January 26, 2017

Batch Filers

During that last quarterly submission process we had several batch filers who had their file rejected but did not receive the email notification from our office.  After reviewing the batch files in question we determined the rejection response was directed to an email of an individual who had left the company.  The batch file when initially created by the user(s) includes a specific email address flagged as the submission contact in all XML files submitted to us. This is the email address that submission responses/rejections are sent to.  It is the one listed in the section starting as:

<Contact ContactType="SubmissionContact">

Or

<Contact ContactType="Both">

To address this issue we recommend internally creating and using an email user group (i.e. fslsofilings@ifgcompanies.com) for this specific field so that multiple recipients have access to the automatic responses of accepted and rejected submissions.  If this is not an option at your company please be advised if the employee responsible for this task has been replaced by another the XML Submission Contact field will need to be updated.

Submitting Policy Data to Our Office

Each quarter a large number of transactions that have been submitted to our office are unable to be systematically reconciled due to non-matching data fields.  The data fields that allow the systematic reconciliation are effective date, policy number, and insurer name.

The policy number that the insured has received should always match the policy number submitted by both the insurer and the agent or IPC submitter.  Prefixes, suffixes and acronyms do not allow the system to match policies.  For example, if a policy is issued to the insured as 0645871, please do not add a prefix designating the type of coverage such as CGL0645871, or a suffix such as 0645871-16 designating the year.  If the insureds entire name is represented on the declaration page such as Florida Power and Light please do not file under the acronym FPL.   When specific data fields do not match a representative from the FSLSO will contact the insurer or the agent/agents submitter to complete a manual match for the transaction(s).   To avoid being contacted by our office please submit policy information as it appears on the insureds declarations page/proof of insurance. 

The submission of the policy as it appears on the insureds declaration page/ proof of insurance will also benefit the insurance agency in the event of a compliance review.  With regards to the effective date, this should be the effective date of the premium bearing transaction, this could be the policy’s inception date or a premium bearing endorsement.

Contact Information Updates

We are currently in the process of making certain we have the correct contact information for all insurers. If there have been any changes to your companies original contact information (Submission, Financial, Executive) provided to the FSLSO, please submit those to Insurer.Services@fslso.com.  

Also, if you have not already done so please update your catastrophe contact person.  The catastrophe contact is the individual who would be responsible to address company issues during a catastrophic event in Florida such as a hurricane.  To update your companies catastrophe contact information log into your SLIP account, click on the Report tab and select File Catastrophe Data.  If no changes need to be made to your catastrophe contact please select the No under the Information Changed section.

Have questions? Contact us anytime at easy@fslso.com or 800.562.4496.