Company Assessment Submission Video
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Presentation Script of Portal Filing and Submission Process
(Initial Slide: Vertafore Title Page is presented)
Welcome, today we'll be reviewing Virginia's new company assessment portal. My name is Allen Baerman and I am a senior business analyst with Vertafore.
The Virginia Bureau of Insurance has contracted with Vertafore to develop an online Company Assessment Filing Portal. The portal will be used to submit assessment information and pay the Bureau's Maintenance, Fire, Flood, HEAT, and Fraud Assessments electronically.
(Slide change: Agenda Slide is Presented)
Our agenda includes a brief introduction to the portal, and the annual portal schedule. The presentation of the filing and payment processes will include the Assessable Premium Questionnaire, the Worksheet which includes premiums and adjustments, the Summary and Confirmation, and the Payment Submission.
(Slide change: Introduction to the Portal Slide is Presented)
This portal provides companies the capability to electronically submit its assessment information and payments for the assessment types listed.
So, let's get started with a quick review of the annual portal schedule.
(Slide change: Annual Portal Schedule Slide is Presented)
The account set up process, also referred to as the administrator account process, may be accessed at any time during the year. For more information on the account set up process, please view the portal account video available on our website. You may also contact Keith Kelley at Keith.Kelley@scc.virginia.gov.
The portal will be open for assessment submission and payments no later than the second week in January. A notification will be sent to the Assessment Contact with instructions on accessing the portal and filing assessments.
Access to the portal login link is available from the Annual Assessment link on the Bureau of Insurance webpage.
(Slide change: State of the Portal - Login Slide is presented)
At the login screen, you need to enter your email address, your NAIC ID or Virginia license number and your password that was used at account creation.
Please take note that this login screen also includes a 'Forgot Your Password?' link that will send you an email, which allows you to reset your password.
(State of the Portal - Dashboard (Portal Closed) Slide is presented)
If you log into the portal during a time when it is closed, you will see a screen as displayed here with a brief message communicating the closure of the portal and the timing for when it is expected to re-open.
(Slide change: Begin Filing Dashboard is Presented and Begin Filing is selected)
An open portal after login provides you with quite a bit more information. You can see you have a filing details section, you have instructions and information that the Virginia Bureau of Insurance wants you to see as well as a link for downloading and completing the ‘Assessable Premium Questionnaire and Worksheet’ prior to beginning your filing. As we cover the dashboard later in the presentation, I will cover some of the additional features.
To begin our filing process, click the begin filing button in the filing details section.
(Slide change: Questionnaire is presented)
This brings you to the Company Assessable Premium Questionnaire.
On this questionnaire, you must enter the Virginia Fair Plan premium and Uninsured Motorist Distribution amounts; the “yes” or “no” questions regarding their inclusion in your Schedule T premium. You are not allowed to continue from this page until all required fields are met. Let's go ahead and enter our amounts here and select our yes or no options.
(Amounts are entered and the yes or no questions are answered)
Now that we have satisfied those required fields we can select 'continue'
(Slide change: Work Sheet is presented)
The Company Assessment Worksheet displays the assessments that your company is required to file.
The worksheet identifies the premiums that are subject to assessment. There are controls in place that ensure all required fields are entered. For instance, the Total Schedule T Premium and/or applicable Virginia State Page Premium amounts must be entered.
If you have a premium amount for an assessment in which you transacted no business, then a value of zero is required for that premium.
Premium adjustments may also be entered.
The adjustments are different based on the assessment type.
(Premium amounts are added)
As information is entered, the Total Assessable Premium is calculated for each assessment type.
We have identified allowable adjustments in a drop-down list.
(New Adjustment link is selected and the allowable adjustments are presented)
And if, by chance, you make a mistake and selected the wrong adjustment type, the trash can icon on the far-right side of the row will remove that row and let you start again for a new adjustment.
(The trash can icon is selected and the adjustment is removed)
You also can enter ‘Other Adjustments’ in the case where there is no applicable allowable adjustment listed.
When you select 'Other Adjustment', you are prompted to select either add or less as the calculation for this adjustment, and then enter a description that communicates your adjustment need.
(Other Adjustment is selected, ‘Add‘ is selected, and the adjustment description is entered)
Here is a completed Company Assessment Worksheet. There are a couple of options at the bottom of the page:
Selecting ‘Return to Dashboard’ results in the loss of ALL information entered. You are prompted to confirm that this is your intent.
(Return to Dashboard is selected and the Return to Dashboard prompt is displayed. ‘Keep Working’ is selected)
The ‘Back’ button will take you back to the questionnaire, where you can change any information needed on the questionnaire without the risk of losing any information on the worksheet here.
So, feel free to go back and edit the questionnaire as needed. Select ‘Continue’ and you will be navigated to the Summary page.
(Slide change: Summary is presented)
The Summary page includes several pieces of instructions for you to review, along with a breakdown of each of the assessment types completed and their calculations.
If you do see an incorrect number entered here, you can hit the ‘Edit’ button to take you back to the Assessments Worksheet page and make your corrections.
(Edit is selected and the Worksheet form is displayed. Corrections are made to the premium amounts and continue is selected. The Summary Form is presented)
We also display the submitter details. The submitter details displayed here are used for the Filing Confirmation email.
You will also notice that the 'File Company Assessments' button is not available until the Attestation is checked.
(Attestation is checked)
Once the attestation is checked, you'll notice that the 'File Company Assessments' button is now available.
So again, the ‘Back’ or the ‘Return to Dashboard’ buttons work the same as the previous screen.
‘Return to Dashboard’ will prompt you for your intent and confirmation to the dashboard and losing all entered data.
If everything is correct, select the 'File Company Assessments' button which will process your request and take you to the Confirmation page.
(Slide change: Confirmation is presented)
The Confirmation page is comprised of the following:
- The confirmation ID, and the Total Payment Amount Due (comprised of the individual assessment amounts due)
- Option to print this page for your records
- Submitter details
- Two payment options available at the bottom right-hand side of the screen
- ‘Print Voucher for Lockbox’
- ‘Pay Now’, which will take you to our third-party payment processor CyberSource
From this page, I will show the ‘Print Voucher for the Lockbox’ option. Later I will show you how to use the ‘Pay Now' option from the Dashboard.
(Slide change: Payment Voucher is presented)
Clicking the Print Voucher button takes you to the screen for printing the voucher.
Displayed on the voucher is the company name, company id, the Company’s Assessment Contact mailing address, as well as the addresses to submit your payment.
The payee (Treasurer of Virginia) is displayed along with the amount due and the invoice ID.
Click ‘Print Voucher’ to print out the voucher and include it along with your check being sent to the Bureau’s lockbox processor.
From here I’ll return to the Dashboard.
(Slide change: Dashboard is presented)
Now that I'm back on the dashboard, you'll notice a couple of differences here. You can see in the filing details section we have now submitted our filing and it's been confirmed as successful.
We have our submission date and our confirmation number. We also have the payment area that I was just mentioning where I can view the invoice that was created as part of this submission.
(Slide change: View Invoice is presented)
Viewing that invoice shows details about the invoice.
We elected to feature the ‘Print Payment Voucher, from the confirmation page. The same payment options are available here.
We will now feature the ‘Pay Now’ option.
(Slide change: Pay now is selected and the Company Id Registration Notification is presented)
When ‘Pay Now’ is selected, you are presented with the Company ID Registration Notification.
This company ID registration is required if your company is using ACH debit blocking.
Selecting ‘Continue’ will take you to our third-party payment processor, CyberSource.
(Slide change: Continue is selected and the CyberSource Payment screen is displayed)
The CyberSource payment screen is presented. You'll notice that the name, phone number, email address is already filled in for you. The email address displayed will receive the payment confirmation from CyberSource. If the email address is modified here, it will NOT update the Bureau’s record.
Below those details, you see the payment details where you are prompted to enter your routing number and account number before submitting your payments by selecting the green payment button.
After successful payment, a confirmation page is displayed. A confirmation email is also sent.
Let’s return to the dashboard.
(Slide change: Cancel is selected and Return to Dashboard is selected; the Dashboard is displayed)
The payment status is not reflected immediately when paid electronically. It will take two business days for any electronic payment to be reflected on the portal and it may take a little bit longer for any Lockbox payments to be reflected.
If the payment has not been paid, you will have the ability to view and pay the invoice.
If the invoice has already been paid, you may view the invoice.
Another feature of the dashboard is ‘View Filing’.
(Slide change: View Filing is Selected and the filing details page is presented)
Clicking view filing link, brings you with an overall summary and confirmation of what has been submitted.
(Slide change: Return to Dashboard is selected and the Dashboard page is presented)
So, returning to the dashboard, you'll notice other functionality.
By selecting ‘Add Comment’ you can communicate directly with the Bureau of Insurance. Comments and the Bureau’s responses are viewable by all portal users.
(Add comment is selected and the add comment dialog box is presented. A sample comment is entered and Save is selected.)
The Comment entered is displayed in the Comments section. If the Bureau were to add a comment it would display here as well. The source of the comment as being from the Bureau will be clearly indicated.
In the bottom footer of the dashboard, you'll notice several convenient links for your use.
There are links to “Company Assessment Home” that takes you to the Company Assessments web page on the Bureau of Insurance website.
You can email the Bureau by selecting “Questions about the Portal” or “Questions about Filing Requirements” directly from these links.
Another link is the “Assessment Contact” link. You can click this link to see your company’s Assessment Contact information.
(Assessment Contact is selected and the Assessment Contact information is displayed. OK is then selected.)
This concludes the presentation. Thank you.
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