Submit” again.
In the Certification Box, verify the Broker Name for the filing account is correct.
If correct, click 'Click to Certify.'
If not, click Cancel and update the broker information before resubmitting.
After certifying, the status of the filing changes to “Submitted”, and a Filing Number is assigned.
Quick Tips
If it is possible, have yourself associated with the original broker account for this policy before filing--that will allow you to use the standard process. See Adding a User to the Broker Portal for instructions.