Issue an Intermodal Interchange Certificate

The Uniform Intermodal Interchange Agreement and Facilities (UIIA) accepts only the ACORD 22 Intermodal Interchange certificate as proof of coverage. This certificate provides information about insurance policies to a third party.

Any attachment included with the certificate must use one of the following file types: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, CSV, TXT, TIF, TIFF, GIF, GIFF, JPG, JPEG, JPE, BMP, or MSG.

1. Locate the customer in question and access the Proofs of Insurance 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.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).

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

      • Insureds (available only if Clients is selected in the Locate Account field)
      • Prospects (available only if Clients is selected in the Locate Account field)
      • 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 Proofs of Insurance on the navigation panel, or click Areas > Proofs of Insurance on the menubar.
2. Click Certificates on the navigation panel.
   
   Note: You can access certificates from the Policies area by clicking Access, Proofs, Certificate of Liability Insurance or Certificate of Property Insurance on the options bar or menubar.
3. Click Certificate on the view filter and select Intermodal Interchange.

4. Click to highlight the appropriate certificate in the list, and then do one of the following:
   

   • Click Actions > Issue Certificate on the options bar.
   • Click Actions > Issue Certificate on the menubar.
   • Right click the certificate and select Issue Certificate.
5. The Issue Certificate window displays. Optionally click the Contact name lookup button . Click to highlight the correct name in the available policy serving contacts list, and then click Finish.

6. The window contains the following tabs:

   • Forms

     The ACORD 22 and ACORD 101 display in the list. If the ACORD 101 form is not necessary, click to highlight it and click Delete .

   • Organization Contact

     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. Ensure that the correct Line of business is selected.
     2. From the Name field, select the name of the agency, branch, or department.
     3. 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 Organization Contact Configuration to ensure that the address has been entered and associated to the correct structures.
     4. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to launch a new email message from this screen.
     5. In the License frame, select Print license # if applicable. Determine whether the license number for the Agency or Branch should be printed.
   • Holder Distribution
     1. Note that the only holders that are allowed on this kind of form are the insured and the president of The Intermodal Association of North America.
     2. Optionally set the distribution order. This is the order in which the holders print. When you set the distribution order, you also have the option to save a PDF copy of the certificate. See Certificate Configuration for more information about configuring default distribution order settings.
        1. Click the Set Distribution Order link label.
        2. In the Set Client Pack Order frame, select a radio button to determine the sort order.
        3. If you chose Custom Sort, select a 1st Sort Order and optionally choose a 2nd Sort Order and 3rd Sort Order.
        4. The fields in the Destination Folder for Local Copies frame default based on the Certificate Configuration for your organization:
        • Save local copies of certificate PDFs
        • Save holder pack to local drive
        • Save client pack to local drive

        The destination of the saved items depends on the way you access Applied Epic:

        • If you access Applied Epic through a web browser, the items save to your browser's default Downloads folder.
        • If Applied Epic is installed locally on your computer, you are prompted to select the destination.

        5. If the Print Options are available to you, optionally select the Group certificates by number of pages and/or Print separator page checkboxes.
        6. Click Preview to preview the order in which the holders will print.
           Click Finish to return to the Issue Certificate screen.

     When issuing certificates on large accounts, you might be producing two packs: a client (insured) pack and a holder pack. In the client pack, the certificates issued for each holder on the policy should be ordered by the Set Distribution Order.
     
     The Holder pack, on the other hand, should be ordered based on the number of pages that make up each certificate  so that all one-page certificates print together followed by a separator page with the Heading "One Page Certificates." Two-page certificates print together next, and then a separator page, and then three-page certificates and so on.
     
     Once the certificates print, you can use the separator page to quickly separate the documents by page number to be fed through an envelope stuffing machine

     3. Select the columns you wish to view in the distribution list if desired.
        1. Click the Select Columns link label.
        2. Select the checkbox for each column you wish to display.
        3. Click Finish or press [Enter].

     4. To change the circumstances under which you are notified that the certificate has been issued, 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

     5. Select the checkbox for each holder to be included, or click Select All to choose both entities in the list.

     6. Click on a selected holder in the list. The Holder name defaults but can be changed if necessary.
     7. To choose a contact to whom to send the certificate, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.

     8. If the selected contact has a preferred contact method, it defaults in the Via field; otherwise, Print defaults. This can be changed if necessary.

        • 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.

          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.

          7. 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.

          8. 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 into the field.
          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. If you want to see a preview of the fax cover page, click the Preview link label to the right of the field.
          9. If you want 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.
        • Issue Without Distributing
        • Print
          1. Select the 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.
     9. Select the Issue insured copy only checkbox if applicable.

     10. Choose a Scanned Signature if desired.

     11. Repeat these steps for the other holder.
7. Click Finish or press [Enter] to complete the process.