ipc procedures manual

IPCProceduresManual

F L O R I D A S U R P L U S L I N E S S E R V I C E O F F I C E

December 2016

© 2018, Florida Surplus Lines Service Office. All Rights Reserved. Any reproduction, distribution, transmission, publication or use requires the prior written permission of the Florida Surplus Lines Service Office.

TABLE OF CONTENTS

1. INTRODUCTION ............................................................................................................................................................ 4

1.1. Purpose of this Document .........................................................................................................................................4

1.2. Intended Audience ....................................................................................................................................................4

1.3. FSLSO Contact Information........................................................................................................................................4

2. WHAT IS INDEPENDENTLY PROCURED COVERAGE (IPC)? ............................................................................................. 5

2.1. Statutory Requirements ............................................................................................................................................5

2.2. IPC Submission and Payment Procedures Synopsis ..................................................................................................6

3. SLIP REGISTRATION ...................................................................................................................................................... 7

3.1. IPC Registration .........................................................................................................................................................7

4. SURPLUS LINES INFORMATION PORTAL (SLIP) ............................................................................................................. 8

4.1. Initial SLIP Setup ........................................................................................................................................................8

4.2. Filing a New Policy ...................................................................................................................................................13

4.3. Filing an Endorsement .............................................................................................................................................16

4.4. Filing a Renewal .......................................................................................................................................................17

4.5. Filing a New Multistate Policy .................................................................................................................................18

4.6. Filing a Multistate Endorsement .............................................................................................................................21

5. EDITING AND CORRECTING DATA ............................................................................................................................... 22

5.1. Editing and Correcting Policy Data ..........................................................................................................................22

5.2. Editing and Correcting Transaction Data .................................................................................................................23

6. TRANSACTIONS IN QUESTION (TIQS)........................................................................................................................... 24


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7. XML BATCH FILING ...................................................................................................................................................... 26

8. IPC INVOICING AND PAYMENTS .................................................................................................................................. 26

8.1. Invoicing Information ..............................................................................................................................................26

8.2. Payment Information ..............................................................................................................................................26

8.3. Electronic Payments ................................................................................................................................................27

8.4. Delinquent Payments ..............................................................................................................................................28

9. REFUND REQUIREMENTS ............................................................................................................................................ 28

10. REPORTS ..................................................................................................................................................................... 29

10.1. SLIP Reports .............................................................................................................................................................29


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1. INTRODUCTION

The Introduction section contains the purpose of this document, copyright notice, the intended audience,and Florida Surplus Lines Service Office (FSLSO) contact information.

1.1. PURPOSE OF THIS DOCUMENT

The purpose of this document is to provide guidance to IPC filers. This document is intended to be a working document and will be updated as information changes. Any reproduction, distribution, transmission, publication or use requires the prior written permission of the Florida Surplus Lines Service Office.

1.2. INTENDED AUDIENCE

This manual was created to assist FSLSO Independently Procured Coverage (IPC) customers.

1.3. FSLSO CONTACT INFORMATION

Agent Services Phone: (800) 562-4496, Option 1 Email: [email protected] Website: www.fslso.com Address: 1441 Maclay Commerce Drive, Suite 200, Tallahassee, FL 32312

Accounting Phone: (800) 562-4496, Option 4 Email: [email protected] Website: www.fslso.com Address: 1441 Maclay Commerce Drive, Suite 200, Tallahassee, FL 32312

mailto:[email protected]

http://www.fslso.com/




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2. WHAT IS INDEPENDENTLY PROCURED COVERAGE (IPC)?

Independently Procured Coverage (IPC) is defined by Florida Statute 626.938(1) as surplus lines insuranceprocured (or caused to be procured) by an insured with an unauthorized foreign or alien insurer withoutthe use of a licensed Florida surplus lines agent.

2.1. STATUTORY REQUIREMENTS

All IPC policies are required to be filed with the Florida Surplus Lines Service Office (FSLSO) via IPC SLIP within 30 days of the effective date of the policy. Florida Statute 626.938(3) requires taxes, service fees, assessments, and surcharges to be remitted to the payees and addresses on the respective invoices 45 days following the end of the calendar quarter. The charges currently invoiced by the Florida Surplus Lines Service Office are as follows:

DFS SURPLUS LINES TAX

All policies applicable 5%

FSLSO SERVICE OFFICE FEE

All new and renewal policies (and subsequent endorsements) with an effective date on or after April 1, 2017

0.1%

All new and renewal policies (and subsequent endorsements) with an effective date between April 1, 2016 - March 31, 2017

0.15%


0.175%


0.2%

All new and renewal policies (and subsequent endorsements) with an effective between from April 1, 2007 - March 31, 2013

0.1%


0.2%


0.25%

All new and renewal policies (and subsequent endorsements) with an effective date prior to April 1, 2004

0.3%


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FLORIDA HURRICANE CATASTROPHE FUND ASSESSMENT

All new and renewal policies (and subsequent endorsements) with an effective date on or after January 1, 2015 0%

All new and renewal policies (and subsequent endorsements) with an effective date between January 1, 2011- December 31, 2014

1.3%

All new and renewal policies (and subsequent endorsements) with an effective date between January 1, 2007 - December 31, 2010

1%

EMPA SURCHARGE

Certain residential property policies effective January 1, 2006 and beyond $2.00

Certain commercial property policies effective January 1, 2006 and beyond $4.00

CITIZENS ASSESSMENT

All new and renewal policies (and subsequent endorsements) with an effective date on or after July 1, 2015

0%

Emergency Assessment All new and renewal policies (and subsequent endorsements) with an effective date between July 1, 2011 - June 30, 2015

1%

Emergency Assessment All new and renewal policies (and subsequent endorsements) with an effective date between December 15, 2008 - June 30, 2011.

1.4%

Regular Assessment All new and renewal policies (and subsequent endorsements) with an effective date between January 1, 2006 - December 31, 2006

6.84%

IPC policies are coverages written without the use of a licensed and appointed Florida surplus lines agent. The Florida Insurance Code states that a Florida general lines agent must utilize a licensed and appointed Florida surplus lines agent if coverage is placed through an eligible surplus lines insurer. Furthermore, Florida Statute 626.901(d) states “Independently procured coverage written pursuant to S.626.938 is not solicited, marketed, negotiated, or sold in this state.”

2.2. IPC SUBMISSION AND PAYMENT PROCEDURES SYNOPSIS

The following steps detail the requirements for all IPC filers in order to maintain compliance with Florida Statutes:


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1. File policy information with FSLSO via the Surplus Lines Information Portal (SLIP) (online filingweb portal).

2. Payments can be remitted by check or ACH (in SLIP under the Invoicing tab). Payments made bycheck for the taxes, service fees, FHCF assessments, EMPA surcharges, and Citizens assessmentsshould be made payable to the individual entity and mailed to the address listed at the bottomof the invoices (remitting a copy of the policy is not required).

Please note that separate payments are required for each type of invoice. Payments for invoices of the same type (paid to the same entity) can be combined into one check.

3. SLIP REGISTRATION

Each Independently Procured Coverage filer must register with FSLSO via the Surplus Lines InformationPortal (SLIP) prior to reporting policy data. Agents should not use the IPC filing method as a means toavoid licensure as a non-resident agent if, as a matter of business practice, they are soliciting or writingbusiness in Florida. Per Florida Statute 626.938, the insured is responsible for completing the onlinepolicy filing and remitting all applicable taxes, service fees, assessments, and surcharges within thetimeframes referenced in the statute.

3.1. IPC REGISTRATION

To register with IPC SLIP, access the FSLSO website and select the SLIP Login under File or directly access SLIP here. To complete the IPC registration process, follow the instructions below.

1. On the SLIP login page, click Register and select Yes when the system prompts the question “Areyou a risk manager or policyholder and have directly procured surplus lines insurance?”

2. Select either Individual or Company. Select Individual if you are an individual insured filing anIPC transaction. Select Company if you are representing a company reporting an IPCtransaction.

3. Next, enter the following information and select the Register button upon completion.

IPC Registration Information

Username First and Last Name Email Address

Phone Number Mailing Address Physical Address

4. Once registration is successfully completed, the email address entered during registration willreceive an email with the IPC SLIP username and system generated password. The user must login using the password provided in the email; however, the password can be changed after theinitial log in. To do so, navigate to the User Admin tab on the menu bar and select Change


https://slip.fslso.com/portal/Common/login.aspx?ReturnUrl=%2fportal


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Password. Make the necessary changes, and click Save. The next time the user logs into SLIP, they will use the new password.

4. SURPLUS LINES INFORMATION PORTAL (SLIP)

The FSLSO uses the Surplus Lines Information Portal (SLIP) to collect policy data and calculate surpluslines taxes, fees, and assessments. SLIP can be accessed by visiting the FSLSO website and selecting SLIPLogin under File or directly access SLIP here.

4.1. INITIAL SLIP SETUP

4.1.1. LOG IN

To log into IPC SLIP, enter the SLIP account username and password and click the Login button.

In the event of a forgotten password, the IPC SLIP login page allows the user to request his or her password be reset by clicking the Forgot Password link, entering the email address associated with his or her account, and clicking the Submit button. The system will automatically send an email to the email address associated with that account with a SLIP password reset link.

In addition, the user can view the SLIP terms and conditions on the login page. By logging into IPC SLIP, users are agreeing to the terms and conditions.

4.1.2. SLIP HOME PAGE

The SLIP Home page is the main screen of IPC SLIP. The username and policy filer associated with the account is displayed above the menu bar. This is to ensure the user is logged into the correct account.

To access the functions in SLIP, use the navigation menu tabs located at the top of the screen. The navigation menu tabs and its purpose are as follows:

Home brings the user to the IPC SLIP home page.

Policy allows the user to search for existing policies, file new policies, file renewals, addendorsements, upload batch files, file new multistate policies if effective 7/1/2011 –6/30/2012 or greater than 5/31/2016, and manage TIQs.

Reports provides SLIP reports and Billing reports.

Invoicing allows the user to pay their invoices via ACH.

User Admin allows the user to go to the Settings screen, change a password and add or edituser data.

Help provides the user with detailed, context-sensitive SLIP support.


https://slip.fslso.com/portal/Common/login.aspx?ReturnUrl=%2fportal


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Logout will end the SLIP session.

The SLIP Inbox, located in the upper right, top corner of SLIP (envelope), is designed solely for the FSLSO to send communications to the policy filer. It does not function like an email system so the user will not be able to send information back to the FSLSO through the inbox.

4.1.3. SLIP USERS

The security structure of SLIP allows IPC filers to create SLIP accounts for users who file data on their behalf. To grant other office staff members’ permission to file, edit or view policies, the registered IPC filer will add additional users under the registered SLIP account.

4.1.3.1. NEW SLIP USER

To add a new SLIP user, select User Data from the User Admin tab on the SLIP menu bar. To complete the addition of a SLIP user, follow the instructions below.

1. Click the Add New User button and enter the user’s information in the required fields.

2. Select the appropriate security role for the new user from the Security Info radio buttons.

a. The Administrator role provides access to all areas of SLIP. This role allows the userto add, edit and view all policy data, and add, delete or edit SLIP user accounts.

b. The Edit & View role allows the user to add, edit, and view policy data. This roleprohibits adding or deleting SLIP user accounts.

c. The View role restricts the user’s ability to input or edit data.

3. In addition to role assignment, the preferred billing report format must be selected.Reports can be provided in PDF or CSV formats.

4. Click the Save button. A Task Accomplished window will display, select OK to proceed.SLIP will send the new user a system generated password to the email address provided.Remember, this password can be changed under the User Admin tab after the user’sinitial log in.

4.1.3.2. UPDATE SLIP USER

To update an existing SLIP user, in the User Admin tab on the SLIP menu bar, select User Data and click the Edit button next to the user’s name. To edit a SLIP user, follow the instructions below.

1. The User Details section displays the highlighted user’s information.

2. Scroll to the bottom of the page and click Edit.

3. Make the necessary modifications, then click Save.


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4. A Task Accomplished window will display and select OK to proceed.

4.1.3.3. DELETE SLIP USER

Only users with the Administrator role can delete a user. To delete an existing SLIP user, hover over the User Admin tab, select User Data and click the Edit button next to the user’s name. To remove a SLIP user, follow the instructions below.

1. The User Details section displays the highlighted user’s information.

2. Click the Delete button and select OK on the warning message to successfully delete theuser.

3. A Task Accomplished window will display and select OK to proceed.

Please note: A user with administrative permissions may change any of the information for users associated with that administrator’s account, with the exception of changing user passwords. Only users may change their own passwords. Individual users without the administrator permission have the ability to edit their individual contact information without the administrator’s permission, but do not have access to edit the administrator’s or any other user’s accounts.

4.1.4. CHANGE PASSWORD

The Change Password page under the User Admin tab allows the user to change their SLIP password. To change the user password, enter the old password and new password twice, then select the Save button.

4.1.5. SETTINGS

The Settings page under the User Admin tab is used to customize the insurance companies and insureds that will appear in the drop down menus when reporting policy data. Additionally, the billing contact information associated with the SLIP accounts is housed in the Settings page. These items must be complete prior to reporting your first policy.

4.1.5.1. INSURER ASSIGNMENT

The Insurer Assignment section allows users to manage insurance companies commonly used when reporting policies. To assign insurers, navigate to the User Admin tab, select Settings, and follow the instructions below.

1. In the Florida Eligible Insurer Assignment panel, click the Edit button.

2. Highlight the insurer(s) in the Available Insurers box you wish to use.

3. Move the highlighted companies to the Selected Insurers box using the right pointingarrow.


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a. You may move all available insurers by using the double right arrow. You may alsoremove insurers from the Selected Insurers by highlighting them and moving themback to the Available Insurers using the left pointing arrow. You may move allselected insurers by using the double left arrow.

4. Once you have made your selections, click Save.

4.1.5.2. BILLING CONTACT

The Billing Contact is the individual responsible for receiving accounting notifications generated by FSLSO. FSLSO sends email notifications for payment reminders, payment confirmations, delinquent payments, finance charge statements, and ACH return payments; therefore it is very important the billing contact’s email address is kept current.

4.1.5.2.1. NEW BILLING CONTACT

To add a billing contact, select Settings from the User Admin tab on the SLIP menu bar. To complete the addition of a billing contact, follow the instructions below.

1. Click the New button in the Billing Contacts section of the page.

2. Next, enter the following information and select the Save button upon completion.

4.1.5.2.2. UPDATE BILLING CONTACT

To update an existing billing contact, under the User Admin tab on the SLIP menu bar, select Settings and click the Edit button next to the billing contact’s name. To edit a billing contact, follow the instructions below.

1. Once the Edit button next to the billing contact is selected, a Billing ContactInformation window will appear.


3. A window will display stating your changes have been saved successfully, select OK toproceed.

Billing Contact Information

First and Last Name Email Address

Address Phone Number


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4.1.5.2.3. DELETE BILLING CONTACT

To delete an existing billing contact, under the User Admin tab, select Settings and click the Edit button next to the billing contact’s name. To remove a billing contact, follow the instructions below.

1. Once the Edit button next to the billing contact is selected, a Billing ContactInformation window will appear.

2. Click the Delete button and select OK on the message warning to delete theinformation.


4.1.5.3. INSURED INFORMATION

The Insured Information section allows users to store insured information for use on future filings. This feature allows the user to submit multiple transactions for the same insured without having to re-enter the insured information each time.

4.1.5.3.1. NEW INSURED

To add a new insured, select Settings from the User Admin tab on the SLIP menu bar. To complete the addition of an insured, follow the instructions below.

1. Click the New button in the Insured Information section of the page.

2. Next, enter the following information and select the Save button upon completion.

4.1.5.3.2. UPDATE INSURED

To update an existing insured name and contact information, under the User Admin tab on the SLIP menu bar, select Settings and click the Edit button next to the insured’s name. NOTE: Editing insured information on the Settings page will update the insured’s information for all transactions submitted for the insured. To edit an insured, follow the instructions below.

1. Once the Edit button next to the insured name is selected, an Insured Informationwindow will appear.

Insured Information

Insured Name Contact Person Email Address

Phone Number Address


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4.1.5.3.3. DELETE INSURED

To delete an existing insured name and contact information, under the User Admin tab, select Settings and click the Edit button next to the insured’s name. NOTE: If transactions have been reported to the FSLSO using an insured stored in the Insured Information section, that insured cannot be deleted. To remove an insured, follow the instructions below.

1. Once the Edit button next to the insured’s name is selected, an Insured Informationwindow will appear.

2. Click the Delete button and select OK on the message warning to delete theinformation.


4.2. FILING A NEW POLICY

To file a new policy, select New Policy from the Policy tab on the menu bar.

4.2.1. POLICY INFORMATION

To enter the required policy information, follow the instructions below.

1. Enter the Policy Number.

2. Enter the Insured Name.

a. SLIP provides the ability to store insured information that can be used in futuresubmissions. If the insured does not appear in the drop down menu, click the Add NewInsured link, complete the required information, and click the Save button.

3. Enter the Zip Code of Risk.

4. Select the County of Risk.

a. The County of Risk will automatically populate if a valid Florida zip code is entered. Ifthe policy covers multiple counties, the user can select Multiple Counties from thedropdown.

The Comments field is optional.

Once the Policy Information section is complete, click Next.


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4.2.2. COVERAGE INFORMATION

After the required policy level information has been entered, the user will enter coverage information.

1. Coverage Code

a. To view a list of all coverage codes, click here.

2. Tax Status

a. Tax exempt IPC policies are required to be submitted to FSLSO.

b. To view a list and explanations of all Tax Statuses, click here.

c. Note: Tax Status 2 – Governmental should only be selected if the insured is a federal orstate municipality or its agencies or a county or municipality.

4.2.3. TRANSACTION INFORMATION

After the coverage information has been entered, the user will enter transaction information. The following fields are required at the transaction level.

1. Transaction Type

Select the transaction type from the drop down menu. SLIP performs a check and balanceto ensure that transactions are filed in the correct order. For that reason, the FSLSO usestransaction types to define the type of transaction filed and to allow the system todetermine whether the transaction will result in positive or negative amounts. Thetransaction types for new policies are as follows:

Type 1 – New Business

Type 5 – Renewal

2. Effective Date

Enter the effective date of the new business or renewal transaction. The expiration dateautomatically prefills one year from the effective date entered. This date can be edited.

3. Billing Contact

Select the billing contact from the drop down menu. If the applicable billing contact doesnot appear in the drop down selection, click the Add Billing Contact link, complete therequired information, and click Save. Should the billing contact’s information need to beupdated, select the Edit Billing Contact link, make the necessary modifications, and clickSave.

http://www.fslso.com/Estimate/CoverageCodes

http://www.fslso.com/Estimate/TaxStatusCodes


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4. Insurer

Select the insurer from the drop down menu. Remember, only insurers that you added inthe Settings page will display in the drop-down list. If the insurer listed on the policy is notavailable in the drop down menu, they may be added by selecting the Modify Insurer List linkand following the steps outlined in the Insurer Assignment section of this manual. If theinsurer is not on Florida’s Eligible Insurer List, please select Other Surplus Lines Insurer.

5. Premium

Enter the premium amount for the transaction. Do not use dollar signs ($) or commas (,).Note: Florida premium should include any policy or inspection fees. The premium should notinclude the taxes, service fees, FHCF assessment, Citizens assessment or EMPA surcharge.These charges are calculated automatically by IPC SLIP.

The Comment field is optional.

Once the Coverage and Transaction Information sections are complete, click Next.

4.2.4. REVIEW

Prior to submitting the policy and transaction information, SLIP will display the Review page. This page allows the user the opportunity to review policy and transaction data for accuracy.

The Review page is comprised of two sections: Policy Information and Coverage and Transaction Information. The user may edit data within any of the two sections by selecting Edit in the applicable section. When the data has been reviewed and is correct, click the Submit button. Please note that the policy data is not saved until you click Submit. A Task Accomplished window will display, select OK.

4.2.5. CONFIRMATION OF FILING

Following the submission of the policy transaction data, the Policy Information and Transaction Details screen displays your newly reported policy information and transaction details.

In the Transaction Details section, the confirmation number for the new business or renewal transaction is displayed. The confirmation number is proof that the filing was received by the FSLSO.

The confirmation number indicates whether the transaction has been accepted or questioned. Confirmation numbers that begin with the letter “A” are accepted while those starting with the letter “Q” are received but questioned because they did not meet one or more system business rules. These transactions are known as transactions in question (TIQs). This type of transaction needs to be addressed as soon as possible and corrected. Certain transactions that are questioned will not be invoiced or credited until they are corrected. Additional information concerning TIQ’s can be found in the Transactions in Question section of this manual.


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4.3. FILING AN ENDORSEMENT

To file an endorsement on a previously reported new or renewal policy filed prior to July 1, 2011, contact FSLSO at (800) 562-4496, Option 4 or email [email protected].

To file an endorsement on a previously reported new or renewal policy filed on or after July 1, 2011, follow the instructions below.

1. Select Endorsement|Other from the Policy tab.

2. Enter the previously reported policy number or other search criteria in the applicable field(s)and click Search or use the enter key.

3. Click the Add Transaction link next to the applicable policy.

4. Select the Coverage Code and Tax Status. If only one coverage code and tax status haspreviously been filed for the policy, these fields will automatically populate. If you need to selecta new coverage code or tax status, simply click on the applicable dropdown and choose thenecessary coverage. To view a list all coverage codes, click here.

5. Select the Transaction Type.

Type 2 - Additional Premium

Type 3 - Return Premium

o When filing a return premium endorsement you will need to provide supportingdocumentation of the credit. This information is located at the bottom of thetransaction screen.

Type 4 – Cancellation

o When filing a cancellation endorsement you will need to provide supportingdocumentation of the credit. This information is located at the bottom of thetransaction screen.

Type 6 – Reinstatement

o Only use this transaction type when a cancellation transaction has been filed andthere was time out of force.

6. Enter the Effective Date of the endorsement, not the original effective date of the policy. Thepolicy expiration date is prefilled based on the new business or renewal transaction. This datecan be edited.

7. Select the Billing Contact.

a. If the applicable billing contact does not appear in the drop down selection, click the AddBilling Contact link, complete the required information, and click Save. Should the billingcontact’s information need to be updated, select the Edit Billing Contact link, make thenecessary modifications, and click Save.




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8. The Insurer field will prefill with the previously filed insurer on the new business or renewaltransaction. This can be edited if necessary.

a. If the insurer listed on the policy is not available in the drop down menu, they may beadded by selecting the Modify Insurer List link and following the steps outlined in theInsurer Assignment section of this manual. If the insurer is not on Florida’s Eligible InsurerList, please select Other Surplus Lines Insurer.

9. Enter the endorsement Premium amount including any fees charged to the insured such aspolicy and inspection fees.

10. Click Submit.

11. A Task Accomplished window will display, select OK to proceed.

12. The Policy Information and Transaction Details screen will appear displaying the recently filedtransaction and previously filed transaction(s).

4.4. FILING A RENEWAL

A renewal occurs when the conditions of a previous policy will remain in effect for another specified period of time. To file a renewal on an existing policy, follow the instructions below.

1. Select Renewal from the Policy tab.

2. Enter the previously reported policy number and click Search or use the enter key.

a. If you do not know the exact policy number, click the Advanced Search link to locate thepreviously submitted policy using a number of search criteria. Click the Search button oruse they enter key.

3. If necessary, update any of the Policy Information fields that have changed for the renewal.Click Next.

4. Select the Coverage Code and Tax Status. If only one coverage code and tax status haspreviously been filed for the policy, these fields will automatically populate.

a. Since this is a renewal of a previously filed policy, the coverage code and tax status shouldremain the same. Verify that the coverage code and tax status are correct. If the coveragecode or tax status has changed, simply click on the applicable dropdown and select thecoverage code and/or tax status.

5. Enter the transaction Effective Date of the renewal. The policy expiration date automaticallyprefills one year from the effective date entered. This date can be edited.




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7. The Insurer field will prefill with the previously filed insurer on the new business or renewaltransaction. This can be edited if necessary.


8. Enter the Premium amount including any fees charged to the insured such as policy andinspection fees.

9. Click Next.

10. Use the Review screen to make any applicable modifications. If all information is correct, clickthe Submit button.


12. The Policy Information and Transaction Details screen will appear displaying the recently filedrenewal transaction.

4.5. FILING A NEW MULTISTATE POLICY

Multistate transactions with an effective date between July 1, 2011 and June 30, 2012 or greater than May 31, 2016 where Florida is the home state of the insured must be filed in FSLSO SLIP. To file a new multistate policy, select New Multistate Policy from the Policy tab on the menu bar, and enter the effective date of the policy. Multistate policies effective July 1, 2012 through May 31, 2016 where Florida is the home state must be filed with the Clearinghouse.

4.5.1. POLICY INFORMATION

To enter the required policy information, follow the instructions below:

1. Enter the Effective Date of the policy.

2. Enter the Policy Number.

3. Enter the Insured Name.

a. SLIP provides the ability to store insured information that can be used in futuresubmissions. If the insured does not appear in the drop down menu, click the Add NewInsured link, complete the required information, and click the Save button.

4. Enter the Zip Code of Risk.

5. Select the County of Risk. The County of Risk will automatically populate if a valid Florida zipcode is entered. If the policy covers multiple counties, the user can select Multiple Countiesfrom the dropdown.


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Once the Policy Information section is complete, click Next.

4.5.2. COVERAGE AND TRANSACTION INFORMATION

After the required policy level information has been entered, the user will enter coverage and transaction information.

1. Coverage Code

a. To view a list all coverage codes, click here.

2. Tax Status

a. Tax exempt IPC policies are required to be submitted to FSLSO.

b. To view a list and explanations of all Tax Statuses, click here.

c. Note: Tax Status 2 – Governmental should only be selected if the insured is a federal orstate municipality or its agencies or a county or municipality.

3. Transaction Type

Select the transaction type from the drop down menu. SLIP performs a check and balanceto ensure that transactions are filed in the correct order. For that reason, the FSLSO usestransaction types to define the type of transaction filed and to allow the system todetermine whether the transaction will result in positive or negative amounts. Thetransaction types for new policies are as follows:

Type 1 – New Business

Type 5- Renewal

4. Effective Date

The transaction effective date automatically prefills with the effective date entered whenselecting New Multistate Policy.

5. Billing Contact

Select the billing contact from the drop down menu. If the applicable billing contact doesnot appear in the drop down selection, click the Add Billing Contact link, complete therequired information, and click Save. Should the billing contact’s information need to beupdated, select the Edit Billing Contact link, make the necessary modifications, and clickSave.



http://www.fslso.com/Estimate/TaxStatusCodes


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6. Total Premium

Enter the total premium amount for the transaction. Do not use dollar signs ($) or commas(,). Note: Florida premium should include any policy or inspection fees. The premium shouldnot include the taxes, service fees, FHCF assessment, Citizens assessment or EMPA surcharge.These charges are calculated automatically by IPC SLIP.

7. Insurer

Select the insurer from the drop down menu. Remember, only insurers that you added inthe Settings page will display in the selection. If the insurer listed on the policy is notavailable in the drop down menu, they may be added by selecting the Add Insurers link andfollowing the steps outlined in the Insurer Assignment section of this manual. If the insureris not on Florida’s Eligible Insurer List, please select Other Surplus Lines Insurer.

8. Add New State Allocation

Multistate policies require the user to enter the home state and each state that contains riskand the associated premium. This allows SLIP to calculate the correct taxes for eachallocation state because Florida uses the tax rate of the state of exposure when calculatingthe taxes.

1. To allocate premium, select the (+) Add/Remove States or Territories to activate theallocation grid.

2. Select the state from the Available States list and move the appropriate states to theSelected States list and click Save.

3. Enter the premium allocation for each state.

The allocated premium totals must equal the premium entered in the Total Premium field. Once all applicable states have been entered, select Next to proceed to complete the filing.

4.5.3. REVIEW

Prior to filing the policy transaction information, SLIP will display the Review page. This page allows the user the opportunity to review policy and transaction data for accuracy.

The Review page is comprised of two sections: Policy Information and Coverage and Transaction Information. The user may edit data within any of the two sections by selecting Edit in the applicable section. When the data has been reviewed and is correct, click the Submit button. Please note that the policy data is not saved until you click Submit. A Task Accomplished window will display, select OK.

4.5.4. CONFIRMATION OF FILING

Following the submission of the policy transaction data, the Policy Information and Transaction Details screen displays your newly reported policy information and transaction details.


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In the Transaction Details section, the confirmation number for the new business or renewal transaction is displayed. The confirmation number is proof that the filing was received by the FSLSO.

The confirmation number indicates whether the transaction has been accepted or questioned. Confirmation numbers that begin with the letter “A” are accepted while those starting with the letter “Q” are received but questioned because they did not meet one or more system business rules. These transactions are known as transactions in question (TIQs). This type of transaction needs to be addressed as soon as possible and corrected. Certain transactions that are questioned will not be invoiced or credited until they are corrected. Additional information concerning TIQ’s can be found in the Transactions in Question section of this manual.

4.6. FILING A MULTISTATE ENDORSEMENT

To file an endorsement on a previously reported new or renewal policy filed prior to July 1, 2011, contact FSLSO at (800) 562-4496, Option 4 or email [email protected].

To file an endorsement on a previously reported new or renewal multistate policy filed between July 1, 2011 and June 30, 2012 or greater than May 31, 2016, follow the instructions below.

1. Select Endorsement|Other from the Policy tab.

2. Enter the previously reported policy number or other search criteria in the applicable field(s)and click Search or use the enter key.

3. Click the Add Transaction link next to the applicable policy.

4. Select the Coverage Code and Tax Status. If only one coverage code and tax status haspreviously been filed for the policy, these fields will automatically populate.

5. Select the Transaction Type.

a. Additional Premium

b. Return Premium - when filing a return premium endorsement you will need to providesupporting documentation of the credit. This information is located at the bottom of thetransaction screen.

c. Cancellation - when filing a cancellation endorsement you will need to provide supportingdocumentation of the credit. This information is located at the bottom of the transactionscreen.

d. Reinstatement - only use this transaction type when a cancellation transaction has beenfiled and there was time out of force.

6. Enter the transaction Effective Date of the endorsement, not the original effective date of thepolicy.



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7. The Policy Expiration Date automatically prefills with the expiration date previously filed on thenew business or renewal transaction.



9. Enter the Total Premium amount including any fees charged to the insured such as policy andinspection fees.

10. The Insurer field will prefill with the previously filed insurer on the new business or renewaltransaction.


11. Enter the state allocation(s) by using the (+) Add/Remove States or Territories button. Select thestates from the Available States list and move them over to the Selected States list using thearrows and click Save. Enter the premium allocation for each state.

12. Click the Submit button.

13. A System Notice window will display, select OK to proceed.


15. The Policy Information and Transaction Details screen will appear displaying the recently filedtransaction.

5. EDITING AND CORRECTING DATA

Since data entry errors can occur, SLIP allows users to correct policy and transaction information once atransaction has been filed for both multistate and single state.

5.1. EDITING AND CORRECTING POLICY DATA

To edit policy data on a previously reported transaction, follow the instructions below.

1. Select Search Policy from the Policy tab.

2. Enter the previously filed policy number or other search criteria in the applicable field(s) andclick Search or use the enter key.

3. Select the View link.


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4. In the Policy Information section, click the Edit button and make the necessary changes.

5. Click the Save button.

6. A Task Accomplished window will display, select OK.

To change the insured name on a single policy, follow the instructions below.




4. In the Policy Information section, click the Edit button, select the insured from the drop down,and click Save.

a. If the insured does not appear in the drop down menu, click the Add Insured link, completethe required information, and click Save.


To change the insured name or contact information for all policies associated with the insured, follow the instructions below.




4. In the Policy Information section, click the Edit button.

5. Select the Edit Insured link, update the insured name and/or contact information, and click Save.

a. Note: Editing the insured name and/or contact information using the Edit Insured link willupdate the insured information for all policies associated with this insured.


5.2. EDITING AND CORRECTING TRANSACTION DATA

To edit data on a previously filed transaction, follow the instructions below.





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4. In the Transaction Details section, click the Edit button next to the confirmation number for theapplicable transaction.

5. Next, click the Edit button at the bottom of the screen and make the necessary changes.


7. A System Warning window will display, select OK to proceed.


Modifications to transaction data will create a reverse transaction which is displayed in the Transaction Details section of the filing.

To remove a transaction from the policy that was filed in error, follow the instructions below.





5. Next, click the Backout button.

6. A message will appear verifying the backout. Click OK.


Backing out the transaction will create a reverse transaction which is displayed in the Transaction Details section of the policy.

6. TRANSACTIONS IN QUESTION (TIQS)

A Transaction in Question, or TIQ, is a transaction that has been received by FSLSO but has not yet beenaccepted and possibly not invoiced. If you receive a confirmation number that begins with a “Q” pleasemake the necessary corrections to the transaction filing or contact FSLSO if you need assistance.Common TIQs include the following:


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Transactions in Question (TIQs)

Standalone Type 2 Transaction (SA2): This TIQ occurs when an additional premium, return premium or cancellation endorsement has been filed and there is no existing new business or renewal transaction filing. This TIQ will also occur when the new business or renewal transaction has been backed out, leaving only endorsements.

Tax Status 2 (TS2): Due to the tax and fee exemption status, all transactions submitted with tax status 2 (non-taxable state/government) are questioned. Verification of exemption by an FSLSO staff member is required before the questioned transaction can be accepted.

Unbalanced Return Policy Fees (URF) A transaction will be questioned if the policy fees submitted with a return premium endorsement or a cancellation are greater than the total policy fess submitted for the policy.

Unbalanced Return Premium (URP) This TIQ indicates that a return premium endorsement or cancellation transaction is submitted with a premium that is greater than the total premium submitted for the policy.

New Business or Renewal (NBR) This TIQ occurs when a new business and a renewal transaction have been filed with the same effective date.

Tax Status 4 (TS4) Due to the tax exemption status, all transactions submitted with tax status 4 (hospital alliance) are questioned. Verification of exemption by an FSLSO staff member is required before the questioned transaction can be accepted.

Extends Policy Expiration Date (EE2) This TIQ occurs when an endorsement is filed that extends the policy expiration date for more than 364 days.

Future Effective Date (FED): Transactions that are submitted more than six months in advance of the effective date are questioned in order to verify the validity of the effective date.

Tax Status 5 (TS5) All transactions submitted with a tax status 5 are questioned. This tax status is for unique risks that are exempt from all taxes, fees, assessments and surcharges but are required to be filed because they bear premium. FSLSO staff will verify the exemption before accepting the questioned transaction.


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To correct a TIQ in SLIP, follow the instructions below.

1. Select Manage TIQs from the Policy tab.

2. Select the View link for the applicable transaction in question.


4. Next, click the Edit button at the bottom of the screen and make the necessary changes.


6. A System Warning window will display advising the edit will create a backout and correctiontransaction, select OK to proceed.


7. XML BATCH FILING

IPC SLIP provides policy filers the ability to report a high volume of policies in a single submission. SLIPallows the user to upload multiple policies in batches using an XML based format.

Many agency management systems provide the capability to export the required data elements in amanner that can be easily converted to the FSLSO XML format. For copies of the batch filing manual,schema, and sample files, please contact FSLSO Tech Support at [email protected] or call (800) 562-4496, Option 3.

8. IPC INVOICING AND PAYMENTS

8.1. INVOICING INFORMATION

8.1.1. QUARTERLY INVOICE

Effective July 1, 2016, IPC quarterly invoices will be accessible in SLIP. Within 7 days following end of the calendar quarter, a link to the invoices will be available in each SLIP user’s inbox. A link to the billing report, which lists all of the transactions being invoiced, is also available in the SLIP user’s inbox. A system email will be distributed to all associated users for the SLIP account for which an invoice was generated providing notification that invoices and billing reports are available in SLIP. Invoices can also be viewed by navigating to the View Invoices screen located under the Invoicing tab in SLIP.

8.2. PAYMENT INFORMATION

All IPC payments are due 45 days following the end of the calendar quarter in which the transaction was submitted.



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Visit the FSLSO Tax/Fee/Assessment Table to view the current charges invoiced by FSLSO.

Use the FSLSO Tax/Fee/Assessment Estimator to estimate charges prior to filing the transaction.

8.2.1. PAYMENT ADDRESSES

Separate payments are required for each type of invoice. Payments for invoices made payable to the same entity can be combined into once check.

Invoice Type Make Payable To

DFS Surplus Lines Tax Florida Department of Financial Services

FSLSO Service Office Fee Florida Surplus Lines Service Office

Florida Hurricane Catastrophe Fund Assessment (FHCF)

Florida Hurricane Catastrophe Fund

Citizens Assessment Citizens Property Insurance Corp.

EMPA Surcharge Florida Division of Emergency Management

8.3. ELECTRONIC PAYMENTS

Electronic ACH payments for IPC transactions can be submitted securely through SLIP by selecting Pay Invoices from the Invoicing tab on the menu bar. IPC filers may enter bank account information each time an electronic payment is made or have the option to save their bank account information in SLIP for future use. The invoices are automatically grouped together based on each invoice type. However, SLIP does not allow partial payments and will not allow a user to pick individual invoices to pay.

IPC Payments

FSLSO P.O. Box 864593 Orlando, FL 32886-4593

Overnight Address:

Wells Fargo Bank Lockbox #864593 11050 Lake Underhill Road Orlando, FL 32825

http://www.fslso.com/Estimate/TaxFeeAssessmentTables

http://www.fslso.com/Estimate/Estimator


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8.4. DELINQUENT PAYMENTS

All delinquent invoices are subject to statutory interest penalties under Florida Statute 626.938(5). The insured will be notified of all delinquent invoices submitted on their behalf. Unpaid balances will be referred to the appropriate state agencies for administrative and/or civil action, per Florida Statute 626.938(6).

9. REFUND REQUIREMENTS

IPC refunds can be requested by utilizing the IPC Refund Request Form on our website.

IPC credit invoices may be applied to other outstanding IPC invoices, or refunded directly to the insured. If the agency has already refunded the monies to the insured, the refunds can be issued directly to the agency upon receipt of item number four below.

The following documentation is required to process IPC tax, service fee, Citizens assessment, EMPA surcharge, and Florida Hurricane Catastrophe Fund (FHCF) assessment refunds:

1. A written refund request (i.e., cover letter or email) explaining the reason for the refund(s).

2. A copy of the credit invoice(s) to be refunded.

3. A copy of the return premium endorsement issued by the insurance company or supportingdocumentation indicating a credit amount is due.

4. Proof that the agency has refunded the taxes, fees, assessments and surcharges to the insured(Note: This is only required if the refunds are being issued to the insurance agency in lieu of theinsured).

5. Refund application(s) for the charge(s) being refunded.

Original signatures on the applications are required to process the refunds. Completed refund documentation should be mailed to the address below or emailed to [email protected].

FSLSO Attn: Accounting 1441 Maclay Commerce Drive, Suite 200 Tallahassee, FL 32312



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All IPC refunds are processed by FSLSO within 30 days of the receipt of the refund documentation. Refunds are issued by the agencies below four to six weeks from the receipt date:

Invoice Type Issued By

Taxes Florida Department of Financial Services

Service Fees Florida Surplus Lines Service Office

Florida Hurricane Catastrophe Fund Assessments (FHCF)

State Board of Administration

Citizens Assessments Citizens Property Insurance Corp.

EMPA Surcharges Florida Division of Emergency Management

10. REPORTS

10.1. SLIP REPORTS

Reports allow users to monitor a variety of information that is designed to help IPC filers track their business and maintain compliance within the industry. Prior to generating SLIP reports, the user must have the pop-up blocker disabled to view the reports.

10.1.1. LATE TRANSACTION

The Late Transaction Report provides a list of transactions submitted that exceed the 30 filing requirement. To generate a Late Transaction Report, follow the instructions below.

1. From the Reports tab select Generate Reports.

2. Select Late Transaction from the drop down menu.

3. Select the appropriate date period from the selections provided or enter a submission daterange.

4. Next, select the transaction type(s).

5. Select the report type.

6. Click the Print button. Make sure your pop-up blocker is disabled prior to clicking Print.

The transactions displayed are sorted by submit date in ascending order.


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10.1.2. SUBMISSION RESPONSE

The Submission Response Report provides a list of transactions filed during a specified submission date range. To generate a Submission Response Report, follow the instructions below.


2. Select Submission Response from the drop down menu.


4. Next, select the report type.

5. Click the Print button.

The transactions displayed are sorted by submission name and submission date in ascending order.

10.1.3. TRANSACTION

The Transaction Report provides a list of transactions, the associated premium, taxes, service fee and assessments submitted by the policy filer during a selected or specified submission date range. To generate a Transaction Report, follow the instructions below.


2. Select Transaction from the drop down menu.

3. Select whether to base the report on Submit Date or Effective Date.


5. Select whether the report will display the multistate tax breakout or not display themultistate tax breakout.

6. Select whether the report will display the transactions by billing contact, agent or insurer.



10.1.4. TRANSACTIONS IN QUESTION

The Transactions In Question Report provides a list of questioned transactions during a specified submission date range or all questioned transactions. To generate a Transactions In Question Report, follow the instructions below.


2. Select Transactions In Question from the drop down menu.

3. Enter a submission date range or select All TIQs.


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10.1.5. ACCEPTED TIQS

The Accepted TIQs Report provides a list of all transactions that were originally questioned and subsequently accepted. The report provides the date the transaction was accepted and the original reason(s) the transaction was questioned. To generate an Accepted TIQs Report, follow the instructions below.


2. Select Accepted TIQs from the drop down menu.

3. Enter a submission date range.



10.1.6. BILLING REPORT

The Billing Report provides a list of transactions filed and invoiced for a selected quarter. NOTE: Questioned transactions that are not invoiced are not included on the Billing Report. To generate a Billing Report, follow the instructions below.


2. Select Billing Report from the drop down menu.

3. Select the applicable quarter.

4. Select whether the report will display the multistate tax breakout or not display themultistate tax breakout.



The transactions displayed are sorted by submit date in ascending order.

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