ipFile User Manual - Surplus Line Association of Illinois
Contents
1. Export See the Using the Export Controls section of this manual on page 29 Search See the Using the Search Controls section of this manual on page 24 Sorting See the Sorting Displayed Records section of this manual on page 23 Pages of Records Records Per Page See the Pages of Records section of this manual on page 30 22 Sorting Displayed Records Any table of displayed records in a column row format can be sorted by clicking on the column title You can sort by a single column or by multiple columns You can also sort in ascending or descending order Single Column Sort Asc or Desc Initially clicking on the column title will sort the records in ascending order by the values in that column The column title will show an Ascending Sort icon see below next to the title text A second click on the column title will change the sort to descending order and a Descending Sort icon see below will display next to the title text A V Ascending Sort icon Descending Sort icon Multiple Column Sort Asc or Desc You can sort by more than one column by clicking on the title of the first column you want to sort by click it twice if you want it in descending order then holding down the CTRL key on your keyboard and clicking on additional column titles CTRL click them twice for descending order The screen may go completely blank for a moment while the system re sorts the records This is completely normal it s not a b2. When the screen s focus is in the Insurance Company drop down box quickly type the first few letters of the insurer s name The box will scroll to the record if any that matches the characters you are typing If you pause too long between typing the characters the system will think you are starting over and begin a new search for the characters you are typing You can also click on the light blue box with the downward pointing arrow at the right side of the drop down box This will open the box and show you part of the list of insurance companies There is a vertical scroll bar at the right side of the list Navigate through the list using the up and down arrows on your keyboard the PageUp and PageDn keys on your keyboard or the vertical scroll bar When you find the insurer you want to choose click on it 27 Using the Search Controls Advanced Search continued Coverage Code Search The Coverage Code field is not a regular search criteria box but rather a drop down box There are a couple of ways to make choices in this box When the screen s focus is in the Coverage Code drop down box quickly type the first few letters of the coverage code name The box will scroll to the record if any that matches the characters you are typing If you pause too long between typing the characters the system will think you are starting over and begin a new search for the characters you are typing You can also click on the light blue box
3. Industrial Insured Independent Procurement Electronic Filing System ipFile User Manual SS HOSTED BY THE SURPLUS ie Q InOIS Table of Contents Click on any line in the Table of Contents to jump to that page Scr en Overview ses ssl nn S E EEEE EAEE E none enr rene prendre note ENS iiA 1 Registration SN cui Ad E 2 A Geiteeelate as veeelnticicterane A toca edelve ER eels ie nto A E E R 5 Welcom S r n 3 5 tel ae ea da 6 NaViIgating ss O NN 7 Entered Fl A een E E ne A ease ee eek E 9 View Download Data tt E Aa A code bidet 14 QUERIES A A RS Ao canes tes 15 Your Insurance COMPANIES 2 2 oc ssc AR AE Cheha dui a de bliin dias Me tree dons 17 Your Coverage Codes ita rta Ai nee ethan AA ele dl ee en Oe Res dress 19 All Goverage Codes M E E A A a de dan Bee te dE da Reeser 21 Sorting Displayed Records iii aan oaia aaa ESE aSa 23 Using the SearchiCOntrols ci stand A AA trie 24 ET AA NN 25 USingthe Export Controis 288e8 ins A as da ta ee Te ant 29 PARES OF ReCOrAS 25 a data eos 30 Screen Overview The ipFile system screen is divided into three basic sections 1 Title Bar Contains three important links at the far right Contact Us Click here to send an email to our ipFile Help Desk Help Each task in the system has ts own custom Help screen Click here to see the Help screen for task you are working on Logout Click here to log out of the ipFile 2 Navigation Bar Use this section to navigate
4. Using the Search Controls Advanced Search continued General The Advanced Search screen lets you perform complex searches across multiple fields For most fields it allows you to choose the type of search using comparison operators lt gt so you can choose whether you are looking for records whose field values are less than equal to more than or not equal to the values you specify Entering Search Criteria There is a label and search criteria box for each field in the record Enter criteria is as many or as few boxes as you wish In general numeric searches allow you to choose a comparison operator Text fields are automatically like searches Enter criteria and choose comparison operators in any order you want The search is not performed until you click on the Search Button All of the criteria and comparisons must be true for a given record in order for the system to return that record when it performs the search Using Comparison Operators There are six different comparison operators Equal to Records will only be returned if the field in the record matches exactly the criteria you have entered in the search criteria box for that field Not equal to lt gt Records wil only be returned if the field in the record does not exactly match the criteria you have entered in the search criteria box for that field Less than lt Records will be returned if the record s field is less than the amount typed in the search c
5. do not use commas or other punctuation For example if you want to see records where the Policy Number begins with GL AND the insured is located in Chicago type GL Chicago in the Search Box do not type quotation marks Any Words This is an OR type search Use this option when you want to search for records that contain one set of characters OR another set of characters For example if you want to see records where the insured name has Smith within it OR the Policy Number has the characters CMP in it OR the insured s address is on Clybourne street you would select this option and type Smith CMP Clybourne in the Search Box do not type quotation marks Show All Button If you have previously limited the number of records displayed by using the Search function and now want to see all of your filings again click on the Show All button 24 Using the Search Controls Advanced Search The Advanced Search button will bring up a new screen that allows you to do complex searches The Advanced Search screen is shown below IPfILE Independent Procurement Filing System ILLINOIS HOSTED BY THE SURPLUS LINE ASSOCIATION OF ILLINOIS CONTACT US HELP LOGOUT Your Filings Search Your Cov Codes Other Filing Type Endorsemt Policy Please Select 25
6. if you are trying to export to Excel and you have not limited your records by using a Search function you are attempting to export all of your current year data plus all of your prior year data plus all data from the year before that That can be a whole heck of a lot of data Try just doing one year at a time Excel The system will save the exported records to a Microsoft Excel file on your computer XML The system will save the exported records to an XML eXtended Markup Language file on your computer CSV The system will save the exported records to a CSV Comma Separated Values file on your computer 29 Pages of Records Pages of Records For convenience and speed the system shows you records in pages of 25 50 or 100 records at atime At the bottom of the screen there are controls that let you page through the records and choose how many records will display on each page The controls look like this Page Ra PH of 379 Records Per Page Records 1 to 25 of 9455 Click on the FirstPage icon see below to display the first page of records Click on the PrevPage icon see below to display the previous page of records Click on the NextPage icon see below to display the next page of records Click on the LastPage icon see below to display the last page of records il Al FirstPage icon PrevPage icon Al NextPage icon LastPage icon Records Per Page For convenience and speed the system shows you records in
7. TE 4 Enter a Filing View Download Data Fo Your Filings D Add and Remove Records 6 JA Your Insurance Co s 6 Click on any column heading to sort by that field Ctri click on additional columns to subsort by that field Coverage Codesa Your Cov Codes a im Property including excess e 5 O Your Users I prof nal Errors amp Omissions D O All Coverage Codes IN Liability General BI amp PD CGL f Liability General BI amp PD Excess Liability im Miscellaneous Miscellaneous AM docasek slai org COUNT 5 EE DEEE 7 Records 1 to 5 of 5 Y Norton Symantec 1 Coverage Codes These are the coverages that your System Administrator has selected to be available to you when using the Enter a Filing screen 2 Last Update Date and time this record was added to your custom coverage code list 3 Last Update By Person who added this record to your custom coverage code list This should be your System Administrator 4 Export See the Using the Export Controls section of this manual on page 29 5 Add and Remove Records This button will only appear if you are the System Administrator 6 Sorting See the Sorting Displayed Records section of this manual on page 23 7 Pages of Records Records Per Page See the Pages of Records section of this manual on page 30 20 View Download Data All Coverage Codes The All Coverage Codes screen is shown below Al
8. The ipFile system automatically calculates the fire marshal tax based on coverage code selected and the premium entered In most circumstances the system will not permit the fire marshal tax to be overwritten For mutli peril policies you can enter the information in one of two ways a You can select a mutli peril coverage code which will calculate the 1 fire marshal tax on 40 of the premium entered on that line 12 17 18 19 20 Enter a Filing continued b You can enter the coverage code and premium for each line of coverage on the policy For example when a policy has both inland marine coverage and general liability coverage you would enter coverage code 3001 for the inland marine coverage along with the related premium and then on the next line you would enter coverage code 5001 for the general liability and its related premium The fire marshal tax would only be calculated on the inland marine premium For more information on this topic see the discussion of Fire Marshal Tax in the online SLA Procedures Manual http www slai org info procnew_ch06 html S03 IP Tax The ipFile system automatically calculates the independent procurement tax the rate in effect at the time this manual was published was 3 5 of the premium based on the total premium entered on this screen The system does not permit this IP tax amount to be overwritten Filing Fee The ipFile system automatically calculates the filing fee based
9. m d yy format with these two you must type the slashes or dashes Alternatively you can select the date by clicking on the calendar icon to the right of the field 11 14 15 16 Enter a Filing continued Term months or Expiration Date Length of the policy period in months Enter only a one digit or two digit number in this field For example if the effective date of a policy is 03 01 15 and the term is one year then enter 12 in this field If the term of the policy is less than one month then enter 1 in this field Alternatively you can enter the Expiration Date of the policy in the Expiration Date field to the right or select the date by clicking on the calendar icon The system will then calculate the term and place the calculated value in the Term months Box The usability of the calculation feature may vary depending on the browser you are using Amount of Coverage Enter the total aggregate coverage limits of the policy The coverage limits should be added up for all lines of business that the policy covers and reported as one number in this field not to exceed the policy aggregate limit When completing this field do not enter a dollar sign use only numbers and commas if preferred For example if a policy has coverage limits for property and liability then both these limits should be added together and the total reported in this field not to exceed the policy aggregate limit The maximum acceptab
10. names can be similar be certain the name you pick matches the policy exactly ABC Insurance Inc is a different company than ABC Insurance Ltd Your System Administrator may have limited the list of available insurance companies to only those that your firm uses This should make your searches much easier If you are unable to find your insurance company using one of the methods below click on the Can t find your insurance company Click Here button Each time you enter an insurance company the screen adds a new blank insurance company line in case you have more than one insurer participating on the risk Name Start typing the name in the first box and the system will try to guess the company you are entering Depending on your browser you may see the guessed name in the box you re typing in or in the drop down box just below it If it is a match just hit TAB or click into the next desired field The system will fill in the NAIC and AM Best numbers for you Alternatively you can select the company from the drop down box just below the type in field To open the drop down box click on the black downward pointing triangle at the right side of the field Companies are listed alphabetically NAICH If you know the NAIC of the insurance company listed in the policy you can enter it here rather than looking it up alphabetically AM Bestit If you know the AM Best of the insurance company listed in the policy you can ent
11. on the effective date of the policy The rate is currently 0 2 two tenths of one percent for policies with an effective date of 01 01 15 or later The system will not permit the filing fee to be overwritten User Fields 1 4 These fields are for your use The filer can use these fields for any internal information that they want the ipFile system to capture The ipFile system will store this data along with the filing information When accessing your filing data these User Fields can be searched sorted exported and printed out as needed Each field can contain a maximum of 50 characters including spaces SUBMIT Click on this button when you are done entering the required information If any of the required information is missing or invalid the system will let you know immediately Pressing the ENTER key on the keyboard is the same as clicking on this button 13 View Download Data This section of the ipFile system contains screens that allow you to view and download data There are powerful search capabilities and helpful Auto Renew and Auto Endorse functions 14 View Download Data Your Filings The Your Filings screen lists all filings made on the ipFile system from the current calendar year and the prior two years It is a powerful search and retrieval tool that not only lets you view and download data but also gives you access to the handy Auto Renew and Auto Endorse features which save time and improve accuracy by autom
12. pages of 25 50 or 100 records ata time At the bottom of the screen there are controls that let you page through the records and choose how many records will display on each page The controls look like this Page Ra DH of 379 Records Per Page Records 1 to 25 of 9455 To choose the number of records that will be displayed on each page click on the downward pointing arrow on the right side of the Records Per Page box and select either 25 50 or 100 There will normally be a brief pause before the system refreshes your screen to display the number of desired records 30
13. the site and choose the task you want to perform The Navigation Bar is divided into three sections not all of the sections buttons may display for you depending on the permissions your System Administrator assigned to you Submit Data Links for submitting data View Download Data Links for viewing and downloading data System Administrators can also edit some of the data on these screens Other Other links Verisign Certificate Confirms that you are really connected to the ipFile system hosted by the Surplus Line Association of Illinois and that your connection is secure Click on the graphic for confirmation and more information 3 Work Area This is the area where you will view and enter data Registration Screen Before using the ipFile System you must register to create an account The registration screen looks like this Account Registration Back to Lo Page D Y Norton Enter Your Name and Contact Information CI Are va the Risk Manager O comes 2 cms OJ O REGISTER 4 10 11 12 Registration Screen continued Back to Login Page Button Click here to return to the Login page Company FEIN This is where you enter the Federal Employer Identification Number FEIN of the industrial insured the company that will be incurring the tax liability This is the tax ID of the company who is the insured on the policy or policies to be reported Attention 3 Party Tax Fil
14. Engineers Personal Aci All Medical includ All types Includes Manufacturers amp Contractors ners Landlords amp d Party Property Legal Liability Aviation Liability General BI amp PD al Liability Auto amp Contracts Mechnical Breakdown Personal Catastrophe Pollution Liability Liability Ge BI amp PD Products includi For excess CGL only Other exc policies should go in their respect Liability General BI amp PD Excess Liability categories under 401 doctor r ci 3 Records per Page 8 Records 1 to 25 of 62 21 View Download Data All Coverage Codes continued The various fields on the All Coverage Codes screen are described below 1 P OO en Coverage Code This is the ipFile system s internal numeric code for the coverage type You don t have to know this code since the Enter a Filing screen lets you find the coverage by using drop down boxes But if you pay attention to the codes especially for your most common coverages you will be able to speed up your data entry by just entering the code number Category Coverage codes in the ipFile system are broken up into broad categories to help you search for them more quickly This is the category for the coverage shown on this record Description This is the description of the coverage type within the category Notes These are some additional notes regarding this coverage that may help you in deciding which coverage code to use
15. L INSURED INC 03 13 2019 13 000 View Print Renew Endorse ew Print Renew Endorse 1P20150002971 Policy GL10305 INDUSTRIAL INSURED INC 01 11 2019 23 000 View Print Renew Endorse 1P20150002970 Policy EO00414 INDUSTRIAL INSURED INC 05 15 2018 7 500 View Print Renew Endorse 1P20150002969 Endt PR206674 INDUSTRIAL INSURED INC 04 01 2018 2 100 View Print Renew Endorse 1P20150002968 Policy PR206674 INDUSTRIAL INSURED INC 03 13 2018 11 000 View Print Renew Endorse 1P20150002967 Endt GL10304 INDUSTRIAL INSURED INC 02 01 2018 5 000 View Print Renew Endorse 1P20150002966 Policy GL10304 INDUSTRIAL INSURED INC 01 11 2018 15 000 View Print Renew Endorse 1P20150002965 Endt EO00413 INDUSTRIAL INSURED INC 06 16 2017 7 500 View Print Renew Endorse 1P20150002964 Policy 000413 INDUSTRIAL INSURED INC 05 15 2017 1 350 View Print Renew Endorse 1P20150002963 Policy PR206673 INDUSTRIAL INSURED INC 03 13 2017 10 250 View Print Renew Endorse 1P20150002962 Endt GL10303 INDUSTRIAL INSURED INC 02 12 2017 4 400 View Print Renew Endorse 1P20150002961 Policy GL10303 INDUSTRIAL INSURED INC 01 11 2017 12 500 View Print Renew Endorse 1P20150002960 Endt EO00412 INDUSTRIAL INSURED INC 07 15 2016 500 View Print Renew Endorse 1P20150002959 Policy E000412 INDUSTRIAL INSURED INC 05 15 2016 8 000 View Print Renew Endorse 1P20150002958 Endt PR206672 INDUSTRIAL INSURED I
16. NC 05 13 2016 1 050 View Print Renew Endorse 1P20150002957 Policy PR206672 INDUSTRIAL INSURED INC 03 13 2016 9 000 View Print Renew rse 1P20150002956 Policy GL10302 INDUSTRIAL INSURED INC 01 11 2016 12 000 View Print Renew o 1P20150002955 Policy EO00411 INDUSTRIAL INSURED INC 05 15 2015 7 500 View Print Renew Endorse 1P20150002954 Endt PR206671 INDUSTRIAL INSURED INC 05 13 2015 350 View Print Renew Endorse 1P20150002953 Policy PR206671 INDUSTRIAL INSURED INC 03 13 2015 9 000 View Print Renew Endorse 1P20150002952 Endt GL10301 INDUSTRIAL INSURED INC 03 11 2015 1 100 View Print Renew Endorse 1P20150002951 Policy GL10301 INDUSTRIAL INSURED INC 01 11 2015 10 000 rint Renew Endorse TOTAL COUNT 25 176 875 Page nn a of 9097 Records Per Page 15 Records 1 to 25 of 227403 15 View Download Data Your Filings continued The various fields on the Your Filings screen are described below A E NS 10 11 12 13 12 13 Policy Id This is the unique number that identifies each transaction It is also used as the invoice number for your filing fee from the SLA Batch Item These are internal fields used by the system and generally will be blank Filing Type Shows whether the filing was a Policy or an Endorsement Policy Number Shows the policy number for this filing Insured Shows the insured s name for this filing Effective Date Shows th
17. atically filling in most of the Enter a Filing screen when you are renewing or endorsing a policy The Search Box which searches all fields whose column headings have an asterisk as well as some others you can t even see lets you quickly search for insured names or policy numbers Once the desired record is located you can view the detail record reprint the filing confirmation page or use the Renew or Endorse links to easily make renewal or endorsement filings with minimal data entry required The Advanced Search button gives you access to more complex searches The Your Filings screen is shown below IPFILE Independent Procurement Filing System ILLINOIS HOSTED BY THE SURPLUS LINE ASSOCIATION OF ILLINOIS CONTACTUS HELP LOGOUT Your Filings Enter a Filing Export to Excel Export to XML Export to CSV 11 O Your Filings search IN Show all 12 O Exact phrase O All words Any word O Your Insurance Co s Add New Filing 13 O Your Cov Codes zp o o ANA any column heading to sort by that field Ctri click on additional columns to subsort by that field O Your Users Policy Id 4 Batch Policy Number Effective Date All Coverage Codes 1 2 4 6 IP20158802975 En E0004 INDUSTRIAL INSORED INC 06 0CRE019 75 1P20150002974 Policy EO00415 INDUSTRIAL INSURED INC 05 15 2019 7 500 vi 1P20150002973 Endt PR206675 INDUSTRIAL INSURED INC 04 04 2019 1 500 View Print Renew Endorse 1P20150002972 Policy PR206675 INDUSTRIA
18. e company is an active Illinois surplus line company it will be added to the data entry screen Remember however that if your ipFile System Administrator has created a custom Your Insurance Companies list only the insurance companies on that list can be selected for data entry If there is a company that needs to be added to your custom list contact the ipFile System Administrator at your company If the insurance company s status does not allow activity a message will pop up informing you of the status of the company and why you cannot use it at this time In some cases it may be that the insurer has simply never been used in Illinois before If you believe this to be the case contact the Help Desk for assistance Percents Don t Add Up Click Here The ipFfile system requires that the insurance company percentages add up to 100 However in some cases the percentages in the policy do not add up to 100 perhaps the risk is not 100 subscribed or an admitted insurance company participated The ipFile system requires that you provide the percentage of participation as it relates to the document you are filing not as it relates to the entire risk This button opens a screen that will automatically recalculate your percentages based on what you ve entered so they show the insurer s percentage of risk for this filing When you click the UPDATE button on this screen the recalculated percentages will be dropped into the Enter a Filing screen I
19. e effective date of the policy or endorsement Premium Shows the premium for this filing View Print You ll notice as you move your mouse over the list of transactions the line over which your mouse is hovering turns a stunning shade of orange or is that peach If you click on the View Print link near the right end of the record or anywhere on the highlighted record except the Renew or Endorse links you will be able to view all the detail for that transaction The detail is shown in the same format as the confirmation page you saw when you first submitted the filing Renew Auto Renew Function Click on the Renew link for the highlighted record to enter a renewal filing for that policy The Enter a Filing screen will come up pre loaded with all of the information you need except the Policy Number Effective Date and Premium If any of the pre loaded data is incorrect or has changed you can over type the pre loaded data Endorse Auto Endorse Function Click on the Endorse link for the highlighted record to enter an endorsement filing for that policy The Enter a Filing screen will come up pre loaded with all of the information you need except the Effective Date and Premium If any of the pre loaded data is incorrect or has changed you can over type the pre loaded data If the insurance company or coverage code records do not automatically load into the Enter a Filing screen after clicking Endorse or Renew it is lik
20. ely because your System Administrator has limited the insurance companies or coverage codes available to you by creating a custom list and the insurer or coverage code associated with the transaction are no longer on the available list Click on the Your Insurance Co s or Your Coverage Codes button on the Navigation Bar to check the list and contact your System Administrator with questions Export See the Using the Export Controls section of this manual on page 29 Search See the Using the Search Controls section of this manual on page 24 Add New Filing This button gives you a quick link back to the Enter a Filing screen Sorting See the Sorting Displayed Records section of this manual on page 23 Pages of Records Records Per Page See the Pages of Records section of this manual on page 30 16 View Download Data Your Insurance Companies The Your Insurance Co s screen displays the custom list of insurers that was created by your System Administrator If no list has been created the screen says No records found This custom list is used by the Enter a Filing screen so that a person entering a filing can only choose an insurer from this list If the custom list does not exist the Enter a Filing screen displays a large and somewhat unwieldy list of insurers that is more difficult for users to scroll through If there is no custom list the screen will look like this if you are not the System Administrator the Add and Re
21. er it here rather than looking it up alphabetically Percent Enter the percentage of the risk covered by the insurance company you have selected If there is only one insurance company on the policy enter 100 If the risk is insured by more than one insurance company you must list all unauthorized insurance companies participating in the policy and the percentage of risk they insure The total percentage must add up to 100 Ifthe percentages in the policy do not add up to 100 perhaps the risk is not 100 subscribed or an admitted insurance company participated then click on the Percents don t add up Click Here button The ipFile system requires that you provide the percentage of participation as it relates to the document you are filing not as it relates to the entire risk This button opens a screen that will automatically recalculate your percentages based on what you ve entered so they show the insurer s percentage of risk for this filing When you click the UPDATE button on this screen the recalculated percentages will be dropped into the Enter a Filing screen 10 10 11 12 13 Enter a Filing continued Can t Find Your Insurance Company Click Here Clicking here will open a window that lists all insurance companies alphabetically their NAIC and AM Best numbers and their status in our system From this window you can select the insurance company by clicking Select in the column on the right side If th
22. ers the principal place of business of the insured First Name Enter your first name Maximum length of this field is 50 characters including spaces For fields 12 through 18 you should be entering the information of the person who is setting up the account 13 14 15 16 17 18 19 20 21 22 23 24 Registration Screen continued Middle Name Enter your middle name or initial Maximum length of this field is 50 characters including spaces Last Name Enter your last name Maximum length of this field is 50 characters including spaces Suffix Enter your name suffix This field is for suffixes such as Jr or IV Maximum length of this field is 15 characters including spaces Phone Enter your phone number Extension Enter your phone extension Email Address Enter your email address It is important to enter this information correctly because it will be part of your login information Maximum length of this field is 50 characters including spaces Confirm Email Address Enter your email address again for verification purposes Are You the Risk Manager for the Company In order to qualify as an industrial insured that can independently procure insurance from unauthorized insurers there must be a full time employee or a regularly and continuously retained consultant who is a qualified risk manager If you the person setting up the account are the full time employee or consulta
23. ers Do not enter your FEIN here This must be the FEIN of the insured on the policy or policies to be reported You can perform the reporting and payment tasks with the taxpayer s permission if desired However you must enter the taxpayer s information throughout the registration process except in the Enter Your Address and Enter Your Name and Contact Information sections In these two sections you will enter your information You must check the box saying that this is NOT the corporate headquarters and then enter the actual address of the corporate headquarters of the taxpayer in the appropriate section Unless you are a qualified risk manager as the term is defined in the law and are consulting as such with the taxpayer on the risk you must check the box saying that you are NOT the risk manager and then enter the name and contact information of the taxpayer s risk manager in the appropriate section Company Name This is where you enter the company name of the industrial insured the company that will be incurring the tax liability This should the company name of the insured on the policy or policies to be reported Maximum length of this field is 80 characters including spaces Address Line 1 This is where you enter your street address the street address where you the person setting up the account are located It is very important to enter this information correctly because the tax invoice from the State of Illinoi
24. l Coverage Codes Enter a Filin y go mi Export to Excel Export to CSV 5 oo 6 Your Filings JA Exact phrase All words Any word Click on any column heading to sort by that field Ctri click on additional columns to subsort by that field O Your Insurance Co s O Your Cov Codes Straight Fire Pd Coverage Str Ter sm O Your Users 1001 n re Policies are filed under this category 1 FM Tax applies to entire All Coverage Codes inct premium they Allied Lines can be broken out into this C Code and the 1 FM Tax is a against 25 of the premium 19 es to 55 he Property including excess Excess of Loss Pe FAT applies to 55 of the premium For earthquake or eartt ke flood Property including excess Earthquake policies lo Tax applies to 25 Symantec of the premium 1 FM Tax applies to only 1 of the Crop Hail All premium Difference In Conditions All vo EEE 1 FM Tax applies to 40 of the Multiple Peril Farm Owners premium 1 FM Tax applies to 40 of premium For Cor Multi P Multiple Peril and Marine 1 FM Tax applies to Inland Marine Watercraft premium Aviation Physical Damage All Physical Damag FM Tax applies to 10 of the pre E Glass All Professional Errors Omissions D O Professional Errors Omissions All Others Includes Professional Liability Professional Errors amp Omissions Attorney Malpractice Professional Errors amp Omissions Architects amp
25. le value for this field is 2 147 483 647 Coverage Code Premium Fire Marshal Tax Coverage Code The coverage code is a unique four digit number that identifies the type of policy coverage Reporting the correct coverage code for the policy is critical as it determines the correct amount of fire marshal tax There are two different ways to enter the coverage code a Enter the four digit coverage code in the CC field if known b Ifthe code is not known then from the Select Coverage Category here drop down box select a coverage category Once the category has been selected choose a specific coverage from the then Select Coverage here drop down box At this point the four digit coverage code will appear in the CC field For example if you select Liability General in the first box and Excess in the second 5003 will appear in the CC field Your system administrator may have limited the list of available coverage codes to only those that your firm uses This should make your searches much easier If the list has been limited by your system administrator you can still review all available coverage codes by clicking on the All Coverage Codes button located on the left hand side of the screen Premium Enter the gross premium in this field rounded to the nearest whole dollar Do not include in the premium the IP tax filing fee fire marshal tax or any other fees such as policy fee or inspection fee Fire Marshal Tax
26. move Records button will not appear Submit Data Your Insurance Companies Enter a Filing View Download Data Your Filings Add and Remove Records Your Insurance Co s No records found O Your Users All Coverage Codes Symantec 17 View Download Data Your Insurance Companies continued If your ipFile System Administrator has created a list it will look like this Submicna Your Insurance Companies A TO RU EEE ER expottocsv View Download Data Your Filings Add and Remove Records 5 Your Insurance Co EN G Click on any column liado to sort by that field Ctri click on additional columns to subsort by that field Alpha Insurance Cd 1 5 2015 80 AM jpublic MQPsinc com Your Users ser Bravo Insurance Co 8 16 00 AM jpublic indinsinc com Charlie Insurance Co 15 8 16 00 AM public indinsinc com All Coverage Codes ca JF im Echo Insurance Co 1 5 2015 8 16 00 AM jpublic indinsinc com Delta Insurance Co 2015 8 16 00 AM jpublic indinsinc com O Logout COUNT 5 a OE Records 1 to 5 of 5 T Y Norton Symantec 1 Insurance Companies These are the insurance companies that your System Administrator has selected to be available to you when using the Enter a Filing screen 2 Last Update Date and time this record was added to your custom insurance companies list 3 Last Update By Person who added this record to your custom insu
27. mpany here O Logout TOTALS COUNT 0 0 Y Norton Can t find your insurance company 5 click Here Percents don t add up click Here 6 Symantec El OR Expiration Date Code CC Fire Mar CC Coverage Code Category shal Tax or Select rage Category here then Select Cov here TOTALS COUNT 0 Filiing Fee User Field 1 User Field 3 User Field 4 1 Back to List Clicking here will take you back to the Your Filings list 2 Policy No Enter the complete policy number as it appears on the declarations page You can leave out any space punctuation and symbols The system will automatically remove any spaces punctuation and symbols you enter and convert all characters to upper case Be sure to include any prefixes or policy codes It is important to enter the policy number correctly and consistently When you try to enter a return premium endorsement for a policy the system searches for previous filings under that exact policy number to ensure that you are not entering return premiums greater than those you ve filed Maximum length of this field is 50 characters 3 4 Enter a Filing continued Filing Type Check the button as appropriate You can only select one For an endorsement extending the policy period or a renewal certificate check the Policy button and treat it as a new policy Insurance Company General Info It is important that you enter the proper insurance company Since many
28. nsured Enter the full insured name as listed on declarations page Include the Doing Business As d b a information if applicable Maximum length of this field is 50 characters including spaces Address 1 Insured s address as listed on declarations page including any suite numbers or post office box numbers Maximum length of this field is 50 characters including spaces If address does not fit entirely in this field you can use Address 2 field for any overflow Report only the address that is listed on the declarations page It is not necessary to enter the property locations as reported in the schedule of locations if any Address 2 Field to include any insured s address information contained on the declarations page that does not fit into the Address1 field Maximum length of this field is 50 characters including spaces City Insured s city as listed on the declarations page Maximum length of this field is 50 characters including spaces State Enter insured s state as listed on the declarations page The system defaults to Illinois but any state can be selected from the drop down box Zip Insured s zip code as listed on the declarations page Zip code can be reported as standard 5 digit or expanded 9 digit code The system will accept both formats Effective Date Inception or start date of the policy You may enter the date in mmddyyyy format without typing any slashes or dashes or you can use the m d yy or the
29. nt that meets the statutory definition of a qualified risk manager you can select Yes Otherwise choose No and enter the qualified risk manager information where prompted Enter the Risk Manager Contact Information Section This section will only be visible if you selected No in response to the Are You the Risk Manager for the Company question above Enter the contact information for the full time employee or regularly and continuously retained consultant who meets the statutory definition of qualified risk manager Choose a Password Enter the password you have chosen for this account You are responsible for determining the content and complexity of your password In making the decision remember that there is sensitive proprietary information being entered about the industrial insured taxpayer As with any password you should try to avoid short simple passwords words that can be found in the dictionary or passwords that others can readily guess Maximum length of this field is 50 characters including spaces Confirm Password Enter the password again for verification purposes Register Button Once you have accurately entered all the required information click here to submit your registration information You will see an on screen confirmation that your information has been submitted and you will receive an email confirmation You will receive another email within one business day informing you that you
30. of websites using Compatibility View Tf you are using Microsoft Internet Explorer 10 you must choose Tools Compatibility View Alt T V from the browser menu SECURED powered by Symantec If you failure to perform these steps entering a filing will not work IE10 and or you could get 6 calculated taxes and fees After you have done this once the browser should retain the setting and every time you return to this site Compatibility View should already be engaged When you open the browser s Tools drop down menu if Compatibility View is already checked IE10 do not un check it If you are not sure which version of Internet Explorer you are using select Help About Internet Explorer Alt H A from the browser menu to check the version Users have not reported experiencing these problems with current versions of Chrome or Firefox 1 Hello Your name as you gave it to us 2 Your Last Login Was Shows that last time there was a login using these credentials If you notice unusual login times in this field notify us immediately by clicking on the Contact Us link in the top right section of the screen 3 FEIN His Shows the FEIN number for this account 4 Your ipFile System Administrator is Shows the name of the System Administrator for this account The System Administrator typically the person who set up the account is the person who is able to add and delete other users for the account and is able
31. own here System Administrators can go to this screen to add or delete insurance companies from the list available to users who are entering filings The limited list is helpful because it cuts down on errors that occur when users accidentally select the wrong insurance company 4 Your Cov Codes The System Administrator may have limited the coverage codes you can select when entering a filing If so the list of available coverage codes is shown here System Administrators can go to this screen to add or delete coverage codes from the list available to users who are entering filings The limited list is helpful because it cuts down on errors that occur when users accidentally select the wrong coverage code 7 Navigating continued 5 Your Users List of users for this account System Administrators can add delete and modify user accounts from this screen 6 All Coverage Codes Clicking here will take you to a list of all coverage codes that are available in the ipFile system 7 Logout Click here to log out of the ipFile system Enter a Filing The screen for entering a policy or endorsement looks like this Enter a Filing View Download Data IM Back to List QI Your Filings Click on the field name in any blue or yellow box for help on that field Your Insurance Co s Your Cov Codes EEE IS Your Users 1 Insurance Company 4 Percent All Coverage Codes Name NAIC AM Best 100 or Select Insurance Co
32. r account has been activated Once you receive the activation email you will be able to log in and report policies and endorsements Login Screen The login screen looks like this Please Enter Your Login Information DL resister O 1 FEIN Enter the Federal Employer Identification Number FEIN you used when you registered your account 2 Email Address Enter your email address 3 Password Enter the password you selected when you registered your account or the password assigned to you by your System Administrator 4 Login Once you have accurately entered the FEIN email and password click here to log in 5 Register If you are a new user and do not have an account click here to be directed to the account registration screen Welcome Screen The welcome screen looks like this IPfILE Independent Procurement Filing System ILLINOIS HOSTED BY THE SURPLUS LINE ASSOCIATION OF ILLINOIS CONTACT US HELP LOGOUT Welcome to the Illinois ipFile System Enter a Filing 1 3 4 E Your Last Login was FEIN is Your ipFile system administrator is El JOHN PUBLIC 1 12 2015 9 02 00 AM 123456789 JOHN PUBLIC Your Filings Your Insurance Co s System Information No The ipFile System is Operational O Your Users O All Coverage Codes If you are using Microsoft Internet Explorer 11 you must choose O Logout Tools Compatibility View Settings Alt T B from the browser menu then add slai org to the list
33. rance companies list This should be your System Administrator 4 Export See the Using the Export Controls section of this manual on page 29 5 Add and Remove Records This button will only appear if you are the System Administrator 6 Sorting See the Sorting Displayed Records section of this manual on page 23 7 Pages of Records Records Per Page See the Pages of Records section of this manual on page 30 18 View Download Data Your Coverage Codes The Your Coverage Codes screen displays the custom list of coverage codes that was created by your System Administrator If no list has been created the screen says No records found This custom list is used by the Enter a Filing screen so that a person entering a filing can only choose a coverage code from this list If the custom list does not exist the Enter a Filing screen displays a large and somewhat unwieldy list of coverages that is more difficult for users to scroll through If there is no custom list the screen will look like this if you are not the System Administrator the Add and Remove Records button will not appear COTON Your Coverage Codes Enter a Filin View Download Data Your Ineuranco Co sl ance Co Donc CS Logout Y Norton Symantec 19 View Download Data Your Coverage Codes continued If your ipFile System Administrator has created a list it will look like this AE EEE Your Coverage Codes EL
34. riteria box Less than or equal to lt Records will be returned if the record s field is less than or equal to the amount typed in the search criteria box Greater than gt Records will be returned if the record s field is greater than the amount typed in the search criteria box 26 Using the Search Controls Advanced Search continued Greater than or equal to gt Records will be returned if the record s field is greater than or equal to the amount typed in the search criteria box Like Searches Alphanumeric or text fields are automatically searched using the LIKE comparison operator This means that the system will return records when it finds the characters you typed in any part beginning middle end of corresponding field in the record For example if you enter GL123 in the Policy Number search field the system will return records where the Policy Number is GL123456 CGL123XYZ11 ABC444GL123 etc Filing Type Search The Filing Type field does not have a search criteria box but rather two buttons you can choose If you only want policies in the returned recordset click the Policy button If you only want endorsements click the Endorsemt button If you want the system to return policy and endorsement records do not click on either button Insurance Co Search The Insurance Company field is not a regular search criteria box but rather a drop down box There are a couple of ways to make choices in this box
35. s will be mailed to this address Maximum length of this field is 80 characters including spaces Address Line 2 Field to include any of your address information that does not fit into the Address1 field Maximum length of this field is 80 characters including spaces City Enter your city Maximum length of this field is 50 characters including spaces State Enter your state The system defaults to Illinois but any state can be selected from the drop down box Zip Enter your zip code Zip code can be reported as standard 5 digit or expanded 9 digit code The system will accept both formats Country Enter your country The system defaults to United States but any state can be selected from the drop down box Maximum length of this field is 50 characters including Spaces Is This the Location of the Corporate Headquarters Select Yes or No as applicable This question must be answered accurately Since the law requires that Illinois is the home state for the policy to be filed you must report the principal place of business for the taxpayer insured Enter Corporate Headquarters Address Section This section will only be visible if you selected No in response to the Is This the Location of the Corporate Headquarters question above Enter the address information of the industrial insured the company that will be incurring the tax liability This should be the address information for the corporate headquart
36. to limit the insurance companies and coverage codes available when entering a filing 5 System Information Look here for special notices such as times when the system will be unavailable due to scheduled maintenance 6 Important This section shows important browser compatibility information especially as it relates to Microsoft s Internet Explorer which is not compatible with accepted internet standards in some important respects Navigating The navigation section of your screen should look a lot like the unshaded portion on the left in the illustration below O Your Filings 2 DETIENE Your Cov Codes 4 O Your Users 5 OAll Coverage Coder 6 O Logout 7 1 Entera Filing Clicking here will take you to the Enter a Filing screen where you can report policies and endorsements 2 Your Filings Click here to see a list of filings you have made This list is especially helpful when it s time to renew or enter an endorsement Find the policy on the Your Filings list and then click on Endorse or Renew as applicable It will take you to the Enter a Filing screen and almost everything will be already filled in for you You will only need to enter the effective date premium and for a renewal the new policy number 3 Your Insurance Co s The System Administrator may have limited the insurance companies you can select when entering a filing If so the list of available insurance companies is sh
37. ug it s a feature 23 Using the Search Controls Simple Search To do a Simple Search use the Search Box near the top of the screen The Search Button is labeled with the word Search plus an asterisk This is to remind you that a simple search will search the columns in the table where the column title text is also followed by an asterisk it also searches the Address City State and Zip fields even though you don t see them on this screen Multiple words typed into the Search Box should be separated by spaces do not use commas quotations or any other punctuation You cannot use the greater than gt less than lt or equal to operators All simple searches are LIKE type searches In other words if you are searching for a Policy Number you do not need to type in the ENTIRE Policy Number If you enter GL123 the system will return records where the Policy Number is GL123456 CGL123XYZ11 ABC444GL123 etc Simple Search Options Just below the Search Box are the three Simple Search Options Exact Phrase This is the default search type The system will return records where the characters you typed in the Search Box are found in the exact order you typed them ANYWHERE within the searchable fields All Words This is an AND type search Use this option when there is more than one word that you are searching for within the records Multiple words typed into the Search Box should only be separated by spaces
38. with the downward pointing arrow at the right side of the drop down box This will open the box and show you part of the list of coverage codes There is a vertical scroll bar at the right side of the list Navigate through the list using the up and down arrows on your keyboard the PageUp and PageDn keys on your keyboard or the vertical scroll bar When you find the coverage code you want to choose click on it Search Button When you have finished entering search criteria click on the Search Button and the system will begin the search 28 Using the Export Controls The Export Buttons are located at the top of the dark blue section of the screen just below the Your Filings title When you choose to export records the system will export all records on all pages in the recordset i e even if only 25 records are shown on the screen if the bottom of the screen says there are 2000 records the system will export all 2000 records If you have filtered the record set by doing a Simple or Advanced Search the system will only export the records that match your search criteria The system will prompt you to save the file on your local computer and allows you to export data in one of three ways There is a limit to the number of records the system will export this is especially true for Excel files If your export does not work try limiting the number of records you are exporting by using the Search or Advanced Search functions For instance
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