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1 User Guide Income Protection Critical Illness Life Cover unum.co.uk

2 This guide is designed to take you through the process for getting quotes for new and existing business* and placing business on risk using. Setting Up a New Quote After logging in you will arrive on the Home page You will then be taken onto the Client Details page where we will ask you 7 key questions to ensure that an online quote is the right option for you and your client before you start the process. They are: 1. The Client is a UK Registered Company or a UK based Equity Partnership 2. The quote DOES NOT cover members whose work involves travel to unacceptable locations - (These are defined as any locations NOT covered on the following list: European Union; Croatia; Australia; Canada; Hong Kong; Iceland; Japan; New Zealand; Norway; Singapore; Switzerland; USA) - click on the Get a new quote link in the Group Protection section to start the 6 step quote process. Once you have completed more than 1 quote you can use the search/view existing quotes screen for a number of other tasks including: - checking that your quotes are still valid - completing unfinished quotes - commence the on risk process - duplicate quotes for different products or benefit basis variations - reviewing your portfolio of quotes (complete and unfinished) (See Quote Search Screen on page 11 for more details.) Step 1 Client Details 3. The quote DOES NOT cover members with excluded occupations - (These are defined as Professional sportspersons or Entertainers, Air crew, air traffic controllers or ships crew, occupations involving Offshore, Underground or Underwater working, Fire fighters, ambulance crew, police or armed services, Involved in Forestry, Mining or Quarrying, Regularly dealing with asbestos, nuclear or explosive substances or with firearms or Regularly engaged in dealing or trading in money market instruments) 4. The quote DOES NOT cover Barristers 5. The client DOES NOT have multiple participating employers 6. The quotes DOES NOT involve Early Retirement Cover 7. The quote is NOT for a scheme which is closed to new entrants You then click the radio button to confirm whether the above criteria are correct. If you click no then contact your local regional sales office who may be able to provide a quote that cannot be produced via. *excludes existing arrangements insured by Unum Page 2 of 10 UP /2013

3 If you click yes you then need to enter either the client s name in the Company Name box; or the client s Company House Number in the Company House Number box; and click on the Validate with Companies House button to generate an automatic industry classification. Once complete, you will see the client s name and registered address with their Companies House number and industry type in the Successfully Validated box. If more than one potential match for your Client s name is found, then select the correct one from the near matches list. Click the save and continue button and you will proceed to the next step. If after validation there is still no positive match, you will be asked to confirm if the client is a partnership if the client is a partnership then you will be asked to confirm their industry segment and then proceed, otherwise contact your regional sales office who may be able to provide a quote. Step 2 Product Details The next step in the process is to select which product you want to quote for, selecting from the following options: - Group Income Protection - Dual Benefit Group Income Protection - Pay Direct Group Income Protection - Registered Group Life - Excepted Group Life - Group Critical Illness Base Cover - Group Critical Illness Extra Cover You will then be asked to confirm how many lives are to be included in the quote which must be between 3 and 100. If it is outside of these parameters then contact your regional sales office for a quote. Using the tabs or the calendar, enter the Anticipated Commencement Date the date must be at least 1 day after the actual date you are preparing the quote. The furthest date in the future you can select is 3 months from the actual date you are preparing the quote. Then select whether you require the quote to have a 1 or 2 year rate guarantee. The next step is to confirm the Insurance History for your client can be used to quote for new to market and existing insured clients with no more than 2 claims which you will need to confirm. We need to know if any members have medical loadings greater than +100% or with benefit restrictions, exclusions, postponements or declinatures, as these cases must be referred back to your regional sales office. Finally on this step you can allocate your own unique Quote Description which will make it easier to find when you need to retrieve it, particularly if you have produced multiple quotes for one client. (e.g. All Staff GIP, Staff 3x salary, Managers 4x salary ) Once you have completed all the questions on this page then click on save and continue to proceed to the next step. UP /2013 Page 3 of 10

4 Step 3 Category Details You can set up to a maximum of 4 separate membership categories. This is where you input all the information relating to the membership categories that you need to quote for such as: - Category Name e.g. Managers ; Staff, etc - Category Eligibility e.g. All employees (including working directors) - Details of any service qualification required before an employee is eligible to join the scheme - the Maximum Entry Age and Terminal Age maximum Terminal Age for all products is 70. Terminal Age can also be linked to the State Pension Age. - is the category closed to new entrants - does the category consist of equity partners - Salary Definitions The following Salary Definitions are available for all products: - Basic annual salary - Basic annual salary plus all fluctuating emoluments averaged over the last 3 years - Non- PAYE taxed (e.g. Equity Partners) - average annual net taxable earnings received in the previous 3 years Product specific Salary Definitions: In addition to the all product salary definitions, the following are also available: - Group Income Protection, Pay Direct and Dual Benefit GIP - Gross earnings in the previous 12 months (fluctuating emoluments are limited to 20% of basic annual salary) - P60 earnings in the previous tax year (fluctuating emoluments are limited to 20% of basic annual salary) - Basic annual salary plus all fluctuating emoluments received in the last 12 months (fluctuating emoluments are limited to 20% of basic annual salary) - Registered and Excepted Group Life and Critical Illness - Gross earnings in the previous 12 months - P60 earnings in the previous tax year - Basic annual salary plus all fluctuating emoluments received in the last 12 months Once you have completed inputting this information, you then move onto selecting the benefit basis for the product selected for each separate category. Page 4 of 10 UP /2013

5 For GIP, Pay Direct and DB GIP this includes: - Basic Income Benefit - a percentage of salary (50%; 55%; 60%; 65%; 2/3rds; 70%; 75%; 80% - note for Equity Partners only 50% is available) with or without a state benefit deductible (Employment Support Allowance (ESA), ESA plus Work Related Activity Component (WRAC), ESA plus Support Component, and if already currently insured Notional Long Term State Incapacity Benefit) or a Flat Benefit (any amount up to a maximum of 350,000 subject to an overall maximum of 80% of salary inclusive of any employee pension fund contributions) - Supplementary Benefits - Employer Pension Fund Contributions can be covered up to 60% of salary or 120,000 - Employee Pension Fund Contributions up to 33.33% Note: Basic Benefit plus Employee Pension Fund Contribution will be restricted to 80% of pre-incapacity earnings - Employer National Insurance contributions (contracted in or out) can be covered. - Deferred Periods Weeks Dual Benefit GIP Pay Direct Escalation Rate 0%; 3%; 5%; CPI - 2.5% Cap; CPI - 5% Cap; RPI - 12% Cap; RPI - 2.5% Cap; RPI - 5% Cap - Definition of Incapacity Definition A: Insured Occupation Definition B: Combined Occupation Definition C: Gainful Occupation - Benefit Payment Period Years Unlimited Dual Benefit GIP/Pay Direct You are also able to enter the Percentage of Employees in each category that have Employer funded PMI cover already in place (this will generate a discount based on the percentage entered). For GL and Excepted GL this includes: - Basis of Benefit: - multiple of salary minimum of 1 x salary up to a maximum of 12 x salary in increments of 0.5. An overall maximum of 4 million applies to each eligible member. - flat benefit any amount up to 4 million. You will still need to provide details of the members salaries as the 12 x salary maximum also applies. For all Registered schemes with a multiple of salary basis you can also specify if a salary or benefit cap is required, the options are: Uncapped HMRC Cap (as Salary cap) Client Cap (as Salary cap) 4 x HMRC Cap (as Benefit cap) LTA Cap (as Benefit cap) Finally for all categories you will be able to select Redundancy Cover of either 3, 6, 12, or 24 months and the Temporary Absence provision of either: - 36 months due to Illness or Injury or - Unlimited to Terminal Age due to illness or injury. For GCI this includes: - Basis of Benefit: - multiple of salary any value from a minimum of 0.5 x salary up to a maximum of 4 x salary. The overall total maximum benefit available per eligible employee is 500, flat benefit a flat benefit of up to 150, 000 with no multiple of salary limitation or up to 500,000 with a salary limitation of 4 x salary. Finally you will be asked to select the Temporary Absence provision of either 36 months due to Illness or Injury or Unlimited to Terminal Age due to illness or injury. UP /2013 Page 5 of 10

6 Once you have completed entering all the relevant information required for the membership categories and the product benefit basis you can either save and go back or save and continue. Step 4 Member Details Manual Input You can use this option to input the membership details for smaller schemes e.g. below 10 lives. You simply type in the information 1 member at a time starting with Surname and tab across until you have completed all mandatory data items (Surname, Gender, Date of birth, Salary, Category Number, Workplace Postcode, Occupation). Once you have completed entering all the data required, then you click on validate members which will check that you have the data correctly. At this point the data will be validated and members outside of the minimum and maximum entry ages will be excluded. For members outside of the UK you will need to tick the Non UK box and the maximum coverage for these members is 20% of the overall scheme. Upload Spreadsheet Locate your spreadsheet by using the browse button and once you have selected the appropriate file click the upload file button. supports CSV, XLS and XLSX formats (If you do not have an excel spreadsheet for the data you can download a template from this page) will automatically organise the contents of the spreadsheet into the required formats and allocate them into columns according to the content of the data. Check that the Column Headers correspond correctly to your data and adjust if necessary. If the Column Headers have correctly identified the data then press the Confirm Column Headers button. This next step is where you are required to input the membership details for the scheme e.g. name, date of birth, salary, occupation etc. There are 2 different ways to do this you can input the data manually or upload an existing data spreadsheet. The information you input here will be used to pre-populate various documents throughout the process including the illustration, quotation acceptance and application form (QAAF) and the Scheme Member s Application Form. The easiest way to do this is to just upload the data in the spreadsheet you were provided with by the client. Once you are satisfied that the data has been formatted correctly and is in the appropriate columns, click on the validate members button - any errors with the data will be highlighted and will need to be corrected before you can proceed any further. It also is at this stage that it will match the list of occupations provided to sort them into categories based on the risk associated with each role - this means that the responsibility for categorising the risk is ours not yours. Once you have completed entering all the relevant information required for this step you can either save and go back or save and continue. Page 6 of 10 UP /2013

7 Step 5 Commission Step 6 Quote Completed The next step is where you select the level of commission you require. In the commission section you will be shown a range of commission levels including the minimum, maximum and standard amounts payable. You also have the option to view all commission percentages which will show all possible commission values. Select the commission that you want to appear on the illustration and then click on the Generate quote button which will take to a summary screen displaying all the information you have entered and a cost based on this information. In this screen you will see a summary of the key information you have inputted along with the costs for the scheme. You will also receive an confirming the quote reference. Any caveats that apply to the quote can be seen here. You will be provided with a pdf copy of the illustration detailing any excluded members, members requiring underwriting and a breakdown of members benefits for single premium costed schemes. From this screen you can place a scheme on risk by selecting the Go on risk button or produce an additional quote for the same or another product by selecting duplicate quote for any product. Details on the steps to Go On Risk and Duplicating quotes follow this section. UP /2013 Page 7 of 10

8 Placing On Risk Once you have completed the quote process and you are happy with the cost, then you can place the scheme on risk using the Go On Risk button at the end of the quote process or in the Quote Summary screen. Step 1 Validation Details Here you will see a list of the members that have been included in the quote and their details including the total benefit amount and if they exceed the free cover level and require medical underwriting. If you haven t previously supplied members names, this is an opportunity to do so. If the data is correct, then click save and continue Step 3 Billing details This step is where you confirm the start date for the policy (this must be a date in the future and within the 3 month quote guarantee) and the renewal date for the scheme. Once complete, click save and continue Step 2 Member Details In this step, you are asked to confirm the salary definition for each membership category you have the option to change if required which will not impact on the premium provided the members salary amounts do not need to change. Next you need to confirm if the client wishes to be billed annually or monthly (please note that there is a 3% loading to pay monthly). Finally, state whether the data used to create the quote is to be used to produce the inception account if not, then we will issue a deposit invoice based on the current data. Once complete, click save and continue. Page 8 of 10 UP /2013

9 Step 4 Go On Risk Step 5 On Risk Completed In this screen you will see a summary page of all the relevant policy information for you to review. This includes: - benefit basis - eligibility description - terminal age - total salary roll If all the information is correct then click Go On Risk, if any information needs amending then click save and go back. This screen confirms that the On Risk process has been completed and that conditional cover is provided for 30 days from the commencement date. You will also receive an confirming that the scheme is on risk. During this period you must send us the completed Quotation Acceptance and Application Form (QAAF) and Direct Debit mandate in order to maintain cover. In addition to the scheme salary information, you can also access pdf versions of the following: - confirmation of risk letter - QAAF - direct debit mandate - Actively at work form - inception account (if inception data provided) - Scheme Member application forms (if any members are over the free cover limit) This completes the on risk process. UP /2013 Page 9 of 10

10 Quote Search Screen Retrieve Quotes You can retrieve your quotes in a number of ways including using the search facility by entering either the client name, quote description or you can use the sort feature by clicking the arrow button in each heading so that your quotes are sorted alphabetically, by product, most recently updated or by quote status. Duplicate Quotes As detailed in Step 6 for getting a new quote, you can duplicate a quote for the same or a different product by selecting duplicate quote for any product. You can also do this by going to the summary screen and hovering the cursor over the appropriate client. Select duplicate and you will be taken into the client details screen which will already contain the companies house validation. You then click save & continue which will take you on to the product details screen where you can select which product you want to quote for and continue as per the process detailed above. The Quote Search screen is where you manage all your quotes you can retrieve, delete, duplicate and go on risk from this screen. You will also be shown when quotes are going to expire in case you need to produce a requote the countdown commences when the quotes have 14 days left before expiry. Helpline If at any point when you are using you experience any problems then you can contact the Helpline on for immediate assistance. This facility is open during office hours (08.30 to 17.30) Monday to Friday. Alternatively you can contact your sales consultant who will be available to help. Financial Protection Unum specialises in forward-thinking, imaginative financial protection benefits (Income Protection, Life cover and Critical Illness cover). We work with advisers and their clients to deliver solutions that make these invaluable benefits accessible to all UK employees. Financial protection benefits are essential when you need them and provide peace of mind when you don t. They provide crucial financial support to employees and their families in the unfortunate event that they can t work or earn an income. And companies that offer them can create a more motivated and engaged workforce, achieving a sustainable competitive edge in today s challenging business environment. Income Protection Critical Illness Life Cover Registered office: Milton Court Dorking Surrey RH4 3LZ Unum Limited is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Registered in England We monitor telephone conversations and communications from time to time for the purposes of training and in the interests of continually improving the quality of service we provide. Copyright Unum Limited 2013 Tel: Fax: UP /2013 unum.co.uk

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