Export Format for Agents
INTRODUCTION
This document is intended to describe the format for submissions to the
Florida Surplus Lines Service Office. This format is intended to be as flexible as
possible while still allowing for maximum data integrity.
A listing of insurance coverage codes is available here,
and a sample Agent FSLSO Export File (SLX) is also available.
DIFFERENCES FROM VERSION 2.0
The changes from the v2.0 to v3.0 .slx Agent format are:
- All email address fields are now required.
- The Reinstatement transaction type (type 6) is now available
The changes from the v3.0 to v3.1 .slx Agent format are:
- The addition of the required "License" field in the [Agency] section
- Current version number of 3.10 MUST be listed in the [FSLSO] section.
GENERAL RULES
- The data is to be presented for import in a format which is similar to a Microsoft
Windows™ INI file.
- This file must be an ASCII text file. Binary, EBCIDIC or other format files will be
rejected.
- This file may be given any Windows™ 9x/NT compatible file name. This name must
end in '.slx'.
- The submission file will be processed from top to bottom.
- Fields must be in the listed order within a section. Section headers are
distinguished by the use of brackets [ ].
- All field names must be followed by an equal sign (=). All characters between
the equal sign and the end-of-line character will be considered data.
- Data should NOT be in fixed-length format (right-justified).
- Optional Fields with no data should be removed completely. Do not put the
Field Name and equal sign followed immediately by a return.
- EOS (end of section) is indicated by the beginning of a new section or EOF
(end of file). If, at EOS, any data is invalid or any required data is missing,
the entire section will be considered invalid. A [Policy] section without at least
one [Transaction] section will also be considered invalid.
- All submission files generated not using the FSLSO Agent Software
must be submitted via the FSLSO FTP Submit software. The submission file
may be sent to FSLSO using one of two methods:
- The submission file may be transferred to the FSLSO FTP site using the
FSLSO FTP Submit tool v3.0 (available 10/1/2006).
- Using the FSLSO FTP Submit Software v3.0 (available 10/1/2006), the submission file may
be exported to a 3.5"HD (1.44MB) diskette, which has been formatted to be compatible with
the Windows™ operating system. Each diskette must contain one and only one submission file.
Please use unused, pre-formatted diskettes.
REJECTION OF A SUBMISSION
The submission will be rejected if...
- ...the [Contact] section is invalid. The entire submission will be rejected and
you will NOT be notified!
- ...the first section is not the [FSLSO] section.
- ...a [Policy] or [Transaction] section appears before any of the following,
or there are more than one of any of the following:
- [FSLSO] section
- [Agency] section
- [Contact] section
- [Billing Contact] section
- [Surplus Lines Agent] section
For 2 and 3 above, we will do our best to notify you of the rejection, based on the
Contact information provided.
TRANSACTIONS IN QUESTION
If a [Transaction] section or its related [Policy] section is deemed invalid,
the section is considered a Transaction in Question (TIQ). TIQs will be processed
manually by FSLSO. This may require contact with the Surplus Lines Agent or the
Contact listed in the file.
THE FSLSO SECTION
The [FSLSO] section must be listed first in the export file. There may be only one
[FSLSO] section per file. It contains information which indicates how this file is to
be processed by the FSLSO data import system. It must contain the following fields:
| Field Name |
Description |
Value |
| Version |
The specification version to which this file complies. Files complying to the
specifications outlined in this document should indicate a value of 3.10. |
3.1 |
| Type |
The type of data being submitted. For submissions of Surplus Lines Agent transactions,
this field must be the word Agent. |
Agent |
| CSV * |
If you prefer your submission response as a csv (commas separated value) attachment, use this field.
Otherwise, it is not necessary to include it. |
Y/N |
* Optional.
No other fields are required for version 3.1 compliance.
THE AGENCY SECTION
The [Agency] section must be the second section of the file. It contains the
following Agency related fields:
| Field Name |
Description |
Data Length/Type |
| FEIN |
The agency's Federal Employer Identification Number (Tax ID) |
9 characters |
| License |
The agency's license number |
7 characters |
| Name |
The name of the agency. |
75 characters |
| Address1 |
The agency's mailing address. |
50 characters |
| Address2* |
The agency's mailing address. |
50 characters |
| City |
The agency's city. |
20 characters |
| State |
The agency's state or province. |
30 characters |
| Country* |
The agency's country (can be omitted if U.S.). |
30 character |
| Zip |
The agency's ZIP or Postal Code |
20 character |
* Optional.
THE CONTACT SECTION
The [Contact] section lists information about the person who did or will do
the ACTUAL submission of this file. It must be the third section in the file.
It contains the following Contact related fields:
| Field Name |
Description |
Data Length/Type |
| First Name |
The contact's first name. |
20 characters |
| MI* |
The contact's middle initial. |
1 characters |
| Last Name |
The contact's last name. |
20 characters |
| Suffix* |
The contact's name suffix (Jr., III, Ph.D., etc.) |
5 characters |
| Address1 |
The contact's mailing address. |
50 characters |
| Address2* |
The contact's mailing address. |
50 characters |
| City |
The contact's city. |
20 characters |
| State |
The contact's state. |
2 characters |
| Zip |
The contact's ZIP code. |
5-9 digits |
| Phone |
The contact's phone number (including area code). |
10 digits |
| Ext* |
The contact's phone extension |
5 digits |
| Fax |
The contact's fax number (including area code). |
10 digits |
| Email |
The contact's email address. |
75 characters
required
|
* Optional.
THE BILLING CONTACT SECTION
The [Billing Contact] section lists information about the person who is responsible
for receiving monthly/quarterly invoices and documentation pertaining to such items.
It must be the fourth section in the file.
It contains the following Billing Contact related fields:
| Field Name |
Description |
Data Length/Type |
| First Name |
The contact's first name. |
20 characters |
| MI* |
The contact's middle initial. |
1 characters |
| Last Name |
The contact's last name. |
20 characters |
| Suffix* |
The contact's name suffix (Jr., III, Ph.D., etc.) |
5 characters |
| Address1 |
The contact's mailing address. |
50 characters |
| Address2* |
The contact's mailing address. |
50 characters |
| City |
The contact's city. |
20 characters |
| State |
The contact's state. |
2 characters |
| Zip |
The contact's ZIP code. |
5-9 digits |
| Phone |
The contact's phone number (including area code). |
10 digits |
| Ext* |
The contact's phone extension |
5 digits |
| Fax |
The contact's fax number (including area code). |
10 digits |
| Email |
The billing contact's email address. |
75 characters
required
|
* Optional.
THE SURPLUS LINES AGENT SECTION
The [Surplus Lines Agent] section lists information about the person who will
be submitting these policies. It must be the fifth section of the file and contain
the following fields:
| Field Name |
Description |
Data Length/Type |
| License |
The agent's license number. |
7 characters |
| First Name |
The agent's first name. |
20 characters |
| MI* |
The agent's middle initial. |
1 characters |
| Last Name |
The agent's last name. |
20 characters |
| Suffix* |
The agent's name suffix (Jr., III, Ph.D., etc.) |
5 characters |
| Address1 |
The agent's physical address. |
50 characters |
| Address2* |
The agent's physical address. |
50 characters |
| City |
The agent's city. |
20 characters |
| State |
The agent's state. |
2 characters |
| ZIP |
The agent's ZIP code. |
5-9 digits |
| Mailing Address1* |
The agent's mailing address. |
50 characters |
| Mailing Address2* |
The agent's mailing address. |
50 characters |
| Mailing City* |
The agent's mailing city. |
20 characters |
| Mailing State* |
The agent's mailing state. |
2 characters |
| Mailing ZIP* |
The agent's mailing ZIP code. |
5-9 digits |
| Phone |
The agent's phone number (including area code). |
10 digits |
| Ext* |
The agent's phone extension |
5 digits |
| Fax |
The agent's fax number (including area code). |
10 digits |
| Email |
The agent's email address. |
75 characters
required |
*Optional. If omitted, mailing address information will be assumed to be
the same as the physical address information. All mailing address fields
must be included or omitted together.
THE POLICY SECTION(S)
There must be a [Policy] section for EACH policy being submitted. Each policy
section should have the following fields:
| Field Name |
Description |
Data Length/Type |
| GL License |
The license number of the General Lines Agent who produced the business. |
7 characters |
| GL First Name |
The first name of the General Lines Agent. |
20 characters |
| GL MI* |
The middle initial of the General Lines Agent. |
1 characters |
| GL Last Name |
The last name of the General Lines Agent. |
20 characters |
| GL Suffix* |
The name suffix of the General Lines Agent. (Jr., III, etc.) |
5 characters |
| Policy Number |
The policy number. |
50 characters |
| Expiration |
The term expiration date of the policy. |
MM/DD/YYYY |
| ZIP |
The primary ZIP Code of risk for the policy. |
5 or 9 digits |
| County |
The name of the county of risk for the policy, or the words MULTIPLE COUNTIES if the policy is a multi-county risk. |
20 characters |
| Company‡ |
The name of the insured (if it is a company). |
75 characters |
| First Name‡ |
The first name of the insured. |
20 characters |
| MI*‡ |
The middle initial of the insured. |
1 characters |
| Last Name‡ |
The last name of the insured. |
20 characters |
| Suffix*‡ |
The name suffix of the insured. (Jr., III, Ph.D., etc.) |
5 characters |
| Comment* |
Comments regarding your policy (i.e. internal reference number, invoice number, etc) |
255 characters max |
* Optional.
‡ If the insured is a company, omit First Name, MI, Last Name and
Suffix. If the insured is an individual, omit Company.
THE TRANSACTION SECTION(S)
This section lists a single transaction for a given policy. There must be at least one
[Transaction] section following each [Policy] section. There may be more than one
[Transaction] section per [Policy] section.
Each Transaction will be assumed to apply to the previously listed Policy.
Each Transaction section should contain the following fields:
| Field Name |
Description |
Data Length/Type |
| Coverage Code |
The type of coverage being provided (List below). |
4 digits |
| Tax Status |
0 = taxable
1 = non-taxable airport liability, aircraft hull liability
2 = non-taxable governmental
3 = non-taxable motor truck cargo, ocean marine, and ocean cargo |
1 digit |
| FEIN |
The FEIN of the Insurer. |
9 characters |
| Insurer |
Name of the Insurer. |
75 characters |
| Address1 |
Address of the Insurer. |
50 characters |
| Address2* |
Address of the Insurer. |
50 characters |
| City |
City of the Insurer. |
20 characters |
| State |
State or Province of the Insurer. |
20 characters |
| Country* |
Country of the Insurer (can be omitted if U.S.). |
30 characters |
| ZIP |
ZIP Code or Postal Code of the Insurer. |
20 characters |
| Phone |
Phone number of the insurer (including area/country code). |
20 digits |
| Fax |
Fax number of the insurer (including area/country code). |
20 digits |
| Transaction Type‡ |
1 = New business
2 = Additional premium
3 = Returned premium
4 = Cancellation
5 = Renewal
6 = Reinstatement
11 = Backout of New business
12 = Backout of Additional premium
13 = Backout of Returned premium
14 = Backout of Cancellation
15 = Backout of Renewal
16 = Backout of Reinstatement
|
1 - 2 digits |
| Effective Date |
The effective date of the transaction. |
MM/DD/YYYY |
| Net Premium |
The amount charged/returned to the insured minus any fees. |
-999999999.99-999999999.99 |
| Policy Fees |
Any fees charged/returned to the insured. |
-999999999.99-999999999.99 |
| Late Exempt* |
This field should ONLY be Y if the transaction is a retroactive change, binder replacement,
or audit policy. This field is not required for backout transaction types. |
Y/N |
* Optional
‡ For Transaction Type 1, 2, 5, and 6 these values
must be positive.
For Transaction Type 3, these values
must be negative.
For Transaction Type 4, these values
must be negative or zero,
and the policy's expiration date field
must match the Cancellation's effective date.
Backout transactions are used ONLY to negate transactions
that have already been submitted.
For a backout transaction to be considered valid, it must be submitted with the
EXACT policy and transaction information that the transaction you are trying to back out contains.
Business Rules for Reinstatement Transaction Type (Type 6)
- A reinstatement transaction can be submitted for a policy only when the last transaction
(by effective date) was an active cancellation with exact same coverage code and Insurer.
- The effective date of a reinstatement transaction must be greater than or equal to the
previous cancellation effective date.
- No transactions can be submitted between a cancellation and a reinstatement
- A reinstatement transaction can not be backed out if there are any subsequent transactions
(by effective date)
- If a reinstatement transaction is backed out, then the policy expiration date must equal
the previous cancellations' expiration date.
Fields that must match exactly for a backout to be considered valid are:
[SURPLUS LINES AGENT]
- License
- First Name
- MI (if used)
- Last Name
- Suffix (if used)
[POLICY]
[TRANSACTION]
- Coverage Code
- Tax Status
- Transaction Type must be the proper backout (i.e. 14 backs out 4, 11 backs out 1)
- Effective Date
- Net Premium must be of the opposite sign of the original
- Policy Fees must be the opposite sign of the original
When using Transaction Type 14 (backout of a Cancellation), the [POLICY] section's
'Expiration Date' field must reflect the expiration date of the policy prior to submitting
the original Cancellation (4). EXCEPTION: if a Transaction Type 4 (Cancellation) is
submitted in the same [POLICY] section directly after a Transaction Type 14, correcting
the originally submitted Transaction Type 4, the [POLICY] section's 'Expiration Date'
must reflect the Cancellation's 'Effective Date' field.
If you submit an invalid Backout transaction, your entire file will be rejected.
Additionally, if this transaction is on a 200 type coverage code or Coverage Codes 1003 & 1006 (except 2013, 2014, or 2015), the following
fields must be present:
| Field Name |
Description |
Data Length/Type |
| Primary Amount |
Use coverage A (or Coverage C if Coverage Codes
2003 or 2005 are being used). |
1.00-999999999.99 |
| AOP Deduction |
All Other Perils Deductible (deductible for damage from any peril named in the policy, other than hurricane). |
1.00-999999999.99 |
| WSP Eligible |
Eligible for Windstorm Pool? |
Y/N |
| WS Coverage |
Windstorm Coverage provided? |
Y/N |
| Hurricane Deductible |
Required if Windstorm Coverage is provided (Must be converted to a dollar amount). |
1.00-999999999.99 |