PENNSYLVANIA SURPLUS LINES ASSOCIATION Electronic Filing System (EFS) Frequently Asked Questions and Answers

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1 PENNSYLVANIA SURPLUS LINES ASSOCIATION Electrnic Filing System (EFS) Frequently Asked Questins and Answers 1 What changed in Release 2.0? Why was my accunt disabled? Hw d I inactivate an accunt? When and hw is a security questin used? Why d I need t change my passwrd? Hw d I btain my passwrd if I frgt it? Why d I have the message, [1] 1620 Reprt Returned? Why d I have the message, [1] RCT-123 Reprt Returned? Why was a filing returned? What filing type shuld I select in EFS t submit my Original Filing? Why isn t EFS recgnizing my attached 1609-PR image? Why can t I change my PR image r revise my 1609-SLL/1609-PR filing? Why can t I submit an endrsement fr a 1609-SLL/1609-PR filing? Why can t I find my Original Filing? Why is the link fr Submit Original Filing disabled? Hw d I fix a returned filing? Hw d I get my EFS user lgin t file my agency s paperwrk? Why didn t a new user receive the lgin ? Hw d I cnfirm that a filing was cmpleted? Hw d I file an endrsement if the riginal is nt in the EFS database? Why can t I view my Statement f Accunt? What activities shw up n my mnthly Statement f Accunt? Hw d I see what was entered n an endrsement? /9/2009 EFS-FAQ-June 9.dc Page 1 f 25

2 1 What changed in Release 2.0? What new functins are in Release 2.0 and hw d they impact me? Several security-related functins were added. Autmatically disable a lgin ID after five unsuccessful attempts. Yur Agency Administratr may re-enable yur lgin ID by calling up yur prfile and clicking the buttn Enable Accunt. Click here fr details. Agency Administratrs may manually disable a lgin ID if a persn shuld n lnger have access t EFS. The Agency Administratr shuld call up the prfile and click the buttn Disable Accunt. Click here fr details. Agency Administratrs may manually identify remte users by reviewing their challenge questin and answer stred in the User Prfile that shuld be filled ut by each user. Click here fr details. Autmatic prmpt t change the lgin passwrd (every 365 days). Click here fr details. An autmated passwrd reset functin will send a temprary passwrd t the address listed in yur Prfile. Click here fr details. There is a status assciated with each 1620 Reprt that can be used as part f a search. Click here fr an example. Reprt Review Pending - the Agency User submitted a reprt and it is waiting fr PSLA t review and verify the upladed reprt image. Submitted/Apprved PSLA reviewed/apprved the reprt image. Reprt Returned t Agency PSLA reviewed the upladed reprt image, fund discrepancies, and returned the reprt. An was sent t the 1620 cntact describing the discrepancies. The agency shuld revise the reprt and uplad a crrected image. Similarly, there is a status assciated with each RCT-123 Reprt that can be used as part f a search. Click here fr an example. Reprt Review Pending - the Agency User submitted the reprt and it is waiting fr PSLA t review and verify the upladed reprt image. Submitted/Apprved PSLA reviewed/apprved the reprt image. Reprt Returned t Agency PSLA reviewed the upladed reprt image,, fund discrepancies, and returned the reprt. An was sent t the RCT-123 cntact describing the discrepancies. The agency shuld revise the reprt and uplad a crrected image. If yu are revising a returned filing, a returned 1620 Reprt, r a returned RCT-123 Reprt, yu may view a cpy f the returned by clicking a link at the tp f the page. The returned describes the reasns fr the return. Click here fr an example. On the Custmer Edit page, the BA (business cntact) infrmatin can- nly be mdified by a PSLA User. Upladed images may be viewed immediately instead f waiting five t ten minutes fr the image t prcess. Upladed images and Statement f Accunts are nw stred directly in EFS instead f a separate dcument system. 6/9/2009 EFS-FAQ-June 9.dc Page 2 f 25

3 2 Why was my accunt disabled? I tried t lgin but frgt my passwrd. After several attempts I received the message, Yu tried t lg in t many times with an incrrect passwrd. Please cntact yur EFS Administratr t reenable yur accunt and change yur passwrd. Why is my accunt disabled? A security functin was added t autmatically disable a lgin ID after five unsuccessful attempts. Yur Agency Administratr may re-enable yur lgin ID by calling up yur prfile and clicking the buttn Enable Accunt. Yur Agency Administratr may als manually change yur passwrd. Yu may als request t reset yur passwrd. See questin n enabling r disabling accunt. 6/9/2009 EFS-FAQ-June 9.dc Page 3 f 25

4 3 Hw d I enable r disable an accunt? I am an Agency Administratr and ur filing persn transferred t anther psitin. Hw d I inactivate her lgin ID? Frm the Hme page, click n Edit an Existing User Select the user and call up their Prfile Page The accunt status is at the tp f the page and the buttn t Disable Accunt r Enable Accunt is at the bttm f the page. 6/9/2009 EFS-FAQ-June 9.dc Page 4 f 25

5 4 When and hw is a security questin used? I lked at my User Prfile and saw new entries fr Security Questin and Security Answer. When and hw is the infrmatin used? The Security Questin and Security Answer fields are ptinal but recmmended. If a remte user cntacts an Agency Administratr t change EFS permissins, the Administratr may use the Security Questin/Answer t help identify the persn n the telephne. 6/9/2009 EFS-FAQ-June 9.dc Page 5 f 25

6 5 Why d I need t change my passwrd? I just lgged in and was prmpted t change my passwrd. Why? A security functin was added t prmpt users t peridically change their passwrds (every 365 days). If yu have nt manually changed yur passwrd within the specified number f days, yu will be prmpted t change it the next time yu lg int EFS. 6/9/2009 EFS-FAQ-June 9.dc Page 6 f 25

7 6 Hw d I btain my passwrd if I frgt it? I just returned t the ffice and frgt my passwrd but I need t lg int EFS. Hw d I btain my passwrd? Call up the EFS Lgin Page Click n the link Click here t Reset Yur Passwrd. Enter yur Lgin ID and click Reset Passwrd. An will be sent t yu with a temprary passwrd. 6/9/2009 EFS-FAQ-June 9.dc Page 7 f 25

8 7 Why d I have the message, [1] 1620 Reprt Returned? I lgged int EFS and the tp f the Hme page has the message Yu have [1] 1620 Reprt Returned. The link [Fix A Returned 1620 Reprt] is als in red. Why? PSLA reviewed a submitted 1620 Reprt, fund discrepancies, sent an with return reasns, and marked the 1620 Reprt as Returned.. Click n the [Fix A Returned 1620 Reprt] link t display a list f returned reprts. Select the desired 1620 Reprt and click the Revise Buttn. There is a link at the tp f the page t display a cpy f the returned with return reasns. 6/9/2009 EFS-FAQ-June 9.dc Page 8 f 25

9 8 Why d I have the message, [1] RCT-123 Reprt Returned? I lgged int EFS and the tp f the Hme page has the message Yu have [1] RCT Reprt Returned. The link [Fix A Returned RCT Reprt] is als in red. Why? PSLA reviewed a submitted RCT-123 Reprt, fund discrepancies, sent an with return reasns, and marked the RCT-123 Reprt as Returned.. Click n the [Fix A Returned RCT-123 Reprt] link t display a list f returned reprts. Select the desired RCT-123 Reprt and click the Revise Buttn. There is a link at the tp f the page t display a cpy f the returned with return reasns. 6/9/2009 EFS-FAQ-June 9.dc Page 9 f 25

10 9 Why was a filing returned? I lgged int EFS and the Hme Page states Yu have [1] Filing Returned. I clicked n the Fix A Returned Filing link t find the filing and then clicked n the Revise Filing buttn. The brwse field is highlighted in red and the message states that smething is wrng with the PR image but I cannt determine what is wrng. At the tp f the Revise Filing page there is a link that states Click here t view the return . Clicking the link will display a cpy f the returned describing the specific reasns fr the return. 6/9/2009 EFS-FAQ-June 9.dc Page 10 f 25

11 10 What filing type shuld I select in EFS t submit my Original Filing? This is my first surplus lines filing and I am planning t submit it via EFS. There are several ptins fr filing type. Which shuld I select? Please review the PSLA Prcedures and Electrnic Filing User Manual and frms befre submitting yur electrnic filing. The Prcedures Manual is available ver the Internet at Fr further questins sign up fr a wrkshp via WebEx; PSLA at r call PSLA at /9/2009 EFS-FAQ-June 9.dc Page 11 f 25

12 11 Why isn t EFS recgnizing my attached 1609-PR image? I use the Brwse buttn t find and select my 1609-PR image. When I click Validate I still receive Errr 33 Missing r Illegible PR Image. See display belw. Check t cnfirm the image is PDF, JPG, r uncmpressed TIF. Other image types are nt supprted. Check if the file size is less than 20,000 KB (check the size by ding a right-muse click n the file and selecting prperties). Either change yur scanner settings t a lwer reslutin, edit the file with an image editing tl such as Adbe Phtshp t reduce the size, r cntact yur IT supprt persn. Cnfirm the image file is stred n yur lcal hard drive. Images stred n a shared drive may encunter netwrk security issues. Shrtcuts t images stred elsewhere will als cause prblems. 6/9/2009 EFS-FAQ-June 9.dc Page 12 f 25

13 12 Why can t I change my PR image r revise my 1609-SLL/1609-PR filing? I submitted a 1609-SLL/1609-PR filing and realized afterwards that I attached the wrng image. When I view the filing, the nly buttn at the bttm f the frm is Exit. The Validate and Submit buttns are missing. Hw d I revise a filing and attached a revised PR image? When an Agency User submits a 1609-SLL/1609-PR filing type, the Electrnic Filing System (EFS) sets the filing status t Filing Review Pending since PSLA must review the PR image and enter in the PR data. Agency Users are prhibited frm submitting revised filings while the filing is in the Filing Review Pending state since PSLA is reviewing/editing the same infrmatin. We recmmend that yu dn t try t view r revise yur data fr at least 48 hurs. with the PSLA ID number and Plicy Number and request that PSLA return the filing t yu s yu can attach a crrected image. 6/9/2009 EFS-FAQ-June 9.dc Page 13 f 25

14 13 Why can t I submit an endrsement fr a 1609-SLL/1609-PR filing? I submitted a 1609-SLL/1609-PR filing. I tried t create an endrsement fr that filing and received the message unable t create endrsement fr plicy because it is nt in the Submitted/Apprved state? Why can t I submit an endrsement? When an Agency User submits a 1609-SLL/1609-PR, the Electrnic Filing System (EFS) sets the filing status t Filing Review Pending since PSLA must review the PR image and enter in the PR data. Agency Users are prhibited frm submitting revised filings while the filing is in the Filing Review Pending state since PSLA is reviewing/editing the same infrmatin. 6/9/2009 EFS-FAQ-June 9.dc Page 14 f 25

15 14 Why can t I find my Original Filing? I mailed the riginal filing and nw want t electrnically enter my endrsement but can t find my Original Filing in EFS. Why can t I find my Original Filing in the search affidavit/endrsement page if I enter the plicy number r named insured in the search criteria fields? The Affidavit Search initially searched fr filings that had a Named Insured beginning with the characters entered int the search criteria. The Affidavit Search by Named Insured has been enhanced. Fr example, if the named insured is West Market LLC, the search will find filings cntaining either: West Market west Market LLC West LLC Market LLC Fr best results in Searching the Affidavit/Endrsement by plicy r binder number, enter the plicy r binder number in the designated field and d nt use hyphens, backward slashes r plicy year extensins. Example: ABC , ABC/ r ABC This will bring all plicies that have the same r similar characters fr yur custmer ID number. 6/9/2009 EFS-FAQ-June 9.dc Page 15 f 25

16 15 Why is the link fr Submit Original Filing disabled? After I lg int EFS, the hme page has the Submit Original Filing plus several ther items disabled. See image belw. Hw d I submit a filing? If the permissin in the User Prfile is set as Nne r Read-nly fr Affidavits than the link fr Submit Original Filing is disabled. The permissin must be set t Read/Write t enable the link The permissin fr Filing Return cntacts is initially set t Read-nly. Please cntact yur Agency Administratr t change permissins. Please refer t the User Prfile sectin in the EFS User Manual fr additinal infrmatin. 6/9/2009 EFS-FAQ-June 9.dc Page 16 f 25

17 16 Hw d I fix a returned filing? I received an message requesting me t fix a returned filing but I dn t knw what t d after I lg in. See image belw. Click the radi buttn t the left f the plicy number called Example. This shuld highlight the cmplete rw and indicates that yur plicy is selected. Click the "View Filing" buttn. This pens up yur filing fr review. At the tp f the Filing there shuld be a message in red fnt that states "This plicy is in Filing Return because f the errrs highlighted belw". Scrll dwn t the bttm f the filing until yu see a red r yellw field. Click in it and a windw is displayed that describes the errr. Please refer t the Filing Status and Filing Returns sectin in the EFS User Manual fr additinal infrmatin. 6/9/2009 EFS-FAQ-June 9.dc Page 17 f 25

18 17 Hw d I get my EFS user lgin t file my agency s paperwrk? Click n the attached link and cmplete and fax the EFS applicatin. Once PSLA receives the cmpleted applicatin yu will receive an EFS user lgin via . 6/9/2009 EFS-FAQ-June 9.dc Page 18 f 25

19 18 Why didn t a new user receive the lgin ? I am the Agency Administratin and created a lgin ID fr a new user. The new user did nt receive the cntaining the lgin infrmatin. Why? One reasn may be that sme cmpanies have a spam filter cnfigured t blck external Internet with a return address using the internal dmain name. Internal des nt g thrugh the spam filter s this spam filter cnfiguratin typically wrks but it causes a prblem with Electrnic Filing. New users are sent an frm the Electrnic Filing System with a return address f the Agency Administratr. Fr example: If the agency administratr is and the new user is and the spam filter is cnfigured t blck external Internet using the internal dmain name; then, the spam filter will blck sent by Electrnic Filing System frm t Please cntact yur IT supprt persn if new users are nt receiving the lgin . One wrk-arund is t change the address f the Agency Administratr t anther dmain name (e.g. 6/9/2009 EFS-FAQ-June 9.dc Page 19 f 25

20 19 Hw d I cnfirm that a filing was cmpleted? I submitted a new filing. Hw d I cnfirm that Electrnic Filing System received it? Call up the Search Page, enter tday s date fr the entry date, and click Search. The Search results will list all filings entered tday fr yur custmer ID. If yu see the filing that yu submitted, than EFS received it. PLEASE NOTE: if the filing type is 1609-SLL/1609-PR, yu may view the filing but cannt revise it until PSLA has reviewed and entered the PR infrmatin. If yu view the filing befre PSLA enters the PR infrmatin, the message This filing is in Filing Review will be displayed at the tp f the page. 6/9/2009 EFS-FAQ-June 9.dc Page 20 f 25

21 20 Hw d I file an endrsement if the riginal is nt in the EFS database? Hw d I electrnically file my additinal premium endrsement (which is adding a PA lcatins) when there was n Original Filing made at the time the insured bked the placement? If a PA lcatin is add by endrsement yu will need t file an riginal filing and reprt the premium as zer. Than yu will need t file yur endrsement (s). 6/9/2009 EFS-FAQ-June 9.dc Page 21 f 25

22 21 Why can t I view my Statement f Accunt? I lg int EFS and the link t View Statement f Accunt is grey. I click n it but nthing happens. Links that are grey are typically disabled due t security. Click n Edit My Prfile and check whether the permissin t View Statement f Accunt is ON. If the permissin is OFF, please cntact yur Agency Administratr t change it. 6/9/2009 EFS-FAQ-June 9.dc Page 22 f 25

23 22 What activities shw up n my mnthly Statement f Accunt? Why des the same plicy number shw up multiple times n my mnthly Statement f Accunt? When am I charged a filing fee? Activities that impact filing fee will shw up n the Statement f Accunt. Filings submitted with an effective date n r after January 1, 2002 are subject t a flat, nn-refundable stamping fee f $ If an Agency User r PSLA User submits a new filing, a line item will be added with $15 filing fee. If an Agency User r PSLA User revises a filing, tw line items will be added. The first item credits the ld premium and filing fee and the secnd item debits the new premium and filing fee. Filings submitted with an effective n r befre December 31, 2001 are subject t a stamping f 0.5% f the grss premium. Each new filing will add a line item with a calculated stamping fee. Each endrsement with additinal r returned premium will add a line item with a calculated stamping fee. 6/9/2009 EFS-FAQ-June 9.dc Page 23 f 25

24 23 Hw d I see what was entered n an endrsement? The Plicy Histry page displays the Prperty Limit, Casualty Limit, and Premium after I submit an endrsement. Hw d I view the values that were entered when the Endrsement was submitted? Use the Search page t find the filing. Select the filing and click View Histry. Click n the Trans ID hyperlink t call up a read-nly Endrsement page. Refer t the fllwing screen shts fr details. 6/9/2009 EFS-FAQ-June 9.dc Page 24 f 25

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