Add a Policy

Adding a policy enables you to enter basic information about it, before providing additional information in Policy Detail. Note that you cannot designate Required or Desired fields on the Add a Policy screen, as requirements vary by line type. Designate any required/desired fields in policy/line detail instead.

1. Locate the account in question and access the Policies area.
   1. To access Accounts from the Home screen, do one of the following:

   1. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. In the Locate account dropdown menu, select Client.
   3. In the Locate by dropdown menu, select the appropriate option.

   4. Select the suitable checkbox or checkboxes to the right:

      • Insureds
      • Prospects
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
   7. Highlight the desired item in the Results list.
   8. Click Policies on the navigation panel, or Areas > Policies on the menubar.
      
      Note: You can access policies from the Account Detail screen in the same manner.
2. Do one of the following:
   • Click the Add button on the Policies screen.
   • Click New on the options bar and select Policy.
   • Click File > New > Policy on the menubar.
   • Press [Insert] on your keyboard.
   • Press [Ctrl] + N.
3. The Add a Policy screen displays. Any applicable Field Defaults for the Policy Add workflow populate.
   
   A Market Appetite sidebar displays on the right hand side of the screen if you are adding a policy for a client whom the system recognizes as a commercial lines client. Perform a Market Appetite search in this sidebar to locate carriers with appetite for this client’s commercial risk who might be interested in writing this policy. Market Appetite integrates with Ask Kodiak to provide you with current, accurate appetite information supplied by each carrier.

   The Market Appetite sidebar displays for any client who has the Commercial checkbox selected for Type of Business, or a current or future commercial lines policy (excluding Agriculture and Bond lines).

   The dropdown menus and default search results in the sidebar populate with information from the client’s account and the existing policies (note that the default results may differ once you navigate to Policy Detail, as they will be specific to the select policy).

   For answers to frequently asked questions regarding Market Appetite, click the FAQ link label.

   

   To perform a search from the Market Appetite sidebar, do the following:

   1. Click the Industries dropdown menu and enter a partial or complete SIC or NAICS code or a description of the business. A list of recommended codes and search terms populates in the dropdown menu as you type. Select the NAICS/SIC code from this dropdown menu.
   2. The number of lines selected displays in the Products field. To include different lines in the search, click in the dropdown and select the checkbox next to each line you want to include.
   3. Select the States to include in the search (as issuing locations) from the dropdown menu. Check the Select All checkbox to select all states. Deselect the checkboxes for any states you want to exclude.
   4. Click Search to view a list of carriers with declared appetite for the client's risk who might be interested in providing coverage for the selected lines. To view all carriers with historical appetite information, use the full Market Appetite website, which you can access by clicking the Appetite button on the options bar.
      
      You can do the following with your search results:

   • View customized notes your Agency Admin has added for the selected market.

   • Browse all products that are in appetite for the carrier. Display these products by clicking the View # products link label.

   • View a product’s description, guidelines, and/or highlights by clicking the View Details link label. These details populate from Ask Kodiak.

   • Access the carrier’s website by clicking the link provided with their appetite. This link is merely a shortcut; it does not send policy data to the carrier website.

   • Manage markets by clicking the Appointed/Preferred dropdown arrow and selecting one of the following options:

   • Mark as preferred: Preferred markets are your agency-indicated top appointed markets, which display first in your All Markets search results. The Preferred icon displays for these markets. Mark as Preferred is only available for users with administrator rights and when the Manage appointments for all users option is enabled.

   • Mark as Appointed: Appointed markets are those with which you are contracted. These markets display after your Preferred markets in the All Markets search results, or first, if no Preferred markets exist. The Appointed icon displays for these markets.

   • Refresh search results by clicking the Search button to ensure you are viewing the most up-to-date information.

4. In the Policy Detail section, select a radio button to specify whether this is a Prospective or Contracted policy.
5. Select a policy Type in the dropdown menu.
   
   Note: See Policy Type Configuration for instructions on adding new policy types.
6. The Description, Effective Date, and Expiration Date default. You may edit them if necessary.
7. Enter a Policy # if known.
8. Optionally select the Source that compelled the client to contact you.
   
   Note: See Policy Source Configuration for instructions on how to add new sources.
9. Select the Turn off Policy Download checkbox if you do not want Download to overwrite existing policy data.
10. Select the Multi-Carrier Schedule radio button if this policy is a participation or subscription policy where multiple carriers share the risk, or select the Multi-Commissions radio button if this policy will have multiple commission classes. Leave the None radio button selected if the policy will have a single carrier and standard commissions.
11. In the Structure section, the Agency, Branch, and Department that were selected when the client was added default in the Agency and Branch fields. These cannot be changed.
12. In the Policy Estimated Premium/Commission section, optionally enter an estimated Premium and an estimated Commission.
13. In the Lines of Business section, select the correct Line. The selection you made in the Type fields defaults in this field.
14. Select a Status from the dropdown menu.
15. The Issuing Location defaults based on the client’s mailing address if it is set up to do so in Policy Type Configuration or Field Default Configuration. Otherwise, it defaults blank. Update it if necessary.
16. Click the Agency Bill or Direct Bill radio button to specify how this policy will be billed.
17. Select the appropriate Profit center.
18. Choose an Issuing company.

19. Select the correct Premium Payable type:

    • BR  Broker (External)
    • CA  Carrier
    • IN  Broker (Internal)
20. Choose a different Premium Payable account if necessary.
21. Select a Payable Contract if applicable.
    
    Note: This field is available only for agency billed policies.
22. Select a Prefill if applicable.
23. In the Line Commission section, select the Use commission agreement checkbox to use an existing commission agreement. If you select this checkbox, select an Agreement from the dropdown menu.
1. To change the Type, Percentage, or Amount of commission for this policy only, select the Override commission agreement percentage/amount checkbox. Changing these amounts does not change the commission agreement for any other policies.
24. Select Flat Fee or Percentage of Premium in the Type dropdown menu.
    
    If you select Percentage of Premium, enter the Percent.
    
    If you select Flat Fee, enter the Amount.
25. In the Line Estimated Premium/Commission section, enter the Premium amount for this line of business, if known.
26. Enter the Commission amount (if known), or click the Calculate link label to compute the line-level commission amount.
    
    The calculation is available for all commission agreement types, including premium-based, date-based, and risk-based agreements. You can only calculate commission for a risk-based agreement on the policy’s Servicing/Billing > Line tab after adding the policy. To understand how the system calculates the estimated commission and view examples, click the How is this calculated? link label.
27. You can click Finish or press [Enter] to end the workflow at this point. However, it is advisable to click Detail and add the rest of the policy information at this time.
    
    Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
    
    Click Detail to add more policy information.
28. The Policy Detail screen displays. The navigation panel expands to show the available categories for the selected policy. Click a category to show its specific sections on the policy. Click a specific section to view or fill in the information related to that section. A form displays on the right. View or update the contents of the fields as necessary.

29. All policies contain a Servicing/Billing section with the following screens:
    • Policy

      The Policy screen contains the following sections:

      • Policy Detail
        1. The policy Type and Description default but can be changed.
        2. Enter the Policy number if known.
        3. Optionally choose the Source that motivated the client to contact you.
        4. If the Turn off policy download checkbox is selected, policy data received during Download will not overwrite existing policy information.
      • Structure

        The Structure area is informational only.

      • Policy Premium/Commission

        You can enter or update the Annualized, Estimated, and Estimated monthly premium and commission.

        Click Calculate to calculate the estimated premium and/or commission. This calculation provides a policy-level total and sums the estimated monthly amounts for all lines, which populate in the Estimated and Estimated monthly fields, respectively.

    • Line

      The list shows all of the lines of business associated with the selected policy. The screen contains the following tabs:

      • Line

        Add additional lines of business to the policy or remove lines of business from the policy if needed. See the Add a Line of Business and Remove a Line of Business sections below for more information.

      • Billing
        1. Select a Billing plan if applicable.
        2. If you selected a billing plan, optionally select the Financed checkbox.
        3. Select a Tax option if applicable. You can set up the Tax option to default for all lines of a particular type in Policy Type Configuration.
        4. In the Send Invoice To area, Select the recipient Type from the dropdown menu:
           • Broker
           • Client
           • Other Interest
        5. If you choose Broker or Other Interest, click the lookup button in the Account field.
           1. In the Account Lookup pop-up window, filter by Account Name or Lookup code, enter at least one character in the Search field and click Find.
              
              Note: Click the Include Inactive link label if you would like to include inactive accounts in the list.
           2. Narrow the list of accounts if necessary.

              If you wish to narrow the list of accounts, use the search bar above the list to specify the contacts that you want to see.

               

              

               

              These are the choices in the first dropdown menu:

              1. • Lookup Code
                 • Account Name

              The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

              1. • Begins with: Enter at least the first letter or number of the search criterion (e.g., the full description or folder name) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
                 • Contains: Enter at least one letter or number of the search criterion (e.g., part of the description or claim number) in the field to the right. Click Find.
           3. Click to highlight the desired account and click Finish.
        6. If you chose Broker as the account Type, select/deselect the Bill broker net checkbox.
        7. Optionally specify a Contact.
           1. Click the lookup button to bring up the Contacts pop-up window.
           2. Contacts for the selected entity display in the list. Click the desired contact and then click Finish.
        8. The Address, Description, and Site ID default but can be changed if necessary.
           Note: Changing the entries in these fields does not change the entries in Account Detail.
        9. Enter or update the Loan # if applicable.
        10. The Delivery method defaults but can be changed if necessary. If you choose Email or Fax, enter the Email address or Fax number. If necessary, you can enter multiple Email addresses separated by semicolons, up to 250 characters.
      • Servicing
        1. Choose the appropriate entities in the dropdown menus in the Servicing Contacts section.
        2. Optionally add a Description in the field to the right of each selection.
      • Pr/Br Commissions

        Depending on the type of business and the options your organization has configured, you may have the option to enter single-term or multi-term commissions. Otherwise, single-term commissions default.

        Single-term commissions enable you to enter one rate for one or more producers/brokers for the duration of the policy. Multi-term commissions enable you to enter different rates for different producers/brokers for fixed periods of time during the policy term (for example, if the commission amount decreases over time). You cannot add multi-term commissions to a policy with a multi-carrier or multi-commission schedule.

        If both options display, Single-Term Commission defaults selected. To enter commissions for the policy’s current term and future time periods, select the Multi-Term Commissions radio button. If you select Multi-Term Commissions, you must define term ranges before entering the commissions themselves.

        Date ranges cannot overlap or contain gaps, and only the last range can have an Open end date.

        1. Click the Edit button beside the Term Ranges list. The Define Commission Date Range window displays.
        2. The effective date of the first range defaults to the policy’s effective date, but you can change it by selecting a date from the dropdown calendar. To change the range’s end date, deselect the Open checkbox above the field and enter or select a date from the dropdown calendar.
        3. Update the Description if necessary.
        4. To add an additional date range, click the Add button.
        5. The new range’s effective date defaults to the day after the previous range’s end date. You cannot leave gaps between ranges. Edit the range’s end date as necessary.
        6. Enter a description for the date range.
        7. Repeat the previous steps to add additional date ranges.
        8. When you have added all of your date ranges, click Finish.

        To edit a date range, click the Edit button beside the list. Make your changes in the Define Commission Date Range window and click Finish to save them.

        To delete a date range, select it and click the Edit button beside the list. In the Define Commission Date Range window, click the Delete button beside the list and click Yes to confirm the deletion.

        To print the list of date ranges, click the Print button beside the list. The Print window displays. Print this list as you would any other document.

        For both single-term and multi-term commissions, you must define producer/broker commissions. If you are entering multi-term commissions, you must enter commissions for each range in the Term Ranges list.

        1. Click the Add button beside the list. The Pr/Br Commission pop-up window displays.
        2. Select BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu.
        3. Select the broker or producer Code.
        4. If the producer or broker you selected has one or multiple valid commission agreements, the Use commission agreement checkbox is enabled and selected by default. If multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.  
        • If you selected a Standard commission agreement, select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.

        If do not want to use a commission agreement for this producer/broker commission, deselect the Use commission agreement checkbox.

        5. Select a Contract.
        6. Choose a commission Type.
        7. Enter the Percent or Amount.
        8. Enter the Production credit %.
        9. The Order # defaults but can be amended.
        10. The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
        11. Click Add to save this commission and add another one to the policy or date range.

        Click Finish to save the commission and close the window.

        Click Cancel to exit the workflow without saving the commission.

        To edit a Pr/Br commission, select it and click the Edit button beside the list. Make your changes in the Pr/Br Commission window and click Finish to save them.

        To delete a Pr/Br commission, select it and click the Delete button beside the list. Click Yes to confirm the deletion.

        To print the list of Pr/Br commissions, click the Print button beside the list. The Print window displays. Print this list as you would any other document.

      • Categories/History

        The Categories/History tab contains the following areas:

        • Agency Defined Categories

          Use this section to apply agency-defined categories to a line of business. For instructions on adding new agency defined categories to the system, see Agency Defined Categories Configuration.

          1. To apply a new category to this line, in the Agency Defined Categories section, do one of the following:
             • Click the Add button .
             • With focus on the Agency Defined Categories list, press [Insert] on your keyboard.

          2. The Agency Defined Category window displays.
          3. Filter the list of categories if you wish.

             Use the search bar above the list to specify the categories that you want to see.

              

             

              

             These are the choices in the first dropdown menu:

             1. • Category
                • Option

             There is one choice available in the second dropdown menu.

             1. • Contains: Enter at least one letter or number of the search criterion in the field to the right. Click Find.

             To see the filter that is currently applied to the list, hover over the Search where text.

          4. Select the checkbox beside each category you wish to apply to this account. To check all of the items listed, click the Select all checkbox.
          5. Click Finish to add the category and close the Agency Defined Category window.
             
             To remove a category from the list, highlight it and click the Delete button or press [Delete] on your keyboard. You are prompted, "Do you wish to delete this record?" Click Yes.
        • Comments

          Type pertinent comments in the field provided.

        • History
          1. Agency first written shows the date the policy was added. This date can be revised.
          2. If applicable, enter the Broker of record date, or select it from the dropdown calendar. This is the date on which the account is exchanged from one agency to another.
          3. The Entered, Last Updated, and Prior Account data is informational only.
    • Multi-Commissions (available if multi-commissions are active for the policy)
      1. Click the Add button on the Multi-Commission Classes list to add the currently selected policy/line to the list and activate the fields in the Agency frame. Click the Include Inactive link label to display inactive as well as active commission classes in the list.
      2. If you are adding multi-commissions for a monoline policy, the Line defaults. If you are adding multi-commissions for a package policy, select the desired Line.
      3. Select the desired commission Class.
         
         Note: You must set up the necessary Commission Class Codes and ensure that they are active before using multi-commissions. Inactive codes will not populate this menu.
      4. The Issuing company, PPE Type, Premium Payable, and Contract default based on the line selected.
      5. Select the agency commission Type:
         • $ Flat Fee
         • % Percentage of Premium
      6. Enter the Percent or Amount.
      7. The Pr/Br Commissions frame populates with any information entered on the Pr/Br Commissions tab, but you can make changes to this information if you wish.
         1. Click the Add button beside the list. The Pr/Br Commission pop-up window displays.
         2. Choose BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu.
         3. Select the broker or producer Code.
         4. If the producer or broker you selected has one or multiple valid commission agreements, the Use commission agreement checkbox is enabled and selected by default. If multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.  
         • If you selected a Standard commission agreement, select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.

         If do not want to use a commission agreement for this producer/broker commission, deselect the Use commission agreement checkbox.

         5. Select a Contract.
         6. Choose a commission Type:
            • ! Agency Net Commission
            • $ Flat Fee
            • % Percentage of Premium
            • @ Percentage of Commission
         7. Enter the Percent or Amount.
         8. Enter the Production credit %.
         9. The Order # defaults but can be amended.
         10. The Share Revenue section is enabled if it applies to this policy. Add or amend the Revenue %, Agency, Branch, Department, and Profit Center.
      8. You can edit a Pr/Br Commission if necessary.
         1. Click the Edit button beside the list. The Pr/Br Commission pop-up window displays.
         2. Change the BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu if applicable.
         3. Edit the appropriate or producer Code if necessary.
         4. If applicable, toggle the Use commission agreement checkbox. If you select the checkbox and multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.
         • If you selected a Standard commission agreement, select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.
         5. Select a Contract.
         6. Choose a commission Type:
            • ! Agency Net Commission
            • $ Flat Fee
            • % Percentage of Premium
            • @ Percentage of Commission
         7. Enter the Percent or Amount.
         8. Optionally edit the Production credit %.
         9. The Order # defaults but can be amended.
         10. The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
      9. Add additional commission classes as necessary.
      10. To apply a particular Pr/Br Commission to all active multi-commission lines, click the Apply to All Multi-Commission Lines link label on the Pr/Br Commissions list.
    • Multi-Carrier Schedule (available if multi-carrier schedules are active for the policy)  

      If this is a participation or subscription policy (in which the policy’s primary carrier shares a large or complex risk with other carriers), use a multi-carrier schedule. The system creates a single receivable for a participation policy with multiple carrier and commission items.

      If you did not select the Multi-carrier schedule checkbox when you added the policy, use the Activate/Inactivate Multi-Carrier Schedule action to designate the policy as a multi-carrier participation policy.

      Use the Multi-Carrier Schedule tab in the Servicing/Billing section of policy detail to enter the policy’s multi-carrier split schedule.

      1. All active multi-carrier schedule splits for the policy display in the Multi-Carrier Schedule list. Click the Include Inactive link label to display inactive as well as active splits.
         
         Click the Add button in the Multi-Carrier Schedule list to add a new multi-carrier split to the list.
      2. You can enter the multi-carrier split per policy or per line. Select Policy for a monoline policy or Line for a package policy.
      3. If you are adding a multi-carrier split for a monoline policy, the Policy/Line defaults. If you are adding a split for a package policy, the first line of the package defaults. If necessary, select a different Line.
      4. The Issuing company, PPE Type, Premium Payable, and Contract default based on the policy/line, but you can change these selections if necessary. You cannot edit the Contract field for a Direct Bill policy/line.
      5. Enter the carrier’s Participation %. The total participation percentage for a monoline policy, or for an individual line type in a package policy, cannot exceed 100%.
      6. If known, enter the Policy Number.
      7. The agency commission defaults based on the policy/line, but you can change it if necessary. If the agency commission does not default, select the commission Type, then enter the Percent or Amount.
      8. The Pr/Br Commissions section displays any information entered on the Pr/Br Commissions tab of the Servicing/Billing > Line section. You can edit this information if necessary.

      To apply a particular Pr/Br Commission to all active multi-carrier schedule lines, click the Apply to All Lines link label on the Pr/Br Commissions list.

      You can do the following in the Pr/Br Commissions list:

      • Add a Pr/Br Commission

        1. Click the Add button beside the list. The Pr/Br Commission pop-up window displays.
        2. Choose BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu.
        3. Select the broker or producer Code.
        4. Select a Contract.
        5. Choose a commission Type:
        6. Enter the Percent or Amount.
        7. Enter the Production Credit %.
        8. If necessary, update the Order #.
        9. The Share Revenue section is enabled if it applies to this policy. Add or update the Revenue %, Agency, Branch, Department, and Profit Center.
        10. Click Add to add another producer/broker and repeat the previous steps, or click Finish to add this producer/broker and return to the Schedule tab.

      • Edit a Pr/Br Commission

        1. Click the Edit button beside the list. The Pr/Br Commission pop-up window displays.
        2. Change the Pr/Br selection if applicable.
        3. Edit the broker or producer Code if necessary.
        4. Select a Contract.
        5. Choose a commission Type.
        6. Enter the Percent or Amount.
        7. Edit the Production credit %.
        8. If necessary, update the Order #.
        9. The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
        10. Click  Finish to save your changes and return to the Schedule tab.

      • Delete a Pr/Br Commission

        The system does not automatically update the Production Credit % or Order # if you delete a producer/broker. You must manually update these fields based on the remaining producers/brokers.

        You cannot delete receivable brokers (BREC). You must remove the receivable broker from the Billing tab of the Servicing/Billing > Line section.

        1. Select a commission in the list.
        2. Click the Delete button beside the list.

      • Print a list of Pr/Br Commissions

        1. Click the Print button beside the list.
        2. The Print window displays. Print the list as you would any other document.

      9. Click the Premium/Commission tab to view the premium/commission on the multi-carrier split. The estimated premium and commission display based on the participation percentage you entered.

      10. To add an additional split, click the Add button beside the Multi-Carrier Schedule list and repeat the previous steps.

      To modify an existing multi-carrier split, select it in the Multi-Carrier Schedule list and make changes in the fields below the list.

      To remove a multi-carrier split from the list, select it and click the Delete button . If the multi-carrier split is associated to a transaction, deleting the split inactivates it, rather than removing it from the list altogether.

      To print the list of multi-carrier splits, click the Print button beside the Multi-Carrier Schedules list. The Print window displays. Print the list as you would any other document.

30. When you have made the desired changes, click the "X" next to the correct bulleted item in the navigation panel. Your changes are saved automatically.

31. If this is an In-Process policy, you are prompted, "This policy's stage is 'In Process.' Have you completed policy editing?" Select the appropriate radio button:
    

    • No, leave "In Process"
    • Yes, perform action

If you select Yes, choose the correct action to take:

1. • Issue/Not Issue Policy
     1. Enter the Policy Number if it does not default.
     2. The Effective and Expiration dates default in but can be changed if necessary.
     3. The window contains the following tabs:
     • Line
       1. Choose the appropriate line in the list.
       2. Click the Issue, Not Issue, or Leave as submitted radio button.
       3. The Issuing company defaults in but can be amended.
       4. Select the correct Premium Payable code:
          • BR  Broker (External)
          • CA  Carrier
          • IN  Broker (Internal)
       5. Choose a different Premium Payable account if necessary.
       6. Select the Payable Contract.
       7. Select a different Status in the dropdown menu if applicable.
     • Close Open Activities

       Activities associated with the selected policy/line must be closed before you can issue the policy.

       1. Click on the activity to be closed and select the Closed radio button.
       2. Choose Successful or Unsuccessful in the Closed dropdown menu.
       3. If you close the activity unsuccessfully, choose a Reason from the dropdown menu.
       4. Optionally enter the Actual time (in Hours and Minutes) spent on this activity.
       5. Optionally enter the Actual cost of this activity.
       6. Optionally enter Notes.
       7. If you enter notes, select an Access level. Only users who have the selected level of access will be able to see the notes.
     • Supplemental Screens

       A list of supplemental screens that are associated with the policy/line displays. To remove a supplemental screen, click to highlight the screen in the list and click the [Delete] button .

       To change the status of a supplemental screen, click to highlight the screen name and select the Active or Inactive radio button.

   • Submit Application

     1. In the Agency section, choose Agency or Branch and optionally select the Print license # checkbox.
     2. Amend the agency's Phone, Fax and Email if necessary.
     3. The screen contains the following tabs:
     • Detail
       1. On the Detail tab, the Issuing company and Premium payable entity default.
       2. Select the ICO or PPE radio button to specify the entity to print on the application.
       3. Enter an Underwriter if applicable, or click the lookup button to choose an underwriter from a pop-up window. Double click the appropriate underwriter, or click once on the underwriter and then click Finish or press [Enter].
       4. Enter the appropriate Office if applicable.
       5. Choose the appropriate item from the Submit as dropdown menu.
       6. If applicable, enter an Effective date in the If Bound section, or click the down arrow to select a date from the dropdown calendar.
          
          Enter an Expiration date.
          
          Enter a bound Time, and specify whether the coverage expires at 12:01 or Noon.
       7. Choose the appropriate producer Code.
       8. If you want a signature to print on the application, select the appropriate Scanned signature from the dropdown menu.
       9. Enter the correct State producer license # and State if known.
     • Forms/Attachments

       Click the Forms/Attachments tab to see which forms will be printed.

       Click a group in the upper list to view its associated forms.

       You can add an attachment if necessary.

       Click the Add button. In the Add Attachment window, select the appropriate radio button and click Continue.

       • Email

         Note: Your organization's email program must be integrated with Applied Epic to attach emails to items in Applied Epic.

         1. Click the Browse button.
         2. In the Attach Existing File window, click on the email that you would like to attach.
         3. If the email contains an attachment, the Save attached files checkbox is selected by default. If you do not want to add the email's attachment(s), deselect the checkbox.
         4. Click Finish.
         5. In the Attach Existing File window, select the Delete original after attaching checkbox if you want to remove the email from your email program.
         6. Click Finish or press [Enter] to add the attachment.
            
            Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.
       • Existing client document
         1. In the Available Attachments window, select the checkboxes for all of the attachments you want to add. If needed, you can filter the list to locate the correct attachments more easily.
         2. Click Finish or press [Enter] to add the attachment(s).

         Click Cancel or press [Esc] to exit the workflow without adding the attachment(s). You are prompted, "Do you wish to discard changes?" Click Yes.

       • Existing file
         1. Click the Browse button.
         2. Locate the file or files you want to attach and click Open. You can select multiple files by holding the [Shift] or [Ctrl] key while clicking.
         3. Enter or modify the Description of each attachment.
         4. If Applied Epic is installed locally on your computer, you can remove the files from their original locations by selecting the Delete original after attaching checkbox for each attachment. If you access Epic through a web browser, you must delete the files manually after completing the workflow if you no longer need the originals.
         5. Click Finish or press [Enter] to add the attachment.
            
            Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.
     • Organization Contact
       1. The Organization Contact tab displays the contact information for your organization that will be used when processing this action. The information on this tab defaults based on the settings established for this structure/workflow combination in Workflow Defaults Configuration, but you can override it if necessary.
       1. In the Name field, select the name of the agency, branch, or department.
       2. To change the Address, click the lookup button . The Select Address screen displays, showing all addresses associated to the agency, branch, or department. Select the appropriate address and click Finish.
          
          Note: If the address that should be used for this workflow does not display, check the Organization Contacts area to ensure that the address has been entered and associated to the correct structures.
       3. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to launch a new email message from this screen.
       4. In the License frame, select Print license # if applicable. Specify whether the license number for the Agency or Branch should be printed.
     • Distribution

       1. To change the circumstances under which you are notified that the document has been sent, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
          

          • Notify if unsuccessful only
          • Notify if successful or unsuccessful
          • No notification
       2. To select a contact, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.

       3. In the Via field, choose the desired contact method:
          

          • Email

            1. In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.

            If you click Change Sender, the Change Sender pop-up window displays.

            1. Select an email address from the dropdown.

            2. Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.

            2. The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons), or click the To button to open the Contact Address Book.

            3. If necessary, enter Cc and Bcc email addresses (separating multiple addresses with semicolons), or click the Cc or Bcc button to open the Contact Address Book.

            4. Enter a Subject for the email.

            5. Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.

            6. If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown menu selections if necessary.
               To restore the default Email Signature (or clear the signature if no default is set), click the Refresh link label.

            7. To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.

            8. In the Delivery Options frame, choose to send the email Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.

            9. Click the Preview button to display any attachments that will be included with the email.

          • Fax
            1. You are prompted, "A sender must be defined for the outgoing fax." Click OK.
            2. In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields, and then click Finish or press [Enter].
            3. Enter the Fax number if it does not default.
            4. Enter a Subject for the fax.
            5. Optionally enter a Message to print on the fax cover sheet.
            6. Select a fax Cover page.
            7. To change the Language of the selected Cover page, select it from the Language dropdown menu.
               
               Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
            8. To see a preview of the fax cover page, click the Preview link label to the right of the field.
            9. To change the name of the person who is sending the fax, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
            10. Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
            11. Click Finish.

          • Print

            1. Select the correct Printer in the dropdown menu, or click Change Printer Settings to display the Print window.
            2. Choose to print the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to print.
            3. Click Finish.

   • Update Stage to Submitted

     1. A checkbox defaults as selected beside each line of business for the selected policy. Deselect checkboxes for any lines of business for which the status should not be updated to Submitted.
     2. Click Finish or press [Enter].

Note: You must fill out the Distribution tab.

32. Click Finish or press [Enter] to complete the process.
    
    Click Cancel or press [Esc] to exit the workflow without submitting an application.

Prefills

If you click a section for which you defined a prefill, you can apply that prefill to the application. For example, if you have prefills that include standard coverages for a Business Auto policy, you can go to the Business Auto application and apply the prefill. If the application is an ACORD form, Custom Form, or Supplemental Screen, click Actions > Select Prefill on the options bar or menubar to apply a prefill. See Select Prefill for more information.

For a policy/plan detail form, apply a prefill by clicking on the Application Detail section and then clicking the Select Prefill button. The button only displays if prefills are defined for the form. See Policy/Plan Data Capture Forms for more information.

Expanding lists

A list displays at the top of many forms. To expand the list, click the bottom of the frame and drag the cursor down the screen.

Adding/Editing Data

To view or revise information on these forms, select the correct line in the list. If there are no items in the list and the form is grayed out, Click the Add button . The fields on the form are activated, allowing you to fill in the information.

Various tabs display below the list. Each tab contains different fields. To view or revise information in these fields, select the correct line in the list. If there are no items in the list and the fields are grayed out, Click the Add button . The fields on the form are activated, allowing you to fill in the information.

To remove an item from a list, click on the item and do one of the following:

• Click the Delete button to the left of the list.
• Press [Delete] on your keyboard.

Add a Line of Business

1. Click Servicing/Billing on the navigation panel, and then click Line.
2. The list on the right shows all of the lines of business associated with the selected policy.
3. Click the Add button to the left of the list.
4. The Add a Line of Business window displays. Select a policy Line and a Status. These fields are required.
5. The Issuing location defaults in but can be changed. This field is required.
6. Select the Agency or Direct radio button to indicate how the line of business will be billed.
7. Select the Tax option if the line is taxable. When transactions are entered on this line, government taxes and fees will be generated according to the setup defined in Government Tax/Fee Rate Configuration. The billing associate entering the transaction can review the tax/fee information and make any necessary changes before committing.
   
   Note: You can set up the Tax option to default for all lines of this type in Policy Type Configuration.
8. Select a Profit Center. This field is required.
9. The Issuing Company and Premium Payable information defaults in from the policy if the policy is not set up for multiple carriers. If the policy is set up for multiple carriers, you can select a different Issuing Company and/or different Premium Payable options.
10. The Payable Contract defaults but can be changed if necessary.
11. Make the appropriate Prefill selection if applicable.
12. In the Line ID field, enter an identifying number, such as a group ID number, if applicable.
13. Optionally enter the number of Risks insured and Total eligible risks and a description for each value.
    
    Note: Risks insured and Total eligible values may differ. For example, only 20 tractor trailer risks might be insured out of a fleet of 30.
    
    The Plan option name is an identifier used for benefits plans that have multiple lines with the same type of business, such as GMED – Group Medical. Giving each line a unique Plan option name makes it easier to distinguish the lines from one another. If applicable, enter a name in the Plan option name field.
    
    If you use the Applied Benefits Designer integration, the ABD Plan Name defaults in the Plan option name field.
14. Select the Use commission agreement checkbox if you would like to choose a default commission agreement for this line of business. If you select this checkbox, select an Agreement from the dropdown menu.
1. To change the Type, Percentage, or Amount of commission for this policy only, select the Override commission agreement percentage/amount checkbox.
15. Optionally select Flat Fee or Percentage of Premium in the Type dropdown menu.
    
    If you select Percentage, enter the Percent.
    
    If you select Flat Fee, enter the Amount.
16. Enter the Line Estimated Premium and Commission (if known), or click the Calculate link label to compute the line-level commission amount.
    
    The calculation is available for all commission agreement types, including premium-based, date-based, and risk-based agreements. You can only calculate commission for a risk-based agreement on the policy’s Servicing/Billing > Line tab after adding the policy. To understand how the system calculates the estimated commission and to view examples, click the How is this calculated? link label.
17. Click Finish or press [Enter] to complete the workflow.
    
    Click Add to complete this line of business and add another one to the same policy.
    
    Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
18. Fill in the information for the new line of business on the remaining tabs. You can also make further updates to the information on the Line tab. If you have added more than one line of business, highlight one line at a time and enter the information for each line.
1. Update the information in the Line Information and Line Commission frames as necessary.
2. Update the information in the Premium and Commission frames as necessary.
3. If desired, enter Annualized, Estimated, and/or Estimated monthly premium or commission values.
   
   To calculate the Estimated monthly premium and total annual premium (which displays in the Estimated field) for a Benefits line that uses a custom form with a Policy Information section, click the Calculate link label. Click the link label for each line on the policy to total all of the monthly premiums calculated on the Plan/Rate Information > Rate Information tab and display them at the line level.
4. If there is an amount in the Estimated monthly premium field, you can also click the Calculate link label in the Commission frame to calculate the estimated monthly commission.
   
   If you are billing a package policy as a whole (rather than billing each line individually), click Calculate at the policy level to calculate the estimated premium and/or commission. This calculation provides a policy-level total and sums the estimated monthly amounts for all lines, which populate in the Estimated and Estimated Monthly fields, respectively.
5. If the line is for a Benefits or Life & Health plan and you would like to perform calculations for commissions weighted by premium, click the Weighted Commissions link label.

1. The Weighted Commissions window displays all of the client’s Benefits and Life & Health plans. To calculate weighted commission percentages and line estimated or line estimated monthly commission for a plan, select the plan and click the single down arrow button to move it to the Weighted Commission Calculation list.
   
   Repeat this step to add additional plans to the Weighted Commission Calculation list, or click the down double arrow button to perform calculations for all available plans.
   
   The system only applies calculations to plans that have an estimated premium amount and use the same commission information.
   
   For detailed information on the estimated commission calculation, including examples, click the How is this calculated? link label.
   
   To export the calculations to a Microsoft Excel file for analysis, click the Print button beside the list and select the Print to CSV file checkbox.

2. To replace the commission value on the Line tab with the calculated value from the Weighted Commission Per Line column for each plan selected in the Weighted Commissions Calculation list, click the Apply Calculations button.

19. Do one of the following to save your changes:

    • Click Save on the options bar.
    • Click File > Save on the menubar.
    • Press [Ctrl] + S.

Remove a Line of business

1. To delete a line in the list, click the line and click the Delete button or press [Delete] on your keyboard.
2. You are prompted to confirm the deletion. Click Yes.

Contact Information

Some form sections (e.g., the Applicant section of the Personal or Commercial AP) allow you to make changes to contact information. For example, you may notice that an address is wrong or a name is misspelled. These sections include an Update Contact Information link label that lets you save changes to this area right from the policy application so you do not need to go back to the Contacts area to do so. Click the label to open the Update Contact Information screen.

Disabled Screens and Tabs

Some tabs are not enabled (meaning they are grayed out and cannot be edited) because they are not associated with the selected line of business.

Some tabs are not enabled (meaning they are grayed out and cannot be edited) until you add an item to the list on the top portion of the screen.

Some screens or tabs are not enabled (meaning they are grayed out and cannot be edited) until you make a selection on a different screen or tab. For example, on the Coverages/Limits of Liability screen, none of the fields on any of the tabs are enabled until you choose a coverage code on the Other Optional Coverages/Endorsements tab.

Tips

Press [Alt] + [Shift] and the left arrow key to move from application detail to the selected line of business in the navigation panel. The selected item/application is outlined in orange.

Continue to press [Alt] + [Shift] and use the up and/or down arrow key to move to another policy or section or to view a different area for the selected account.

Continue to hold [Alt] + [Shift] and use the right or left arrow key to move the subsections under the primary section.