COMMON COMMERCIAL PROGRAM AND SYSTEM QUESITONS

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1 COMMON COMMERCIAL PROGRAM AND SYSTEM QUESITONS This information we hope will be of help when quoting and issuing policies In the InsurPas system. The list is far from all inclusive. We are always trying to improve and appreciate your input, so please let us know what we can do to make a very good system better. There are 4 sections currently; Commercial auto, Billing plans, common application and general system input items. Commercial Auto Vehicle VIN Error saving to policy, VIN is not 17 digits long. 1. All vehicles (not including trailers) model year 1981 and after have 17 digits in their VIN number. 2. If you get an error, check to make sure what was input in InsurPas matches the insured vehicle list. You can copy and paste VINs for speed and accuracy if you are working from a list you can copy from. 3. If the number is correct with your list and is still too short, add a 1 to the end and then check with your insured to make sure claims have accurate information to settle any claim properly. 4. A copy of the registration is the most accurate way to determine the correct serial number. United Underwriters will ask for a copy if the serial number fails the Insurance verification the state requires from all insurance companies. Vehicle VIN will not work, and it is correct! How Do I fix this problem? 1. Click the clear the vehicle screen button. 2. Input the year of the vehicle and tab to make. 3. In make select unlisted from the make drop down list. (it is at the bottom of the list) 4. Once unlisted is selected you can pick a make from the list and tab to the model field. 5. Pick the closest model available from the drop down. The system narrows models depending on make and year input previously. Tab to the body style of the vehicle. 6. Pick the closest body style you can find from the drop down and tab to the engine field. (the 8 cylinder and 6 cylinder picks are at the bottom of the list) If you know the liter size select it or just number of cylinders. Tab to the symbol field. 7. Input the symbol that you feel is closest for the vehicle. If other similar vehicles are on the policy use their symbol. 8. You can now put the serial number you have into the VIN field and it will not wipe out the vehicle information. 9. Save your work as a quote. 10. All vehicles (not including trailers) model year 1981 and after will require a minimum of 17 digits in the serial/vin number. How do I add a Lien holder to a vehicle? Go to (>) the Auto tab select the vehicle that needs the lien holder added. Select the modify vehicle button to which the mortgagee is to be added. (example; insured > business segment type (contractor, auto service, retail) > location > building ) > add interest button on the lower left of the building screen. 1. Go to (>) the Auto tab 2. Select the number of the vehicle that needs the lien holder added 3. Select the modify vehicle button in the middle of the page 4. In the lower left hand part of the vehicle page you will see Additional interest in dark blue. 5. You can pick the Lien Holder from a list in your data base by clicking on the select from list button to the right side of the page. (The program creates the list from Lien holders you put in for all your commercial policies so once you have input the most used Lien Holders the process will be faster.) Select the proper lien holder and click ok. You can now add loan number in this screen and click ok. OR 6. If the lien holder is not in the selection list, fill in the Lien holder information and click ok.

2 7. IMPORTANT Select the save button in the bottom right hand side of the screen to save the changes you have made. 8. You can now print out a schedule of auto from the print menu. The lien holder is listed in the schedule. The loss payable wording is included in the policy wording. Common Items Missed on Applications 1. Description of business (under the name and address of business) please fill in a brief description of the nature of operations 2. The Financial Section on Page 2 needs to be completed in its entirety. All blank fields will result in additional underwriting questions. If it doesn t apply, place a na or 0 in the field. 3. Section IV (Operations Detail) on pages 2 & 3 of the Contractor Application needs all questions to be answered. If the particular type of work does not apply, circle NO for that section. 4. If the insured has recently been a General Contractor, a General Contractor Supplemental Application will need to be filled out. Risks who are insured in the name of general contractor who did residential building in the last 3 years are generally not eligible. Billing and Payment Section How to Set Up Billing On the Main commercial screen, under Agent Contact is Billing Options Insured Bill 2 Notice. (2 notice means we send a courtesy bill, if that bill is not paid the next bill is a cancellation notice) Selecting this Button gives you access our billing option screen. The two options are Insured Bill 2 Notice or SurePay. Plan Descriptions Both of our pay plans are equity billed programs. This means the billing plan maintains positive balances on the policy up to the insured s selected due date. In the insured 2 notice bill plan the courtesy bill (first notice) bills enough money to have equity (paid through date) 2 months ahead of the due date of the bill. (If the bill is due October first, the bill will be for the amount needed to pay the policy to December 1 st ) If the courtesy bill is not paid by the due date, a bill lapse notice will be sent. The bill will be for approximately 2 months premium and enough to pay the policy to the due date 2 months in the future. All billing transactions are listed in policy history! SurePay Billing Plan (ACH) bills enough for one month s coverage at a time. If a change in premium occurs the next payment will be adjusted up or down to collect the right amount to pay to the due date. Both plans are continuous monthly bill. That means that at renewal the monthly premium will just adjust based on the renewal premium (assuming a change in premium at renewal) with no new down payment necessary. The system defaults to the 2 Notice Billing Plan; 2 months of premium* is required as a down payment (this is the total amount shown on the main screen including the policy fee) to issue the policy. There is a minimum down payment of $ 225 on this billing plan. The default due date is policy inception if this date is changed the amount down is affected. The down payment required is displayed along with the due date. It is highlighted in blue. Note: the quote letter lists a down payment that is generally higher than the amount needed. This is because the down payment changes based on the due date and how many days there are in a month. If the higher down payment is taken, the amount over the amount shown in the system will be credited on the first

3 monthly payment. The billing option screen displays the correct amounts to collect down and payments including installment fee. Down payment information is also included under Additional Information as well as the monthly payment and due date. The Insured will receive a bill that is due in 30 days for 1 month s premium. If changes are made, we will collect the amount needed to continue with the same due date every month and then bill for the new monthly premium in months following. Smaller policies where the $ 225 down payment is more than 2 months premium will be billed when the down payment is used up to where another payment is needed. The first payment will generally be less than a full month premium and then revert to the monthly premium. The Additional Information section will indicate when the payment will be due and how much it will be. If a change is made to the policy increasing the premium, the next bill will show the monthly payment plus an amount needed to pay to the due date based on the new annual premium. it is helpful to tell your insured to expect the additional charge (once saved the additional amount needed will show in the billing screen) and if possible collect that amount at the time the change is made. The billing screen will also show the new monthly payment amount. The billing plan is continuous with the goal of having a minimum of one month premium in reserve. This includes renewals; a bill will be generated 45 days prior to renewal of the policy. It will be due 30 days prior to expiration. If this bill is not paid the insured could still pay the renewal based on the lapse notice. Two months premium will be due at this time. Sure Pay (ACH) description In this plan monthly payments will be drafted electronically from the Insured s checking or savings account. At issuance 1 month down is required. The minimum $ 225 down payment does not apply if the insured elects to use SurePay. If any Premium changes are made, a letter is generated showing the next monthly draft because of the changes made to the policy and will show what the future monthly payments will be. You should inform your insured of the next draft amount and new monthly draft amount due to the change. Mail the sure pay letter to the insured. If a draft is returned as NSF, a notice to the insured is generated advising him of the NSF and when another attempt to draft the account will be made. This notice serves as a cancellation notice. If the policy cancels, a collection letter will be sent for any earned premium due. Bills mailed and drafts made to the account are reflected in the policy history screen! Be sure and check here first if you get a billing question it will tell if a payment has been made or if the policy is cancelled. Commercial Credit card payments - How do I take a credit card payment for a commercial policy on InsurPas? 1. Go to the main agent screen. 2. In the upper left hand corner, click on applicant. 3. Click CC payment at the bottom of this drop down list. 4. Click the policy prefix for commercial policies UIB. (you can take a payment for any of our policies here). 5. Fill the policy number and select continue.

4 6. Confirm you have the correct insured and policy and select pay my bill. 7. Fill in the credit card payment information, review the payment and submit. 8. Print the receipt. How does the sure pay bill work? When a commercial policy is written using automatic withdrawal from either checking or saving accounts, the following happens: 1. A minimum down payment of one month plus the $ 25 policy fee is required. 2. A due date needs to be selected, using a due date other than the effective date will adjust the down payment, make sure the due date you want is entered when the policy is saved. This is in the first payment window when you save as a policy days from the selected due date approximately one month premium plus a $ 3.00 processing fee is drafted from the insureds account. If no changes are made to the policy the draft amount will not change. 4. If a change is made that affects the amount to be drafted (either at the agent level or United Underwriters) a sure pay letter is generated and sent to the insured. (If you make a change that generates a sure pay letter, you should send to the insured so he will know what to expect in the next draft) Note that the history screen at the bottom of the commercial (or personal lines) has the billing information to include down payments and draft amount and dates. How can I find out what the next sure pay amount will be? You can get this information from our system in 2 ways; 1. From the main screen in the upper right hand corner there is a button that says "Sure Pay Checking" (this indicates the type of bill plan the insured is on, it will say 2 notice bill if a bill will be sent), click this button, it shows the next amount due and the monthly amount that will be deducted if no premium changes occur on the policy. 2. From the print button on the bottom of the page, click the button and put a one next to the option "Reprint Sure Pay Increase Letter: this will reprint the latest letter sent to the insured and indicate the payment. Past due policies, - how to run a past due report. 1. Go to the main agent screen. 2. Click on Agency reports. 3. In the show drop down box select past due. 4. In the lines drop down menu go to the bottom and select UIB. 5. Click on the Run box. 6. All policies that are past due will show. (New policies that have not had agent sweeps processed will show until the payment is United Underwriters, usually the day after the transaction.) 7. You can just view or select print for a paper copy. 8. Select close to return to the main agent menu. Note that the reports function will work for all types of United Underwriters policies, the report date defaults to the current date.

5 How do I add an additional insured or certificate of insurance to the policy? 1. Got to the additional insure/certificate tab at the top of the screen in the policy and select it. 2. The top of the page is for Additional insured/certificate holders select the button that says Add Holder. 3. Complete the information (the name field is currently too small to include some names, if this is the case contact United Underwriters commercial) for the additional insured. 4. To save the holder information you must add an additional insured or certificate first. If you stop here you will lose the holder information! 5. Select the add certificate button in the lower left of the screen and select the sub line insured. 6. From the dropdown list select which form you need; certificate of insurance no charge, additional insured $ If you are unsure of the form to use, select the certificate of insurance and select save. This way you will not lose the holder information while you decide which form is needed. 8. After saving the holder will appear in the list at the top of the screen. 9. To print got to the print menu at the bottom of the page and in additional insured/certs select all (will print all additional insureds and certificates for the policy) or select. Select brings all additional insured/certs on the policy up and you can choose which one(s) to print. 10. Put how many copies you want and hit print. 11. Certificates of insurance have a box that pops up so you can put contract number, job number or other information on the certificate. System Entry General Issues Error At least one location must be added prior to binding coverage. 1. A location is required on all of our Businessowners policies including Contractors with liability only. We require a physical address. 2. To add a location, go to the program tab you are quoting (auto service, contractor or retail office) at the top of the page and click on it. 3. This should take you to the coverage and limits screen, coverage and limits will be dark blue, right next to the coverage and limits tab is the locations tab, click the location tab. 4. The locations tab will show in dark blue, immediately to the right are an add and delete tabs. Click on the Add button. If the address is the same as the mailing address, answer the pop up as yes and the location listed on the main screen will be entered. 5. If the address is different or if the mailing address is a PO Box, enter the physical address in the street, city and zip code sections next to the red arrow. Note: you will also get an error if the location address is incomplete.

6 Error location #1 building # 1 missing description (also, building or BPP value must be greater than zero, Construction type, protection class or year built. 1. A location is required on all of our Businessowners policies including Contractors with liability only. We require a physical address. (see Error one at least one location must be added prior to binding coverage) 2. If a Contractor risk is selecting tools and equipment coverage, you must add location and building with some BPP (business personal property) coverage. 3. When a location is added a building is normally added automatically, if not in the location select add building. (this does not mean you must have coverage on the building, this is where all property coverages for the location is entered) 4. The first field is description of the property covered. For example one story frame bldg occupied as a body shop. This field does not need to be filled in to get a quote; it is required when issuing a policy. 5. The RC means the coverage is replacement cost on property, this is the default. ACV is available but United Underwriters approval is required to bind using actual cash value as a valuation. 6. Deductibles are available from $ 250 up to $ 2500 by choosing from the drop-down list. 7. Building value is the replacement cost of a building insured. You can tab through this field if no building coverage is required. 8. BPP is Business personal property. This amount covers the insureds stock, equipment and property of others. 9. Square footage is the size of the building if being insured, the amount of space rented if a tenant. This is a required field to bind. 10. Choose the construction type from the drop down list. 11. Protection class is the fire protection class. (we do not write in PC 9 or 10. (This is required to rate) 12. The year the building was built. This is required even if BPP only is covered. 13. If the building is fully sprinklered change to yes. 14. If no fire or burglar alarm tab through these fields. 15. Save your work!!!! How do I add a mortgagee to a building? (The process works the same on all segments of the Businessowners programs.) 1. Go to (>) the building to which the mortgagee is to be added. (example; insured > business segment type (contractor, auto service, retail) > location > building ) > add interest button on the lower left of the building screen. 2. If the mortgagee you seek is in the list shown select it from the list. (the program creates the list from mortgagees you put in for all your commercial policies so once you have the most used mortgagee in the process will be faster.) 3. If the mortgagee is not listed, click the add institution in the lower left hand portion of the screen. (the company with the arrow next to it is selected) 4. Complete the name address etc. for the additional interest and click ok. (When add institution is selected the fields become blank for the entry of the new mortgagee company information.) Click OK. 5. You can now add the loan number in the building screen if needed. (the cursor will go to this field automatically when you click ok on the prior screen.) 6. Once you have made sure the information is correct, click save and Ok to add the information to the policy. If save is not selected your work will not be saved. 7. The mortgagee information appears on the Declarations page for the contractor, auto service or retail part of the policy. You can print and attach to a certificate to send to the mortgagee.

7 I cannot find the quote I saved in InsurPas 1. If the name has an apostrophe ( ) or an & in it, type the name up to the character before the or &. The system does not recognize the so you do not put this in your search name. 2. Try putting a space in front of the first letter in your search, if you accidentally hit the space bar at the front or in the middle of the name InsurPas will look for the name exactly as it was at the last save. 3. If all else fails call United Underwriters and ask them to run a list of your quotes which may help. (we are adding the quote and new business function on the agent side very soon.) How do I print loss runs? 1. Loss runs are available on all active and inactive commercial policies. Find the policy: 2. Click on general information at the top of the page 3. Click on prior carrier button in the middle of the page 4. Select the loss history tab at the top of the page. Any losses should be listed here. 5. Select the print button in the bottom middle of the page. This will print the loss history to include the date coverage started and ended and the date loss run is produced. All lines of coverage written on the policy are included in the report. 6. Note, if no losses are recorded here you need to click the Add button and type no losses reported in the description field, click save and then select print. The dates policy number etc. do not print if you do not type no losses in the description field.

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