Policy or Submission

The number assigned to the policy or submission by the insurance company. This number was initially entered on the Create New Policy or Create New Submission data entry form when you entered basic information about the policy or submission. It is important to set agency formatting standards for entering policy/submission numbers.

Example The system sees HO 37959602 and HO379596-02 as two different numbers on reports due to the use of spaces and dashes. Downloaded policy/submission numbers do not have spaces or dashes.

The policy/submission period (effective/expiration) that was entered on the Create New Policy or Create New Submission data entry form.

Use this link to change the Effective Date and Expiration dates of the policy/submission. See Change Policy Effective Date for more details on this process.

Select this check box if the policy/submission has no expiration date. For example, a life policy. This can be set on the Create New Policy or Create New Submission data entry form when you create the policy or submission.

Select the type of business from the list. The options are:

• Benefits
• Commercial Lines
• Financial Services
• Health
• Life
• Non-Property & Casualty
• Personal Lines

Use this check box to control the sections that display in the Policy or Submission form. If selected, certain form sections display based on the Type of Business you selected.

Example Select the Filter Data Entry and Lines of Business by Type of Business check box and select Personal Lines as the Type of Business. The Personal Co-Insured section appears on the form.

Select the Filter Data Entry and Lines of Business by Type of Business check box and select Commercial Lines as the Type of Business. The Commercial Supplemental Names section appears on the form instead of the Personal Co-Insured section.

In addition, when this check box is selected, the Line of Business section filters and displays only those lines of business associated with the Type of Business you select. It is selected by default. If cleared, all possible form sections display.

If this policy/submission represents business new to your agency, select this check box.

Select this check box if the policy/submission is premium financed. If selected, the information defaults to certain applications and forms.

Select this check box to exclude the policy/submission from being permanently deleted. See Purge for more information.

Select the type of policy/submission from the list. The options are:

BOP

Monoline

Package

Select the current status of the policy/submission. This selection appears in the status column on the Policies or Submissions view when viewing a customer in the Customer Center. The available statuses are as follows:

• Active
• Canceled
• Expired
• Non-Renewed
• Not Taken
• Renewed
• Rewritten

Type the prior policy/submission number or select from a list of the customer's policies/submissions. You can leave the field blank if no prior policy/submission exists or you do not have the number.

Choose when you want the policy/submission to appear on an Expiration/Renewal List. The options are:

• Annual: Policy/Submission appears on an Expiration/Renewal List annually, based on the policy/submission effective date.

• At Expiration: Policy/Submission appears on an Expiration/Renewal List based on the policy/submission expiration date.
• Do Not Include: The policy/submission never appears on an Expiration/Renewal List.

Shows the number of times the policy has been renewed after clicking the "Renew Action" button on either the Customer Policies View or within the policy.*

*This field is not available for submissions as of Version 23R3.

Select a notation for this policy/submission, if applicable. When selected, the notation appears in the Notations column of the Policies/Submissions view while viewing a customer in the Customer Center.

Type a description of the policy.

Identifies how the policy was entered in AMS360. This field is informational only and cannot be changed. Origins include:

• Data Entry: The policy/submission was created by selecting New Policy, New Submission, Copy Policy, or Renew/Rewrite and the data was typed into the system.
• Download: The policy/submission was created by an electronic download from the company.
• Conversion: The policy/submission was created by converting data from another management system.
• AL3: The policy/submission was created by importing information from an integration partner such as QuoteWorks or AMS Producer Plus.
• SalesTrack: The policy/submission was created in Vertafore SafesTrack.

Select this check box if the policy/submission is audited. If select, select the frequency (how often) the policy/submission is audited. The information appears in the Dec Page view and defaults to certain applications and forms.

The signature that you want to appear on the application, if appropriate. The list includes all licensed employees of the agency. For more information, see the General section of Employee Setup.

The typed name and signature appear on the application if:

the selected employee has a signature set up in Employee Setup.

the logged in user is authorized to use the signature. For more information, see the Signature section of Employee Setup.

Type of Company: This field was set based on the company you selected on the Create New Policy or Create New Submission form. The types of insuring companies are:

• Insurance
• Brokerage
• Subscription

To change the company type, click Change.

• Change: Use to change the company, and the general information and billing options associated with that company. When you click Change, the Change Company data entry form opens where you can make these changes. The Change link does not appear when:
  • The first billing is Direct Bill Statement.
  • The company is Subscription and the policy is billed.
  • The policy has downloaded transactions.
• Parent: The Parent company is a company or holding company that owns or is affiliated with other companies. In AMS360 it is also the company to whom premiums are paid and is the source of download transmissions.

• Writing: The Writing company is a subsidiary company of a parent company. The writing company is generally the company through which the policy/submission is written.

• Underwriter: Select or type in the appropriate company underwriter servicing this policy/submission.

The Primary Service Group pulls to the policy/submission as follows:

• The Executive and Representative belonging to the Customer data entry form's Service Group with the same Type of Business as the Policy/Submission, pull to these fields.
• If the Type of Business on the Policy/Submission does not match any of the Customer data entry form Service Groups setup by Type of Business, then the default Executive and Representative found in the Name & Address section of the Customer data entry form pull to these fields.
• The Broker, if applicable, pulls from the Broker field in the Name & Address section of the Customer data entry form.
• The Primary Service Group found in this section also appears in the Basic Policy/Submission Information > Personnel section of the Policy or Submission data entry form.

The following options are available:

View Policy Personnel: Click this link to open the View Policy Personnel form, where you can view the policy/submission's personnel history.

• Exec: The primary executive on the policy/submission.
  
  Click Replace to change the primary executive on the policy/submission or to set up negotiated commissions for this policy term. See Working with Policy Personnel for more information.

• Rep: The primary representative on the policy/submission.
  
  Click Replace to change the primary representative on the policy/submission or to set up negotiated commissions for this policy term. See Working with Policy Personnel for more information.

• Broker: The broker on the policy/submission, if any.
  
  Click New to add a broker to the policy/submission, or Replace to change the broker on the policy/submission. You can also use this link to set up negotiated commissions for this policy/submission term. See Working with Policy Personnel for more information.

Once an accounting transaction exists on a policy you cannot change the Business Unit. These fields are no longer accessible at the policy level. If a change of assignment is required due to adding an additional department or activating Branch or Group after initial system setup, see the possible work flow options below:

No Point in Time Cut Off

If it is not critical that accounting records reflect the new business unit assignment as of a specific point in time cut-off date, change the policy-level assignments as each policy renews.

1. Activate a new business unit level by selecting the appropriate check box in Agency Setup/Accounting Options. If adding a new department proceed to step #2.
2. Add the new unit/department in Business Unit Setup and attach it to the appropriate business unit level.
3. Open each Customer assigned to the old business unit combination and change the business unit assignment.
4. Change the policy-level business unit assignments as the policies renew.

Point in Time Cut Off

If it is critical that accounting records reflect the business unit assignment as of a specific cut-off date and mid-term policy reassignments are required (such as in cases of a division change due to a corporate ownership change), follow the steps below:

1. Activate a new business unit level by selecting the appropriate check box in Agency Setup. If adding a new department proceed to step #2.
2. Add the new unit/department in Business Unit Setup and attach it to the appropriate business unit level.
3. Open each Customer assigned to the old business unit combination and change the business unit assignment.
4. Click Copy Policy to create a new policy record with the desired business unit combination.
5. Create a notation of "New Business Unit" at the policy level in Notation Setup and then select "New Business Unit" from the Notation list in Basic Policy Information to flag the new policy as an alert to anyone doing a billing to use the newly created policy.
6. Change the Renewal List drop-down in the Basic Policy Information of the 'old' policy to Do Not Include to avoid a duplicate listing on the Expiration/Renewal report.
7. All billings subsequent to the cut-off date should be billed to the policy containing the new business unit combination.

The following business units are available:

• Division: Division is the primary business unit within an agency. An agency can have one or more divisions. Select the division that applies to this policy.
  
  Once a policy is saved, the Division cannot be changed. You can click Copy Policy to duplicate the information and enter the new or correct Division.
• Branch: Branch is the second level of business unit in an agency. Each division can have one or more branches. Select the branch that applies to this policy.
• Department: Departments can be used to further subdivide the agency structure. Each branch can have one or more departments. Select the department that applies to this policy.
• Group: Group is the smallest level of business unit structure. Each department can have one or more groups. Select the group that applies to this policy.

Bill Method: Determines how the policy billing posts. The options are:

• Agency Bill
• Direct Bill

The default bill method is Direct Bill unless the policy is Multiple Entity or the company type is Subscription. Then, the bill method defaults to Agency Bill and cannot be changed.

Policies with Benefits as the Type of Business should retain the default Direct Bill method. See Workflow: Bill a Benefits Policy with Agency Bill Fees for more information.

• Pay Plan: The pay plan determines if the premium is billed all at once (Full Pay) or divided into installments. See Pay Plans Setup for more information.
• Payment Method: How the policy will be paid for (cash/check).
• Number of Payments: The number of scheduled payments in the specified Pay Plan.
• Base Installment Dates on: Identifies when installments are billed. The default is Policy Effective Date.
  • Policy Effective Date: Choose this option to base the installment dates on the policy effective date.
    Example: If the policy effective date is 6/15/04 and your pay plan is monthly, then the installment dates are 6/15/04, 7/15/04, 8/15/04...
  • Day of the Month: Choose this option to base the installments dates on a day of the month that agrees with company billing dates. Then enter the day in the field.
    Example A policy can be effective on 1/31/04, but the insurance company wants the installments on a 12-month pay plan based on the first day of each month. In this example select Day of Month and enter a 1 in the field. The installments will be billed on 2/1/04, 3/1/04, 4/1/04...

Opens either the Add Personnel to Policy or the Add Personnel to Policy on Billed Policy data entry form dependent on whether the policy has been billed or not. Use these forms to add personnel to the policy/submission.

For additional information on the Add Personnel to Policy or the Add Personnel to Policy on Billed Policy form, consult Working with Policy Personnel.

When adding personnel, keep the following in mind:

• Personnel can be added regardless of whether the policy is billed or not.
• Additional personnel cannot be entered if there is a suspended billing on the policy.
• A non-brokered policy/submission can have a maximum of seven active/inactive personnel, two primary (exec, rep) and five additional personnel.
• A brokered policy/submission can have a maximum of eight active/inactive personnel, three primary (exec, rep, broker) and five additional personnel.

For procedural help on adding personnel to a policy/submission, see How to Add Personnel to a Policy.

Opens the Edit Personnel or the Edit Personnel on Billed Policy data entry form where you can change limited information for the selected person. For more information on editing personnel on a policy/submission, consult Working with Policy Personnel.

For procedural help on changing personnel before and after the policy is billed see How to Edit Personnel on a Policy.

*NOTE: The "Edit" action has been removed from the personnel section and secured behind the "View Commission Action" item for Version 23R3 and beyond.

Opens the Delete Personnel or the Delete Personnel on Billed Policy data entry form for the person selected in the grid. For additional information on deleting personnel, consult Working with Policy Personnel.

You can only delete personnel when:

• There are no suspended billings on the policy.
• The personnel are not the primary exec, rep, or broker (if applicable).

For procedural help on deleting personnel before and after the policy has been billed, see Workflow: Delete Personnel on a Policy.

Opens the Replace Personnel or the Replace Personnel on Billed Policy data entry form where you can replace the selected personnel with another employee or broker. For additional information on replacing personnel, consult Working with Policy Personnel.

For procedural help on replacing an employee see How to: Replace Personnel on a Policy.

Click View Policy Personnel to view the history of personnel assigned to this policy/submission. For additional information on viewing personnel, consult Working with Policy Personnel.

The View Policy Personnel form opens for viewing only and displays the following:

• Type: The type of personnel on the policy (Exec, Rep, Broker).
• Name: The employee's name.
• Active/Inactive: The status equals (Y) if the person is currently active on the policy/submission. If the person is not active, the status is (N).
• Start Date and End Date: This is the person's start and end date of participation on the policy/submission.

Click to populate the current data entered in Customer information into these fields.

These fields populate from Customer information, but can be changed.

Some companies require that you specify the type of business, group, or individual, named as the First Named Insured on the policy/submission. Select the appropriate entity type for the First Named Insured.

For Limited Liability Corporations (LLC) enter the number of members and managers. This field integrates with AMS Producer Plus.

The Declaration Name field populates from the Firm Name in Customer information. This information can be added to or changed.

Type the name of the person(s) or business(es) who are to be named first in the policy/submission declaration. You can type up to 510 characters in this field. This information populates many applications and forms.

Click to open the Get Sub-customers data entry form. Use to identify the sub-customers that should be included in the Commercial Supplement Names section as Additional Named Insureds.

To add, select the Add as Additional Named Insured check box for each sub-customer you want listed in the Commercial Supplemental Names section of the policy/submission.

Type the name as you want it to appear on applications and forms, including capitalization and punctuation.

Select the type (aka, beneficiary, additional insured) of insured you are entering.

Some companies require that you specify the type of business, group, or individual named as a Supplemental Name on the policy/submission. Select the appropriate Entity Type for the Supplemental Name you are entering.

Type this insured's email address as you want it to appear on applications and forms.

Select a name from the list (contacts entered in Customer Setup) or type the name as you want it to appear on forms, correspondence, and reports, including capitalization and punctuation.

Enter contact's professional title, if applicable.

If you selected a name from the list, default data populates from the Contacts section of the Customer Setup.

Select a responsibility for the contact.

If you selected a name from the list, default data populates from the Contacts section of the Customer Setup.

• Formal: Enter contact's formal name, including proper salutation (e.g., Dr., Mr., Ms., Mrs., etc.)
• Informal: Enter contact's preferred informal address, such as a diminutive name or nickname.

If not already populated, enter the contact information as you want it to appear on the application and other forms.

• In Business Since: Type the year only.
• FEIN #: Type the Federal Employer Identification Number, if known.
• NAICS #: Type the NAIC number
• SIC #:If you use the SIC, enter it here.
• CR Bureau: Select the agency where credit information about the customer was obtained from the list.
• ID #: Type the customer's credit bureau ID number.
• DUNS #: Type the customer's Dun & Bradstreet (DUNS) number. This is a nine-digit identification number unique to each business entity that links corporate family structures together.
• Worker's Compensation: Type the customer's NCCI ID# or any other rating service identification number available.
• Business Owner's: Type the General Liability (GL) class code for a business owner's policy/submission, if applicable.

Click this link if another policy/submission exists that has the line of business detail that you need for this policy/submission. See Copy Line of Business for more information.

Select the line of business you are adding to the policy/submission. For information on adding a line of business to the list, see Line of Business Setup.

Choose the form to use when creating the application for this line of business in eForms Manager. Certain permanent lines of business default to a specific application.

Example The general liability line of business defaults to the ACORD 126-Commercial General Liability. Some lines of business do not have a default application. You can select an application from the list. If no listed form is appropriate, leave this field blank.

The Business Auto and Truckers lines of business require that you select your state-specific ACORD 137 Commercial Auto form. This ensures that the proper overflow forms are created later, when you create the eForms for this line of business.

Example You select Line of Business > Business Auto, and then select a state-specific ACORD 137 form under Application. Later, when you create the eForms for this line of business, the ACORD 127 Business Auto form is produced, along with the state-specific ACORD 137 form.

You can use a system data entry form to enter detail that is different from the application you want to create in eForms Manager. Choosing a system data entry form allows you to enter and track line of business detail.

Use the Line of Business Remarks to enter information about a line of business that doesn't fit one of the other types of system data entry forms. The line of business Remarks is a free-form area that you can use to enter and track information on the policy/submission. The information doesn't populate specific fields on a form, but will print on overflow pages.

Select a plan, if applicable. If a company-specific plan is associated with the selected line of business, and has been set up, then it appears in this list.

Type information that distinguishes this line of business from the others.

Example For multiple homeowners applications you may want to enter the property address or another identifier such as primary residence or vacation home.

The edition date of the ACORD application pre-fills this field. If multiple versions of the application are available you can choose the version you want to use.

Defaults based on the selection made in the Basic Policy/Submission Information section but can be changed, if necessary.

Type the state-sponsored insurance plan code associated with the line of business, if any.

The total of all premiums entered in the Premium grid column for all lines of business for this transaction.*

The total of all billed premiums displayed in the Billed grid column for all lines of business for this transaction.*

Premium minus Billed Premium. This amount is not yet invoiced or posted on a direct bill statement.

The total of all fees and taxes entered in the Amount grid column for all lines of business for this transaction.*

The total of all fees and taxes displayed in the Billed grid column for all lines of business for this transaction.*

Fees & Taxes minus Billed Fees & Taxes. This amount is not yet invoiced or posted on a direct bill statement.

Use this feature to split revenue and expenses across multiple business units on an invoice.

Security Requirements for Business Unit Split

To use this feature, Business Unit Split must be turned on in Agency Setup. User requires Security Group Full Access to:

• Link - Create Invoice to use Business Unit Split on a policy.
• Policy Specific Split Template to use Policy Specific Split.

Filter Group to Invoice under Secured Task List in Security Group Setup to see all security items related to Invoicing. To see how to apply a Business Unit Split to a policy that has already been billed, see Workflow: Setting Up and Using Business Unit Split Commissions.

To Add a Business Unit Split from a Template

1. Select a Business Unit Split Template from the list.
2. Click Apply Split icon to refresh. The following message appears, "You have selected to change the Business Unit Split for this Policy. Upon Save this will replace any previous split associated with the policy."
3. Click OK.

To Create a Unique Business Unit Split for this Policy

1. Click Create/Edit Policy Specific Split to set up a new Business Unit Split for this policy. If a suspended billing exists on the policy when you apply a business unit split, you will receive a message that the billing must be posted or deleted before you can continue.
2. Select the business units involved in the split and enter percentages or commission amounts.
3. Click Apply and Close.
4. You will receive a message saying you have chosen to change the Business Unit Split for this policy. Click OK.

Opens the Copy Prior Carrier form where you can select and copy prior carrier information, already entered, to this policy/submission.

Select the line of business written in the prior policy/submission. Your choices are:

• General Liability
• Business Auto Liability
• Property
• Personal/Other Line

Choose how the prior carrier information should print by selecting one of the following options:

• Policy: Causes the information to print on the Applicant Information form, ACORD 125.
• Line of Business: Use for Worker's Comp policies to have the information print on the ACORD 130.

The Policy option is the default.

Enter the policy/submission number of the prior policy/submission.

Enter the effective and expiration dates for the prior policy/submission.

Company: Select the company that previously provided coverage.

• Company Plan: If a Company Plan was specified in the prior policy/submission, enter it in this field or select it from the list.
• NAIC: Type the NAIC code for the insurance company. It populates if entered in Company Setup.
• With Company Since: Type the year that the insured first placed coverage with the prior carrier.

Enter the name of the agency or agent/broker who wrote the prior policy/submission.

Select from the list, or enter the policy number of the customer's other insurance policy.

Type the effective and expiration dates for the other insurance policy or select it from the date picker.

Select the line of business written in the other insurance policy.

Select from the list or enter the company that is providing coverage for the other insurance policy.

Type the NAIC code for the insurance company. It defaults if you also have this particular company setup in your system and the code is entered in Company Setup.

If you know the Company Plan for the other insurance policy, enter or select it from the list.

The Coverages that appear in this list are coverages marked as Policy Level Coverage in Coverage Setup.

Type the limits that apply to the coverage.

Entries in both fields indicate split limits.

Type the cost of the coverage, if known.

Choose the type of deductible.

Type the deductible amount.

Type the number to use for rating purposes.

Type the rate, if appropriate.

Type additional information you want to include about this coverage.

Type the number of the form, if known.

Type the month and year of the form.

Type the name of the form as you want it to appear on the application and forms.

Click this link to quickly copy additional interests to a the policy/submission.

Add information to a type-in grid by entering directly in each field on the grid. You can also use the actions, New, Edit, Delete on the section menu to work with the data in the type-in grid. The New and Edit actions open the data entry fields in the extended format. The Type-in Grid is then disabled.

Select the term that best describes the nature of the insurable interest in the policy/submission item. Selections in this list are maintained in List Setup.

Type an additional interest or choose an interest from the list. Names are added to this list through Additional Interest Setup.

If the interest is a business, enter the name of the contact person.

Enter the information as you want it to appear on forms and correspondence, including capitalization and punctuation.

• Phone/Ext: Enter the interest's telephone number and extension.
• Fax/Ext: Enter the interest's fax number and extension.
• Email: Enter the interest's email address.

Select this check box to save the contact information to the Additional Interest Setup. Once you click save, this Additional Interest can be selected from the Filter lists for any Line of Business.

• Rank: Type the position the interest bears in the exposure. Use a numeric value in this field. Example First mortgagee = 1, second mortgagee = 2
• Payor: Select this check box if the interest is responsible for paying the premium. This causes the interest name and address to flow to the Bill To section of the Create Invoice form. It also checks the appropriate Payor box on the application.

• Required/Date: If this interest requires a certificate of insurance, select this check box. If applicable, type the date the certificate is required or choose it from the date picker.
• Issued/Date: If this interest requires a certificate of insurance and it has been issued, select this check box. If applicable, type the date the certificate was issued or choose it from the date picker.

• Required/Date: If this interest requires a copy of the policy, select this check box. If applicable, type the date the policy is required or choose it from the date picker.
• Issued/Date: If this interest requires a copy of the policy, and it has already been provided, select this check box. If applicable, type the date the policy was issued or choose it from the date picker.

Reference/Loan #: Type any reference information or loan number for the interest.

Final Payment: If available, type the date the final payment on the obligation is due or choose it from the date picker.

• Description: If the AI has an interest in an exposure in the policy/submission, rather than the entire policy/submission, type a description of the item.
• Interest in Item Number: Use for other than locations, buildings, vehicles, boats, or scheduled items.

Complete the following fields for Additional Interests requiring Certificates of Insurance or Evidence of  Insurance:

• Text: Choose from saved text stored under Text Setup. You must have proper authorization to access Text Setup.
• Insert/Append: Insert appears when no text exists in field. Use Append to add selected text to end of an existing description.
• Replace: Selected text will replace existing text in field.
• Text Setup: Opens the Text Setup dialog box.
• Link only appears if you have proper authorization.

Type the text of the remark.

Select this check box to have the remark copied to a newly downloaded policy/submission image. Use for information that is not included or would be overwritten in download.

If selected, remarks sent by the company in download are added to any existing remark.

If cleared, any remarks sent by the company in download will overwrite the existing remark.

Select the line of business to which the rate date applies.

Select the state to which the rate date applies, if applicable.