Working with Policy Personnel

If you need to change personnel on a policy, you will have different options depending on whether the policy is billed or not, and whether you are adding, deleting, editing, replacing or viewing the personnel. The links below provide information about the data entry form based on these options.

Commissions are only available to update when adding, editing, or replacing personnel within the "View Commission" link. When any of these options are selected on the personnel grid, the only actions available are selecting the personnel, their type, or opting to make the personnel primary.

Add Personnel To Policy and Add Personnel To Policy On Billed Policy are actually one data entry form, but the form appears slightly different depending on whether or not the policy is billed. In either case, to access the form do the following:

  1. Open the Customer and Policy to which you want to add personnel.
  2. Expand the Basic Policy Information section.*
  3. Locate and expand the Personnel sub-section.
  4. Click New on the Personnel section menu. The Add Personnel To Policy or Add Personnel To Policy On Billed Policy data entry form appears.

*In Version 23R3 and beyond, the "Personnel" section is now its own section, located between "Basic Policy Information" and "First Named Insured" within the policy.

FieldWhat is this?

Type

Select the type or category of personnel you are adding to the policy. The selection you make i this field determines the names that appear in the name list that follows. The options are:

  • Broker - Only if there is no broker already on the policy.
  • Exec
  • Rep
  • Sales Center Rep

Effective as of

The date the additional personnel is to be effective. Enter a date or select the date from the Date Picker.

Billed/UnbilledWhat is this?

Unbilled Policy

The Policy Effective Date appears and cannot be changed.

 

Personnel added to a policy before it is billed must be effective for the full term of the policy.

Billed Policy

The Current System Date appears and can be changed.

 

Typically, an employee or broker added to the policy mid-term only receives commissions on billings from the date they are added, to the end of the term.

Name

Names appear in the Name list based on the Type of personnel selected above.

Group/FieldWhat is this?

Employee

When adding an employee to the Personnel on the policy, the names in the list are based on whether the employee has one or more of the Exec, Rep, and Sales Center Rep check boxes checked in the General section, Type group of Employee Setup.

Example If an employee has the Exec and Rep boxes check in Employee Setup, their name appears in all Exec and Rep lists throughout AMS360.

Broker

If adding a broker to the Personnel on the policy, the names in the list are based on the brokers setup in Broker Setup.

Primary Service Team

Check this box to identify the person you are adding as one of the primary service team. If you do so, keep the following guidelines in mind:

  • At least one primary exec and rep must be selected before the policy can be saved.
  • To change the primary exec or rep, assign the primary status to another person. Doing this automatically unassigns the primary status for the originally assigned person.
  • Only one broker can be assigned to a policy.
  • You can delete a primary broker.

Use Common Negotiated Commission Values For Premium and Fees

Choose this option if the negotiated commission setups apply to both premium and fees. If you want to set up different commission values for premium and fees separately, use the next option.

Use Separate Negotiated Commission Values For Premium and Fees

Choose this option if different negotiated commission setups apply to premium and fees. If you want to use the same commission values for premium and fees use the previous option.

Negotiated Commissions - Premium and Fees

Use this section for negotiated commission setups for common premium and fees or for premium only, depending on the selection you make above.

Select a commission method and amount for this employee if it differs from the commissions assigned in Employee Setup or Broker Setup. When invoicing, these commissions override those set up in employee or broker commission setup, for this policy only. These setups apply to both premium and fees when invoicing the policy.

OptionWhat is this?

None

This is the default option. When Negotiated Commissions are None, commission information pulls from employee or broker setup.

Percent of Agency Commission

Choose this option for a negotiated commission that is a percent of your agency's commission. Enter the percent amount in the Percent field.

Percent of Premium/Fees

Choose this option for a negotiated commission that is a percent of the premium and fees, if applicable.

Enter the percent amount in the Percent field.

Flat Rate

Choose this option for a negotiated commission that is a set amount. Enter the amount in the Amount field.

Negotiated Commissions - Fees

This section becomes active when you choose 'Use Separate Negotiated Commission Values For Premium and Fees'.

Select a commission method and amount for fees for this employee if it differs from the commissions assigned in Employee Setup or Broker Setup. When invoicing, these commissions override those set up in employee or broker commission setup, for this policy only. These setups apply to both premium and fees when invoicing the policy.

OptionWhat is this?

None

This is the default option. When Negotiated Commissions are None, commission information pulls from employee or broker setup.

Percent of Agency Commission

Choose this option for a negotiated commission that is a percent of your agency's commission. Enter the percent amount in the Percent field.

Percent of Premium/Fees

Choose this option for a negotiated commission that is a percent of the premium and fees, if applicable.

Enter the percent amount in the Percent field.

 

If the fee being charged is setup to Default Commission in Billing in the Billing Charges and Credits setup, the negotiated commission applies to the fee as well.

Flat Rate

Choose this option for a negotiated commission that is a set amount. Enter the amount in the Amount field.

Build Commission Options

When adding personnel, the Build Commission Options are only available if the policy has been billed.

Build New Personnel CommissionsWhat is this?

As entered on prior policy invoices

This option is not available when adding personnel to the billed policy.

Default from Setup for New Personnel

The commission settings in employee or broker commission setup are used for this person.

When you click OK a message appears saying that the Change Personnel Commission data entry form will open so that commission changes can be reviewed and posted for the new person. See Correcting Invoices for more information.

Delete Personnel and Delete Personnel On Billed Policy are actually one data entry form, but the form appears slightly different depending on whether or not the policy is billed. In either case, to access the form do the following:

  1. Open the Customer and Policy on which you want to delete personnel.
  2. Expand the Basic Policy Information section.*
  3. Locate and expand the Personnel subsection.
  4. From the grid, select the person that you want to delete and click Delete on the section menu. The Delete Personnel or Delete Personnel On Billed Policy data entry form appears.

*In Version 23R3 and beyond, the "Personnel" section is now its own section, located between "Basic Policy Information" and "First Named Insured" within the policy.

FieldWhat is this?

Type

Display only. The type or category (Exec, Rep, Broker) of the selected personnel appears.

Effective As Of

Display only. The policy effective date changes depending on the selection you make in the Delete Options area of the form. The two possibilities are as follows:

Unbilled Policies
OptionWhat is this?

Remove Personnel from Policy

This is the only Delete Option available for an unbilled policy, and causes the Effective As Of date to display the effective date of the policy, indicating the personnel is deleted as of that date.

 

If the policy has not been billed, the personnel must be deleted as of the policy effective date.

Make Personnel Inactive on

This option is not available for unbilled policies.

Billed Policies
OptionWhat is this?

Remove Personnel from Policy

When this option is selected, it causes the Effective As Of date to display the effective date of the policy, indicating the personnel is deleted as of that date.

 

This can be changed to the Make Personnel Inactive on option.

Make Personnel Inactive on

This date defaults to the current system date and causes the Effective As Of date to display the current system date.

If you choose this option, keep the current date or enter the date you want to make the personnel inactive. The Effective As Of date displays the date you entered, indicating the personnel is inactive as of that date.

Name

Display only. The name of the person selected appears.

Primary Service Team

Employees that are not part of the Primary Service Team and brokers can be deleted.

Members of the Primary Service Team (except brokers) cannot be deleted. If you select to delete a primary exec or rep, and click Delete, you get a message saying, "You can not Delete the Primary Exec or Rep."

If you want to delete an employee that is currently a member of the primary service team, do the following:

  • Edit the employee you want to make a member of the primary service team by checking the Primary Service Team check box, and click OK. This automatically takes the primary service team member status off of the employee you want to delete.
  • Delete the employee thatwasa member of the primary service team, or the broker.

Delete Options

OptionWhat is this?

Remove Personnel from Policy

Select this option to delete the selected personnel from the policy as of the policy effective date.

Example Use this option when the wrong person was added to the policy or the person was added to the policy with the wrong effective date.

Make Personnel Inactive on

This option is only available on billed policies.

Select this option and enter the inactive date in the field to retain the person on the policy for a period of time, so commissions can be paid for that time.

Build Commission Options

This section is only visible on billed policies.

Build New Commission OptionsWhat is this?

As entered on prior policy invoices

This option is not available when deleting personnel on a billed policy.

Default from Setup for New Personnel

This option is not available when deleting personnel on a billed policy.

When you click OK a message appears saying that the Change Personnel Commission data entry form will open so that commission changes can be reviewed and posted for the person you are deleting. See Correcting Invoices for more information.

Edit Personnel and Edit Personnel On Billed Policy are actually one data entry form, but the form appears slightly different depending on whether or not the policy is billed. In either case, to access the form do the following:

  1. Open the Customer and Policy on which you want to edit personnel.
  2. Expand the Basic Policy Information section.*
  3. Locate and expand the Personnel sub-section.
  4. From the grid, select the person that you want to edit and click Edit. The Edit Personnel or Edit Personnel On Billed Policy data entry form appears.

*In Version 23R3 and beyond, the "Personnel" section is now its own section, located between "Basic Policy Information" and "First Named Insured" within the policy.

When you edit personnel the only options available to change are Negotiated Commissions and the Primary Service Team.

If you need to correct the effective date for an employee or broker, delete the employee or broker. Then re-add the employee or broker with the correct Effective as of date.

FieldWhat is this?

Type

Display only. The type or category of the selected personnel appears (Exec, Rep).

Effective As Of

Display only. This is the date the employee/broker is effective on the policy.

Name

Display only. The name of the person selected appears.

Primary Service Team

If the check box is checked this person is a member of the Primary Service Team. This field cannot be modified.

If the check box is unchecked, and you want this person to be a member of the primary service team, check the box. The primary status on the existing exec or rep is removed and the person being edited becomes part of the team.

Use Common Negotiated Commission Values For Premium and Fees

Choose this option if the negotiated commission setups apply to both premium and fees. If you want to set up different commission values for premium and fees separately, use the next option.

Use Separate Negotiated Commission Values For Premium and Fees

Choose this option if different negotiated commission setups apply to premium and fees. If you want to use the same commission values for premium and fees use the previous option.

Negotiated Commissions - Premium and Fees

Use this section for negotiated commission setups for common premium and fees or for premium only, depending on the selection you make above.

Select a commission method and amount for this employee if it differs from the commissions assigned in Employee Setup or Broker Setup. When invoicing, these commissions override those set up in employee or broker commission setup, for this policy and carry forward when the policy is renewed. These setups apply to both premium and fees when invoicing the policy

OptionWhat is this?

None

This is the default option. Use to pull commission information from employee or broker setup.

Percent of Agency Commission

Choose this option for a negotiated commission that is a percent of your agency's commission.

Enter the percent amount in the Percent field.

Percent of Premium/Fees

Choose this option for a negotiated commission that is a percent of the premium and fees, if applicable.

Enter the percent amount in the Percent field.

Flat Rate

Choose this option for a negotiated commission that is a set amount. Enter the amount in the Amount field.

Negotiated Commissions - Fees

This section becomes active when you choose 'Use Separate Negotiated Commission Values For Premium and Fees'.

Select a commission method and amount for fees for this employee if it differs from the commissions assigned in Employee Setup or Broker Setup. When invoicing, these commissions override those set up in employee or broker commission setup, for this policy and carry forward when the policy is renewed. These setups apply to both premium and fees when invoicing the policy.

OptionWhat is this?

None

This is the default option. When Negotiated Commissions are None, commission information pulls from employee or broker setup.

Percent of Agency Commission

Choose this option for a negotiated commission that is a percent of your agency's commission. Enter the percent amount in the Percent field.

Percent of Premium/Fees

Choose this option for a negotiated commission that is a percent of the premium and fees, if applicable.

Enter the percent amount in the Percent field.

Flat Rate

Choose this option for a negotiated commission that is a set amount. Enter the amount in the Amount field.

Replace Personnel and Replace Personnel On Billed Policy are actually one data entry form, but the form's appearance differs slightly depending on whether or not the policy is billed. In either case, to access the form do the following:

  1. Open the Customer and Policy for which you want to replace personnel.
  2. Expand the Basic Policy Information section.*
  3. Locate and expand the Personnel subsection.
  4. From the grid, select the person that you want to replace and click the Replace link. The Replace Personnel or Replace Personnel On Billed Policy data entry form appears.

*In Version 23R3 and beyond, the "Personnel" section is now its own section, located between "Basic Policy Information" and "First Named Insured" within the policy.

FieldWhat is this?

Type

Display only. The Type field pre-fills with the same type as the person you are replacing and cannot be changed.

Effective as of

For a billed policy this field is active. Select the date the replacement personnel is to be effective.

On an unbilled policy this field is inactive and defaults to the effective date of the policy. When replacing personnel on an unbilled policy, the personnel should always be effective for the full term of the policy.

Name

Select a Name from the list. The names available in the list depend on the Type of the personnel being replaced.

Names are entered and types assigned in Employee Setup or Broker Setup.

Primary Service Team

Primary Service Team

If the employee or broker you are replacing is the primary Exec, Rep, or Broker, then Primary Service Team is automatically selected and cannot be changed.

If the employee you are replacing is not part of the Primary Service Team but you want the new person to be part of the team, check the box. This removes the primary service team status from the member with the same Type.

Since only one broker is allowed on a policy and that broker must be part of the primary service team, the only way to remove the primary status is to delete the broker.

Use Common Negotiated Commission Values For Premium and Fees

Choose this option if the negotiated commission setups apply to both premium and fees. If you want to set up different commission values for premium and fees separately, use the next option.

Use Separate Negotiated Commission Values For Premium and Fees

Choose this option if different negotiated commission setups apply to premium and fees. If you want to use the same commission values for premium and fees use the previous option.

Negotiated Commissions - Premium and Fees

Use this section for negotiated commission setups for common premium and fees; or for premium only, depending on the selection you make above.

Select a commission method and amount for this employee if it differs from the commissions assigned in Employee Setup or Broker Setup. When invoicing, these commissions override those set up in employee or broker commission setup for this policy only.

OptionWhat is this?

None

This is the default option. Use to pull commission information from Employee or BrokerSetup.

Percent of Agency Commission

Choose this option for a negotiated commission that is a percent of your agency's commission.

Enter the percent amount in the Percent field.

Percent of Premium/Fees

Choose this option for a negotiated commission that is a percent of the premium and fees, if applicable.

Enter the percent amount in the Percent field.

 

If the fee being charged is setup to Default Commission in Billing in the Billing Charges and Credits setup, the negotiated commission applies to the fee as well.

Flat Rate

Choose this option for a negotiated commission that is a set amount. Enter the amount in the Amount field.

Negotiated Commissions - Fees

This section becomes active when you choose 'Use Separate Negotiated Commission Values For Premium and Fees'.

Select a commission method and amount for fees for this employee if it differs from the commissions assigned in Employee Setup or Broker Setup. When invoicing, these commissions override those set up in employee or broker commission setup, for this policy only. These setups apply to both premium and fees when invoicing the policy.

OptionWhat is this?

None

This is the default option. When Negotiated Commissions are None, commission information pulls from employee or broker setup.

Percent of Agency Commission

Choose this option for a negotiated commission that is a percent of your agency's commission. Enter the percent amount in the Percent field.

Percent of Premium/Fees

Choose this option for a negotiated commission that is a percent of the premium and fees, if applicable.

Enter the percent amount in the Percent field.

Flat Rate

Choose this option for a negotiated commission that is a set amount. Enter the amount in the Amount field.

Build Commission Options

The Build Commission Options appear for billed policies only.

Build New Personnel CommissionsWhat is this?

As entered on prior policy invoices

Commissions for the new person will match the commissions originally assigned to the person being replaced.

Default from Setup for New Personnel

Use the commission settings in employee or broker commission setup for the new personnel.

 

Be sure to set up the appropriate default commissions in the Commission Setup section of Employee or Broker setup to avoid having to enter them on the invoice.

When you click OK a message appears saying that the Change Personnel Commission data entry form will open so that commission changes can be reviewed and posted for the new person. See Correcting Invoices for more information.

The purpose of the View Policy Personnel form is to list all active/inactive employee/broker personnel history for the subject policy.

To access View Policy Personnel:

  1. Open the Customer and Policy on which you want to view the personnel.
  2. Expand the Basic Policy Information section.
  3. Click View Policy Personnel in the Primary Service Group box. The View Policy Personnel data entry form appears. You can also click View Policy Personnel in the Personnel sub-section of Basic Policy Information.
ColumnWhat is this?

Type

This is the type or category of personnel on the policy. The options are:

  • Exec
  • Rep
  • Sales Center Rep
  • Broker

Name

The name of the personnel on the policy.

Active

Denotes whether the employee/broker is currently active (Y) or not active (N) on a policy.

Start Date

The begin date the personnel became active on the policy

End Date

The date the personnel became inactive on the policy.

What's Next?

Do you want more information on invoicing for the new, changed, or deleted personnel on a billed policy? See Correcting Invoices for more information.

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