Auto Insurance Renewal Procedures and Notifications
Ensuring accurate auto listings are crucial for premium calculation, claims verification, and state reporting. Explore the process of auto notifications, verifications, and additions/deletions in commercial fleet policies.
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Presentation Transcript
Kristina Phillips ALL THINGS AUTO Maria Maldonado
Everything starts with your auto list from questionnaire! We use the auto list for a variety of reasons Premium calculation Auto ID Card Processing Claims verification State Reporting Audit calculation Accurate Data is critical!
Renewal Questionnaire Auto Listing
Auto Notification SOP All vehicle notifications should be submitted in writing via the Vehicle Change form (this is provided with each renewal email) Emailed to PestSureCerts@Alliant.com or Faxed to 214-273-3193
Vehicle Change Form Purpose of this form: To use as a notification of information on the new/or removal vehicle(s)
Auto Additions/Deletions How am I charged for adding a new vehicle? Do I get a refund for deleting? We keep it simple we insure over 15,000 autos in our program. Our policy is composite rated Commercial FLEET policy Same rate for any kind of vehicle Endorsements are not issued adding/deleting autos Audited at the end of term Beginning count and end count are averaged If you have large acquisition we can add via endorsement, but this is the exception.
Vehicle Notifications Why do we do want you to do all this work? Is it really that important? YES! But, why? Filings Certificate requests Lienholder information Vehicle Verifications Do ALL insureds complete these? No! Why Do not carry Auto Physical Damage and NOT in filing states Like doing vehicle verifications!
Vehicle Verifications Two types of vehicle verifications: Claims team (Sedgwick) No prior notification delays processing of your claim Carrier State verifications Unable to verify could result in sanctions from the state
Auto Reporting from Carrier From your renewal Auto list the carrier will process filings (if required) There are 16 states that require a filing OR processes these on our behalf - daily, weekly or monthly AK, AR, AZ, CA, CT, DC, LA, MA, MD, NM, NY, NV, OR, VA - Daily FL Weekly UT Monthly Some states are VIN specific, some are not. If you are in one of these states, you MUST notify us of mid-term additions so proper filings are processed. For NEW INSUREDS a one time filing is needed of CHANGE OF INSURANCE (policy only) FL and GA are trouble states
Sanction/Suspension Letters Sanction letters come from States that require filings Sanction is a fancy word for FINES Suspension letters suspend the use of that specific auto. (also get to pay a fine) This is almost always caused by the presentation of the wrong Auto ID card being presented to law enforcement. Registration is also a factor (leasing company) A Vehicle Verification is sent to carrier on wrong ID card, which would be denied. Suspension Letter issued because they assume no coverage in place. MAKE SURE YOUR DRIVERS ARE USING CORRECT ID CARDS
Auto ID Cards What information can/should be evidenced? (should match the registration of the vehicle and the NI/info on policy Commercial Fleet vs VIN Specific Claims # 1-800-708-4277 is included on all id cards (if applicable)
1. ACORD State TYPE/Edition is used. 2. Old Republic's NAIC number, 24147 (Majority of states) / ORIC's FL licensing code 09135 / NJ and NY Old Republic company code is 263, is to be shown under COMPANY NUMBER on the card. 3. Show an "X" in the Commercial box. 4. For policies written on a Fleet basis, "Fleet" can be used in place of the description of the vehicle. / For policies written on a Fleet basis, "All Owned and Leased Vehicles" can be used in place of the description of the vehicle. 5. The effective date and expiration, shall cover a period of time not to exceed 12 months. 6. Claims # included on all applicable state ID cards Claims # 1-800-708-4277 Auto Special instructions by OR
Auto ID Card Samples (States) CLAIMS # 1-800-708-4277 CLAIMS # 1-800-708-4277 CALIFORNIA GEORGIA NEW YORK
Auto ID Card Samples (States) CLAIMS # 1-800-708-4277 CLAIMS # 1-800-708-4277 CLAIMS # 1-800-708-4277 FLORIDA TEXAS
CALIFORNIA CA instructions from carrier 1. For policies written on a "Fleet" basis (five or more vehicles), use ACORD 52 CA (2007/07). 2. For policies, other than Fleet (four or less vehicles), use ACORD 50 CA (2004/07). 3. Old Republic's NAIC number, 24147, is to be shown under COMPANY NUMBER on the card. 4. For policies written on a Fleet basis, "All Owned and Leased Vehicles" or "Fleet" can be used in place of the description of the vehicle. 5. CA is an auto reporting state. PestSure emails Auto Vin a copy of Auto ID card/Vehicle Notification. CLAIMS # 1-800-708-4277
GEORGIA GA instructions from carrier 1. For policies written on a "Fleet" basis (two or more vehicles), use ACORD 51 GA (2005/01). CLAIMS # 1-800-708-4277 2. For policies, other than Fleet, use ACORD 50 GA (2008/11) and "X" Commercial Box. 3. Other than Fleet mandatory vehicle-specific reporting is required for added or deleted vehicles on a monthly basis.
NEW YORK NY instructions from carrier 1. Beginning 01/01/01, NY Auto ID cards with an encrypted bar code can be provided using the NYDMV software. 2. ID card must be accompanied by Mandatory policyholder notice ORRM 682. 3. Effective 10/01/01, Auto ID cards must be provided with the encrypted bar code (signature and watermark paper are no longer required). Cards received without barcodes will be rejected. 4. Two cards must be issued for each vehicle. 5. Show 263 as the COMPANY CODE along with Old Republic Insurance Company on the card. 6. The Vehicle Owner s Federal Identification number (FEIN) is required. 7. When the Named Insured is the owner of the vehicle and the vehicle is registered under the Named Insured and the policy is a "fleet" policy, the term "ALL OWNED VEHICLES" can be used in place of the vehicle description. A "fleet" is defined as 5 or more vehicles (non for-hire) or 10 or more vehicles (for-hire) when all the registrations are in the same name and the insured name matches the registration name. 8. When one or more leasing companies are involved and the leased vehicle(s) are registered under the leasing company s name, the Auto ID card must be in each individual leasing company s name, as long as the leasing company is an Additional Insured on the Insured s policy.**If the policy is a "fleet" policy, the term "ALL OWNED VEHICLES" can be used in place of the vehicle description. 9. The name on the ID card must be identical to the name on the registration. 10. The address on the ID card must be identical to the name on the registration. 11. The card cannot be issued for more than a 12-month period. 12. Cards cannot be effective more than 45 calendar days prior to the acquisition of new vehicle(s) or vehicle registration and cannot be effective after the registration date. Example: Policy effective 1/1/01 to 1/1/02. New acquisition on 3/1/01. The coverage dates on the ID card, for the 3/1/01 acquisition, would be an effective date between 1/15/01 and 3/1/01 with an expiration date of 1/1/02. 13. NY is an auto reporting state. PestSure emails Auto Vin a copy of Auto ID card/Vehicle Notification.
FLORIDA FL instructions from carrier 1. Use ACORD 50 FL (2017/12). 2. Enter ORIC's FL licensing code, 09135, after the policy number (i.e. MWTB 17031 - 09135). CLAIMS # 1-800-708-4277 3. The Named Insured needs to be in the name under which the vehicle is registered in FL. This is the only evidence accepted to title and/or register a vehicle. 4. Check Fleet Coverage Box to indicate policy is a fleet policy (25 or more vehicles). For policies written on a Fleet basis, "Fleet Coverage" may be shown under the vehicle description in place of vehicle specific information. 5. Boxes for Bodily Injury Liability and Personal Injury Protection/Property Damage Liability must be checked according to the coverage provided. BI is mandatory for all vehicles except for Mobile Homes, Taxicabs, Limousines or any motor vehicle used in mass transit or public school transportation. CLAIMS # 1-800-708-4277 6. Rental Car Coverage box on back of the card if vehicle has Rental Reimbursement Coverage or Transportation Expense Coverage. 7. Card may not be issued for more than one year. 8. FL is an auto reporting state. PestSure emails Auto Vin a copy of Auto ID card/Vehicle Notification.
TEXAS TX instructions from carrier CLAIMS # 1-800-708-4277 1. ACORD 50 TX (2020/01) is used. 2. Our toll-free telephone number, 800-747- 5256, must be typed under Company Phone No. 3. For policies written on a Fleet basis, the wording "All Owned and Leased Vehicles" can be shown in place of the vehicle description. 4. Agency's name and telephone number are to be included on the card. 5. Show an "X" in the Commercial box.
These are often asked questions we get from clients new and old. Do you have something on your mind not included? Please ask! I have a landscape/bedbug trailer How does coverage work? What is a high value auto and what is premium? Do I have coverage for an employee driving their own car for business use? Are you checking to see if they have insurance? FAQ- Auto
Can I have a non-employee inside a business auto? Do they have coverage? Is there coverage for driving a company vehicle for non-business purposes? Who are you entrusting your vehicle? Do I have coverage if I rent a car? Umbrella claims PestSure historical facts ALL Auto claims 8 claims in 43 years; 6 in the last 7 5 motorcycle/bicycle 2 pedestrian 2 personal time FAQ - Auto
Kristina Phillips, CIC, CRM Vice President Director of Client Services PestSure C: 972-375-4732 Maria E. Maldonado Certificates Account Manager PestSure C: 469-690-3044
