TITLE COMPANIES

 REQUIRED FILINGS IN VIRGINIA                                Filings Made During the Year 2009

 

NOTICE:  THE FOLLOWING REPRESENTS, IN GENERAL, THE ANNUAL RENEWAL AND RELATED FILINGS REQUIRED IN VIRGINIA.  EACH LICENSED COMPANY IS SENT SPECIFIC FILING INSTRUCTIONS BY LETTER IN DECEMBER.

 

(1)

Check-List

(2)

Line #

(3)

REQUIRED FILING FOR THE ABOVE  STATE

(4)

NUMBER OF COPIES

(5)

DUE DATE

(6)

FORM SOURCE

(7)

APPLICABLE NOTES

Domestic

Foreign

State

NAIC

State

 

 

I.  NAIC FINANCIAL STATEMENTS

 

 

 

 

 

 

 

1

Annual Statement (8 ½” x 14”)

1

EO

1

3/1

NAIC

A,B,E,F,G,H,I,J,K,M

 

1.1

Printed Investment Schedule detail (Pages E01 – E27)

1

EO

See Note O

3/1

NAIC

A,B,E,F,J,K,M,O

 

2

Quarterly Financial Statement (8 ½” x 14”)

1

EO

N/A

5/15, 8/15, 11/15

NAIC

A,B,E,F,G,H,I,J,K,N,O

 

 

 

 

 

 

 

 

 

 

 

II.  NAIC SUPPLEMENTS

 

 

 

 

 

 

 

11

Investment Risks Interrogatories

1

EO

1

4/1

NAIC

A,B,E,F,J,K,M

 

12

Management Discussion & Analysis

1

EO

1

4/1

Company

A,B,E,F,J,K,O

 

13

Schedule SIS

1

N/A

N/A

3/1

NAIC

A,B,E,F,J,K,M

 

14

Statement of Actuarial Opinion

1

EO

1

3/1

Company

A,B,E,F,G,I,J,K,O

 

15

Supplemental Compensation Exhibit

1

N/A

N/A

3/1

NAIC

A,B,E,F,J,K

 

16

Supplemental Schedule of Business Written By Agency

1

EO

N/A

4/1

NAIC

A,B,E,F,J,K

 

 

 

 

 

 

 

 

 

 

 

III  ELECTRONIC FILING REQUIREMENTS

 

 

 

 

 

 

 

40

Annual Statement Electronic Filing

N/A

1

N/A

3/1

NAIC

 

 

41

March .PDF Filing

N/A

1

N/A

3/1

NAIC

 

 

42

Supplemental Electronic Filing

N/A

1

N/A

4/1

NAIC

 

 

43

Supplemental .PDF Filing

N/A

1

N/A

4/1

NAIC

 

 

44

Quarterly Statement Electronic Filing

N/A

1

N/A

5/15, 8/15, 11/15

NAIC

 

 

45

Quarterly .PDF Filing

N/A

1

N/A

5/15, 8/15, 11/15

NAIC

 

 

46

June .PDF Filing

N/A

1

N/A

6/1

NAIC

 

 

 

 

 

 

 

 

 

 

 

 

IV.  AUDITED FINANCIAL STATEMENTS

 

 

 

 

 

 

 

61

Accountants Letter of Qualifications

1

N/A

1

6/1 or 6/30

Company

A,B,E,F,J,O

 

62

Audited Financial Statements

1

EO

N/A

6/1 or 6/30

Company

A,B,E,F,J,K,N,O

 

63

Audited Financial Statements Exemption Affidavit

1

N/A

1

3/1

Company

A,B,E,F,J,O

 

64

Independent CPA Designation

1

N/A

1

Within 5 business days of change

Company

A,B,E,F,J,O

 

65

Notification of Adverse Financial Condition

1

N/A

1

Within 5 business days of receipt

Company

A,B,E,F,O

 

66

Report of Significant Deficiencies in Internal Controls

1

N/A

1

Within 60 days after the filing of audited financial statements

Company

A,B,E,F,O

 

67

Request for Exemption to File

1

N/A

1

3/1

Company

A,B,E,J,O

 

 

 

 

 

 

 

 

 

 

 

V.  STATE REQUIRED FILINGS

 

 

 

 

 

 

 

101

Filings Checklist (with Column 1 completed)

N/A

N/A

N/A

3/1

State

 

XXXX

102

State Filing Fees

N/A

N/A

N/A

 

 

 

XXXX

103

Signed Jurat

N/A

N/A

N/A

 

 

L

 

104

Actuarial Opinion Summary

1

N/A

N/A

3/15

Company

A,B,E,F,J

 

105

Analysis of Excess Capital and Surplus Investments Report

1

N/A

N/A

3/1, 5/15, 8/15, 11/15

State

A,B,E,F,J

 

106

Application for Renewal of License

1

N/A

1

3/1

State

A,B,E,F,J

 

107

Certificate of Compliance

N/A

N/A

1

3/1

Dom.State

A,B,E,J,O

 

108

Certificate of Deposit

N/A

N/A

1

3/1

Dom.State

A,B,E,J,O

 

109

Insurance Holding Company System Annual Reg. Stmt.

1

N/A

N/A

4/30

Company

A,B,E,F,J

 

110

Premium Tax/Assessment Filings:

SEPARATE FILING—DIFFERENT ADDRESS

1

N/A

1

3/1

State

See Note D

 

111

Producer-Controlled Insurer Report

[Link to NAIC list of accredited states]

1

N/A

1

3/1

State

A,B,E,F,J,O

 

112

Report of Assets Pledged, Hypothecated or Encumbered

[Form R10] [Form R11]

1

N/A

N/A

3/1

State

A,B,E,F,J

 

113

Request for Information Regarding RIs

1

N/A

N/A

3/1

State

A,B,E,F,J

 

 

 

 

NOTES AND INSTRUCTIONS (A-K APPLY TO ALL FILINGS)

 

 

A

Required Filings Contact Person:

 

Karen Traylor: 804-371-9908; karen.traylor@scc.virginia.gov

 

B

Annual Statement and Related Filings Mailing Address:

State Corporation Commission

Bureau of Insurance

Financial Regulation Division

P.O. Box 1157

Richmond, VA  23218

Annual Statement and Related Filings Courier Delivery:

State Corporation Commission

Bureau of Insurance, Financial Regulation Division

1st Floor Mailroom

1300 East Main Street

Richmond, VA  23219

 

C

Mailing Address for Filing Fees:

N/A

 

D

Information for Premium Tax/Assessments Filings:

www.scc.virginia.gov/division/boi/webpages/boiinstaxinsurancecoinfo.htm

The tax packet is a SEPARATE filing and SHOULD NOT be submitted with the Annual Statement and its related filings.

 

Premium Tax/Assessment Filings Mailing Address:

Wachovia Bank/State Corporation Commission

TAA Insurance 2

P.O. Box 759064

Baltimore, MD  21275-9064

Contact Administrative Tax Division, 804-371-9096, with any questions.

 

 

Premium Tax Packet Courier Delivery:

Wachovia Bank/State Corporation Commission

TAA Insurance 2

Lockbox 759064

7175 Columbia Gateway Drive

Columbia, MD  21046

 

E

Delivery Instructions:

All filings must be postmarked no later than the indicated due date.  If the due date falls on a weekend or holiday, then the postmark deadline is extended to the next business day.

 

F

Late Filings:

 

 

Late filings are subject to penalties pursuant to § 38.2-218 of the Code of Virginia.

 

G

Original Signatures:

 

A printer’s reproduction of “live” signatures is acceptable.

 

H

Signature/Notarization/Certification:

 

Statements must be signed by at least two principal officers of the company.

 

I

Amended Filings:

 

 

Any signature requirements for the original filing must be followed for amendments.

 

J

Exceptions from normal filings:

 

Exemptions or extensions are not automatically granted to any company.  Requests must be made prior to the filing due date.

 

K

Bar Codes (State or NAIC)

 

NAIC Annual Statement Instructions should be followed.

 

L

Signed Jurat:

The Signed Jurat will NOT be accepted in lieu of an Annual Statement from a Foreign Company.

 

M

NONE Filings:

 

NAIC Annual Statement Instructions for Supplemental Interrogatories should be followed.

 

N

Filings new, discontinued, or modified materially since last year:

 

Beginning in 2009, all foreign companies, excluding HMO's, are required to file their annual audited financial report and quarterly financial statements electronically with the NAIC instead of a hardcopy with the Virginia State Corporation Commission, Bureau of Insurance.

N/A

 

O

Foreign Company Filing Requirements:

 

The Producer-Controlled Insurer Report is required for Virginia domestic companies and foreign companies domiciled in non-accredited states as of 12/31/08 in accordance with Administrative Letter 2003-8.

 

Beginning in 2009, all foreign companies, excluding HMO's, are required to file their annual audited financial report and quarterly financial statements electronically with the NAIC instead of a hardcopy with the Virginia State Corporation Commission, Bureau of Insurance.

All items filed should include the Company’s NAIC Group Code along with the Company Code.

Schedule E-Part 3-Special Deposits is required to be filed by companies filing a certificate of deposit to support a deposit under Section 38.2-1049 of the Code of Virginia.

-------------------------------------------------------------

The Bureau of Insurance does not follow the NAIC Annual Statement Instructions related to certain supplements.  Certain items that are captured on the NAIC database are required to be submitted in hard copy format from foreign insurers even if this information is filed with the domiciliary state and the NAIC.

 

General Instructions

For Companies to Use Checklist

VIRGINIA

 

Please Note:         This checklist represents, IN GENERAL, the annual renewal and related filings required in Virginia.  Each licensed company is sent specific filing instructions by letter in December. The NAIC will not be sending their own checklist this year.

 

Electronic filing is intended to include filing via the Internet or filing via diskette with the NAIC. Companies that file with the NAIC via the Internet are not required to submit diskettes to the NAIC. Companies are not required to file hard copy filings with the NAIC.

 

Column (1)            (Checklist)

 

Companies may use the checklist to submit to a state, if the state requests it.  Companies should copy the checklist and place an “x” in this column when mailing information to the state.  Virginia does not request the checklist.

 

Column (2)            (Line #)

 

Line # refers to a standard filing number used for easy reference. This line number may change from year to year.

 

Column (3)            (Required Filings)

 

Name of item or form to be filed.

 

The Annual Statement Electronic Filing includes the annual statement data and all supplements due March 1, per the Annual Statement Instructions. This includes all detail investment schedules and other supplements for which the Annual Statement Instructions exempt printed detail.

 

The March .PDF Filing is the .pdf file for the annual statement data, detail for investment schedules and all supplements due March 1.

 

The Supplemental Electronic Filing includes all supplements due April 1, per the Annual Statement Instructions.

 

The Supplemental .PDF Filing is the .pdf file for all supplements due April 1.

 

The Quarterly Electronic Filing includes the complete quarterly statement data.

 

The Quarterly .PDF Filing is the .pdf file for quarterly statement data.

 

The June .PDF Filing is the .pdf file for the Audited Financial Statements.

 

Column (4)            (Number of Copies)

 

Indicates the number of copies that each foreign or domestic company is required to file for each type of form.  If “N/A” appears in this column, the filing is not required. "EO" indicates electronic only filing required.

 

Column (5)            (Due Date)

 

Indicates the date on which the company must file the form.

 

Column (6)            (Form Source)

 

If this column contains “NAIC,” the company must obtain the forms from the appropriate vendor. If this column contains “State,” Virginia will provide the forms with the filing instructions. If this column contains “Dom. State,” the form should be obtained from the state of domicile. If this column contains “Company,” the company, or its representative (e.g., its CPA firm), is expected to provide the form based upon the appropriate state instructions or the NAIC Annual Statement Instructions.

 

Column (7)            (Applicable Notes)

 

This column contains references to the Notes to the Instructions that apply to each item listed on the checklist. The company should carefully read these notes before submitting a filing.