iquotes/copis User and Operational Manual

Transcription

1 Revision 10/2011 Page of 142

2 Table of Contents Section I. Introduction to iquotes...7 A. Introduction 8 1. Introduction and System Features 8 2. Quote Numbering Scheme Quote Hierarchies iquotes Welcome Screen Folders 11 Section II. Issuing a New Quote 13 A. Entering a New Quote Begin Quote Screen Named Insured Screen Quote Elements Screen Vehicle Screen Policy Level Vehicle Screen Vehicle Level Truckers General Liability Screen Miscellaneous Screen Drivers Screen Losses Screen Payment Screen Finish Screen Broker of Record 32 Section III. Printing a Quote 33 Section IV. Issuing a Renewal, Anniversary, Rewrite Quote 35 Page 2 of 142 Revision 10/2011

3 Table of Contents Section V. Open, Review, and Revise a Quote.39 A. Search Screen Reviewing a Quote Revising a Quote 42 Section VI. Sending a Quote to COPIS 43 A. Submitting to COPIS 44 Section VII. Introduction to COPIS A. How Citrix Works Database Computer Requirements 48 B. Features of COPIS 49 C. Welcome Screen New Policy Open Policy Administration Inbox Folders 55 Section VIII. The Combination Policy 57 A. Numbering Scheme 58 B. Entering a Combination Policy First Named Insured Screen Other Named Insured Screen Policy Elements Screen Motor Carrier Filings 64 Revision 10/2011 Page 3 of 142

4 Table of Contents 5. General Liability Vehicle Screen Drivers Screen Miscellaneous Screen Taxes and Fees Payment Plan Option Screen Attached Documents Cross Reference Forms Screen Finish Screen 95 C. Printing a Policy 96 Section IX. Endorsements 97 A. Endorsements General Endorsements Adding a Line of Business Adding a Form to the Previous Endorsement Temporary Substitutes Adding, Modifying or Removing a Driver 105 Section X. Renewals, Anniversaries and Rewrites 107 A. Renewals and Anniversaries Issuing a Renewal or Anniversary Endorsing Anniversaries 111 Page 4 of 142 Revision 10/2011

5 Table of Contents Section XI. Cancellations 113 A. Cancellation Overview Notice of Cancellation Amendment Reinstatement Final Cancellation Reversal Non-Renewal 122 Section XII. Fleet Automatic 123 A. Fleet Automatic Overview Fleet Automatic Liability Fleet Automatic Cargo Fleet Automatic Physical Damage Fleet Automatic Payment Plan Fleet Automatic Monthly Report Endorsement Fleet Automatic Endorsements 132 Section XIII. Business General Liability 135 A. Business General Liability Overview Business General Liability Classification Business General Liability Miscellaneous Business General Liability Audits 139 Additional Reference Tool 142 Revision 10/2011 Page 5 of 142

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7 Section I Introduction to iquotes Objective: This section provides an overview of the new Quoting system, including some of the features and functionality. Revision 10/2011 Page 7 of 142

8 TOPIC A-1 Introduction and System Features iquotes is designed to make quoting and binding business faster and more effective. The quoting system has been linked into the Issuance System (COPIS) to eliminate much of the duplicate effort required to quote, bind and issue a policy. Almost all of the information entered into iquotes will be passed into COPIS when the policy is bound, so very little additional information will be required to finish a policy. iquotes is a web-based program that will use the same user name and password as used to access the Canal Portal. Another new feature offered in iquotes is the ability to group multiple related GA offices together to see the same iquotes Welcome Screen and folders. This will allow Users in different offices to view the same quote information, and allow workflows in various locations to easily share processes without requiring different passwords for each office location. The GA office quoting the risk will be selected at the beginning of each quote. iquotes replaced many of Canal s existing systems and documentation, including EQuotes, the All Lines Rater, the Schedule Rating Worksheet and the Manuals used to access pricing information. Based on the quote entry, a final premium, including a debit or credit if applicable, will be produced. The information in the quote is directly used to provide a rate, so the more accurate the information is in iquotes, the more accurate the final premium will be. The quoting system also has edits to guide the GA on when to submit a quote to Canal when it is outside the GA authority. While it does not incorporate all the GA s authority, many of the parameters have been put into iquotes to not allow the GA to issue a quote outside their authority. Please note: If there is a conflict in the content of this manual and the Underwriting Position and General Agent Authority Manuals, please use the information in the Authority Manuals as the source document. COMPUTER REQUIREMENTS There are a few requirements on the Agency side of iquotes, but they involve the actual personal computer and connection that is working with this technology. Microsoft Windows 2000 operating system with service pack 4 (SP4) or higher or XP Internet Explorer version 6.0 or higher Reliable Internet Service Provider providing broadband connectivity Page 8 of 142 Revision 10/2011

9 TOPIC A-2 Quote Numbering Scheme The quote number has been designed to give some basic information about the quote, such as type of business, year the quote was started, and revision number. The quote will be saved and displayed with hyphens between the quote number positions as follows: All new quotes will show a 0 in the 12th and 13th position of the quote number, and this will increment by one for each year a renewal or anniversary quote is issued. The quote revision number will be displayed at the end of the quote number. This sequence will be displayed as.00, and will increase with each subsequent revision of the quote. Revision 10/2011 Page 9 of 142

10 TOPIC A-3 Quoting Hierarchies Beginning with iquotes, the hierarchy of choices that are available have changed. The Business (Trucking for Hire, Non-Trucking, Public Auto, etc.) that has been chosen will enable many of the following selection choices, such as Operation, Rating Class and Commodities. (Please reference the Truck Underwriting Position and General Agent Authority Manual for a list of Operations/Rating Classes, and when each should be selected). There will also be more selections made on the policy level that will default to the vehicle level to reduce the amount of entry required to complete a quote. A Commodity Group has been added to make the commodity choices more user-friendly, so the commodity choices available will be based on the Commodity Group selected. Page 10 of 142 Revision 10/2011

11 TOPIC A-4 iquotes Welcome Screen The Welcome Screen will be used to manage all quotes issued by the GA Group. This screen will be the gateway to issue a new quote, and will also offer renewal, anniversary and rewrite quotes. This screen will also manage quotes as they are in different statuses, such as incomplete, or quote pending. NOTE: The following sections below this note are links in iquotes. When they are chosen, a box will display below listing pertinent information. Choose any column headings to sort the data. This is useful to assist with internal workflow processes. INCOMPLETE NEW BUSINESS QUOTES This will display all quotes currently started, but not yet finished. INCOMPLETE RENEWAL/ANNIVERSARY QUOTES This will display all renewal or anniversary quotes that have been started, but not completed. This will also display any renewal/anniversary quote started automatically by iquotes. PENDING CANAL QUOTE This will display all quotes sent to Canal for quoting or any quote that was started by Canal on behalf of the GA. PENDING GA QUOTE This flow can be useful for some workflows if one User or Location begins the quote, but another GA Underwriter or Office will complete the quote. DECLINED A quote that is declined for any reason (either by the GA office or Canal) will appear in this folder. QUOTE COMPLETED This folder will show any quote that has been approved. This will be the first place to print a copy of the quote paperwork. Navigation Menu Inbox Links Revision 10/2011 Page 11 of 142

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13 Section II Issuing a New Quote Objective: This section provides instructions on how to obtain a new quote in iquotes. Revision 10/2011 Page 13 of 142

14 TOPIC A Entering a New Quote Before accessing iquotes and creating a quote, it is advisable to gather and organize your materials so you have the information that is required for entry. Prior to entering a quote into iquotes you might need the following information available: An application, or other document with the Insured s information Schedule of vehicles Driver Information, such as Name, DOB, Experience, and Violations Loss Information, including current loss runs iquotes has been designed to guide required entry, therefore it will only display fields based on what you have previously chosen to minimize entry and streamline the process. For instance, the Navigation Menu on the left hand side of the screen will highlight icons that need to be visited as you make your choices in the Named Insured and Quote Elements screens. Screens that are grayed out or do not respond to a one click selection are not available due to previous choices on these two main screens. iquotes is managed much like COPIS so it will not allow you to offer a quote on a type of policy that your office is not authorized to bind in COPIS, or in a state your office is not authorized to write in. Please note that each screen must be accepted in order to save the information and move on to the next screen. Here are some suggestions for entering a quote: Type the quote in upper and lower case as you would a regular letter. (Make sure Caps Lock is off) Utilizing the Tab button will lead to the next available field. Use the Navigation Screens down the left hand side of iquotes to enter required information to complete the quote. STEP ACTION 1 Access iquotes. 2 Hover over the Begin Quote link on the Welcome Screen, and select New. 3 Select the appropriate Company (Insurance Company or Indemnity Company). 4 Choose the type of quote. NOTE: single line policies will still be a combination quote. 5 Select the General Agent Office (if multiple GA offices are grouped together, all offices will appear in the dropdown). NOTE: The GA office that is selected on the quote will also be the GA that the policy will be written under if this is bound and sent to COPIS. 6 If desired, select a PA from the available list. The available PA s are available based on the list entered into the Admin Screen in COPIS. If a new PA record needs to be added, it will be added into COPIS. Page 14 of 142 Revision 10/2011

15 TOPIC A-1 Begin Quote Screen The Begin Quote Screen will be enabled after the Named Insured Screen has been accepted, and this screen will reflect the choices made when the quote was started, including the Company, Policy Type, GA office, and Producing Agent. Only the Producing Agent will be enabled for changes, but this may be updated on each quote revision, as well as any quote in an Incomplete status. 123 Canal General Agent 123 Canal Producing Agent STEP ACTION 1 Choose Begin Quote from the navigation menu. 2 Select the correct Producing Agent Record from the PA choice List. 3 Select Continue to update the PA record, or Cancel to exit without any changes. Revision 10/2011 Page 15 of 142

16 TOPIC A-2 Named Insured Screen The Named Insured Screen is the starting point for entering a quote into iquotes. The Primary Named Insured information will be entered in this area. Once a Form of Business is chosen, fields will open or gray out to coincide with what is needed based on that entry. STEP ACTION 1 Choose Form of Business from the dropdown list. 2 Tab to Month and Year Operations Began and choose from the dropdown list. 3 Tab to next field and fill in Company OR Principal Owner First/Last Name. NOTE: There is a Goto FMCSA link under the Month the Operation Began. When chosen, it launches the FMCSA website so a legal name can be verified. 4 If a Company Name was entered, tab to the next field and fill in Principal Owner First/ Last Name. NOTE: Please enter the correct Owner s Name. This will also be used if an insurance score is requested. 5 Tab to the next field and enter a Doing Business As name if applicable. Then tab to the next field and enter the Phone Number. 6 The Physical Address (required) should be entered. Type in the Street Address, Zip Code then press TAB and City, County, and State will prefill. The Inside City Limits question will only be available if required by the State. NOTE: The state being quoted cannot be changed if bound and sent to COPIS. 7 Select the. Page 16 of 142 Revision 10/2011

17 TOPIC A-3 Quote Elements Screen The Quote Elements screen allows selection of all the Lines of Business to be quoted, as well as other quote level information. Just as in COPIS, the combination of Lines of Business selected will enable the types of Business (such as Trucking for Hire or Public Auto) that are allowed. If no Business type is available in the dropdown, the system is indicating there is not an authorized business for the Lines of Business that were added in the insured s state. The information on the Named Insured and Quote Elements screen may be changed at any point before the quote is complete, but there will be an alert if the information being changed (such as policy size) will impact the information already entered in the rest of the quote. Revision 10/2011 Page 17 of 142

18 TOPIC A-3 Quote Elements Screen (cont.) STEP ACTION 1 Choose Proposed Effective Date from the calendar. 2 Select the Policy Size utilizing the Tab button. 3 Select the Line of Business to be quoted. 4 If Auto Liability is checked choose a Combined Single Limit or Split Limit. The Auto Liability subline limits should be chosen if applicable (UM, UIM, MedPay, PIP). iquotes will open all available fields once an initial limit is selected, and subsequent options will be disabled if they do not relate to the selected limit. 5 If Cargo is selected, choose either Preferred or Standard Coverage on the radio dial. 6 If Cargo Standard coverage is selected, also indicate if Excess Insurance will be purchased from another carrier. NOTE: If Preferred coverage is chosen, select No. 7 Fleet Automatic is a billing option for a reporting policy. If the policy will be written on a fleet automatic, rather than a scheduled vehicle basis, fleet automatic must be chosen on the Quote Elements screen. 8 Physical Damage and General Liability can be chosen as requested by the Insured. 9 Select the Business Type. The system will only enable Business choices that can be written with the combination of Lines of Business that were selected. 10 Select the Operation Type that the Insured is primarily engaged in. These choices will be available based on the Business type that was chosen. 11 Indicate if the Insured would like to be considered for an Insurance Score. The Principal Owner s address (the name that was entered on the Named Insured Screen) must be entered (while the Social Security Number is optional, it is strongly suggested to receive a score). NOTE: The Insurance Score will be ordered when the page is saved. A message will display after the screen has been saved to indicate that a match was not found (No Hit), or if a match was found (Received). 12 Add the DOT, or indicate why one has not been entered. If a DOT has been added, indicate the FMCSA required Limit, as well as any Brokerage Authority. 13 If no DOT is entered, select a reason why this is not entered, and indicate if Any Other Filings are Required. 14 Select. Page 18 of 142 Revision 10/2011

19 TOPIC A-4 Vehicle Screen Policy Level The Vehicle Screen will include both a Policy Level and Vehicle Level section to eliminate duplicate entry. This screen will be used for all Scheduled Vehicle quotes, and any additional information added that is not required (such as VIN, Year and Make) will be submitted to COPIS. STEP ACTION 1 The Operation selected on the Quote Elements Screen will be displayed for review purposes, and may not be modified on this screen. 2 Select a Primary Commodity Group, which will be available based on the Business choice that was added on the Quote Elements Screen. 3 Once a Commodity Group has been chosen, select the Primary Commodity, then enter the percentage of the time the commodity is hauled. The % s do not have to add up to 100%, but they cannot be greater than 100%. NOTE: The % is not a required field, but this will pre-fill on the Application if entered, and may assist with the Canal Underwriting judgment process. 4 Enter Other Commodities as needed. 5 Add a Cargo Increased Freight Limit, Increased Debris Limit and Reefer Deductible as requested. 6 Select. Revision 10/2011 Page 19 of 142

20 TOPIC A-5 Vehicle Screen Vehicle Level Some information, such as Commodity Group and Commodity, will be pre-filled on the vehicle to reduce duplicate entry, but these may be changed per unit if they do not apply. There will also be several options to enter multiple units quickly and easily, such as the Save and Copy and the Clone Multiple buttons. Page 20 of 142 Revision 10/2011

21 TOPIC A-5 Vehicle Screen Vehicle Level (Cont.) STEP ACTION 1 Select. 2 Select the Vehicle Type from the drop down menu. 3 Select the vehicle Rating Class. This may be the same as the policy Operation, or it may be changed if the vehicle is used differently than the primary Operation. 4 Add any Other Commodities if needed by selecting the. Add the Radius. NOTE: The vehicle rating takes into account both the Primary and Other Commodities. 5 The VIN, Year and Make may be entered if desired, but these are not required fields to receive a quote. If entered, these will be printed on the quote output (including the application), and will be sent to COPIS. 6 The Garage Zip, City and State will be pre-filled from the Physical Address entered on the Named Insured screen, but this should be changed on the Vehicle Record if the Garaging Location is different than the physical address. 7 Select the GVW. 8 The Liability Limits will be shown on each vehicle record (if applicable) based on the selection made on the Quote Elements Screen, but may not be modified on the vehicles. 9 Enter the Physical Damage Stated Amount (if applicable), and indicate if there is GAP coverage. 10 Select a Physical Damage Deductible, and indicate if this is SCoL or Comprehensive. 11 Select a Cargo Limit from the dropdown menu (if applicable), and indicate the Cargo Deductible choice. 12 If this is the only vehicle to be added, select Save. If there is another like unit to be added, choose NOTE: Only Copy and Clone like units (eg Tractor to Tractor, Trailer to Trailer). 13 If there are multiple like units to be added, select the vehicle record to be cloned. 14 Select Clone Multiple, and enter the desired number of units to be added. NOTE: This will copy all fields on the vehicle, except the VIN, Year and Make. 15 All the columns in the Vehicle Summary grid are sortable, and the vehicle records may be quickly modified or deleted from this summary. Revision 10/2011 Page 21 of 142

22 TOPIC A-5 Vehicle Screen Vehicle Level (Cont.) Changes may be made to a mass number of vehicles at one time to make updates easy. The options for changes include the Primary and Other Commodities, Physical Damage Deductible limit and Type (Specified Cause or Comprehensive), Cargo Limit and Deducible, as well as removing Physical Damage and/or Cargo coverages. STEP ACTION 1 To make changes to all vehicles choose the Select All checkbox. To make changes to one or more units choose the Select checkbox next to each applicable vehicle. 2 Select. 3 Select one of more update options, such as Update Primary Commodity or Update Cargo Deducible. Select the correct value for each option. 4 Select to update the vehicle records. Page 22 of 142 Revision 10/2011

23 TOPIC A-6 Truckers General Liability Screen The Truckers GL screen will be pre-filled based on the Number of Power units entered with Liability coverage on the Vehicle Screen. All the information will be calculated and there will only be a few fields that may need to be changed. This is a great way to quickly quote Truckers GL as an optional coverage. STEP ACTION 1 Select. 2 Change the Aggregate Limit if a 2,000,000 limit is requested. 3 Add a PD deductible limit if applicable, as the system will default to no PD deductible. 4 Any Optional Coverages that are available for the Insured s Physical Address state may be selected. 5 Select. 6 NOTE: If any additional vehicles with Liability coverage are added to the Vehicle screen after the Truckers GL coverage is added, this screen must be re-accepted prior to completing the quote. Revision 10/2011 Page 23 of 142

24 TOPIC A-7 Miscellaneous Screen The Miscellaneous Screen will have optional coverages that may be added to all lines of business on the quote. Please note that while the Cargo Increased Freight, Increased Debris and Reefer Coverages will be added on the Vehicle Screen, a summary of these coverages will also be viewed on the Miscellaneous screen when added to a quote. STEP ACTION 1 Select. 2 Select the Line of Business, and then select the Endorsement Type. 3 Enter all the fields for the coverage being added, and then select. 4 Once the Final Premium has been calculated for the coverage, select Save. 5 Continue to add additional coverages as needed. 6 A Summary of all the Miscellaneous coverages added will be displayed, and these records may be modified or removed as needed. Page 24 of 142 Revision 10/2011

25 TOPIC A-8 Driver Screen The Driver Screen is the place to enter all Driver information, both specific Driver violations as well as more general questions. The Violations will be selected from a general list, rather than the free-form entry of violations that previous Canal quoting systems have used. Because the Driver information is used in calculating schedule modification, the more accurate the Driver information provided, the closer the quote indication will be to the bound policy pricing. Only Violations that occurred within the last 36 months need to be reported. Revision 10/2011 Page 25 of 142

26 TOPIC A-8 Driver Screen (Cont.) STEP ACTION 1 Indicate if the Principal Owner is a Driver. If not, indicate if the Owner has a CDL. NOTE: If the Principal Owner is indicated as a driver, a driver with the same name as the Principal Owner indicated on the Named Insured Screen must be added. 2 Indicate if there are Non-family member Owner/Operators driving for the Insured. 3 Select 4 To add specific Driver information, select 5 Enter the Drivers First and Last Name. Then select the drivers License Type, the First Year Issued and the Drivers Date of Birth. NOTE: The option for a Regular license is available for risks that do not require a CDL, such as a taxi. If the insured is a Trucking risk, only the driver s CDL information should be entered. 6 Select the Category of Violation. If the Driver s MVR is clear, select No Violation. NOTE: The Violations available are all grouped by category for ease of use. 7 Select the Type of Violation, and the Date this violation occurred. All Violation dates are month ranges, so the exact date does not need to be entered. 8 Select. 9 Continue to add as many violations as need. 10 Select Save Driver when all the Driver information has been added. If there are additional Drivers to be enter, select Save and Next Driver. 11 A summary of all Drivers will be shown, and any record may be modified or deleted by choosing the Select option next to the Driver record. If a Driver has more than one violation, the summary will show the number of violations, rather than showing each violation broken out. Page 26 of 142 Revision 10/2011

27 TOPIC A-9 Losses Screen The Losses Screen will be used to indicate the loss history for all lines of business, and if there are current loss runs for the quote. The system will only require loss history for a line of business being quoted that was indicated as having a loss in the last 4 years. Revision 10/2011 Page 27 of 142

28 TOPIC A-9 Losses Screen (Cont.) STEP ACTION 1 Indicate for each Line of Business shown if there have been any losses in the last four years. 2 If at least two Lines of Business have losses, indicate if any of the claims were the result of more than one incident. 3 Add the Loss Information if there were any losses indicated. 4 Select. 5 If quoting Cargo coverage, indicate how many years the Insured has been with Canal with no gaps in coverage. 6 If one or more single loss was greater than $10,000 for any Line of Business, enter an explanation of each loss. 7 Enter the number of SAFER Inspections and Out of Services. NOTE: A Go to SAFER link has been provided for quick access to the SAFER site. 8 Enter the number of Liability claims over $100,000. If there is one or more loss in this category, indicate the total Large Claim dollar amount. 9 Indicate if the Loss Runs are current for each Line of Business. 10 There is an additional Notes section for any further information that needs to be added. This is not a required field. 11 Select. Page 28 of 142 Revision 10/2011

29 TOPIC A-10 Payment Screen The Payment Screen is used to select a breakdown of quote premium using the different payment plan types offered by Canal. Multiple pay plan types may be selected for easy comparison and the breakdown will be shown on the quote output. A breakdown of all specific Lines of Business and vehicle premiums will also be displayed. If a quote is outside a GA s authority to quote, or if there is a required field that must be entered prior to finishing a quote, a message will appear and advise which field to correct, or will indicate why the quote must be sent to Canal. In these situations, no premium will be displayed until the field has been corrected, or until the quote has been sent to Canal and finished. The GA Underwriter will have access to add additional Agency judgment within certain parameters, but the quote may be submitted to Canal if further judgment is needed. iquotes has a more complicated rating structure than previous Canal quoting systems, so the premium has been broken out into Adjustable Manual Premium which is the base premium that the scheduled modification applies to, Non-adjustable Manual Premium which is the base premium not subject to scheduled modification, and Additional Premium which includes much of the Miscellaneous coverages. The Final Premium will use the system calculated experience rating, including any Agency Adjustment, against the manual premium to calculate the final premium for each line of business. STEP ACTION 1 Select one or more Payment Plans to be quoted. 2 Select. 3 If a message appears, correct the indicated fields, or submit to Canal if the quote is outside the GA s authority. 4 If no message appears, review the quote premium. 5 Enter an Agency Adjustment per Line of Business if applicable, and. Revision 10/2011 Page 29 of 142

30 TOPIC A-11 Finish Screen The Finish Screen will be used to select a specific action, such as saving and exiting the quote in addition to adding final notes or reminders (either to the PA/Insured or to Canal). If the GA has a specific quote numbering or unique naming scheme, it can be added to the Quote Alias field and this field is also searchable from the Search screen. Any supporting documentation may be uploaded and saved on the Finish screen for either Canal information or future reference. The following actions are available on the finish screen and will be available based on the current status of the quote, or the authority the user has to access and finish the quote. Please Note: If multiple GAs submit an identical Fleet quote, only one quote will be given. The quote that will be released will be to the GA that sends the first complete submission. SAVE AND CLOSE QUOTE This will be available until the quote revision has been Completed or Declined and will save the quote for further modifications. CLOSE QUOTE This will be available when viewing the quote when the quote information cannot be changed. SEND TO GA This will put the quote in the Pending GA Quote folder on the Welcome Screen. This will be useful for workflows where several people in the GA office (or in several offices) will be involved in processing the quote. This can alert a second user to finish the quote process. SEND TO CANAL If the quote is outside the GA s authority, or if further Underwriting Judgment is needed, this option will send the quote to the Canal Quote Confirmation queue. DECLINE If the quote information is not acceptable and the quote is declined three options will be available Decline for Missing Data, Decline for Underwriting Concern and Not Competitive. If a quote is declined all duplicate quotes received for the same risk will be declined, unless the quote was declined due to incomplete information. If a Fleet quote is declined due to incomplete information Canal has the option to release a quote to the first GA that has a complete submission. General Agents do not have authority to release a declined quote. DELETE A quote revision will have the option to be deleted only while in an Incomplete status. This action will permanently delete the quote revision record from iquotes. QUOTE COMPLETE This status will finish the quote and will produce completed quote paperwork (this will be found on the Welcome Screen in the Completed folder initially). SEND TO COPIS The option to send a quote to COPIS will only be available for a revision that is in a Quote Complete status. This will send the quote information over to COPIS and this will immediately assign a policy number. Page 30 of 142 Revision 10/2011

31 TOPIC A-11 Finish Screen (Cont.) STEP ACTION 1 If there is Support Material to be added, select the Browse button. 2 Select the file to be attached, and choose Open 3 Then select Upload File to attach the document to the quote. 4 Add notes if needed. The Notes section will be printed on the quote output for the PA and Insured to review, while the Internal Notes will only be saved on the quote, and will not print. The Revision Notes will be tied to the current quote revision, and will be viewed on the Summary Screen. 5 The Quote Alias may be entered if a GA specific quote name or number applies. 6 If the quote is being sent to Canal, and needs to be handled quickly, select the Rush option. 7 Select an Action to close the quote. 8 Select. Revision 10/2011 Page 31 of 142

32 TOPIC A-12 Broker of Record Quotes Fleet Quotes A quote will not be released on a policy that is currently with another GA if the policy is in-force. Should an Insured desire to change agents on renewal, a Broker of Record (BOR) letter will be required. Canal will not accept a mid-term BOR. The following are requirements for BORs: A valid and acceptable BOR letter must be signed and dated by the Insured and must specifically depict the name of the new agent and desire to change to the new agent The BOR must be received no later than five business days prior to the effective date and no earlier than thirty days prior to the expiration BORs will not be accepted for policies that are cancelling, unless the policy is cancelling due to an LPR Quotes will not be offered for a BOR within the first 12 months for all new agents or agents that are assigned a new territory. There is a five business day period granted to the current GA in order to obtain a rescinding letter. If a rescinding letter is not received within five days, a quote will be released. The only time a quote will be released prior to the five-day waiting period is if the current GA gives written permission to release the quote to the BOR. Page 32 of 142 Revision 10/2011

33 Section III Printing a Quote Objective: This section will provide instructions on how to print the paperwork for a finished quote. Revision 10/2011 Page 33 of 142

34 TOPIC A Printing Quotes There are several different places to print a quote through iquotes. Simply click on the PDF image in the following locations to open, save or print the quote paperwork. A quote PDF will include a Quote Summary page, including detailed vehicle and driver information, as well as an Application that has been prefilled with as much information that was added to the quote, as well as a Supplemental Application. COMPLETED FOLDER The approved quote may be printed from the Completed quote folder on the Welcome Screen before the quote is archived. DECLINED FOLDER The declined quote may be printed from the Declined folder on the Welcome Screen before the quote is archived. SUMMARY SCREEN The option to print a PDF of the output will be available on each revision on the Summary Screen. The PDF s may be reprinted from the Summary Screen even after the quote is removed from the Completed or Declined folders. Page 34 of 142 Revision 10/2011

35 Section IV Issuing a Renewal, Anniversary or Rewrite Quote Objective: This section will provide instructions on how to issue a Renewal, Anniversary and Rewrite quote in iquotes. Revision 10/2011 Page 35 of 142

36 TOPIC A Renewal/Anniversaries/Rewrites Renewal and anniversary quotes will all be issued through the iquotes system, and will be passed to COPIS if renewed. One exciting feature is the ability to issue quick filings in COPIS on a renewal or anniversary transaction! Canal will now automatically begin all quotes within the GA s authority 91 days prior to expiration on the first day of each month. The quote screens will pull back all active information from COPIS, such as drivers and vehicles, and the fields can be modified as needed. If there are no authority alerts, the quote will automatically be completed and will be available in the Completed Quote folder on the iquotes Welcome Screen. It is the responsibility of the GA to verify that all information in the policy is accurate as renewals are quoted based upon the underwriting information contained in COPIS, as well as the previous quote record. It should be noted that the same fields that cannot be changed at renewal or anniversary in COPIS cannot be changed in iquotes Physical Address State, Business, Effective Date/Time, and Policy Term. The Producing Agent may now be amended at renewal/anniversary. Please note: A policy is considered a rewrite, not a renewal, if there is any lapse in coverage between the new and preceding policy. General Agents have authority to quote and bind rewrites, or policies that Canal has previously written, as long as the risk is within the quoting authority guidelines. General Agents do not have authority to cancel a policy flat and issue a rewrite without prior approval from Canal. The renewal and anniversary quotes have the same edits built into the system as exist in the new quote entry. If information is added to the renewal/anniversary quote that makes it outside the GA s authority, the system will require the quote be sent to Canal in order to complete the quote (this will be automatically referred to Canal for the auto renewal/anniversary quotes created by the system). For renewal quotes accepted by the Insured, as well as all anniversary quotes, the Send to COPIS step will send the quote information back to COPIS. This will keep the same sequential policy numbering for renewal and anniversary policies that exists currently in COPIS. Please note that if information is changed in COPIS after the renewal or anniversary quote is entered into iquotes, the information will have to be manually amended on the quote. Example: A new unit is added to COPIS a week after the renewal quote was started. The new unit will not be automatically added to the quote, but the quote can be modified by the GA to add the new unit. An Until Cancelled policy will automatically be bound in COPIS one business day prior to the anniversary date, if the anniversary quote was not already bound by the GA. Please note that the system will automatically bind the last completed revision of the quote. STEP ACTION 1 To update an incomplete renewal/anniversary quote, select the record from the Incomplete Renewal/Anniversary Quotes folder from the iquotes Welcome Screen. 2 To update a Producing Agent assigned to the quote, select the Begin Screen and then select the correct PA record from the available options in the dropdown list. 3 Select to accept the changes. Page 36 of 142 Revision 10/2011

37 TOPIC A Renewal/Anniversaries/Rewrites (cont.) STEP ACTION 4 Review the information on the Named Insured Screen, and make changes as needed. NOTE: The Month and Year Operations Began and the Physical State cannot be amended. 5 Select Save and Continue. 6 Review the information on the Quote Elements Screen, and update the information as needed. 7 Select Save and Continue. Revision 10/2011 Page 37 of 142

38 TOPIC A Renewal/Anniversaries/Rewrites (cont.) STEP ACTION 8 Confirm information on the subsequent screens (use Section II for assistance on any of the entry screens), including verifying the vehicle information for accuracy. 9 The Drivers Screen will pull active drivers from COPIS and will display actual MVR information. New MVR s will be ordered automatically when applicable on the renewal quote. Drivers may be added and removed to the renewal/anniversary quote as needed. Smith NOTE: A Driver or quote revision cannot be deleted in the same revision where the MVR was ordered. 10 Review the Payment Screen, and verify the premium is correct. 11 Add notes if needed. The Notes section will be printed on the quote output for the PA and Insured to review, while the Internal Notes will only be saved on the quote, and will not print. 12 If the quote is being sent to Canal, and needs to be handled quickly, select the Rush option. 13 Select an Action to close the quote. 14 Select. 15 Follow the steps in Section V to submit the quote to Canal to create the renewal policy or the new anniversary module. Page 38 of 142 Revision 10/2011

39 Section V Opening, Reviewing and Revising a Quote Objective: This section will provide instructions on how to open, review, and then revise the quote information in iquotes. Revision 10/2011 Page 39 of 142

40 TOPIC A Search Screen A quote in any status (other than a quote that was deleted) may be retrieved at any time by using the Open Quote function on the Welcome Screen. There are many different fields that can be used to find quotes matching the parameters, including Quote Number, Principal Name, Company Name, State, or Driver information. STEP ACTION 1 Select the Open Quote option from the Menu on the left hand side of the Welcome Screen. 2 Enter the search information. 3 Choose the correct Revision Number (if applicable).. 4 Then the quote record to view the information. Page 40 of 142 Revision 10/2011

41 TOPIC A-1 Reviewing a Quote A quote may be reviewed while in any status (other than a quote record that has been deleted), including Pending Canal Quote or Declined. If the quote is not at the GA s office to be quoted (because it was sent to Canal to quote), the option to change information on the quote will not be available, but information already entered may be viewed. Another new feature with iquotes is the ability to see how each quote revision looked as it was issued. This will keep the history of each revision and allow modification to any completed or declined quote. STEP ACTION 1 Open the quote. 2 Select the Summary Screen. 3 Select the revision to be viewed, and select the View Revision button. 4 View each screen as it looked for the selected revision by using the menu bar down the left hand side of the page. 5 To view other Revisions in the same quote, return to the Summary Screen, and follow Steps 2 4 above. 6 When finished, select the Finish Screen, and choose the Close Quote option. Revision 10/2011 Page 41 of 142

42 TOPIC A-2 Revising a Quote A quote may be modified without a change in the quote number any time it moves between the GA and Canal, or if information needs to be updated after the quote has been Completed or Declined. Each quote has a revision number to indicate how many times it has been modified and this is the only part of the quote number that will change with the quote modification. If there are multiple versions of a quote, any Completed or Declined version of the quote (not just the most recent revision) may be selected to be revised. Please note: There may only be one incomplete version of a quote at any time so if there is an incomplete quote revision, the only option on the Summary screen will be to view the quote until the incomplete quote has been finalized. The following instructions show how to revise a quote by using the Summary Screen, but there will also be an option to Revise a Complete quote on the Finish screen, providing there are no incomplete quote revisions pending. STEP ACTION 1 Open the quote. 2 Select the Summary Screen. 3 Select the Completed quote record to be revised. 4 Select. 5 Then select the new revision that is Incomplete, and select View Revision. 6 Make the requested changes to the quote information. 7 Recalculate the quote premium on the Payment Screen. 8 Finalize the quote using the Actions on the Finish Screen. Page 42 of 142 Revision 10/2011

43 Section VI Sending a Quote to COPIS Objective: This section will provide instructions on how to bind and submit a quote to COPIS and issue a policy. Revision 10/2011 Page 43 of 142

44 TOPIC A Sending a Quote to COPIS One of the benefits of iquotes is the seamless integration with Canal s issuing system COPIS. This integration eliminates the duplicate entry that previously existed between the quoting and policy issuance processes. Once a quote is bound, most of the information entered on the quote will be passed over to COPIS to create the policy record. Once a quote is complete, it is valid for 30 days (new quotes) from the date it was completed, and may be sent to COPIS to receive a policy number when requested by the insured within that time. Once the quote is older than 30 days, the option to submit this to Canal will be removed, and the quote must be revised and completed prior to submitting the quote to COPIS. The GA is free to revise the quote to make changes, such as offering one quote to show a certain deductible, then revising the quote to give an indication if a different deductible was selected. If a quote has multiple revisions, please select the revision that matches the Insured s request to bind. Any complete quote record may be selected the system will not require the most recent quote revision to be bound. Please note that once a quote has been sent to COPIS, the GA office that was quoted on the account will be the GA issued on the policy. In addition, the Physical Address State, Term, Lines of Business, and Business type cannot be changed in COPIS from the quote revision that was submitted. These changes must be made on the quote prior to binding. Once a quote revision has been bound, no further changes may be made to the quote. As soon as the quote has been submitted to COPIS, a policy number will be assigned immediately, rather than after the first two screens have been entered. An Until Cancelled anniversary quote will automatically be bound in COPIS one business day prior to the anniversary date, if the anniversary quote was not already bound by the GA. Please note that the system will automatically bind the last completed revision of the quote. iquotes COPIS Page 44 of 142 Revision 10/2011

45 TOPIC A Sending a Quote to COPIS (Cont.) STEP ACTION 1 Open the quote in iquotes. 2 Select the Summary Screen. 3 Select the completed quote record to be submitted to COPIS for a policy, then select View Revision. NOTE: If there is only one quote revision, go directly to the Finish Screen. 4 On this Finish Screen, select the Submit to COPIS option from the Action menu. NOTE: This action will create a policy record, and once selected, the policy cannot be deleted. 5 Enter the Policy Term, and Effective Date. NOTE: The Effective Date will carry forward to COPIS and may be amended, but the Policy Term cannot be amended in COPIS. 6 Select Submit and the policy number will be displayed. 7 To complete the policy, log into COPIS. Revision 10/2011 Page 45 of 142

46 Page 46 of 142 Revision 10/2011

47 SECTION VII Introduction to COPIS Objective: In this lesson, you will learn the basics of how COPIS functions over the Internet and the basic navigation options. Revision 10/2011 Page 47 of 142

48 Introduction COPIS stands for Canal Online Policy Issuance System, Canal s method of issuing, and maintaining policies quickly, efficiently, and correctly. Throughout the planning process, our Underwriting and Information Technology departments have worked together to synchronize underwriting knowledge with.net technology. TOPIC A COPIS Database and Agency Computer Requirements CITRIX MetaFrame is housed on a server at Canal Insurance Company. When accessing Citrix via the Portal you are getting the latest and greatest version of COPIS each and every time. There are several benefits to working this way. The main benefit to the Users is that they are no longer responsible for hardware or software at their site. This cuts down on maintenance and the risk of losing a database if a server goes bad or network issues occur. It also reduces the costs the Agencies have to bear in providing the hardware. Upgrades will happen automatically each time COPIS is opened. This is one reason why its critical to close COPIS when you are finished with it each day and open a new version each morning to assure that you are working with the most current version. COMPUTER REQUIREMENTS There are a few requirements on the Agency side of COPIS, but they involve the actual personal computer and connection that is working with this technology. Microsoft Windows 2000 operating system with service pack 4 (SP4) or higher or XP At least a 1 Ghz CPU with 256 MB of RAM or higher Internet Explorer version 6.0 or higher Reliable Internet Service Provider providing broadband connectivity The Citrix client software must be downloaded the first time COPIS is opened. Page 48 of 142 Revision 10/2011

49 TOPIC B Features of COPIS Now that you know a little bit about how the information is delivered to you lets talk about what it will look like. In the past, there has been a very proprietary look and feel to COPIS. While the general flow is similar, the Microsoft look and feel will make it easier to find what you are looking for as well as quickly teach new employees how to use this product. The graphical user interface utilizes high color icons and dynamic button boxes and menus to help speed the entry of a policy or endorsement. The general layout consists of a navigation menu docked along the left side and basic policy information at the top. Menu toolbar Policy Snapshot Pane Name of the current screen being viewed Navigation Menu Additional Menu Key Entry Pane Summary Pane Collapse Node Details Pane Expand Node Revision 10/2011 Page 49 of 142

50 TOPIC B Features of COPIS (cont.) As you can see, it is very easy to maneuver around COPIS. With some practice you will quickly learn where everything is located. The basic functional design allows you to explore while preventing common entry errors. Additional features include: Standalone events for which there are confirmation rules that will increase turnaround time Agency customization options (PFC s, Fees, Producers) Ability to create and print MCF filings, and Certificates before issuing the entire policy Truckers GL Fleet Automatic billing option System edits that will prevent keying policies, businesses or classes not available for specific General Agents or states We will look at these additional features in upcoming sections. One aspect of COPIS that is very important to understand is how choice lists are restricted based upon previous choices/selections. Below is an image that shows how key fields are related to each other and when an item is chosen at the top of the hierarchy, it affects what choices will be presented in subsequent fields. There are NOT missing options from the software, it is simply limiting what can be chosen based on what has been associated with a higher dependency. Page 50 of 142 Revision 10/2011

51 TOPIC C Welcome Screen The Welcome Screen is your gateway to COPIS. Please choose the Refresh icon to get the newest information in the hyperlinks. From here, you can: Enter a new policy Finish an incomplete policy Print a completed policy Manage cancellations View rejected policies Manage Producing Agents Enter your Agency fees to be applied to each policy Manage Premium Finance Companies (PFC s) Menu Toolbar Current User Inbox Links Navigation Menu Additional Menu Let s go through each of the sections of the Welcome Screen and explain what each will help you accomplish. We will begin with the Navigation Menu and then we will cover the rest of the screen from left to right. NEW POLICY This is the area you will want to go to when entering a new CAIP, Assigned Risk or Business GL policy. Insurance Company or Indemnity Company are the choices when selecting this icon. All new Combo policies must be started through iquotes. Revision 10/2011 Page 51 of 142

52 TOPIC C Welcome Screen (cont.) OPEN POLICY Open Policy will bring up the search engine to find the policy you wish to view. There are fifteen individual options to find a policy in COPIS. Once one of these fields are entered, choose Search to find that policy. This is also a mode for starting an endorsement or cancellation once the policy is found. ADMINISTRATION Administration allows you to manage information that is specific to each individual Agency database. General Agent Fees (fees you collect) examples would be policy fees or surcharges, most of which are specific to Canal Indemnity Company. STEP 1 ACTION 2 Choose on the Welcome Screen. Click on. 3 Pick the State from the dropdown menu. 4 Fill in Company Type, Fee Description, Rate/Amount, Spread (over payment plan)/ Upfront (per transaction). Then check Include with premium tax if the tax to be calculated on the fee + the written premium, and Effective Date and Expiration Date (should be 12/31/9999 if no expiration date). 5 Choose. 6 Repeat until all fees are entered. NOTE: A fee can only be retired, not modified. Changes would require retiring the old fee then adding a new fee with modifications included. Page 52 of 142 Revision 10/2011

53 TOPIC C Welcome Screen (Cont.) Agent of the Insured is where you will add, delete and modify Producing Agency information that will print on policy documents. This data should be maintained by the General Agency. STEP 1 ACTION Choose on the Welcome Screen. 2 To find or modify an existing record, there are 3 search options on this initial screen. 3 Double click on the appropriate record to modify in the search list below. 4 5 Make changes and. 6 Choose to return to Welcome Screen. To create a new Agent of Insured choose. NOTE: It is recommended that a search for the Agent of the Insured to be added is done prior to adding a new Agency. 7 Enter the New Agent of the Insured number and information. 8 Choose. Revision 10/2011 Page 53 of 142

54 TOPIC C Welcome Screen (Cont.) Premium Finance Company is where you will add, delete or modify PFC s names and addresses. This facilitates a single point of entry for this type of information that can also be utilized for billing systems. STEP 1 ACTION Choose on the Welcome Screen. 2 To find or modify an existing record, there are 3 search options on this initial screen. 3 Double click on the appropriate record to modify in the search list below. 4 5 Make changes and. 6 Choose to return to Welcome Screen. To create a new Premium Finance Company choose. NOTE: It is recommended that a search for the PFC to be added is done prior to adding a new record. 7 Enter the New Agent of the Insured number and information. 8 Choose. Page 54 of 142 Revision 10/2011

55 TOPIC C Welcome Screen (Cont.) AGENCY INBOX This allows each Agency to view work that everyone in the office has entered or submitted. This feature will help offices that have multiple people that enter policies and/or when the main entry person is out sick or on vacation. NOTE: All the sections below this note are links. When they are chosen, a details box will show below listing pertinent information. Choose any column headings to sort the data. This is useful to determine the policy creator (which is a column in all Welcome screen links) and assist with internal workflow processes. INCOMPLETE Policies that have not been completed and sent to Canal are listed here. To open a policy, simply double click on the desired policy and it will open. Incomplete policies will reside in this area for 21 days from the transaction date of the policy. You will be required to finish issuing the policy and submit the data to Canal before you can create another policy once the 21 days have passed. The policies will turn yellow after 16 days in the incomplete folder, and will turn red at 20 days to indicate the system will be blocked from issuing new policies or endorsements if the policy is not submitted to Canal and approved. WAITING ON CANAL APPROVAL Policies that have been submitted to Canal but are waiting to be confirmed or approved by a Canal Underwriter are listed here. APPROVED AND WAITING TO PRINT Policies that have been approved by Canal and are ready for the original print can be printed from this queue. Select the policy to print and choose either Complete PDF or Dynamic Data PDF to view in Adobe Reader. The information can be printed, faxed, ed, and imported from Adobe Reader. Complete PDF contains all documents associated with the policy. Dynamic Data PDF s are documents that contain specific policy information entered into COPIS. PENDING CANCELLATION This is a list of policies that are in a pending cancellation status. A policy can be selected and additional action can be taken from here. Once the cancellation date has passed, the system allows 21 days to complete the final cancellation before locking the ability to issue new policies or endorsements until the overdue cancellation has been submitted and approved at Canal. These items are also color coded to indicate when the cancellations age. REJECTED Endorsements and Policy transactions (not Motor Carrier Filings) that have been rejected by a Canal Underwriter and need further attention to correct will be shown in this area. You will be able to view a list of rejected transactions and the Canal underwriting rejection notes. REJECTED MOTOR CARRIER FILINGS (NOT CURRENTLY IN USE) In the future, this area will contain rejected filings that may require immediate resolution. Revision 10/2011 Page 55 of 142

56 TOPIC C Welcome Screen (Cont.) OVERDUE MONTHLY REPORTS This area will list all of the fleet automatic policies that have overdue monthly reports. Any overdue monthly report will also send out an every 5 days as a reminder to submit the information to Canal. FLEET AUDITS DUE Any fleet policy that has been cancelled or expired will appear in this section to indicate an audit needs to be performed. The actual audit transaction will be handled by Canal. WAITING ON CANAL JUDGMENT This will list all policies that have been sent to a Canal Underwriter for further review of the scheduled debit or credit. No further entry on the policy is allowed until this is returned from Canal. CANAL JUDGMENT FINALIZED Once Canal has finalized their review of the scheduled debit/credit, the incomplete policy will be returned to this queue to be finalized. To open a policy, simply double click on the desired policy and it will open, or select the Open Transaction button. (NOTE: The Driver and Vehicle Screens will be locked until endorsement once this has been sent to Canal for judgment) Page 56 of 142 Revision 10/2011

57 SECTION VIII The Combination Policy Objective: In this lesson, you will learn about the Combination Policy and how to enter it into CO- PIS after binding the quote in iquotes. Revision 10/2011 Page 57 of 142

58 TOPIC A COPIS Numbering Schemes Policy Numbering Scheme Canal has eliminated policy block numbers and each policy will be assigned the next available policy number. As a policy renews, the 2 digit suffix will change indicating the next year number: Twelve month and Term policies will begin with an 01 suffix. The first renewal will show a 02 suffix and so on. All Until Cancelled policies will have a 00 suffix and that will not change at anniversary. There will be module number for each anniversary term, beginning with 00, and increasing by one each year the UC policy is in force. PIA = Canal Insurance Company Transportation Policy. This can be any combination of Liability, Physical Damage, Cargo and Truckers General Liability. PDA =Canal Indemnity Company Transportation Policy. This can be any combination of Liability, Physical Damage, Cargo and Truckers General Liability. PIC = Canal Insurance Company CAIP policy for Liability coverage only. PIR = Canal Insurance Company Assigned Risk Policy is either Liability or Physical Damage, or a combination of both. PDG = Canal Indemnity Company General Liability policy for contractors/business General Liability only, in all states except South Carolina. PIG=Canal Insurance Company General Liability Contractors/Business. Form Numbering Scheme First Character: I=Canal filed form, D=Canal non-filed form (indemnity policy only) Second Character: A=Commercial Automobile, G=commercial GL, M=commercial Inland Marine, L=Interline Page 58 of 142 Revision 10/2011

59 TOPIC B Entering a combination Policy Before accessing COPIS and generating a policy, it is advisable to gather and organize your materials so you will have the necessary information. Prior to completing a policy in COPIS you might need the following information available: A completed application Quote Schedule of vehicles Drivers list Filing Info (such as names) There are several options when completing a policy into COPIS. Until cancelled versus term policies, different coverages, Fleet, special coverages, etc. COPIS has been designed to guide required entry, therefore it will only display fields based on what you have chosen previously to minimize entry and streamline the process. For instance, the Navigation Menu on the left hand side of the screen will highlight icons that need to be visited as you make your choices in the Named Insured and Policy Elements screens. Screens that are grayed out or do not respond to a one click selection are not available due to previous choices on these two main screens. For this section, we will be entering a 12 month combo policy that has Liability, Physical Damage, General Liability and Cargo coverages. Let s start with a completed Combination Application. This application replaces the former Auto Liability/ Physical Damage, General Liability, and Cargo applications. It will reduce the need for duplicate Insured information. Here are some suggestions for completing a policy: Type the policy in upper and lower case as you would a regular letter. (Make sure Caps Lock is off) Utilizing the Tab button will lead to the next available field. To start a new policy follow these steps. Please note: The quote must be bound in iquotes before the policy record will be created in COPIS (See the Sending a Quote to COPIS section for these instructions). STEP ACTION 1 Access COPIS. 2 Select the policy to be issued from the Incomplete folder. 3 Start with Named Insured screen and continue to fill out all applicable fields that the system opens for entry. Revision 10/2011 Page 59 of 142

60 TOPIC B-1 First Named Insured Screen The First Named Insured Screen is the starting point for completing a policy into COPIS. This is the Primary Named Insured information that needs to be entered in this area. Once a Form of Business (required) is chosen, fields will open or gray out to coincide with what is needed based on that entry. If a field is required a will appear to the right of the field if it has been tabbed through without entry. If a to the right it is an alert that will also appear on the Finish Screen to review before submitting policy data to Canal. Much of the information on the Named Insured Screen will be carried over from the iquote record, but all information should be reviewed and verified for accuracy. STEP ACTION 1 Verify the Form of Business is correct. 2 Tab to Month and Year Operations Began and update the information if necessary. 3 Tab to next field (may vary on what was chosen for Form of Business) and fill in Company and Fed Tax ID OR Individual First/Last Name and Social Security Number if changes or additions need to be made. 4 Tab to next field (may vary on what was chosen for Form of Business) and enter Owner s Name and/or Doing Business As. NOTE: There is a Goto FMCSA link in the top right hand corner of this screen. When chosen, it launches to the FMCSA website so a legal name can be verified 5 The Physical Address (required) should be verified. Verify the Zip Code is correct then press TAB and City, County, and State prefill. Inside City Limits and Taxing Authority will only be available if the State requires them. NOTE: The physical state cannot be changed from the state quoted. 6 There are two options for Mailing Address. The default is a check in the Same As Physical box. The other option is to uncheck this and enter an alternate address such as a Post Office box. 7 Contact phone numbers are not required but are suggested. Page 60 of 142 Revision 10/2011

61 TOPIC B-2 Other Named Insured screen Entities entered as an Other Named Insured would be another legal name by which the Insured operates or more than one principal name. Entries in this screen will be available as other legal names on the Motor Carrier Filings Screen. STEP ACTION 1 Choose the icon. 2 Choose the icon. 3 Choose Form of Business from drop down list (required). 4 Tab to next field (may vary on what was chosen for Form of Business) and fill in Company and Fed Tax ID OR Individual First/Last Name and Social Security Number. 5 Tab to the next field (may vary on what was chosen for Form of Business) and enter Owner s Name OR Doing Business As. 6 The next field is the DOT # which may be entered if applicable. 7 NOTE: There is a Goto FMCSA link in the top right hand corner of this screen. When chosen it launches to the FMCSA website so a legal name can be verified. Choose. 8 Repeat steps 2-7 to continue adding Other Named Insureds. NOTE: To modify, select the record to be modified in the list at the top of the screen, choose modify the record and choose. Revision 10/2011 Page 61 of 142

62 TOPIC B-3 Policy Elements screen This screen lists all of the coverages available on a policy. Please note that the Policy Period, Lines of Business and Business types cannot be changed from the quote that was bound, but policy limits and the Operation can be adjusted if needed. Once this screen has been saved, no further changes may be made until endorsement. STEP ACTION 1 The Policy Period that was selected in iquotes with the Send to COPIS action will be shown, but cannot be changed. 2 Verify the Effective Date utilizing the Tab button to move from day to month to year. 3 The Expiration Date is automatically calculated unless the policy period is Term. If it s a Term policy, enter the date utilizing the tab button to move from day to month once the correct year has been entered. 4 The Effective Time defaults to 12:01AM and can be modified by entering in an alternate time or using the scroll arrows to the right of that field. 5 Choose the Agent of the Insured from the dropdown and choose to see complete PA information. 6 Verify the Auto Liability subline limits if applicable (UM, UIM, MedPay, PIP). 7 If Cargo is selected, verify the Preferred or Standard Coverage on the radio dial as specified for the policy. 8 Fleet Automatic is a billing option (formerly Gross Receipts) which is referenced in a later section of this manual. If the policy will be written on a fleet automatic rather than a scheduled vehicle basis, fleet automatic must be quoted in order for the policy to be written on a reporting basis. 9 The Business quoted will apply to the policy, and will determine the options offered for the policy Operation. Verify the Policy Size. NOTE: If 16 or more Power Units are indicated, the system will allow a Negotiated Commission to be added. 10 Review all information for accuracy and completeness before choosing Save Changes. NOTE: Information on the Named Insured and Policy Elements Screens CANNOT be changed without an endorsement to the policy once the screen is saved! Page 62 of 142 Revision 10/2011

63 TOPIC B-3 Policy Elements screen (cont.) After Save Changes has been chosen, changes cannot be made to information entered on the Named Insured or Policy Elements screen. Other Named Insureds may be added, but changes cannot be made to the Primary Named Insured until after the policy has been accepted. The Policy Period, Effective Date and Time, Producing Agent, Business type, Operation and Policy Size changes cannot be endorsed. This is the minimum information needed to stop and issue Certificates of Insurance before the policy is issued by going to the Misc>Any LOB screen. Please refer to the Endorsements section to print these items. It is also the minimum information to issue filings on the MCF screen prior to completing the policy. The policy is considered Incomplete at this point even though a policy number is issued. The policy must be issued within 21 days of the transaction date of the policy. To issue Quick Filings, complete the Named Insured and Policy Elements screens, request all needed filings on the MCF screen, then go directly to the finish screen, and select Submit MCF to Canal. To exit, go to the Finish button on the Navigation Menu then choose Save Incomplete. The policy will show in the Incomplete Transactions on the Welcome Screen. Revision 10/2011 Page 63 of 142

64 TOPIC B-4 Motor Carrier Filings This entry area will allow you to submit filing information directly to Canal. To verify which name goes with the Motor Carrier number, utilize the link to the FMCSA site. This allows you to type in the MC number and search for the legal name to make the filing. Page 64 of 142 Revision 10/2011

65 TOPIC B-4 Motor Carrier Filings (Cont.) The request for filings is the responsibility of the Insured. Canal does not monitor policies to verify the proper filings are in place. Because the issuance of filings is an included service, there is no charge for the service nor is there any contractual guarantee of the service. Canal is not responsible for filings not requested. GENERAL INFORMATION When a filing is issued all owned and operated equipment must be scheduled on the policy. ISSUANCE AND NEW FILINGS Canal does not provide recommendations as to which filings an Insured should or should not have. It is the responsibility of the Insured and the Agent of the Insured to request all filings necessary for the Insured s operations. Filings will never be issued for an amount greater than the policy limits. Filings may be added mid-term as long as there is sufficient time remaining in the term to cancel filings on the expiration date. Filings cannot be issued on a policy that is in a pending cancellation status, cancelled status or final cancelled status. CANCELLATION If filings were requested by the Insured and issued in COPIS, in the event of a cancellation, regardless of the reason, the 36 days notice required to cancel any and all filings must be given. Filings may be cancelled mid-term, however a signed statement from the Insured requesting the cancellation of the filings must be received. UNDERWRITING CONSIDERATIONS There are some states which require proof of insurance on specific units. While Canal is willing to issue any filings on behalf of an Insured, some filings might raise underwriting concerns. For example, a risk located in Georgia in which the majority of units require Florida transit filings would raise concerns as to the actual location of the risk. Another example might be a risk in Mississippi with a local or intermediate radius which required an Oregon form E. Please verify that any request for filings is within the scope of the policy and its conditions. EXCEPTIONS It is impossible to anticipate all of the possible scenarios which could occur, so please contact an Underwriter any time a filing situation warrants additional consideration. HOLD HARMLESS AGREEMENTS Hold harmless agreements are not given or accepted by Canal. See the Cancellations section for more information on cancellation procedures Revision 10/2011 Page 65 of 142

66 TOPIC B-4 MCF Screen (cont.) FILINGS AT A GLANCE When issuing filings in COPIS, the FMCSA filing should be the first filing issued if one has been requested. The BMC-91X will automatically issue an MCS-90 and a Base State (SSRS) based on the insured s physical address state chosen on the Named Insured screen (if applicable). If a policy has both Liability and Cargo coverages, a filing for each coverage must be issued to the state as required (eg: CO form E and form H). If a state requires additional information to be on the filing (certificate or permit number, Federal ID number, etc), a prompt will appear when Accept is selected if the information was not added. This information will have to be added to the Info or Special section before the filing will be issued. When issuing an OH Hwy filing, the premium charge must be issued before these filings can be processed (if the charge applies in that state). These filings cannot be done through Quick Filings, as they require premium. If one of these filings is being issued in a transaction other than quick filings, simply add the fully earned fee prior to moving to the MCF screen to add the filing. The Insured needs to register with all states in which they require filings prior to filings being issued and sent to the state. Please verify if the state requires a particular filing prior to issuing. FILINGS DEFINITIONS BMC-91X- Federal filing for a liability policy. Base State Filing issued to the state when the insured has registered for SSR authority. Form E- Interstate filings issued on liability policies. Form H- Interstate filing issued on cargo policies. Highway Oversize/overweight certificate issued to the state. Taxi Only on Public Auto policies in the state the insured is domiciled. Hazardous- Only needed when the Insured hauls hazardous materials, and required by the state. Intermodal- The Uniform Intermodal Interchange and Facilities Access Agreement, or UIIA, is a standard industry contract between Intermodal truckers/drayage companies (Motor Carriers) and water and rail carriers (Equipment Providers). The UIIA covers liability and other issues related to the interchange of Intermodal equipment (i.e. containers, chassis, etc.) between the two parties. It drastically reduces the paperwork burden for all parties involved by eliminating the need to sign individual interchange contracts with each Equipment Provider that participates in this agreement. It also reduces the number of insurance filings motor carriers must make in order to provide proof of insurance. Only one certificate must be issued to the UIIA and this information is then disseminated to the individual Equipment Providers. (About UIIA) The necessary UIIA certificate and accompanying forms are available for motor carriers that operate with the Intermodal Association. In most states there is an additional charge for risks which haul for the Intermodal Association. In addition to the liability coverage, trailer interchange coverage is also offered. Please refer to the Trailer Interchange document for more information concerning trailer interchange coverage required by the UIIA agreement. The UIIA forms are generated in COPIS when coverage is selected. The GA is responsible for submitting the forms to the UIIA. Page 66 of 142 Revision 10/2011

67 TOPIC B-4 MCF Screen (cont.) Federal Filings will be electronically submitted at 5pm EST and at 8pm EST each night to the FMCSA. Most State Filings will be printed at the end of each day and mailed the following morning. If the State Filing is to be faxed, then it will be electronically faxed when quick filings are submitted, or when the policy is confirmed. The MCF Screen will be used to submit filings directly through COPIS. To complete this section, follow these steps: STEP ACTION 1 In the Motor Carrier Filings screen, choose the Add Filing button to start the process and fill out items in the details area. NOTE: Be aware that Filings Types are limited based on state chosen. 2 Choose State field. This field has type ahead feature. 3 Choose Type of filing. The choice list is limited to filing types available for that state. 4 The LOB (Line of Business) is pre-filled based on the Type chosen above. 5 The Info section contains MC Nr, DOT Nr, and Permit/File Nr/Cert #. Some of these are required to issue certain filings. E.g.: FMCSA requires a MC # and Oregon requires a Permit #. DOT and FEIN numbers are brought forward from the Primary Named Insured Screen. 6 The Special section contains License Plate Nr, Special Hauling indication, Divisible Load Overweight indication, Fee amount, and Filing Limits amount and is only available for certain combinations of states and type of filings. Endorsement of the policy for Fully Earned Premium is necessary when applicable. For example, Ohio requires a $50 fee for Oversize/ Overweight. Filing Limits must be changed for FMCSA from 750,000 to 1,000,000 if 1mil limits are required by the FMCSA. The filing limit may also be manually reduced to 300,000 if that is the limit required by the FMCSA. This will trigger an alert to Underwriting for review and approval. 7 The Issued To section begins with Legal Name and DBA Name dropdown boxes where the Primary Named Insureds or Other Named Insureds can be chosen. The rest of the fields in the Issued To section should be brought forward and are modifiable. NOTE: At any time you can choose the GoTo FMCSA link at the bottom of the page to verify which name goes with the Motor Carrier Number. If another legal name requires a filing, return to the Other Named Insureds screen to add the name. Revision 10/2011 Page 67 of 142

68 TOPIC B-4 MCF Screen (cont.) 8 The Dates section reflects the effective date and time of the filing. It s based on the effective date and time of the policy or transaction, and is non-modifiable. 9 The Event area will show dates that filings were printed or approved. There will be a link to the image of the form and details of its inception and life cycle. The image of the filing can be printed or faxed from Adobe Reader here. Highlight the filings, and select the three dot printer image in the corner of Events Date that corresponds to the type of filing needed (either issue or cancellation). 10 The Departments area will auto-fill based on the State and Type filings chosen so you will know where the filing will be sent. The system will check to make sure that the minimum policy limits have been met, and it will also display the minimum number of cancellation days if applicable. 11 Make sure to choose Accept to save entered data. It will appear on the summary side (left hand side) of the screen. 12 Repeat steps 1-11 to add additional filing types. NOTE: If Intermodal is added to the policy, the premium must be charged on the Misc>Any LOB>Intermodal screen, and then the filing must be added to the policy in the same transaction to receive the paperwork. Canal will mail all filings at issue and cancellation except for the Intermodal filing this will now be mailed by the GA with the Provider s List. This paperwork will print with the policy, and may not be printed using the 3-dot printer on the MCF screen. Submit Filings to Canal button will lock MCF information, as well as the previous two screens, so filings can be issued. Other Named Insureds can only be added at this point. This is an optional function and not required unless making filings prior to policy issue; however, the system will require the policy to be issued within 21 days. It is recommended to issue the entire policy at the same time requesting filings. Rejected FMCSA filings will also be indicated as returned for immediate resolution by an sent to the contact in each office. Page 68 of 142 Revision 10/2011

69 TOPIC B-5 General Liability Screen This section refers to Truckers General Liability which is limited to one classification and is on a per unit basis only. There are two subcategories to go through to complete this section. GL Liability Limits Location screen: Refer to the limits on the screen brought forward from the quote to make sure they match those on the application. GL Liability Classification screen: Refer to the quote for appropriate rates. STEP ACTION 1 Defaults are set for each of the limits on the General Liability Limits screen. The only choices available are for the General Aggregate Limit (1 million or 2 million) and whether Products-Completed Operations Aggregate Limit is included or excluded. 2 Next there is the Deductible Amount. Please verify the deductible is correct from the dropdown box according to the quote. 3 Enter covered Locations by choosing. The image below shows the 5 fields required. Enter the Street Address and the Zip Code. Press Tab and the City and State will pre-fill. Finally, choose the Location Interest whether the location is owned, rented or occupied. 4 Choose if this is the only location or if there is another location to enter. 5 The Covered Locations will be listed and available to modify or delete by choosing the line and selecting the appropriate button. Revision 10/2011 Page 69 of 142

70 TOPIC B-5 General Liability Screen (cont.) The General Liability Classification Screen displays the class code and description of GL coverage for the policy, in addition to viewing the premium. The Truckers GL premium will be automatically calculated using the number of power units with Liability coverage on the policy. The premium on the Truckers GL screen will not be calculated until after the Payment Plan screen has been accepted, just like the Vehicle Screen. STEP ACTION 1 Select the GL Classification Screen. 2 Highlight the record, and select to view the premium breakdown. NOTE: The Classification information is viewable, but cannot be modified on this screen. 3 Select. Page 70 of 142 Revision 10/2011

71 TOPIC B-6 Vehicle Screen The Vehicle Screen lists all vehicles scheduled on the policy. All lines of business and premiums will be displayed per vehicle in this section. However, Any Trailer while Singularly Attached does not need to be scheduled due to Canal s policy language. The Vehicle Information will be populated from the quote record, but each vehicle should be reviewed for accuracy. Vehicle specific information such as VIN, Year and Make will be required if this was not entered into iquotes. The instructions provided can be used to enter additional units, or modifying existing vehicles. Please note: the premium will no longer be shown on the Vehicle record until after the Payment Plan Screen has been accepted on the at issue transaction (or premium changes by endorsement). NOTE: To clone a vehicle, choose a unit to clone from the information section (on the left hand side) and select the Clone Vehicle button at the bottom of the page. When cloning additional vehicles, the Rating Class, Commodity Group, Commodity, and Garage Location will come forward as well as the Vehicle Type, the Liability Limits, Premium, Cargo Limit, Cargo Deductible and the Physical Damage Rate will be populated. The cloning feature is not recommended if the Vehicle Type is changing as it will bring over incorrect information. Modifying and deleting vehicles can be done during the same transaction by selecting the vehicle to be deleted or modified and choosing the appropriate icon at the bottom of the page. After data is submitted to Canal vehicles can not be modified or deleted except by an endorsement to the policy. Revision 10/2011 Page 71 of 142

72 TOPIC B-6 Vehicle Screen (cont.) STEP 1 ACTION Choose Vehicle icon in the Navigation Menu. 2 To add a New Vehicle, select the Add Vehicle button. To modify an existing vehicle record select the Modify Vehicle button. 3 Choose/Verify Rating Class (choices are determined by the Business selected on the Policy Elements Screen). 4 Choose the Commodity Group, which will narrow the options for the Primary Commodity. 5 If applicable, use the Choice icon to schedule other Commodities. Select the commodities on the left hand side and double click to add to the policy. Choose Accept on the Commodities screen. 6 Verify/Enter Vehicle Type. 7 Garage Location is brought forward from the Primary Named Insured screen and can be modified if the vehicle is garaged in a different location from the physical address. 8 Fill in Vehicle details. If a valid 17 digit VIN is entered, the Year and Make will be automatically populated. It will convert the VIN into all upper case even if lower case is keyed. Otherwise enter Year, Make. 9 Select/Verify the Gross Weight from the drop down box (this is no longer required for Trailers). 10 Plate Number refers to Drive away business only. 11 Select Radius from the choice list. All vehicles should have the same radius, unless this was approved by Canal to have different radius options. NOTE: If the class is Taxi then choose unlimited for the radius. Page 72 of 142 Revision 10/2011

73 TOPIC B-6 Vehicle Screen (cont.) Step Action 12 Fill in/ Verify Coverage details. Liability Limits are supplied from the Policy Elements screen. The Annual Premium will be calculated by the system after all the policy information has been issued, and may be viewed (but not modified) after the Payment Screen has been accepted. The Written Premium will be the same as the Annual at issuance if the policy term is 12 months or an Until Cancelled policy. If the policy period is Term or if the vehicle is added after the effective date of the policy, the system will figure the written premium as a prorated amount. 13 The subline limits (UM, UIM, MedPay, PIP) are supplied from the Policy Elements screen. 14 Enter/Verify the Physical Damage Stated Value. The Written Premium will be the same as the Annual Premium if the policy term is 12 months or an Until Cancelled policy. If the vehicle is added after the effective date of the policy, the system will figure the written premium as a prorated amount. Fill in Physical Damage Collision Deductible. Choose EITHER Physical Damage Specified Causes of Loss deductible or Comprehensive deductible. You cannot have a mixture on the policy, one or the other has to apply to all vehicles. The Rate is automatically calculated by Dividing the Annual Premium by the Stated Value. Gap Coverage is a coverage option that can be selected if applicable. 15 Fill in or verify the Cargo Limit. The Cargo Deductible is required. The Cargo Catastrophe Limit is calculated as the sum of the 2 highest cargo limits (maximum of $500,000) and is open to modify. This will only show if Cargo coverage is selected. 16 In the Total Vehicle Premium section, you will find a sum of all the line of business premiums for each vehicle. This will only be shown after the Payment Plan screen has been accepted. 17 Choose Accept which moves the vehicle summary information to the left side of the screen. 18 Repeat 2-17 for additional vehicles (using the clone feature as needed for like vehicle types). Revision 10/2011 Page 73 of 142

74 TOPIC B-7 Drivers Screen The Drivers Screen lists all the Drivers on the policy, both active and cancelled. In order to submit a policy at issuance (other than 26 or more power unit accounts) all the Drivers must be entered directly into COPIS, rather than into Policy Driver List. The MVR information for each Driver will be returned within minutes for all states except CA, WY, AR, and HI, which will be returned within 12 hours. Each driver record ordered must be received back in COPIS prior to completing and sending the policy to Canal for at issuance confirmation. If the MVR records have not been received, the system will prevent the policy from being issued until these records are received, as the premium, including the modification, must be correct at issuance. The Violation information may display violations further back than 36 months, but only the violations that occurred in the past 36 months will be used for underwriting and rating purposes. There will no longer be a need for either GA or Canal assessment of each Driver, and only data elements from the MVR will be returned for review. COPIS will now automatically calculate the rating for the Drivers entered and will correct the scheduled modification if the Driver information is different than the violations that were quoted. When a Driver is added by endorsement, the option to cancel out of the transaction will not be available once an MVR has been ordered. Page 74 of 142 Revision 10/2011

75 TOPIC B-7 Drivers Screen (cont.) STEP ACTION 1 Select. 2 If a New Driver is being added, select or choose to make changes to a driver record carried from iquotes. 3 Add the Drivers License State and Drivers License Number. 4 Enter the Driver s Name as it appears on the license. 5 Add the Date of Birth, SSN and the First Year the Driver received their CDL. NOTE: Adding the Driver s Gender is optional. The SSN is optional in many states the system will require it when this is mandatory for the State If this is a taxi risk, add the first year the driver has had the appropriate class of license for the vehicle. 6 Select. NOTE: It may take a few minutes for the Driver information to be displayed. 7 The MVR Status and Violations will be shown when the MVR information has been received. NOTE: CA, WY, AR and HI MVR s will take more time to get back from the states, and may need up to 12 hours to be returned. 8 Repeat steps 2-7 to add additional drivers. Revision 10/2011 Page 75 of 142

76 TOPIC B-8 Miscellaneous Screen The Miscellaneous section is a place to schedule policy level entities or events. It is broken down into Any Line of Business transactions, and then by transactions specific to a Line of Business. Any Line of Business CERTIFICATE OF INSURANCE IN COPIS Certificates of Insurance can be printed after basic information has been entered into COPIS for the policy and a policy number has been obtained. The Certificate can be printed while the policy status is Incomplete and the certificate will have the Policy Number, the Insured s name, and the liability limit, but in lieu of a vehicle description it will say Per Policy Schedule if printed before the policy is confirmed at Canal. A Certificate of Insurance is issued as a matter of information only and confers no rights upon the Certificate Holder. A Certificate of Insurance does not amend, extend or alter coverage afforded by the policy. A Certificate of Insurance will only display the Agent of the Insured, the Named Insured, policy number, effective and expiration dates and any active coverage types, limits and deductibles. Certificates of Insurance can be issued for all lines of business the Insured has active with Canal. CERTIFICATES ISSUED BY AGENTS (PRODUCING OR GENERAL) Certificates of Insurance issued apart from Canal s policy issuance system should accurately reflect the limits and coverage on the policy at the time they are issued, as a Certificate of Insurance is a reflection of the policy coverage and should never be issued broader than the coverage on the policy. A Certificate of Insurance is not an endorsement to the policy, therefore, it is not advised to put any wording in the remarks section such as It is agreed that or to write free-form descriptions of coverage. In addition, any Certificate issued by a Producing Agent should not indicate that the Producing Agent is an authorized representative of Canal. If a Certificate of Insurance is issued by an agent apart from Canal s policy issuance system, the issuing agent will be responsible for sending cancellation notices to the Certificate Holders and assumes all responsibility for any errors in the Certificate of Insurance. Do not send copies of Certificates of Insurance to Canal. Page 76 of 142 Revision 10/2011

77 TOPIC B-8 Miscellaneous Screen (Cont.) Certificate of Insurance: STEP ACTION 1 Locate Incomplete policy via the Welcome Screen>Incomplete link or search function. 2 Choose Miscellaneous>Any Line of Business>Certificate of Insurance 3 Select Add. 4 Enter Certificate holder Name and Address. 5 In the Options section, verify the Print Vehicles is shown as True to generate the vehicle list with the Certificate. 6 The Canal Numbers section is non-modifiable and lists the Transaction Number for COPIS, and the Notice Holder Number. 7 Choose the Accept icon on the right hand side of the Details section of the Certificate of Insurance screen. 8 Highlight the company in the COI list to active the Certificate Quick Print feature to print the Certificate from COPIS. Once available, click on the in order to print a Certificate. 9 Choose Add to enter another Certificate of Insurance. Select a previously entered name on the left hand side of this screen then choose Delete to delete this record or Modify to make a change. Revision 10/2011 Page 77 of 142

78 TOPIC B-8 Miscellaneous Screen (cont.) Fully Earned Premium: This is the area to enter fully earned miscellaneous premium into COPIS. An example is a trip endorsement. NOTE: Any wording or premium entered on this screen must be approved by Canal prior to entering this in the system. STEP ACTION 1 Choose Miscellaneous>Any Line of Business>Fully Earned Premium. 2 Select the Add icon. 3 Choose the LOB Type from the dropdown box. 4 Enter Description for the premium. 5 Enter the Fee amount. 6 Choose Accept. Intermodal: Intermodal is a term that refers to more than one mode of transport such as rail, ocean carrier, and truck without the handling of the freight when changing modes. STEP ACTION 1 Choose Miscellaneous>Any Line of Business>Intermodal. 2 Select the Add icon. 3 Enter the Intermodal premium. 4 Indicate if GL or Cargo applies to the Intermodal, based on the coverages added to the Policy Elements screen. 5 Choose. Page 78 of 142 Revision 10/2011

79 TOPIC B-8 Miscellaneous Screen (cont.) Auto Liability Hired Auto Liability: This would be used to extend coverage to hired vehicles that are working directly for the Insured. Named Driver Exclusion: Named Driver is NOT covered by the policy (this must be approved by a Canal Underwriter prior to adding to a policy). Non-ownership Liability: Extends Liability coverage to vehicles not owned/lease by the Insured. Truckers-Named Lessee as Insured: Gives 30-day cancellation notice to a shipper the Named Insured is hauling for. Designated Additional Insured: Includes shipper as Additional Insured with respect to a liability of Named Insured while operating for them. Additional Insured Waiver Rights Recovery: Waives the right to recover damages unless caused by negligence of Additional Insured. Vehicle Identification Cards: Can be printed after basic information has been entered into COPIS for this policy and a policy number has been obtained. ID cards can be printed while the policy status is Incomplete and the ID Card will have the Policy Number and the Insured's name, but in lieu of a VIN it will say Per Policy Schedule. STEP ACTION 1 Choose Miscellaneous>Auto Liablility>Appropriate coverage. 2 Select the Add icon. 3 Fill in the fields provided. 4 Choose Accept. 5 If in the Vehicle ID Cards section, then choose Print at the bottom of the screen to print the ID card. Revision 10/2011 Page 79 of 142

80 TOPIC B-8 Miscellaneous Screen (cont.) Physical Damage Towing: Additional amount specified for towing expense due to a covered loss. Trailer Interchange: For coverage of UIIA haulers while equipment is in the Insured s care, custody and control. Non-Owned Trailers: Physical damage coverage for trailers NOT owned by the Named Insured while attached to a covered auto. Hired Auto Physical Damage: Extends physical coverage to vehicles hired by the Insured. Additional Insured for Non-Owned Trailers: Adds an Additional Insured to a non-owned, non-scheduled trailer. Temporary Substitute Vehicle: This adds Physical Damage coverage to a vehicle that meets the criteria for a temporary substitute. STEP ACTION 1 Choose Miscellaneous>Physical Damage. 2 Select the appropriate coverage. 3 Choose. 4 Enter data requested on the right hand side (If non-owned trailers or trailer interchange, follow steps # 5 7 below). 5 Add the stated value of a single unit, then indicate the Total Number of Units. The Total Est. Value field will populate based off this information. 6 Indicate the Deductible amounts. 7 Enter or Confirm the Annual premium based on the Total Est. Value field, and the written premium will calculate (this will pro-rate if added after the effective date of the policy). Enter or validate the rate. 8 Choose. Page 80 of 142 Revision 10/2011

81 TOPIC B-8 Miscellaneous Screen (cont.) Cargo Increased Freight Charges: Amount above standard $1,000 for unpaid freight charges due to a covered loss. Increased Debris Removal: Amount above standard $25,000 for clean up cost resulting from a covered loss. Scheduled Locations: Physical locations where cargo coverage is provided. Add Preferred Coverage: Available on Standard Cargo Policies to add preferred coverage. NOTE: This is only available to be added by endorsement. Remove Commodity Theft Limitation: Available on Standard cargo policies to broaden the theft coverage. Remove Co-insurance Clause Limitation: Available on Standard cargo policies to eliminate the coinsurance limitation. Reefer Coverage: Available when requested by the Insured for Refrigeration of cargo. STEP ACTION 1 Choose Miscellaneous>Cargo. 2 Select the appropriate coverage. 3 Choose. 4 Enter data requested on the right hand side. 5 Choose. Revision 10/2011 Page 81 of 142

82 TOPIC B-8 Miscellaneous Screen (cont.) Truckers General Liability Please use the Miscellaneous forms as specified by the Truckers General Liability quote. Please note that the charges for the GL Additional Insureds, Waiver of Subrogation and the GL Intermodal charge will now be broken out on the corresponding screens, rather than being rolled into the total GL premium. Premium for these coverages will also be pro-rated, rather than fully earned. STEP ACTION 1 Choose Miscellaneous>General Liability. 2 Select the appropriate coverage. 3 Choose. 4 Enter data requested on the right hand side. 5 Choose. Page 82 of 142 Revision 10/2011

83 TOPIC B-8 Miscellaneous Screen (cont.) Vehicle AI/LP Once all units have been entered on the vehicle screen, the ownership and Loss Payees per unit will be added on the AI/LP screen. Each ownership name will be added to all applicable units one at a time. STEP ACTION 1 Go to Miscellaneous> Vehicle AI/LP. 2 Click. 3 Select all the units that apply to the AI/LP being added. 4 Choose at least one Assignment Type that reflects the AI/LP being added. 5 Click on the button to add a Contact. HINT: Multiple Names may be added at one time, but only one name may be selected. Revision 10/2011 Page 83 of 142

84 TOPIC B-8 Miscellaneous Screen (cont.) 6 Click to begin keying the AI/LP name. 7 Once the AI/LP name has been keyed, select the appropriate name from the list, and click. to apply an ownership name to the selected units. 8 Click accept to process the AI/LP selection. 9 A list of all the AI s and LP s on the policy will now be shown on the Vehicle Miscellaneous Endorsement Screen, indicating the Type of Ownership, which vehicle it applies to, and the name and address of the AI/LP. 10 In order to add another Additional Insured or Loss payee to a scheduled unit, click Add and repeat steps To make a correction, or to delete an AI or LP, highlight the unit to be changed, and select either Delete or Modify Contact to begin the changes. Page 84 of 142 Revision 10/2011

85 TOPIC B-9 Taxes and Fees The State and Municipal taxes, as well as the Fees, are calculated by the system based on the content of two administration areas. State and Municipal taxes are maintained by Canal. Fees are maintained in the General Agency Administration screen as shown in Section VI Topic C. The Fees section is editable per transaction by checking the boxes on the left hand side of the row to apply a policy fee. This screen must be viewed and accepted before a policy can be submitted. Review the summary area at the bottom of the screen to verify the premium (with taxes if applicable) before accepting, even if taxes or policy fees do not apply to the policy. The system will calculate the premium for each transaction when this screen has been accepted. Revision 10/2011 Page 85 of 142

86 TOPIC B-10 Payment Plan Options Screen There are some new features to the payment plans offered by Canal. Payment Plan Type is required. Canal Payment Plan: An interest free option for Until Cancelled policies and annual policies (1 to 10 installments). 3rd Party (PFC) Payment Plan: Refers to a premium finance company. No Payment Plan: Insured is paying in full. Canal Payment Plan: STEP ACTION 1 Choose. 2 Select the Canal Payment Plan option. NOTE: An UC policy will automatically select the Canal Pay Plan option, and will pre-fill the installments and the deposit, but the another deposit may be selected to apply to the policy, or the system will allow this to be changed to indicate an Until Cancelled policy will be paid in full. 3 Tab to # of Installments field and enter the number of installments, and adjust the deposit as needed. 4 NOTE: COPIS will automatically calculate the down payment and in the details area will display the payment dates and the installment amounts. The Down payment can be adjusted downwards slightly and upwards to any amount to accommodate a specific amount paid by the policy holder. Please note that this is the down payment percentage for the policy, but a higher down payment can be applied when additional premium is due on future endorsements. Choose. Page 86 of 142 Revision 10/2011

87 TOPIC B-11 Payment Plan Options Screen (cont.) 3rd Party PFC Payment Plan: STEP 1 ACTION Choose. 2 Choose 3rd Party (PFC) Payment Plan. This will be part of the data sent back that can be imported into a General Agency billing system. NOTE: If entering a PFC Payment Plan make sure you have a copy of the contract available at this time. 3 Choose from the drop down list of Premium Finance Companies. NOTE: This list is populated by each General Agent individually as mentioned earlier. 4 Enter Contract Number (optional). 5 Enter Down Payment (optional). 6 Enter # of Installments (optional). 7 Enter Installment Amount (optional). 8 Choose. Revision 10/2011 Page 87 of 142

88 TOPIC B-10 Payment Plan Options Screen (cont.) No Payment Plan: Choose this option and Accept. Until Cancelled Features in COPIS Until Cancelled policies will have monthly installments displayed like a 12 month policy, but the installments are calculated by the system and cannot be altered unless the Full Pay option is selected. There are not any partial premiums at issue because the premium is no longer required the first of every month. The premium due date for each installment is calculated based on the effective day of the policy. There is not a partial endorsement premium. Written premium will be divided among the remaining installments calculated from the effective date of the endorsement, not the transaction date. Additional Notes on Changing Pay plans Pay plans may be changed within the first 60 days of the policy effective date, and may be modified between PFC and No Pay Plan for the life of the policy. Only Annual policies will have the option of pay plans. Term policies will only have the option to be paid in full. Page 88 of 142 Revision 10/2011

89 TOPIC B-10 Payment Plan Options Screen (cont.) Below are some additional payment plan information and examples. FULL PAYMENT All policies are considered paid in full unless the pay plan is selected or the policy is a continuous Until Canceled or is a Fleet Automatic. All policies that are short-term (less than one year) do not qualify for a pay plan and must be paid in full. ANNUAL PAYMENT PLAN Pay plans are offered for any annual policy. Short-term policies written for less than one year do not qualify. The plan can accommodate 1 to 10 monthly installments and any down payment with a minimum of 20%. The recommended down payment is 35%, especially on policies with filings. GAs have authority to quote and bind any of the down payment options and may select from 1 to 10 installments, however, Canal will not assume liability for any uncollected earned premium. Pay plans cannot be changed after the first 60 days of a policy term. Any change to a pay plan requires a policy rewrite after the first 60 days of a policy term. The changes that can occur in first sixty days are: percentage of down payment, number of monthly installments, or removing the pay plan to make the policy a full pay. Down Payment- percent of the annual premium Installments- The annual premium less the down payment, divided by 10 or fewer installments rounded to the nearest dollar Installment Adjustment- The rounding adjustment (see step 5 in the example below) The standard payment plan with 35% down payment and 8 installments is computed as follows: Example: 1. The total annual premium is $5,000. AL= $3,500, PD=$1,000, GL= $0, Cargo= $ A 35% down payment is $1750 ( ). AL= $3500 x.35= $1225, PD= $1,000 x.35= $350, Cargo= $500 x.35= $ The balance after the down payment is $3250 ( ). AL= $3500-$1225= $2275, PD= $1,000-$350= $650, Cargo= $500-$175= $ Divide each balance for each line of business by 8 to figure the installments. AL= $2275/8= $ (rounded to $284), PD=$650/8= $81.25 (rounded to $81), Cargo= $325/8= $40.63 (rounded to $41). Add each line of business to get the installment, = $406. The installment adjustment is figured by subtracting the total installment premium by line from the total premium minus the down payment ($3250 see number 3) by line. AL= $284 x 8= $2272; PD= $81 x 8= $648; Cargo= $41 x 8= $ = $3248, which is the total of the installments. Subtract the total premium after the down payment from the total installments, $3250-$3248= $2. The difference is the installed adjustment. The written premium for the endorsement less the down payment will be divided among the remaining installments that are effective on or after the endorsement change effective date. Any installment adjustment, due to rounding, will be due with the first installment on or after the endorsement effective date. An additional down payment will not be automatically charged with each endorsement, but this can be added per transaction if needed. Revision 10/2011 Page 89 of 142

90 TOPIC B-10 Payment Plan Options Screen (cont.) UNTIL CANCELLED Continuous Until Cancelled policies can be paid in full up front, or have 12 equal installment amounts. Monthly Billing Amount - Annual premium divided by 12 rounded to nearest dollar Escrow Deposit The deposit is either 1/12 or 2/12 of the annual premium (no commission) Installment Adjustment - The rounding adjustment (see step 5 in the example below) The escrow deposit is held as a security and is not returned until the policy is cancelled. The deposit is not included in the written premium and gets zero commission on a GA s monthly account. Example: 1. The total annual premium is $16,138. AL= $11,898, PD= $3,740, GL= $500, Cargo= $0 2. Divide the annual premium by 12 months for each line of business. AL= $11,898/12= $ (rounded to $992). PD= $3,740/12= $ (rounded to $312), and GL= $500/12= $41.66 (rounded to $42). 3. The monthly billing amount is = $ The escrow deposit is the monthly payment by line (before they are rounded, see above), times two and then all added together. AL= x 2= $1983, PD= $ x 2= $ (rounded to $623), GL= $41.66 x 2= $83.32 (rounded to $83 -commission not applicable). Add together each line for the total escrow deposit = $ The installment adjustment is figured by multiplying the rounded monthly payment by 12 then subtracting it from the annual premium. $1346 x 12= $16,152, $16,138- $16,152= $ $ in this example is the installed adjustment. If endorsements that change the premium are issued, the written premium is divided among the remaining installments effective on or after the endorsement change effective date. A deposit change of the endorsed annual premium will also be applied. On each anniversary of the original effective date of the policy, policies must be rerated in accordance with the applicable rates and rules and any applicable schedule modification factors. The deposit from the previous module is credited. The new module will have a new deposit, monthly installment and installment adjustment calculated as described above, based on the newly quoted annual premium. Page 90 of 142 Revision 10/2011

91 TOPIC B-10 Payment Plan Options Screen (cont.) The Payment Screen will reflect the final premium, including any calculated schedule or experience modification, for each Line of Business, in addition to allowing a payment plan selection. Since the policy will be priced with accurate information (such as the final vehicle premium and accurate driver information) it is possible for the price to be amended at issuance from the quote, if the information added to the policy differs from the quote. An option to Send to Canal for Judgment is available on the payment screen if there is any concern over the final premium on the policy. This will be put into a new Canal workflow to review only the debit/ credit (not the entire policy), and will allow Canal to offer further pricing consideration before the policy is completed. Once this is sent to Canal for judgment, no further changes can be made to the policy while this is being reviewed, and once Canal has completed the judgment, no additional changes can be made to the Vehicle or Drivers screens until endorsement. Please note that the Final Debit or Credit cannot be changed once the at issue transaction has been approved (exception is a Line of Business that has been added by endorsement). STEP ACTION 1 Review the premium for each Line of Business. NOTE: Since the drivers are recalculated in COPIS, if the violations from the MVR are different than those quoted, the final debit or credit will be adjusted to reflect the MVR information. 2 To submit the policy to Canal to review the Final Debit or Credit, select 3 Enter a Note, explaining why this is being submitted for further Canal consideration. 4 The policy will be saved in the Incomplete folder, and will also be shown in the on the COPIS Welcome Screen. 5 When Canal has finished reviewing the Premium modification, the policy will be shown in the folder on the Welcome Screen. 6 Open the transaction from the Canal Judgment Finalized folder, and Accept the Tax and Fees screen before Accepting the Payment Plan Screen. NOTE: Once the policy has been submitted for judgment, no further changes can be made to the Vehicle or Driver Screens until endorsement. 7 Select. Revision 10/2011 Page 91 of 142

92 TOPIC B-11 Attached Documents This feature is not available at this time. It will be available in a future version of COPIS. Page 92 of 142 Revision 10/2011

93 TOPIC B-12 Cross Reference This area is used for billing purposes as well as to link policies to each other in COPIS. It is primarily used to produce accurate loss runs when requested. A cross reference type is required to submit a policy to Canal. STEP ACTION 1 Choose Cross Reference in the menu. 2 Select the button. 3 Choose the Link Type from the drop down box and fill in the Policy #. 4 Choose. Revision 10/2011 Page 93 of 142

94 TOPIC B-13 Forms Screen The Forms screen will show the selected policy forms for each transaction. You will be able to select or unselect the optional forms on the right hand side of the screen, and will also have the opportunity to view the blank form by choosing the.pdf icon to the left of the form name. The mandatory forms, which are on the left and in PINK, cannot be amended. The forms in Black on the left should be reviewed to make sure they apply to the Insured s policy. Forms should not be removed until verifying they do not apply to the Insured s policy. This is a list of forms and not the actual completed forms (.pdf s) themselves. Indicate whether the policy paperwork should be set up to be single or duplex print. If neither option is selected, the system will default to single print. NOTE: This printing option is selected per transaction, and will need to be indicated on each transaction done on the policy. Choose Accept to exit this screen and save any changes. Page 94 of 142 Revision 10/2011

95 TOPIC B-14 Finish Screen This area is the final stop in completing this policy. You will be required to go to this screen to exit any transaction for a policy and return to the Welcome Screen. Also, this screen will give you important information concerning data entry exceptions, warnings, and alerts for the policy. STEP ACTION 1 Choose icon on Navigation Menu. 2 The iquote number that created the policy will be displayed. Add the DOT # if applicable. 3 Choose the type of Alert or Follow Up to be viewed in drop down box. 4 View Errors and Warnings for this policy. These must be fixed or acknowledged before the policy can be submitted. Then acknowledge the Suggestions and Warnings. 5 6 Create a Follow Up note if needed by choosing in the Alert drop down and choose Add. The Canal Underwriter will see the notes, but they are intended for the Agent of the Insured. They will print on the transactional coversheet of each.pdf. If completely finished with the policy, check the check box and choose. At this point the data is locked and can not be modified unless its rejected by Canal which would allow for modifications on information on any screen except the First Named Insured or Policy Elements screens. To exit without sending to Canal do not check the box and choose. 7 The policy can now be referenced in the Waiting on Canal Approval link of the Welcome screen if submitted to Canal, if not, then it will reside in the Incomplete link. Revision 10/2011 Page 95 of 142

96 TOPIC C Printing a Policy Once a policy is completed and confirmed by Canal, two Adobe.pdf images will be available in the Approved and Waiting to Print link of the COPIS welcome screen. After printing the PDF, remove the policy from the Approved and Waiting folder. Please note that policies must be removed from the Approved and Waiting to Print queue before additional endorsements can be processed on that policy. If additional copies of the policy or endorsements are needed they can be obtained by: STEP ACTION 1 Select Open Policy from the Welcome screen. 2 Enter the Policy Number. 3 Select the Transaction Summary screen on the left. 4 Launch the.pdf icon and Print.. In the past, there have been multiple copy sets which indicated for whom they were intended. This will no longer occur. However, two.pdf s will be available. One complete policy set that could be forwarded to the Agent of the Insured and one only containing dynamic data that could be used to import into an imaging system. Export from Canal is another available option, which will include a.pdf image and an.xml file that can be mapped into an imaging or billing system. Page 96 of 142 Revision 10/2011

97 SECTION IX Endorsements Objective: This section will provide instructions on how to change an In Force policy. Revision 10/2011 Page 97 of 142

98 TOPIC A Endorsements The endorsement section is intuitively configured and will allow you to make any changes necessary to the policy. Features are: Ability to Add, Delete and/or Modify Vehicles in one transaction if they have the same effective date. Add a Payment Plan after the inception date within 60 days of the effective date of the policy. Different endorsement options available for each policy, dependent upon current coverages of the policy that are able to be endorsed. Sequential numbering will be assigned to the following change endorsements to provide an easy method of identifying entry order when reviewing.pdf forms: Page 98 of 142 Revision 10/2011

99 TOPIC A-1 Adding a General Endorsement STEP ACTION 1 Choose from the Welcome Screen and enter criteria to find the policy. 2 Choose then. 3 Enter the Effective Date and press Tab on keyboard for COPIS to accept this entry. 4 If applicable, change the Effective Time and/or press Tab. 5 Choose the appropriate check box of what needs to be changed on the policy. 6 NOTE: Payment Plans and Modifying Forms on the Previous Transaction are standalone transactions. Other than these chnages, more than one modification may be done in one transaction. Choose. 7 This will open the locked fields on subsequent screens for modification contingent on what was selected. 8 Make the necessary modifications. 9 Choose the Finish screen and check. and select Revision 10/2011 Page 99 of 142

100 TOPIC A-2 Adding a Line of Business by Endorsement A Line of Business may be added directly to COPIS during a policy term without being passed from iquotes. If a Line of Business is added after the policy issuance, there will be a new Losses Screen where information used for scheduled modifications will be calculated and applied to the new Line of Business. STEP ACTION 1 Choose from the Welcome Screen and enter criteria to find the policy. 2 Choose then. 3 Enter the Effective Date and press Tab on keyboard for COPIS to accept this entry. 4 If applicable, change the Effective Time and/or press Tab. 5 Select the Line of Business to be added, as well as selecting the Vehicle options needed (such as Add Vehicle, or Modify Vehicle). 6 Choose. 7 This will open the locked fields on subsequent screens for modification contingent on what was selected. 8 Select the Policy Elements Screen. 9 Select the Line of Business to be added. 10 Select. 11 Select the Losses tab from the Menu bar. Page 100 of 142 Revision 10/2011

101 TOPIC A-2 Adding a Line of Business by Endorsement (cont.) STEP ACTION 11 Fill in the Losses Screen for the Line of Business being added. NOTE: Information for a Line of Business already on the policy will be viewable, but cannot be amended. 12 Select. 13 Make the necessary modifications on subsequent screens, including adding the coverage to the vehicles, and adding Additional Insureds or Loss Payee as needed. 14 Choose the Finish screen and check. and select Revision 10/2011 Page 101 of 142

102 TOPIC A-3 Adding a Form to the previous endorsement If a static form (a form that does not have specific policy information) is left off, or removed from the policy or endorsement, it may be added back to the previous transaction by endorsement. A form that was added in error to the last transaction may also be removed by endorsement. NOTE: This is a standalone endorsement type, and no other policy information may be amended on this transaction. This option is only available for the most recent transaction done on the policy. STEP ACTION 1 Choose from the Welcome Screen and enter criteria to find the policy. 2 Select the Endorsement tab, and choose to Start Endorsement. 3 Enter the Effective Date (and Effective Time if applicable) of the endorsement. 4 Select the Modify Previous Form Selection Endorsement option. 5 Choose Accept. 6 Select the screen. 7 If the form is being removed, select the forms from the left side of the screen, and use the.to move the form to the right side (unselected forms). If the form is to be added to the previous transaction, select the form on the right side, and use the to move the form to the left (selected) forms. NOTE: the Added/Deleted section will show if the form was added or removed during the endorsement. 8 Choose when all the applicable forms have been added and removed. 9 Acknowledge any Errors or Suggestions and Warnings on the Finish Screen, and then submit to Canal. Page 102 of 142 Revision 10/2011

103 TOPIC A-4 Temporary Substitute Screen The Temporary Substitute screen is a place to schedule Physical Damage coverage as a replacement of a scheduled unit that is temporarily out of service. The Canal Combo policy, when written to include Auto Liability and Cargo, provides automatic coverage for Temporary Substitute Units. Temporary Substitute units are not required to be scheduled on the policy for Auto Liability or Cargo coverages to respond. If Physical Damage coverage is required for a temporary substitute vehicle, the vehicle must be scheduled on the Combo policy with a corresponding premium charge. If Physical Damage coverage is not currently on the Combo policy, it will need to be added to the Policy Elements screen to cover a Temporary Substitute Vehicle. When the scheduled unit is back in service, the Temporary Substitute will need to be removed by endorsement. STEP ACTION 1 Choose from the Welcome Screen and enter criteria to find the policy. 2 Select the Endorsement tab, and choose to Start Endorsement. 3 Enter the Effective Date (and Effective Time if applicable) of the endorsement. 4 Select either Add, Modify or Delete Temporary Substitute Auto, depending on what is being done on the transaction. Although more than one temporary substitute can be added in one transaction, a temporary substitute cannot be added and another deleted in the same transaction. NOTE: If Physical Damage is not currently on the policy, this coverage must be added to the Policy Elements screen prior to adding a temporary substitute vehicle. 5 Choose Accept. 6 Select the Miscellaneous> Physical Damage> Temporary Substitute screen. 7 Select Add to add a new Temporary Substitute, or highlight the active record, and select either modify or delete. Revision 10/2011 Page 103 of 142

104 STEP ACTION 8 Choose which scheduled unit the Temporary Substitute is replacing. 9 Enter the VIN, Make and Year of the Temporary Substitute. 10 Add the Physical Damage Stated Value and Deductibles. 11 Enter the Annual Physical Damage annual premium. The system will automatically prorate the annual premium to find the written premium. 12 Add the Loss Payee name and address of the temporary substitute unit if applicable. 13 Choose. 14 Accept the Taxes, Pay Plan and Forms Screens. NOTE: The Temporary Substitute form is the IA 16ts CW. If necessary, please move this form to the Selected Forms if the form is not automatically shown. 15 Review any errors or suggestions/warnings and. NOTE: When the temporary substitute unit is no longer needed, it will need to be removed by endorsement. Page 104 of 142 Revision 10/2011

105 TOPIC A-5 Adding, Removing or Modifying a Driver When a driver change has occurred for an Insured, the IL 10 (Driver Schedule) will reflect the most current list of the Insured s active drivers in order to avoid any confusion. The Drivers will be added, modified, and deleted on the Drivers Screen in COPIS, not the Policy Driver List. Please note that once a Driver has been changed in COPIS, the endorsement cannot be cancelled. It must be submitted to Canal, and any changes must be made on a separate endorsement. STEP ACTION 1 Choose from the Welcome Screen and enter criteria to find the policy. 2 Select the Endorsement tab, and choose to Start Endorsement. 3 Enter the Effective Date (and Effective Time if applicable) of the endorsement (date the driver is being added, removed or amended). 4 Select either Add, Modify and/or Delete Driver, depending on what is being done on the transaction. 5 Choose. 6 Select the Driver screen. 7 Select the Add Driver, Modify Driver or Delete Driver buttons, depending on the type of transaction. 8 When Adding or Modifying a Driver, complete all the required fields in the Driver information. 9 Select. Revision 10/2011 Page 105 of 142

106 Page 106 of 142 Revision 10/2011

107 SECTION X Renewal/Anniversary/Rewrite Policy Information in COPIS Objective: This section will provide instruction on how to renew, rewrite and issue an anniversary transaction on a policy. Revision 10/2011 Page 107 of 142

108 TOPIC A Renewals and Anniversaries TERM: Term policies (less than one year) may not be renewed, but must be rewritten. ANNUAL: An annual COPIS policy can be renewed each year in order to reduce the paperwork, and keep the same policy number. The ending suffix will be changed each consecutive year the first year will be 01 and the second year of renewal will be 02. The renewal process will be started automatically in iquotes. UNTIL CANCELLED: An Until Cancelled policy will require an anniversary transaction be issued in COPIS each year in order to verify the policy information is correct for the next anniversary term, and provide updated forms to reflect the changes. The policy number will remain the same, and a module number will be provided in order to differentiate between anniversary periods. The first year of an UC policy, the module number will be 00, and each consecutive year the policy is in force, this module number will be increased by one. This module number will not be printed on the insured s paperwork, but will be used in the Canal applications (such as COPIS and Inquiry) for identification purposes. NOTE: Only endorsements and cancellations with effective dates in the anniversary period may be issued in the module. The system will automatically begin the anniversary transaction one business day before the end of the anniversary period using the latest complete quote revision from iquotes, and it will be saved in the Incomplete folder on the Welcome screen in COPIS. It must be finished and sent to Canal within 21 days to avoid being locked from obtaining new policy numbers. ANNUAL and UNTIL CANCELED: The Named Insured and Policy Elements screens will be available for limited modification. Any element (such as effective date) that cannot be changed by endorsement may not be changed at renewal/anniversary. Both the renewal and the anniversary transactions are designed for a user to update policy information and only work with active information. Vehicles will be renumbered each year with the renewal/ anniversary transaction based on the active units on the previous policy at the time it was renewed. If a late endorsement needs to be done once a renewal or anniversary transaction has been started/ approved, the information will need to be added to both the old and new policies/modules (if the endorsement effective date falls in the previous term). On an anniversary transaction, the filings will not cancel from the previous policy term (except for GA HWY, NJ HWY, AR HWY, AL HWY and MS HWY which require a new filing to be issued every year). The filings will carry over, and additional filings may be added at anniversary. On the renewal transaction, the filings will be cancelled at expiration on the previous policy, but the filing information will pre-fill on the renewal transaction MCF screen to match the previous policy s filings. New filings may be added, and the filings listed on the MCF screen may be modified or removed. Any coverage added to the Miscellaneous screen on the previous policy term will be carried forward to the new policy, except for the premium. COPIS will require a premium be added on each applicable coverage before the transaction may be submitted to Canal. The renewal/anniversary endorsement will limit the paperwork that prints to avoid printing unnecessary forms already in the Insured s previous policy. The following is a list of the forms that will print with the renewal/anniversary transaction: -The renewal/anniversary Re-Rate form -Dynamic forms -Any new non-dynamic form (that was not on last year s policy) -Any optional form that is selected -Mandatory notices (only on renewal transactions) Page 108 of 142 Revision 10/2011

109 TOPIC A-1 Issuing Renewals and Anniversaries STEP ACTION 1 Issue the renewal or anniversary quote in iquotes. 2 If Bound (renewals only), and all Anniversaries, select the Submit to COPIS option in iquotes. 3 Open the policy record from the Incomplete folder. 4 Begin at the screen, and verify all information is correct, and no changes need to be made. All fields may be modified, except for the State in the physical address field. 5 Once the Named Insured information has been verified, select the.... button to open the Policy Elements screen. 6 On the Policy Elements Screen, verify all the information, then save changes. NOTE: If the State or Company has changed requirements that affect the renewal/ anniversary transaction, a prompt will appear that the policy cannot be renewed, but must be cancelled and rewritten. 7 If any Federal or State filing information has changed, the MCF information can be added, modified or removed during the renewal or anniversary transaction. NOTE: MCF Quick Filings can now be issued on renewal or anniversary transactions. 8 Next, go to the Vehicle Screen, and review the Limits and Vehicle Information for each Line of Business to verify that no changes need to be made. NOTE: Limits may be increased or decreased within state and company guidelines on the renewal/anniversary transaction, but a line of business may not be added to a policy on this transaction. The new LOB may be added on a separate endorsement. 9 Select the tab to verify drivers. Active drivers from the previous policy will be copied over, and new drivers may be added to the renewal/anniversary policy in order to receive an updated driver schedule. 10 On the Misc. Screen, select each applicable coverage (eg: Intermodal or Non-owned trailer) to verify the information, and charge the correct annual premium. NOTE: Any coverage issued on the previous policy under the Misc. screen will pull forward without the premium. Revision 10/2011 Page 109 of 142

110 TOPIC A-1 Issuing Renewals and Anniversaries (cont.) STEP ACTION 10 Review and the Taxes and Fees Screen. 11 Go to the screen, and select the correct pay plan. Verify the premium. 12 On the Form Selection Screen, add any needed optional forms, and remove unneeded forms from the Selected forms with Data screen, and Accept. HINT: The Forms on the Previous Year cannot be modified and will not print, but will reflect the forms on the previous policy for easy reference. Optional forms that were added to the policy last year will be highlighted in purple. Unselect/Optional Forms may be moved to the left as needed, and will always print with the paperwork. Selected Forms with No Data are all the static forms that apply to the renewal policy. Selected Forms with Data are all the dynamic forms with policy specific information. These forms will always print with the renewal/anniversary paperwork. 13 Acknowledge any Errors and Suggestions and Warnings on the finish screen, verify all information, and. NOTE: An alert will appear on the finish screen that must be acknowledged by the User, stating that the vehicle screen was reviewed, and the unit information and premium is correct for the coming year. 14 Anniversary Transactions Only: Once the anniversary transaction has been submitted to Canal and approved, open the previous module number (eg 00) and print the paperwork for the UC Anniversary transaction. This will show the return deposit for the previous year. Page 110 of 142 Revision 10/2011

111 TOPIC A-2 Endorsing Anniversaries As with annual policies, an endorsement must be effective within the module effective dates to be added to an UC policy. Once the anniversary transaction has been entered, any late endorsement that will be effective in the previous module term must be endorsed to both the old and new modules. NOTE: When issuing a cancellation on an UC policy, only the module where the cancellation date falls needs to be cancelled, and previous modules do not need to also be cancelled. Example: The original UC policy is issued effective 6/1/11, and the anniversary transaction has been issued effective 6/1/12, creating module #1. When endorsing a late vehicle addition effective 5/1/12, the first module (0) would be endorsed effective 5/1/12 to add the unit, and the second module (1) would be endorsed effective 6/1/12 to add the same unit. NOTE: Only endorsements issued prior to the anniversary transaction being started will carry forward to the new module. STEP ACTION 1 Select the button, and enter the policy number. 2 Then, select the first policy to endorse. 3 Endorse the necessary changes, and submit the policy to Canal. 5 Open the policy number again, and select the next module number. 6 Endorse the necessary changes, and submit this transaction to Canal. Revision 10/2011 Page 111 of 142

112 Page 112 of 142 Revision 10/2011

113 SECTION XI Cancellations Objective: This section will provide instruction on how to cancel, reinstate and non-renew a policy. Revision 10/2011 Page 113 of 142

114 TOPIC A Cancellations Different types of cancellations are: 1. Notice of Cancellation 2. Amendments 3. Reinstatement 4. Final Cancellation 5. Reversal 6. Non-Renewal The Notice of Cancellation process will cancel both the policy and the filings, if applicable, in one step. This means that a layer of transactions and delays have been removed in processing cancellations because the system recognizes when there are filings present and the restrictions associated. Cancellations vary by type and are governed by state laws and third party required notices such as filings. The different types of cancellations are Insured s Request, Underwriting Reasons and Company Request. Canal will comply with all state regulations concerning allowable reasons for cancellation, required notices and return premium calculations. Refer to the state specific Compliance Manual for state regulations. If a policy has any type of filing, including an MCS-90, Canal will give the required amount of notice of cancellation regardless of any surrounding circumstances. The required amount of advance notice is determined based upon the state, cancellation reason, the length a policy has been in force, and filings. The greatest required amount of required notice will be given on all cancellations. Notice of Cancellation Screen Page 114 of 142 Revision 10/2011

115 TOPIC A Cancellations (cont.) ENDORSEMENTS It is the responsibility of the GA to verify all endorsements have been issued prior to issuing a final cancellation. It is prohibited to issue endorsements after a final cancellation has been issued. Any requests for an exception must be referred to the cancellations representative. REPLACED COVERAGE Canal does not offer backdated cancellations due to replaced coverage. Because Canal does not accept hold harmless agreements, and insurance policy terms and conditions vary by company, it is impossible to have truly identical coverage which could warrant a backdated cancellation. INSURED REQUESTED CANCELLATIONS OR LOST POLICY RELEASES Canal will accept a Lost Policy Release (LPR) in order to initiate cancellation. The form must be dated and signed by the Insured, it must list the policy number, and must clearly state the Insured s request for cancellation. If it is not necessary to send advance notice to a third party, a policy may be cancelled effective the date the completed LPR is received by the GA. Because the cancellation date is affected by the date the request is received by the GA, it is the responsibility of the GA to issue the NOC within a reasonable time frame. If third party advance notice is required, the cancellation effective date will be affected by the need to send advance notice to a third party (i.e., filings, etc.). It is not necessary for a General Agent to send a copy of an LPR to Canal unless the request is for a current or backdated cancellation. Any requests for a current or backdated cancellation must be approved by a Canal cancellation representative. PREMIUM FINANCE CANCELLATIONS Canal will accept a Premium Finance (PFC) request for cancellation. A PFC request must have the correct named Insured, policy number, the correct address and must be dated. If it is not necessary to send advance notice to a third party, a policy may be cancelled effective the date the completed PFC is received by the GA. Because the cancellation date is affected by the date the request is received by the General Agent, it is the responsibility of the GA to issue the NOC within a reasonable timeframe on future dated cancellations. If third party advance notice is required, the cancellation effective date will be affected by the need to send advance notice to a third party (i.e. filings, etc.). It is not necessary for a General Agent to send a copy of the PFC request for cancellation unless the request is for a current or backdated cancellation. Any requests for a current or backdated cancellation must be approved by a Canal cancellation representative. NON-PAY TO GENERAL AGENT OR PRODUCING AGENT CANCELLATIONS If a policy is cancelled due to non-pay, the GA is responsible for issuing notice of cancellation. If the Insured pays the due premium prior to the cancellation effective date, the policy may be eligible for reinstatement (see the Reinstatement section). Revision 10/2011 Page 115 of 142

116 TOPIC A CANCELLATIONS (CONT.) UNDERWRITING CANCELLATIONS If an Underwriter discovers a situation which requires cancellation, the Underwriter will the General Agent requesting the cancellation. The GA is responsible for issuing the notice of cancellation within three business days. If the situation is resolved, the policy may be eligible for reinstatement (see the Reinstatement section). FLAT CANCELLATIONS In general, Canal does not offer flat cancellations. There are few situations which might warrant an exception. All exceptions must be approved by a Canal Cancellations Representative. POSTAL RECEIPTS The system generates postal receipts when they are required. General Agents must maintain copies of the postal receipt when they are produced. Page 116 of 142 Revision 10/2011

117 TOPIC A-1 Notice of Cancellation A Notice of Cancellation tells the Insured that their policy will be cancelled on a certain date. To initiate this action follow the steps below. STEP ACTION 1 Open policy by using the search function on the Welcome Screen. 2 Choose the Endorsement Types>Cancellations>Notice/Amend Cancellations. 3 Choose the Cancellation Reason which is available based on the Primary Insured s state (Physical Address). NOTE: This provides the requestor in the Cancellation Type field which cannot be altered. If the policy has Motor Carrier filings you will need approval from Canal to reduce the number of days in the cancellation date or the number of days to cancel. 4 Indicate if there is a Premium Finance Company as this could affect the return premium calculation method. 5 If the policy does not have any Motor Carrier Filings, then the date can be altered by two methods. If approved by Canal, the cancellation date can be amended by either entering the number of days and choosing the button, and it will then calculate the date. OR Enter the date and click on the. The number of days will be calculated. NOTE: The policy cancellation date must fall on a weekday in some states, so this may affect the tabled number of days that will be auto calculated. Users cannot override this feature. 6 Enter a Note if required based on the reason chosen. NOTE: Only use wording provided by Canal in this note section 7 Choose. NOTE: All cancellations will be mailed by the General Agent. Canal will cancel the filings per the States required notification method (mail, fax or electronic). Revision 10/2011 Page 117 of 142

118 TOPIC A-2 Amendment An Amendment of Cancellation Notice corrects any discrepancy on the original Notice of Cancellation. If a Cancellation has been approved and mailed and a Final Cancellation has not been processed, an amendment can be performed. To complete an amendment, follow the steps below. STEP ACTION 1 Open the policy by using the search function on the Welcome screen. 2 Choose Endorsement Types>Cancellations>Notice/Amend Cancellations. 3 Make any changes necessary. 4 Choose Accept. 5 6 NOTE: All cancellations will go back to the Agent to be mailed, but Canal will cancel the filings based on the original cancellation date, not the cancellation date of the amended notice. Select and check. Choose. Page 118 of 142 Revision 10/2011

119 TOPIC A-3 Reinstatement A Reinstatement transaction nullifies the Notice of Cancellation and places the policy (and filings, if applicable) back in force. General Agents do not have authority to reinstate a policy unless the reason for cancellation was nonpay or unless the GA initiated the cancellation (for example a cancellation for an incomplete app). All other requests for reinstatements must be submitted to Canal. If consideration is needed after a cancellation date, the GA should contact their Cancellation Representative with details in order for Canal to consider reinstating instead of rewriting. NON-PAY REINSTATEMENTS If a policy is cancelled for non-pay, the policy may be reinstated if the payment is received prior to the cancellation effective date. GA s do not need approval to reinstate a policy as long as the reinstatement is issued in COPIS prior to the cancellation effective date and there is sufficient time prior to expiration. If a reinstatement is requested because payment is received on or after the cancellation date, the reinstatement must be approved by the assigned Canal cancellation representative. UNDERWRITING REINSTATEMENTS If a policy is cancelled for underwriting reasons and the reason for cancellation is resolved, the GA may submit a request to reinstate to the assigned Canal cancellation representative. The only exception is a cancellation initiated by the GA. If the reason for cancellation is resolved and the request to cancel was not from Canal the GA may reinstate without approval. STEP ACTION 1 Open policy by using the search function on the Welcome screen. 2 Choose Endorsement Types>Cancellations>Reinstate Policy. 3 Enter concise notes on reason for reinstatement Choose. Select and check. Choose. Revision 10/2011 Page 119 of 142

120 TOPIC A-4 Final Cancellation The Final Cancellation is designed to be the very last transaction on a policy. Therefore, if any transaction should be done subsequent to this, the Final must be reversed. This endorsement returns any premiums due to the Insured. WARNING: If Final Cancellation is not processed in 21 days of the Cancellation effective date, then the ability to submit any business to Canal will be frozen until this transaction is processed (unless the policy is a Fleet Automatic or a Business GL policy, which will allow additional time to process the audit). STEP ACTION 1 Open policy by using the search function on the Welcome screen. 2 Choose Endorsement Types>Cancellations>Final Cancellation. 3 Enter a Note if required based on the reason chosen and verify return premium. Amend the Pro-Rate Method if needed (may require approval from Canal). 4 Enter Approval Initials. 5 Choose Accept, and Accept the Forms Screen. 6 7 Select and check. Choose. Page 120 of 142 Revision 10/2011

121 TOPIC A-5 Reversal The Reversal transaction is available for the purposes of adding a late endorsement, reinstating the policy after a final cancelation has been issued, or amending the Notice. The status of the policy is back in the Pending Cancellation category when this transaction is completed. If the policy is to be reinstated, this will be done as a separate transaction. Be aware that reversals do not reinstate the policy, and once a Final Cancellation has been processed, filings will have to be manually reinstated. STEP ACTION 1 Open policy by using the search function on the Welcome screen. 2 Choose Endorsement Types>Cancellations>Reverse Cancellation. 3 Enter Notes in notes area. 4 Choose Reversal Reason. 5 Enter Approval Initials. 6 Choose, then Accept the Forms Screen. 7 8 Select and check. Choose. Revision 10/2011 Page 121 of 142

122 TOPIC A-6 Non-Renewal A Non-Renewal is issued to notify the Insured that their policy will not be accepted for renewal at expiration, and will give them time to find replacement coverage. If a policy is non-renewed it is the responsibility of the General Agent to issue non-renewal within the state requirement. Unless the nonrenewal is initiated by the GA, for reasons such as no longer doing business with the Producing Agent, any decision to rescind a non-renewal must come from a Canal Underwriter. The number of days notice required will vary by state, and COPIS will not allow a non-renewal to be issued if there is not enough time prior to expiration to give adequate notice based on the Insured s physical address state. The number of days notice each state requires can be found in each state s Compliance Manual on the Portal. STEP ACTION 1 Open policy by using the search function on the Welcome screen. 2 Choose Endorsement Types>Cancellations>Non-Renewal. 3 Select the Non-renewal Reason for the Insured s policy. NOTE: The non-renewal effective date will always be the expiration date of the policy. 4 Add a Note as needed. 5 Choose Accept. 6 7 Select and check. Choose. Page 122 of 142 Revision 10/2011

123 SECTION XII Fleet Automatic Policies Objective: This section will provide instruction on how to enter a Fleet Automatic policy. Revision 10/2011 Page 123 of 142

124 TOPIC A Entering a Fleet Automatic Policy In the past, Fleet Automatic policies have been referred to as Gross Receipts or Gross Mileage. The new terminology is Fleet Automatic. The Liability and Cargo coverages will still be rated on policies based on either gross receipts or gross milage. Typically, this is good option for large fleets because they can summarize in a monthly report the receipts or mileage instead of adding and deleting vehicles. This type of policy is subject to an annual audit usually conducted in the month after expiration. The Fleet Monthly reports must be entered into COPIS by the 15th day of the month for the previous month s receipts or mileage. A Fleet Automatic Composite Rating policy will be available for Physical Damage policies, and this will not be subject to an audit. The total values will be reported and billed each month, and this may be written in conjunction with the Liability and/or Cargo Fleet Automatic policies TOPIC A-1 Fleet Automatic Liability Fleet Automatic billing option on Liability policies is a good way to handle multiple units instead of scheduling individual vehicles. Page 124 of 142 Revision 10/2011

125 TOPIC A-1 Fleet Automatic Liability (cont.) STEP ACTION 1 Select the policy to be issued from the Incomplete folder NOTE: The quote must be bound in iquotes before the policy record will be created in COPIS (See the Sending a Quote to COPIS section for these instructions). Verify and Complete the screen. On the screen the Auto Liability and/or Cargo coverages which were quoted will be displayed. Verify the limits and Cargo Policy Type (Preferred or Standard). Verify the that has been populated from the quote. 5 The Business quoted will be displayed, and may not be modified. 6 Add the Policy Size, and indicate the Negotiated Commission, if applicable. NOTE: Canal must approve a Negotiated Commission prior to amending the policy, and this will drive the commission rate for the life of the policy, and may not be changed by endorsement. 7 Save the Policy Elements Screen. 8 9 Fill in applicable. Select the Screen as normal, and submit MCF Quick Filings when choice from the navigation bar. 10 Select an existing record to modify using the Modify Vehicle button. 11 Verify the Details grid on the right, including Number of Units and Rating Class, Commodity Group, Commodities, and Type Vehicle. 12 Verify the Radius and Gross Vehicle Weight. 13 The Annual and Written Premium will be calculated once the Payment Screen has been accepted. 14 Choose. NOTE: The summary area on the left contains the Fleet entry. It is still modifiable. 15 To add other vehicle types, select Add and repeat steps Revision 10/2011 Page 125 of 142

126 TOPIC A-2 Fleet Automatic Cargo STEP ACTION 1 See steps 1-8 in Fleet Automatic Liability section. If those steps are completed for this policy, then go to step 2 below. 2 Select the. 3 Highlight an existing vehicle record, and select Modify. 4 Verify the Details grid on the right, including the Number of Vehicles, Rating Class, Commodity Group, Primary Commodity and Other Commodities (if applicable). 5 Verify Vehicle Type. 6 Verify Limit of Insurance. 7 Verify Deductible. 8 The Per unit Annual and Written Premium will be calculated after the Payment Screen has been accepted. 9 Choose. NOTE: Summary area on the left contains the Fleet entry. It is still modifiable. 10 To add additional cargo types, select Add and repeat steps 4-9. Page 126 of 142 Revision 10/2011

127 TOPIC A-3 Fleet Automatic Physical Damage The Fleet Automatic Physical Damage information will be brought forward from the quote, but the Physical Damage characteristics cannot be modified during the policy issuance transaction. The information may be reviewed on the Fleet Physical Damage Screen while issuing the policy. Please note that Physical Damage coverage cannot be endorsed mid-term to an existing Fleet Automatic policy. STEP ACTION 1 See steps 1-8 in Fleet Automatic Liability section. If those steps are completed for this policy, then go to Step 2 below. 2 Select the screen. 3 Highlight an existing vehicle record to view the Vehicle Information. Revision 10/2011 Page 127 of 142

128 TOPIC A-4 Fleet Automatic Payment Plan The basis for Fleet Automatic is the way that premium is calculated based on receipts or mileage. In this section, the estimated Annual Receipts and Mileage must be entered for Liability and or Cargo policies. STEP ACTION 1 Accept the Taxes and Fees Screen. 2 Choose. NOTE: This screen is only available if all of the other applicable Fleet coverage screens have been entered. 3 Verify the Estimated Annual Receipts/Mileage and press TAB on keyboard. 4 The rest of the fields on this screen will pre-populate based on the information that has been entered on prior Fleet screens. If this account will be paid in full, check the Fleet Automatic bill in full checkbox, which causes the deposit to be 10%, if applicable. Page 128 of 142 Revision 10/2011

129 TOPIC A-4 Fleet Automatic Payment Plan (cont.) STEP ACTION 5 Verify the Premium Factor. If applicable, select the appropriate change. NOTE: Changing the premium factor will recalculate both the annual minimum and monthly minimum premiums. The premium factor must be quoted by Canal. 6 Verify the Deposit. If Canal has approved a Letter of Credit in lieu of a deposit, this amount may be reduced to $0. 7 NOTE: The deposit is always calculated as 25% of the Estimated annual (NOT the annual minimum) premium, and will not be affected if a premium factor other than 100% is used. Choose. 8 Add or copy drivers as needed through the tab. 9 Add any applicable coverages to the Miscellaneous Screen. 10 To add a vehicle specific ownership type (such as Long Term Lease Without Driver) or a Loss Payee, select the Fleet AI screen under the Miscellaneous Screen. (See Section A-6 Fleet Endorsements for instructions on how to enter a new ownership type) 11 Choose on the Taxes and fees screen. NOTE: Verify the total premium (and taxes if applicable) against the quote from Canal. 12 Choose on the Pay Plan Screen. 13 On the Cross reference screen add applicable Cross Reference types. 14 Select and Accept the Forms Selection screen. 15 When all applicable items have been completed on the Finish screen, select the option. Revision 10/2011 Page 129 of 142

130 TOPIC A-4 Fleet Automatic Payment Plan (cont.) Fleet Automatic Monthly Pay Plan Fleet Automatic policies are an auditable monthly reporting form based on the gross receipts or gross mileage of a fleet motor carrier for liability or cargo coverage. The payment plan is structured as follows: Deposit- 25% of the Annual Minimum premium Installments- The Annual Minimum premium divided by 12. If a policy is not effective on the first day of the month, the first monthly installment is prorated and split between the first month and last month of the policy term according to the effective date. Installment Adjustment- The rounding adjustment There is an annual minimum premium for Cargo and Auto Liability coverages, which is calculated by the underwriter. There is a required minimum deposit of 25% of the Estimated Annual Minimum premium for the monthly reporting option (unless an exception is made by Canal), and a monthly minimum premium applies to each monthly report payment. A physical audit from a third party vendor is ordered at policy expiration. The deposit or Letter of Credit (LOC) will not be released by Canal until the audit process is complete. The Physical Damage coverage will be rated based on the Total Stated Values, and will require a 25% deposit. There will not be a minimum premium for the Physical Damage coverage, but the installment premium will be calculated based on the Stated Values for the month. The Physical Damage policy will not be audited. The GA will be required to send a vehicle list for Physical Damage coverage at the time of quoting for the file, and will be required to an updated schedule of vehicle changes to Canal each month at the same time as they process the Monthly Report in COPIS A Letter of Credit may be used in lieu of a cash deposit for the required escrow deposit. All LOCs must be submitted to Canal for approval. An LOC must meet the following requirements: The LOC must be received by Canal within 30 days of binding and it must be correct and complete. The LOC must be from a federally chartered bank. The LOC must correctly identify the Insured. The amount of the LOC must equal no less than the deposit. The LOC must have the authorized signature, date and reference number. The LOC must follow the Canal template and be clean, irrevocable and unconditional. The LOC must include an evergreen clause. The LOC must list Canal Insurance Company as the beneficiary. The deposit is held as security and is returned when a final audit is completed. The deposit is not included in the written premium and receives no commission on a GA s monthly account. Fleet Automatic policies can be paid in full when approved by Canal and include a 10% deposit. GAs are responsible for collecting and paying Canal for any additional earned premium that results from an audit. The monthly minimum installments are billed one month later than the due date of the installment to allow GAs time to collect the necessary monthly reports and enter the monthly receipts or mileage into COPIS. If the premium generated from the monthly report is greater than the minimum installment amount an endorsement will be issued and billed for the difference. A third party vendor will perform an audit at policy expiration. GAs are responsible for collecting and paying Canal for any additional earned premium discovered in the audit that is over any adjusted minimum amounts. Page 130 of 142 Revision 10/2011

131 TOPIC A-5 Fleet Automatic Monthly Report Endorsement This screen shows the estimated monthly receipts/mileage reporting. The Fleet Automatic Monthly Report endorsement will be generated based on the entry in this screen. The estimated monthly receipts/mileage are 1/12th of the estimated annual receipts/miles. If the month reported is a partial month, the whole month s receipts will still be entered, and the system will automatically pro-rate this. The only field to be entered is the actual monthly receipts/mileage which is used to calculate the rest of the fields on this screen. The additional premium due and the new total installment due will be displayed. This report should be entered in COPIS by the 15th of the month, for the previous month s receipts or mileage. STEP ACTION 1 From the Welcome Screen, choose the Open Policy icon and open the policy. 2 Choose Endorsement Types>Fleet Automatic Monthly Report. NOTE: This screen is only available in the Endorse mode. 3 Select the Monthly Endorsement Period (This should be the effective date of the month you are reporting). 4 On the Liability and Cargo tab, fill in Actual Monthly Receipts/Mileage field and press tab. The rest of the fields will auto calculate based on this entry. NOTE: if the month reporting is a partial month, fill in the whole month receipts, and the system will pro-rate based on the number of days in force. 5 On the Physical Damage tab, enter the New Total Stated Value field. 6 Choose. Revision 10/2011 Page 131 of 142

132 TOPIC A-6 Endorsing A Fleet Automatic Policy When a endorsing a fleet policy, only the endorsement types that are offered for fleet automatic will be available for selection. Any endorsement that has been noted as a standalone endorsement (shown below) will provide a prompt as a reminder that this endorsement cannot be issued with any other changes. Some endorsements are limited to allow changes only in the first 60 days of the policy period. Once that time period has passed, the endorsement option will be greyed out and no longer available for selection. New Endorsements: *Adding an ownership type to a vehicle in the fleet (this will provide the corresponding endorsement form) Endorsements that must be done effective the inception date of the policy, within the first 60 days of the policy term. Each of these endorsements must be done on a stand-alone endorsement. *Adding either a Line of Business, or a sub-line of Liability (such as UM) *Amending the Liability or Cargo limit *Adding or modifying the class, vehicle types, radius, GVW and the number of units *Adding or modifying a Cargo reefer deductible *Changing the Minimum Premium Factor *Modifying the deposit *Issuing any Cargo Miscellaneous Endorsement *Changing the payment plan to Bill in Full Endorsements that may be processed at any time: *Modifying a Primary Named Insured, or adding/modifying/removing an Other Named Insured *Issuing any Liability Miscellaneous Endorsement *Adding or Cancelling a filing *Endorsing a change to the cargo catastrophe limit *Modifying the previous form selection Please note that Canal will always enter the Fleet Audit transaction. STEP ACTION 1 Open the policy number from the COPIS Welcome screen. 2 Select the Endorsement tab, and choose to Start Endorsement. 3 Enter the Effective Date (and Effective Time if applicable) of the endorsement. Page 132 of 142 Revision 10/2011

133 TOPIC A-6 Endorsing A Fleet Automatic Policy (cont.) STEP ACTION 4 Select the endorsement type, depending on what is being done on the transaction. 5 If Fleet Auto Vehicle Ownership is selected in the endorsement, select the Fleet AI from the Miscellaneous screen options. If any other endorsement was selected, proceed with the endorsement using the Endorsement section of the COPIS manual for tips on how to enter the endorsement information. 6 Select. 7 Enter the vehicle information (VIN, Year and Make). Revision 10/2011 Page 133 of 142

134 TOPIC A-6 Endorsing A Fleet Automatic Policy (cont.) STEP ACTION 8 Then select Ownership Types and a Contact. 9 Accept the Tax and Fees, Payment Plan Options and Forms Screen as prompted. 10 Acknowledge any Error or Suggestions and Warnings on the Finish Screen, as well as making a note summarizing the endorsement. 11 Choose to. Page 134 of 142 Revision 10/2011

135 SECTION XIII Business General Liability Objective: This section will provide instructions on how to enter a Business General Liability policy. Revision 10/2011 Page 135 of 142

136 TOPIC A Business General Liability Canal writes Commercial General Liability on a variety of classes other than truckers through select General Agents in select territories. These policies will be entered directly into COPIS (rather than being sent through iquotes) when the GA is authorized to write this business. Our philosophy has been to focus STEP ACTION 1 Choose New Policy>Company>Policy Type. 2 Complete the Named Insured Screen. 3 Fill out Policy Term and Agent of the Insured information on the. 4 5 Choose. Choose. 6 Enter covered Locations by choosing Add on the GL Liability Limits Screen. The image below shows the 5 fields required. Enter the Street Address and the Zip Code. Press Tab and the City and State will prefill. Lastly choose the Location Interest whether its owned, rented or occupied. 7 Choose if this is the only location or if there is another location to enter. 8 The Covered Locations will be listed and available to modify or delete by choosing the line and selecting the appropriate Modify or Delete button. Page 136 of 142 Revision 10/2011

137 TOPIC A-1 Business General Liability Classification STEP ACTION 1 Go to General Liability button on the Navigation Menu and choose 2 Choose. The image above will appear. The Class Code is default. Enter Class Code and press. The next field that appears will depend on the Class Code chosen. Please enter the unique information from the quote, which determines how the rate applies and press. Enter All Other rate and press 3. Enter Products-C/O Rate. Choose the. 4 To Modify or Delete this entry, select the line to delete or modify on the initial General Liability Classification screen and choose button or button. Revision 10/2011 Page 137 of 142

138 TOPIC A-2 Business General Liability-Miscellaneous The Miscellaneous section is a place to schedule policy level entities or events. sections, Any Line of Business, Designated Additional Insured, and Other. There are three Under Any Line of Business, a Certificate of Insurance can be created or a Fully Earned Premium Endorsement. The Designated Additional Insured section (shown below) contains a variety of additional insured type endorsements that would be selected based on the quote provided by Canal Insurance Company. The Other section contains all other miscellaneous forms related to a Business General Liability Policy. Likewise, they should be selected based on the quote provided by Canal Insurance Company. When a specific endorsement is selected, there are unique fields to Add on the bottom left. Complete the fields on the right hand side and Accept in the bottom right hand corner. To finish this policy refer to the Combination Policy section of this manual beginning with Taxes and Fees. Page 138 of 142 Revision 10/2011

139 TOPIC A-3 Business General Liability-Audits An audit of a Business GL policy is conducted at the end of the policy term (either at cancellation or expiration) to determine if any changes need to be made to the Classifications. Canal will order and process the audit, and will advise what, if any, changes need to be made on the GL audit transaction. STEP ACTION 1 Open the policy number from the COPIS Welcome screen. 2 Choose Endorsement Types>Start Endorsement. 3 Enter the endorsement Effective Date (this will be the policy effective date). 4 Select the GL Audit from the endorsement type list, and accept. 5 Go to the General Liability> Classification Screen. 6 Make the necessary changes (either adding/modifying/deleting the classifications) per instructions from Canal. 7 Accept the available screens (the Tax and Pay Plan Screens will only be available for selection if there has been a premium change), including the Forms Screen, and Revision 10/2011 Page 139 of 142