FLORIDA SURPLUS LINES SERVICE OFFICE. IPC Procedures Manual

Transcription

1 FLORIDA SURPLUS LINES SERVICE OFFICE IPC Procedures Manual December 2016

2 TABLE OF CONTENTS 1. INTRODUCTION Purpose of this Document Intended Audience FSLSO Contact Information WHAT IS INDEPENDENTLY PROCURED COVERAGE (IPC)? Statutory Requirements IPC Submission and Payment Procedures Synopsis SLIP REGISTRATION IPC Registration SURPLUS LINES INFORMATION PORTAL (SLIP) Initial SLIP Setup Filing a New Policy Filing an Endorsement Filing a Renewal Filing a New Multistate Policy Filing a Multistate Endorsement EDITING AND CORRECTING DATA Editing and Correcting Policy Data Editing and Correcting Transaction Data TRANSACTIONS IN QUESTION (TIQS)... 24

3 7. XML BATCH FILING IPC INVOICING AND PAYMENTS Invoicing Information Payment Information Electronic Payments Delinquent Payments REFUND REQUIREMENTS REPORTS SLIP Reports...29 Page 3 of 31

4 1. INTRODUCTION The Introduction section contains the purpose of this document, copyright notice, the intended audience, and Florida Surplus Lines Service Office (FSLSO) contact information PURPOSE OF THIS DOCUMENT The purpose of this document is to provide guidance to IPC filers. This document is intended to be a working document and will be updated as information changes. Any reproduction, distribution, transmission, publication or use requires the prior written permission of the Florida Surplus Lines Service Office INTENDED AUDIENCE This manual was created to assist FSLSO Independently Procured Coverage (IPC) customers FSLSO CONTACT INFORMATION Agent Services Phone: (800) , Option 1 agent.services@fslso.com Website: Address: 1441 Maclay Commerce Drive, Suite 200, Tallahassee, FL Accounting Phone: (800) , Option 4 accounting@fslso.com Website: Address: 1441 Maclay Commerce Drive, Suite 200, Tallahassee, FL Page 4 of 31

5 2. WHAT IS INDEPENDENTLY PROCURED COVERAGE (IPC)? Independently Procured Coverage (IPC) is defined by Florida Statute (1) as surplus lines insurance procured (or caused to be procured) by an insured with an unauthorized foreign or alien insurer without the use of a licensed Florida surplus lines agent STATUTORY REQUIREMENTS All IPC policies are required to be filed with the Florida Surplus Lines Service Office (FSLSO) via IPC SLIP within 30 days of the effective date of the policy. Florida Statute (3) requires taxes, service fees, assessments, and surcharges to be remitted to the payees and addresses on the respective invoices 45 days following the end of the calendar quarter. The charges currently invoiced by the Florida Surplus Lines Service Office are as follows: DFS SURPLUS LINES TAX All policies applicable 5% FSLSO SERVICE OFFICE FEE All new and renewal policies (and subsequent endorsements) with an effective date on or after April 1, 2017 All new and renewal policies (and subsequent endorsements) with an effective date between April 1, March 31, 2017 All new and renewal policies (and subsequent endorsements) with an effective date between April 1, March 31, 2016 All new and renewal policies (and subsequent endorsements) with an effective date between April 1, March 31, 2014 All new and renewal policies (and subsequent endorsements) with an effective between from April 1, March 31, 2013 All new and renewal policies (and subsequent endorsements) with an effective date between April 1, March 31, 2007 All new and renewal policies (and subsequent endorsements) with an effective date between April 1, March 31, 2006 All new and renewal policies (and subsequent endorsements) with an effective date prior to April 1, % 0.15% 0.175% 0.2% 0.1% 0.2% 0.25% 0.3% Page 5 of 31

6 FLORIDA HURRICANE CATASTROPHE FUND ASSESSMENT All new and renewal policies (and subsequent endorsements) with an effective date on or after January 1, % All new and renewal policies (and subsequent endorsements) with an effective date between January 1, December 31, 2014 All new and renewal policies (and subsequent endorsements) with an effective date between January 1, December 31, % 1% EMPA SURCHARGE Certain residential property policies effective January 1, 2006 and beyond $2.00 Certain commercial property policies effective January 1, 2006 and beyond $4.00 CITIZENS ASSESSMENT All new and renewal policies (and subsequent endorsements) with an effective date on or after July 1, 2015 Emergency Assessment All new and renewal policies (and subsequent endorsements) with an effective date between July 1, June 30, 2015 Emergency Assessment All new and renewal policies (and subsequent endorsements) with an effective date between December 15, June 30, Regular Assessment All new and renewal policies (and subsequent endorsements) with an effective date between January 1, December 31, % 1% 1.4% 6.84% IPC policies are coverages written without the use of a licensed and appointed Florida surplus lines agent. The Florida Insurance Code states that a Florida general lines agent must utilize a licensed and appointed Florida surplus lines agent if coverage is placed through an eligible surplus lines insurer. Furthermore, Florida Statute (d) states Independently procured coverage written pursuant to S is not solicited, marketed, negotiated, or sold in this state IPC SUBMISSION AND PAYMENT PROCEDURES SYNOPSIS The following steps detail the requirements for all IPC filers in order to maintain compliance with Florida Statutes: Page 6 of 31

7 1. File policy information with FSLSO via the Surplus Lines Information Portal (SLIP) (online filing web portal). 2. Payments can be remitted by check or ACH (in SLIP under the Invoicing tab). Payments made by check for the taxes, service fees, FHCF assessments, EMPA surcharges, and Citizens assessments should be made payable to the individual entity and mailed to the address listed at the bottom of the invoices (remitting a copy of the policy is not required). Please note that separate payments are required for each type of invoice. Payments for invoices of the same type (paid to the same entity) can be combined into one check. 3. SLIP REGISTRATION Each Independently Procured Coverage filer must register with FSLSO via the Surplus Lines Information Portal (SLIP) prior to reporting policy data. Agents should not use the IPC filing method as a means to avoid licensure as a non-resident agent if, as a matter of business practice, they are soliciting or writing business in Florida. Per Florida Statute , the insured is responsible for completing the online policy filing and remitting all applicable taxes, service fees, assessments, and surcharges within the timeframes referenced in the statute IPC REGISTRATION To register with IPC SLIP, access the FSLSO website and select the SLIP Login under File or directly access SLIP here. To complete the IPC registration process, follow the instructions below. 1. On the SLIP login page, click Register and select Yes when the system prompts the question Are you a risk manager or policyholder and have directly procured surplus lines insurance? 2. Select either Individual or Company. Select Individual if you are an individual insured filing an IPC transaction. Select Company if you are representing a company reporting an IPC transaction. 3. Next, enter the following information and select the Register button upon completion. IPC Registration Information Username First and Last Name Address Phone Number Mailing Address Physical Address 4. Once registration is successfully completed, the address entered during registration will receive an with the IPC SLIP username and system generated password. The user must log in using the password provided in the ; however, the password can be changed after the initial log in. To do so, navigate to the User Admin tab on the menu bar and select Change Page 7 of 31

8 Password. Make the necessary changes, and click Save. The next time the user logs into SLIP, they will use the new password. 4. SURPLUS LINES INFORMATION PORTAL (SLIP) The FSLSO uses the Surplus Lines Information Portal (SLIP) to collect policy data and calculate surplus lines taxes, fees, and assessments. SLIP can be accessed by visiting the FSLSO website and selecting SLIP Login under File or directly access SLIP here INITIAL SLIP SETUP LOG IN To log into IPC SLIP, enter the SLIP account username and password and click the Login button. In the event of a forgotten password, the IPC SLIP login page allows the user to request his or her password be reset by clicking the Forgot Password link, entering the address associated with his or her account, and clicking the Submit button. The system will automatically send an to the address associated with that account with a SLIP password reset link. In addition, the user can view the SLIP terms and conditions on the login page. By logging into IPC SLIP, users are agreeing to the terms and conditions SLIP HOME PAGE The SLIP Home page is the main screen of IPC SLIP. The username and policy filer associated with the account is displayed above the menu bar. This is to ensure the user is logged into the correct account. To access the functions in SLIP, use the navigation menu tabs located at the top of the screen. The navigation menu tabs and its purpose are as follows: Home brings the user to the IPC SLIP home page. Policy allows the user to search for existing policies, file new policies, file renewals, add endorsements, upload batch files, file new multistate policies if effective 7/1/2011 6/30/2012 or greater than 5/31/2016, and manage TIQs. Reports provides SLIP reports and Billing reports. Invoicing allows the user to pay their invoices via ACH. User Admin allows the user to go to the Settings screen, change a password and add or edit user data. Help provides the user with detailed, context-sensitive SLIP support. Page 8 of 31

9 Logout will end the SLIP session. The SLIP Inbox, located in the upper right, top corner of SLIP (envelope), is designed solely for the FSLSO to send communications to the policy filer. It does not function like an system so the user will not be able to send information back to the FSLSO through the inbox SLIP USERS The security structure of SLIP allows IPC filers to create SLIP accounts for users who file data on their behalf. To grant other office staff members permission to file, edit or view policies, the registered IPC filer will add additional users under the registered SLIP account NEW SLIP USER To add a new SLIP user, select User Data from the User Admin tab on the SLIP menu bar. To complete the addition of a SLIP user, follow the instructions below. 1. Click the Add New User button and enter the user s information in the required fields. 2. Select the appropriate security role for the new user from the Security Info radio buttons. a. The Administrator role provides access to all areas of SLIP. This role allows the user to add, edit and view all policy data, and add, delete or edit SLIP user accounts. b. The Edit & View role allows the user to add, edit, and view policy data. This role prohibits adding or deleting SLIP user accounts. c. The View role restricts the user s ability to input or edit data. 3. In addition to role assignment, the preferred billing report format must be selected. Reports can be provided in PDF or CSV formats. 4. Click the Save button. A Task Accomplished window will display, select OK to proceed. SLIP will send the new user a system generated password to the address provided. Remember, this password can be changed under the User Admin tab after the user s initial log in UPDATE SLIP USER To update an existing SLIP user, in the User Admin tab on the SLIP menu bar, select User Data and click the Edit button next to the user s name. To edit a SLIP user, follow the instructions below. 1. The User Details section displays the highlighted user s information. 2. Scroll to the bottom of the page and click Edit. 3. Make the necessary modifications, then click Save. Page 9 of 31

10 4. A Task Accomplished window will display and select OK to proceed DELETE SLIP USER Only users with the Administrator role can delete a user. To delete an existing SLIP user, hover over the User Admin tab, select User Data and click the Edit button next to the user s name. To remove a SLIP user, follow the instructions below. 1. The User Details section displays the highlighted user s information. 2. Click the Delete button and select OK on the warning message to successfully delete the user. 3. A Task Accomplished window will display and select OK to proceed. Please note: A user with administrative permissions may change any of the information for users associated with that administrator s account, with the exception of changing user passwords. Only users may change their own passwords. Individual users without the administrator permission have the ability to edit their individual contact information without the administrator s permission, but do not have access to edit the administrator s or any other user s accounts CHANGE PASSWORD The Change Password page under the User Admin tab allows the user to change their SLIP password. To change the user password, enter the old password and new password twice, then select the Save button SETTINGS The Settings page under the User Admin tab is used to customize the insurance companies and insureds that will appear in the drop down menus when reporting policy data. Additionally, the billing contact information associated with the SLIP accounts is housed in the Settings page. These items must be complete prior to reporting your first policy INSURER ASSIGNMENT The Insurer Assignment section allows users to manage insurance companies commonly used when reporting policies. To assign insurers, navigate to the User Admin tab, select Settings, and follow the instructions below. 1. In the Florida Eligible Insurer Assignment panel, click the Edit button. 2. Highlight the insurer(s) in the Available Insurers box you wish to use. 3. Move the highlighted companies to the Selected Insurers box using the right pointing arrow. Page 10 of 31

11 a. You may move all available insurers by using the double right arrow. You may also remove insurers from the Selected Insurers by highlighting them and moving them back to the Available Insurers using the left pointing arrow. You may move all selected insurers by using the double left arrow. 4. Once you have made your selections, click Save BILLING CONTACT The Billing Contact is the individual responsible for receiving accounting notifications generated by FSLSO. FSLSO sends notifications for payment reminders, payment confirmations, delinquent payments, finance charge statements, and ACH return payments; therefore it is very important the billing contact s address is kept current NEW BILLING CONTACT To add a billing contact, select Settings from the User Admin tab on the SLIP menu bar. To complete the addition of a billing contact, follow the instructions below. 1. Click the New button in the Billing Contacts section of the page. 2. Next, enter the following information and select the Save button upon completion. Billing Contact Information First and Last Name Address Address Phone Number UPDATE BILLING CONTACT To update an existing billing contact, under the User Admin tab on the SLIP menu bar, select Settings and click the Edit button next to the billing contact s name. To edit a billing contact, follow the instructions below. 1. Once the Edit button next to the billing contact is selected, a Billing Contact Information window will appear. 2. Make the necessary modifications, then click Save. 3. A window will display stating your changes have been saved successfully, select OK to proceed. Page 11 of 31

12 DELETE BILLING CONTACT To delete an existing billing contact, under the User Admin tab, select Settings and click the Edit button next to the billing contact s name. To remove a billing contact, follow the instructions below. 1. Once the Edit button next to the billing contact is selected, a Billing Contact Information window will appear. 2. Click the Delete button and select OK on the message warning to delete the information. 3. A window will display stating your changes have been saved successfully, select OK to proceed INSURED INFORMATION The Insured Information section allows users to store insured information for use on future filings. This feature allows the user to submit multiple transactions for the same insured without having to re-enter the insured information each time NEW INSURED To add a new insured, select Settings from the User Admin tab on the SLIP menu bar. To complete the addition of an insured, follow the instructions below. 1. Click the New button in the Insured Information section of the page. 2. Next, enter the following information and select the Save button upon completion. Insured Information Insured Name Contact Person Address Phone Number Address UPDATE INSURED To update an existing insured name and contact information, under the User Admin tab on the SLIP menu bar, select Settings and click the Edit button next to the insured s name. NOTE: Editing insured information on the Settings page will update the insured s information for all transactions submitted for the insured. To edit an insured, follow the instructions below. 1. Once the Edit button next to the insured name is selected, an Insured Information window will appear. Page 12 of 31

13 2. Make the necessary modifications, then click Save. 3. A window will display stating your changes have been saved successfully, select OK to proceed DELETE INSURED 4.2. FILING A NEW POLICY To delete an existing insured name and contact information, under the User Admin tab, select Settings and click the Edit button next to the insured s name. NOTE: If transactions have been reported to the FSLSO using an insured stored in the Insured Information section, that insured cannot be deleted. To remove an insured, follow the instructions below. 1. Once the Edit button next to the insured s name is selected, an Insured Information window will appear. 2. Click the Delete button and select OK on the message warning to delete the information. 3. A window will display stating your changes have been saved successfully, select OK to proceed. To file a new policy, select New Policy from the Policy tab on the menu bar POLICY INFORMATION To enter the required policy information, follow the instructions below. 1. Enter the Policy Number. 2. Enter the Insured Name. a. SLIP provides the ability to store insured information that can be used in future submissions. If the insured does not appear in the drop down menu, click the Add New Insured link, complete the required information, and click the Save button. 3. Enter the Zip Code of Risk. 4. Select the County of Risk. a. The County of Risk will automatically populate if a valid Florida zip code is entered. If the policy covers multiple counties, the user can select Multiple Counties from the dropdown. The Comments field is optional. Once the Policy Information section is complete, click Next. Page 13 of 31

14 COVERAGE INFORMATION After the required policy level information has been entered, the user will enter coverage information. 1. Coverage Code a. To view a list of all coverage codes, click here. 2. Tax Status a. Tax exempt IPC policies are required to be submitted to FSLSO. b. To view a list and explanations of all Tax Statuses, click here. c. Note: Tax Status 2 Governmental should only be selected if the insured is a federal or state municipality or its agencies or a county or municipality TRANSACTION INFORMATION After the coverage information has been entered, the user will enter transaction information. The following fields are required at the transaction level. 1. Transaction Type Select the transaction type from the drop down menu. SLIP performs a check and balance to ensure that transactions are filed in the correct order. For that reason, the FSLSO uses transaction types to define the type of transaction filed and to allow the system to determine whether the transaction will result in positive or negative amounts. The transaction types for new policies are as follows: 2. Effective Date Type 1 New Business Type 5 Renewal Enter the effective date of the new business or renewal transaction. The expiration date automatically prefills one year from the effective date entered. This date can be edited. 3. Billing Contact Select the billing contact from the drop down menu. If the applicable billing contact does not appear in the drop down selection, click the Add Billing Contact link, complete the required information, and click Save. Should the billing contact s information need to be updated, select the Edit Billing Contact link, make the necessary modifications, and click Save. Page 14 of 31

15 REVIEW 4. Insurer Select the insurer from the drop down menu. Remember, only insurers that you added in the Settings page will display in the drop-down list. If the insurer listed on the policy is not available in the drop down menu, they may be added by selecting the Modify Insurer List link and following the steps outlined in the Insurer Assignment section of this manual. If the insurer is not on Florida s Eligible Insurer List, please select Other Surplus Lines Insurer. 5. Premium Enter the premium amount for the transaction. Do not use dollar signs ($) or commas (,). Note: Florida premium should include any policy or inspection fees. The premium should not include the taxes, service fees, FHCF assessment, Citizens assessment or EMPA surcharge. These charges are calculated automatically by IPC SLIP. The Comment field is optional. Once the Coverage and Transaction Information sections are complete, click Next. Prior to submitting the policy and transaction information, SLIP will display the Review page. This page allows the user the opportunity to review policy and transaction data for accuracy. The Review page is comprised of two sections: Policy Information and Coverage and Transaction Information. The user may edit data within any of the two sections by selecting Edit in the applicable section. When the data has been reviewed and is correct, click the Submit button. Please note that the policy data is not saved until you click Submit. A Task Accomplished window will display, select OK CONFIRMATION OF FILING Following the submission of the policy transaction data, the Policy Information and Transaction Details screen displays your newly reported policy information and transaction details. In the Transaction Details section, the confirmation number for the new business or renewal transaction is displayed. The confirmation number is proof that the filing was received by the FSLSO. The confirmation number indicates whether the transaction has been accepted or questioned. Confirmation numbers that begin with the letter A are accepted while those starting with the letter Q are received but questioned because they did not meet one or more system business rules. These transactions are known as transactions in question (TIQs). This type of transaction needs to be addressed as soon as possible and corrected. Certain transactions that are questioned will not be invoiced or credited until they are corrected. Additional information concerning TIQ s can be found in the Transactions in Question section of this manual. Page 15 of 31

16 4.3. FILING AN ENDORSEMENT To file an endorsement on a previously reported new or renewal policy filed prior to July 1, 2011, contact FSLSO at (800) , Option 4 or accounting@fslso.com. To file an endorsement on a previously reported new or renewal policy filed on or after July 1, 2011, follow the instructions below. 1. Select Endorsement Other from the Policy tab. 2. Enter the previously reported policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Click the Add Transaction link next to the applicable policy. 4. Select the Coverage Code and Tax Status. If only one coverage code and tax status has previously been filed for the policy, these fields will automatically populate. If you need to select a new coverage code or tax status, simply click on the applicable dropdown and choose the necessary coverage. To view a list all coverage codes, click here. 5. Select the Transaction Type. Type 2 - Additional Premium Type 3 - Return Premium o When filing a return premium endorsement you will need to provide supporting documentation of the credit. This information is located at the bottom of the transaction screen. Type 4 Cancellation o When filing a cancellation endorsement you will need to provide supporting documentation of the credit. This information is located at the bottom of the transaction screen. Type 6 Reinstatement o Only use this transaction type when a cancellation transaction has been filed and there was time out of force. 6. Enter the Effective Date of the endorsement, not the original effective date of the policy. The policy expiration date is prefilled based on the new business or renewal transaction. This date can be edited. 7. Select the Billing Contact. a. If the applicable billing contact does not appear in the drop down selection, click the Add Billing Contact link, complete the required information, and click Save. Should the billing contact s information need to be updated, select the Edit Billing Contact link, make the necessary modifications, and click Save. Page 16 of 31

17 8. The Insurer field will prefill with the previously filed insurer on the new business or renewal transaction. This can be edited if necessary. a. If the insurer listed on the policy is not available in the drop down menu, they may be added by selecting the Modify Insurer List link and following the steps outlined in the Insurer Assignment section of this manual. If the insurer is not on Florida s Eligible Insurer List, please select Other Surplus Lines Insurer. 9. Enter the endorsement Premium amount including any fees charged to the insured such as policy and inspection fees. 10. Click Submit. 11. A Task Accomplished window will display, select OK to proceed. 12. The Policy Information and Transaction Details screen will appear displaying the recently filed transaction and previously filed transaction(s) FILING A RENEWAL A renewal occurs when the conditions of a previous policy will remain in effect for another specified period of time. To file a renewal on an existing policy, follow the instructions below. 1. Select Renewal from the Policy tab. 2. Enter the previously reported policy number and click Search or use the enter key. a. If you do not know the exact policy number, click the Advanced Search link to locate the previously submitted policy using a number of search criteria. Click the Search button or use they enter key. 3. If necessary, update any of the Policy Information fields that have changed for the renewal. Click Next. 4. Select the Coverage Code and Tax Status. If only one coverage code and tax status has previously been filed for the policy, these fields will automatically populate. a. Since this is a renewal of a previously filed policy, the coverage code and tax status should remain the same. Verify that the coverage code and tax status are correct. If the coverage code or tax status has changed, simply click on the applicable dropdown and select the coverage code and/or tax status. 5. Enter the transaction Effective Date of the renewal. The policy expiration date automatically prefills one year from the effective date entered. This date can be edited. 6. Select the Billing Contact. a. If the applicable billing contact does not appear in the drop down selection, click the Add Billing Contact link, complete the required information, and click Save. Should the billing contact s information need to be updated, select the Edit Billing Contact link, make the necessary modifications, and click Save. Page 17 of 31

18 7. The Insurer field will prefill with the previously filed insurer on the new business or renewal transaction. This can be edited if necessary. a. If the insurer listed on the policy is not available in the drop down menu, they may be added by selecting the Modify Insurer List link and following the steps outlined in the Insurer Assignment section of this manual. If the insurer is not on Florida s Eligible Insurer List, please select Other Surplus Lines Insurer. 8. Enter the Premium amount including any fees charged to the insured such as policy and inspection fees. 9. Click Next. 10. Use the Review screen to make any applicable modifications. If all information is correct, click the Submit button. 11. A Task Accomplished window will display, select OK to proceed. 12. The Policy Information and Transaction Details screen will appear displaying the recently filed renewal transaction FILING A NEW MULTISTATE POLICY Multistate transactions with an effective date between July 1, 2011 and June 30, 2012 or greater than May 31, 2016 where Florida is the home state of the insured must be filed in FSLSO SLIP. To file a new multistate policy, select New Multistate Policy from the Policy tab on the menu bar, and enter the effective date of the policy. Multistate policies effective July 1, 2012 through May 31, 2016 where Florida is the home state must be filed with the Clearinghouse POLICY INFORMATION To enter the required policy information, follow the instructions below: 1. Enter the Effective Date of the policy. 2. Enter the Policy Number. 3. Enter the Insured Name. a. SLIP provides the ability to store insured information that can be used in future submissions. If the insured does not appear in the drop down menu, click the Add New Insured link, complete the required information, and click the Save button. 4. Enter the Zip Code of Risk. 5. Select the County of Risk. The County of Risk will automatically populate if a valid Florida zip code is entered. If the policy covers multiple counties, the user can select Multiple Counties from the dropdown. Page 18 of 31

19 The Comment field is optional. Once the Policy Information section is complete, click Next COVERAGE AND TRANSACTION INFORMATION After the required policy level information has been entered, the user will enter coverage and transaction information. 1. Coverage Code a. To view a list all coverage codes, click here. 2. Tax Status a. Tax exempt IPC policies are required to be submitted to FSLSO. b. To view a list and explanations of all Tax Statuses, click here. c. Note: Tax Status 2 Governmental should only be selected if the insured is a federal or state municipality or its agencies or a county or municipality. 3. Transaction Type Select the transaction type from the drop down menu. SLIP performs a check and balance to ensure that transactions are filed in the correct order. For that reason, the FSLSO uses transaction types to define the type of transaction filed and to allow the system to determine whether the transaction will result in positive or negative amounts. The transaction types for new policies are as follows: Type 1 New Business Type 5- Renewal 4. Effective Date The transaction effective date automatically prefills with the effective date entered when selecting New Multistate Policy. 5. Billing Contact Select the billing contact from the drop down menu. If the applicable billing contact does not appear in the drop down selection, click the Add Billing Contact link, complete the required information, and click Save. Should the billing contact s information need to be updated, select the Edit Billing Contact link, make the necessary modifications, and click Save. The Comment field is optional. Page 19 of 31

20 REVIEW 6. Total Premium Enter the total premium amount for the transaction. Do not use dollar signs ($) or commas (,). Note: Florida premium should include any policy or inspection fees. The premium should not include the taxes, service fees, FHCF assessment, Citizens assessment or EMPA surcharge. These charges are calculated automatically by IPC SLIP. 7. Insurer Select the insurer from the drop down menu. Remember, only insurers that you added in the Settings page will display in the selection. If the insurer listed on the policy is not available in the drop down menu, they may be added by selecting the Add Insurers link and following the steps outlined in the Insurer Assignment section of this manual. If the insurer is not on Florida s Eligible Insurer List, please select Other Surplus Lines Insurer. 8. Add New State Allocation Multistate policies require the user to enter the home state and each state that contains risk and the associated premium. This allows SLIP to calculate the correct taxes for each allocation state because Florida uses the tax rate of the state of exposure when calculating the taxes. 1. To allocate premium, select the (+) Add/Remove States or Territories to activate the allocation grid. 2. Select the state from the Available States list and move the appropriate states to the Selected States list and click Save. 3. Enter the premium allocation for each state. The allocated premium totals must equal the premium entered in the Total Premium field. Once all applicable states have been entered, select Next to proceed to complete the filing. Prior to filing the policy transaction information, SLIP will display the Review page. This page allows the user the opportunity to review policy and transaction data for accuracy. The Review page is comprised of two sections: Policy Information and Coverage and Transaction Information. The user may edit data within any of the two sections by selecting Edit in the applicable section. When the data has been reviewed and is correct, click the Submit button. Please note that the policy data is not saved until you click Submit. A Task Accomplished window will display, select OK CONFIRMATION OF FILING Following the submission of the policy transaction data, the Policy Information and Transaction Details screen displays your newly reported policy information and transaction details. Page 20 of 31

21 In the Transaction Details section, the confirmation number for the new business or renewal transaction is displayed. The confirmation number is proof that the filing was received by the FSLSO. The confirmation number indicates whether the transaction has been accepted or questioned. Confirmation numbers that begin with the letter A are accepted while those starting with the letter Q are received but questioned because they did not meet one or more system business rules. These transactions are known as transactions in question (TIQs). This type of transaction needs to be addressed as soon as possible and corrected. Certain transactions that are questioned will not be invoiced or credited until they are corrected. Additional information concerning TIQ s can be found in the Transactions in Question section of this manual FILING A MULTISTATE ENDORSEMENT To file an endorsement on a previously reported new or renewal policy filed prior to July 1, 2011, contact FSLSO at (800) , Option 4 or accounting@fslso.com. To file an endorsement on a previously reported new or renewal multistate policy filed between July 1, 2011 and June 30, 2012 or greater than May 31, 2016, follow the instructions below. 1. Select Endorsement Other from the Policy tab. 2. Enter the previously reported policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Click the Add Transaction link next to the applicable policy. 4. Select the Coverage Code and Tax Status. If only one coverage code and tax status has previously been filed for the policy, these fields will automatically populate. 5. Select the Transaction Type. a. Additional Premium b. Return Premium - when filing a return premium endorsement you will need to provide supporting documentation of the credit. This information is located at the bottom of the transaction screen. c. Cancellation - when filing a cancellation endorsement you will need to provide supporting documentation of the credit. This information is located at the bottom of the transaction screen. d. Reinstatement - only use this transaction type when a cancellation transaction has been filed and there was time out of force. 6. Enter the transaction Effective Date of the endorsement, not the original effective date of the policy. Page 21 of 31

22 7. The Policy Expiration Date automatically prefills with the expiration date previously filed on the new business or renewal transaction. 8. Select the Billing Contact. a. If the applicable billing contact does not appear in the drop down selection, click the Add Billing Contact link, complete the required information, and click Save. Should the billing contact s information need to be updated, select the Edit Billing Contact link, make the necessary modifications, and click Save. 9. Enter the Total Premium amount including any fees charged to the insured such as policy and inspection fees. 10. The Insurer field will prefill with the previously filed insurer on the new business or renewal transaction. a. If the insurer listed on the policy is not available in the drop down menu, they may be added by selecting the Modify Insurer List link and following the steps outlined in the Insurer Assignment section of this manual. If the insurer is not on Florida s Eligible Insurer List, please select Other Surplus Lines Insurer. 11. Enter the state allocation(s) by using the (+) Add/Remove States or Territories button. Select the states from the Available States list and move them over to the Selected States list using the arrows and click Save. Enter the premium allocation for each state. 12. Click the Submit button. 13. A System Notice window will display, select OK to proceed. 14. A Task Accomplished window will display, select OK to proceed. 15. The Policy Information and Transaction Details screen will appear displaying the recently filed transaction. 5. EDITING AND CORRECTING DATA Since data entry errors can occur, SLIP allows users to correct policy and transaction information once a transaction has been filed for both multistate and single state EDITING AND CORRECTING POLICY DATA To edit policy data on a previously reported transaction, follow the instructions below. 1. Select Search Policy from the Policy tab. 2. Enter the previously filed policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Select the View link. Page 22 of 31

23 4. In the Policy Information section, click the Edit button and make the necessary changes. 5. Click the Save button. 6. A Task Accomplished window will display, select OK. To change the insured name on a single policy, follow the instructions below. 1. Select Search Policy from the Policy tab. 2. Enter the previously filed policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Select the View link. 4. In the Policy Information section, click the Edit button, select the insured from the drop down, and click Save. a. If the insured does not appear in the drop down menu, click the Add Insured link, complete the required information, and click Save. 5. A Task Accomplished window will display, select OK. To change the insured name or contact information for all policies associated with the insured, follow the instructions below. 1. Select Search Policy from the Policy tab. 2. Enter the previously filed policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Select the View link. 4. In the Policy Information section, click the Edit button. 5. Select the Edit Insured link, update the insured name and/or contact information, and click Save. a. Note: Editing the insured name and/or contact information using the Edit Insured link will update the insured information for all policies associated with this insured. 6. A Task Accomplished window will display, select OK EDITING AND CORRECTING TRANSACTION DATA To edit data on a previously filed transaction, follow the instructions below. 1. Select Search Policy from the Policy tab. 2. Enter the previously filed policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Select the View link. Page 23 of 31

24 4. In the Transaction Details section, click the Edit button next to the confirmation number for the applicable transaction. 5. Next, click the Edit button at the bottom of the screen and make the necessary changes. 6. Click the Submit button. 7. A System Warning window will display, select OK to proceed. 8. A Task Accomplished window will display, select OK to proceed. Modifications to transaction data will create a reverse transaction which is displayed in the Transaction Details section of the filing. To remove a transaction from the policy that was filed in error, follow the instructions below. 1. Select Search Policy from the Policy tab. 2. Enter the previously filed policy number or other search criteria in the applicable field(s) and click Search or use the enter key. 3. Select the View link. 4. In the Transaction Details section, click the Edit button next to the confirmation number for the applicable transaction. 5. Next, click the Backout button. 6. A message will appear verifying the backout. Click OK. 7. A Task Accomplished window will display, select OK to proceed. Backing out the transaction will create a reverse transaction which is displayed in the Transaction Details section of the policy. 6. TRANSACTIONS IN QUESTION (TIQS) A Transaction in Question, or TIQ, is a transaction that has been received by FSLSO but has not yet been accepted and possibly not invoiced. If you receive a confirmation number that begins with a Q please make the necessary corrections to the transaction filing or contact FSLSO if you need assistance. Common TIQs include the following: Page 24 of 31

25 Transactions in Question (TIQs) Standalone Type 2 Transaction (SA2): Tax Status 2 (TS2): Unbalanced Return Policy Fees (URF) Unbalanced Return Premium (URP) New Business or Renewal (NBR) Tax Status 4 (TS4) Extends Policy Expiration Date (EE2) Future Effective Date (FED): Tax Status 5 (TS5) This TIQ occurs when an additional premium, return premium or cancellation endorsement has been filed and there is no existing new business or renewal transaction filing. This TIQ will also occur when the new business or renewal transaction has been backed out, leaving only endorsements. Due to the tax and fee exemption status, all transactions submitted with tax status 2 (non-taxable state/government) are questioned. Verification of exemption by an FSLSO staff member is required before the questioned transaction can be accepted. A transaction will be questioned if the policy fees submitted with a return premium endorsement or a cancellation are greater than the total policy fess submitted for the policy. This TIQ indicates that a return premium endorsement or cancellation transaction is submitted with a premium that is greater than the total premium submitted for the policy. This TIQ occurs when a new business and a renewal transaction have been filed with the same effective date. Due to the tax exemption status, all transactions submitted with tax status 4 (hospital alliance) are questioned. Verification of exemption by an FSLSO staff member is required before the questioned transaction can be accepted. This TIQ occurs when an endorsement is filed that extends the policy expiration date for more than 364 days. Transactions that are submitted more than six months in advance of the effective date are questioned in order to verify the validity of the effective date. All transactions submitted with a tax status 5 are questioned. This tax status is for unique risks that are exempt from all taxes, fees, assessments and surcharges but are required to be filed because they bear premium. FSLSO staff will verify the exemption before accepting the questioned transaction. Page 25 of 31

26 To correct a TIQ in SLIP, follow the instructions below. 1. Select Manage TIQs from the Policy tab. 2. Select the View link for the applicable transaction in question. 3. In the Transaction Details section, click the Edit button next to the confirmation number for the applicable transaction. 4. Next, click the Edit button at the bottom of the screen and make the necessary changes. 5. Click the Submit button. 6. A System Warning window will display advising the edit will create a backout and correction transaction, select OK to proceed. 7. A Task Accomplished window will display, select OK to proceed. 7. XML BATCH FILING IPC SLIP provides policy filers the ability to report a high volume of policies in a single submission. SLIP allows the user to upload multiple policies in batches using an XML based format. Many agency management systems provide the capability to export the required data elements in a manner that can be easily converted to the FSLSO XML format. For copies of the batch filing manual, schema, and sample files, please contact FSLSO Tech Support at techsupport@fslso.com or call (800) , Option IPC INVOICING AND PAYMENTS 8.1. INVOICING INFORMATION QUARTERLY INVOICE Effective July 1, 2016, IPC quarterly invoices will be accessible in SLIP. Within 7 days following end of the calendar quarter, a link to the invoices will be available in each SLIP user s inbox. A link to the billing report, which lists all of the transactions being invoiced, is also available in the SLIP user s inbox. A system will be distributed to all associated users for the SLIP account for which an invoice was generated providing notification that invoices and billing reports are available in SLIP. Invoices can also be viewed by navigating to the View Invoices screen located under the Invoicing tab in SLIP PAYMENT INFORMATION All IPC payments are due 45 days following the end of the calendar quarter in which the transaction was submitted. Page 26 of 31

27 Visit the FSLSO Tax/Fee/Assessment Table to view the current charges invoiced by FSLSO. Use the FSLSO Tax/Fee/Assessment Estimator to estimate charges prior to filing the transaction PAYMENT ADDRESSES Separate payments are required for each type of invoice. Payments for invoices made payable to the same entity can be combined into once check. IPC Payments Overnight Address: FSLSO P.O. Box Orlando, FL Wells Fargo Bank Lockbox # Lake Underhill Road Orlando, FL Invoice Type DFS Surplus Lines Tax FSLSO Service Office Fee Make Payable To Florida Department of Financial Services Florida Surplus Lines Service Office Florida Hurricane Catastrophe Fund Assessment (FHCF) Citizens Assessment EMPA Surcharge Florida Hurricane Catastrophe Fund Citizens Property Insurance Corp. Florida Division of Emergency Management 8.3. ELECTRONIC PAYMENTS Electronic ACH payments for IPC transactions can be submitted securely through SLIP by selecting Pay Invoices from the Invoicing tab on the menu bar. IPC filers may enter bank account information each time an electronic payment is made or have the option to save their bank account information in SLIP for future use. The invoices are automatically grouped together based on each invoice type. However, SLIP does not allow partial payments and will not allow a user to pick individual invoices to pay. Page 27 of 31

28 8.4. DELINQUENT PAYMENTS All delinquent invoices are subject to statutory interest penalties under Florida Statute (5). The insured will be notified of all delinquent invoices submitted on their behalf. Unpaid balances will be referred to the appropriate state agencies for administrative and/or civil action, per Florida Statute (6). 9. REFUND REQUIREMENTS IPC refunds can be requested by utilizing the IPC Refund Request Form on our website. IPC credit invoices may be applied to other outstanding IPC invoices, or refunded directly to the insured. If the agency has already refunded the monies to the insured, the refunds can be issued directly to the agency upon receipt of item number four below. The following documentation is required to process IPC tax, service fee, Citizens assessment, EMPA surcharge, and Florida Hurricane Catastrophe Fund (FHCF) assessment refunds: 1. A written refund request (i.e., cover letter or ) explaining the reason for the refund(s). 2. A copy of the credit invoice(s) to be refunded. 3. A copy of the return premium endorsement issued by the insurance company or supporting documentation indicating a credit amount is due. 4. Proof that the agency has refunded the taxes, fees, assessments and surcharges to the insured (Note: This is only required if the refunds are being issued to the insurance agency in lieu of the insured). 5. Refund application(s) for the charge(s) being refunded. Original signatures on the applications are required to process the refunds. Completed refund documentation should be mailed to the address below or ed to accounting@fslso.com. FSLSO Attn: Accounting 1441 Maclay Commerce Drive, Suite 200 Tallahassee, FL Page 28 of 31

29 All IPC refunds are processed by FSLSO within 30 days of the receipt of the refund documentation. Refunds are issued by the agencies below four to six weeks from the receipt date: Invoice Type Taxes Service Fees Florida Hurricane Catastrophe Fund Assessments (FHCF) Citizens Assessments EMPA Surcharges Issued By Florida Department of Financial Services Florida Surplus Lines Service Office State Board of Administration Citizens Property Insurance Corp. Florida Division of Emergency Management 10. REPORTS SLIP REPORTS Reports allow users to monitor a variety of information that is designed to help IPC filers track their business and maintain compliance within the industry. Prior to generating SLIP reports, the user must have the pop-up blocker disabled to view the reports LATE TRANSACTION The Late Transaction Report provides a list of transactions submitted that exceed the 30 filing requirement. To generate a Late Transaction Report, follow the instructions below. 1. From the Reports tab select Generate Reports. 2. Select Late Transaction from the drop down menu. 3. Select the appropriate date period from the selections provided or enter a submission date range. 4. Next, select the transaction type(s). 5. Select the report type. 6. Click the Print button. Make sure your pop-up blocker is disabled prior to clicking Print. The transactions displayed are sorted by submit date in ascending order. Page 29 of 31