Filing Requirements

Agents: 


All premium bearing policy transactions placed with a surplus lines insurer, taxable or non-taxable, must be electronically submitted to the FSLSO via SLIP or in the prescribed electronic format for XML Batch file submissions within thirty (30) days from the effective date of the premium bearing transaction.

The 30-day countdown begins on the transaction's effective date (the effective date is counted as day one). For example, a policy with an effective date of October 1 should be filed no later than October 30.

Insurers: 


All foreign surplus lines insurers are required to file quarterly policy information to FSLSO for policy transactions written during the quarter no later than 90 days after the quarter ends, pursuant to F.S. 626.931(3). All a lien insurers are required to file annually by June 30, pursuant to F.S. 626.931(4)

These filings are separate from the requirements mandated by the Office of Insurance Regulation (OIR).


Filing Checklist

To make it easier for you to remember some of the rules and deadlines about filing, we developed a filing checklist. Keep it on hand as a resource when you are making filings for your company.


 

Filing Reminder Notices

A reminder/deficiency notice for non-filing of the electronic premium submission by the due date will be sent two times by FSLSO. If non-compliance of this requirement continues after the 2nd reminder, a referral will be made to the OIR for administrative action. This involves a possible fine and/or removal from the eligibility listing.


 

Due Dates & Filing Criteria

Foreign Insurers - Filing Criteria & Due Dates

Reporting Quarter

Reporting Due Date

Transactions Effective

1st Quarter

June 30

January 1 to March 31

2nd Quarter

September 30

April 1 to June 30

3rd Quarter

December 31

July 1 to September 30

4th Quarter

March 31 of the following year

October 1 to December 31

Catastrophe Contact InformationMay 31N/A
Alien Insurers - Filing Criteria & Due Dates

Reporting Quarter

Reporting Due Date

Transactions Effective

Annual Filing

June 30

January 1 to December 31

Standard IID ReportJuly 31N/A
Catastrophe Contact InformationMay 31N/A


Frequently Asked Questions

When can I start transacting surplus lines business?

Once you are licensed, appointed, and registered through SLIP (Surplus Lines Information Portal), you may begin transacting business.

For more information on obtaining a license, visit the following web pages:

For more information, send an email to agent.services@fslso.com
As an agent, do I have to file with FSLSO?
Yes. Once you become a surplus lines license holder in Florida, you are deemed a member of FSLSO. You must file all policy information required by law, as stated in FSLSO’s Plan of Operation adopted under subsection (5).
What is a TIQ?
A Transaction in Question, or TIQ, is a transaction that has been received by FSLSO but did not meet one or more of FSLSO’s business rules and has not yet been accepted and possibly not invoiced. If you receive a confirmation number that begins with a “Q,” please make the necessary corrections to the transaction or contact FSLSO if you need assistance. 

There are two categories of TIQs: financial and non-financial. A financial TIQ is one that is not invoiced or credited until corrected. There are two types of financial TIQs, Unbalanced Returned Premium (URP) and Unbalanced Returned Policy Fees (URF). FSLSO staff members cannot manually accept financial TIQs; they can only be corrected and accepted by the user.
How do I transfer a policy or book of business to a new agent?

In order to complete a transfer of business, you must first decide which type of transfer is applicable (single policy transfer, multiple policy transfer, or global transfer), then complete the Transfer of Business forms including the agents’ signatures and email the completed forms to agent.services@fslso.com.

Single Policy Transfer
When transferring a single policy and associated transactions, the assuming agent and relinquishing agent are required to complete the FSLSO Transfer of Business forms.

A single policy transfer can also be initiated by a Broker of Record (BOR). In order to transfer a single policy initiated by a BOR and its associated transactions to the agent assuming the policy, a completed and signed Assuming Agent Transfer of Business form with a copy of the BOR must be sent to FSLSO. The Relinquishing Agent form is not required to be completed. Upon verification, the transfer will be made. 

Multiple Policy Transfer
When transferring multiple policies and associated transactions, the relinquishing agent and the assuming agent are required to complete and sign the FSLSO Transfer of Business forms and provide a list of the policies to be transferred.

Global Transfer
A global transfer is necessary when the relinquishing agent is no longer employed by the agency or has taken on a different role within the agency. When requesting a global transfer, the relinquishing agent and the assuming agent are required to complete and sign the Transfer of Business forms. For filing purposes, FSLSO will transfer three years of current filings to the assuming agent unless instructed otherwise.
What should I do if the insurance company writing the coverage is not listed in the dropdown box on the Transaction Information screen?
If the insurer on the policy is not available in the drop-down menu, they may be added by selecting the Modify Insurer List link above the drop-down. Once you find the insurer on the Available Insurers list, click the  “>” to add it to the Selected Insurers list. Then click Save

If you do not find the insurer on the Available Insurers List, please contact our office at 800.562.4496, option 2.
How do I file a master policy in SLIP?
For single state policies, you can submit a new business or renewal transaction with zero premium and the original effective date of the policy. SLIP does not allow a multistate transaction to be filed with zero premium/policy fees except for cancellation transactions. To add a new business or renewal multistate transaction for a master policy, you will need to file the policy once there is a premium bearing transaction/endorsement. For the first premium bearing transaction on the policy, use the original effective date of the policy. For the remaining endorsements, use the effective date of the endorsement.
How do I make a correction to a transaction in SLIP?

To edit data on a previously filed transaction, follow the instructions below.

  1. Select Search Policy from the Policy tab.
  2. Enter the previously filed policy number or other search criteria in the appropriate field(s) and click Search.
  3. Select the View link.
  4. In the Transaction Details section, click the Edit button next to the confirmation number for the applicable transaction, which will take you to the Coverage and Transaction Details page.
  5. Click the Edit button at the bottom right to make the necessary changes.
  6. Click the Submit button.
  7. System Warning window will display advising the edit is going to create a backout transaction, select OK to proceed.
  8. Task Accomplished window will display, select OK to proceed.
How do I submit a cancellation for a layered policy?
The SLIP system only allows one cancellation transaction to be filed. Thus, when submitting a layered policy cancellation, you must file one cancellation and then file the remaining transactions as return premiums.
How do I make a policy-level correction?

To edit policy information on a previously reported policy, follow the instructions below.

  1. Select Search Policy from the Policy tab.
  2. Enter the previously filed policy number or other search criteria in the applicable field(s) and click Search.
  3. Select the View link.
  4. In the Policy Information section, click the Edit button and make the necessary changes.
  5. Click the Save button.
  6. Task Accomplished window will display, select OK.

Policy-level changes will not result in automatic backouts.

What are the rules regarding policy extensions and how long/often can they be extended before they need to be filed as a renewal?
If the policy period is being extended for 365 days or more and all original terms and conditions remain, then we ask that the additional premium endorsement be filed as a renewal transaction in SLIP. Filing a renewal for policy extensions allows the policy to be charged the appropriate Service Office fee and assessment rates (if applicable) for the new policy period. The insurer is not required to issue a policy renewal – this is for filing purposes only.

For example, if the original policy term is January 1, 2018, through January 1, 2019, and an endorsement is issued that extends the policy expiration to January 1, 2020. You should file the extension endorsement as a renewal transaction in SLIP with an effective date of January 1, 2019, and an expiration date of January 1, 2020.

The only exception is when the endorsement is an extended reporting period (ERP) endorsement, also known as "tail coverage." These endorsements are typically associated with claims-made liability policies. When submitting ERP endorsements in SLIP, please file the endorsement within the original policy term and do not extend the expiration date. 
When should transactions be submitted to FSLSO?
Transactions must be submitted within 30 days from the effective date of coverage. The 30-day countdown begins on the transaction's effective date (the effective date is counted as day one). For example, a policy with an effective date of October 1 should be filed no later than October 30.
How do I update my contact information in SLIP?
To update your contact information in SLIP, hover over the User Admin tab and click on User Data. Click the Edit icon to the left of the username. Scroll to the bottom of the User Details section and click the Edit button. Make the necessary changes and click Save.
How do I submit a layered policy?

When submitting a layered policy, agents and IPC filers need to enter each layer under the insurer that wrote its particular layer of business. If the policy number is the same for each insurer, agents will use the same policy number for the entire risk but will need to break out the appropriate amount of premium allocated to each particular insurer. 

If insurers have submitted different policy numbers for each layer of the policy, agents and IPC filers must submit each policy separately under the appropriate policy number. Remember to pay close attention to the policy number and file it exactly as it appears on the declarations page.

I do not see my agency listed under the Agency Assignment in SLIP. What do I need to do in order to have the agency added?

If your agency name and license number are not in the Available Agencies box on the Settings page in SLIP, contact Agent Services at agent.services@fslso.com and provide the following information:

  • Agency Name 
  • Agency License Number
  • Agency FEIN 
  • Agency Address 
  • Agency Phone Number
  • Agency Email

If the agency is licensed as required by the Florida Department of Financial Services, we will add the agency to our database.

When filing a policy in SLIP, should policy numbers include spaces, slashes, and/or dashes as shown on the binder or policy?

Yes, enter the policy number exactly as it appears on the declarations page, including any special characters.

Do not add any prefixes or suffixes assigned by the agency for filing purposes. Doing so will cause a discrepancy in our reconciliation process.

What are the different types of TIQs?

Unbalanced Returned Premium (URP)
This TIQ indicates that a return premium transaction or cancellation transaction has been submitted with premium greater than the total premium submitted for that particular policy term. The Unbalanced Returned Premium (URP) TIQ is a financial TIQ. FSLSO staff members cannot manually accept financial TIQs, they can only be corrected and accepted by the user.

Unbalanced Returned Policy Fees (URF)
A transaction will be questioned if the policy fees submitted with a return premium transaction or a cancellation are greater than the total policy fees submitted for that particular policy term. The Unbalanced Returned Policy Fees (URF) TIQ is a financial TIQ. FSLSO staff members cannot manually accept financial TIQs, they can only be corrected and accepted by the user.

Tax Status 2 (TS2)
This tax status should only be used when insuring risks of the state government, counties, municipalities, or their agencies. Due to this exemption status, all new business and renewal transactions (initiating transactions) are questioned when submitted to allow a FSLSO staff member the opportunity to verify the exemption. Documentation may or may not be requested by a FSLSO staff member. Once the staff member is satisfied the insured is in fact exempt from the tax and service fee, the questioned transaction will be manually accepted by a FSLSO staff member.

Tax Status 4 (TS4)
This tax status was specifically created for property policies covering hospitals that are members of an alliance. This tax status is exempt from the surplus lines tax, service office fee, and assessments. However, the EMPA surcharge applies. Due to this exemption status, all new business and renewal transactions (initiating transactions) are questioned when submitted to allow a FSLSO staff member the opportunity to verify the exemption. Documentation may or may not be requested by a FSLSO staff member. Once the staff member is satisfied the insured is in fact exempt from the tax and service fee, the questioned transaction will be manually accepted by a FSLSO staff member.

Tax Status 5 (TS5)
This tax status was created for entities that are exempt from the surplus lines tax, service fee, assessments, and the EMPA surcharge, but are required to be filed by law because they are premium bearing. Due to this exemption status, all new business and renewal transactions (initiating transactions) are questioned when submitted to allow a FSLSO staff member the opportunity to verify the exemption. Documentation may or may not be requested by a FSLSO staff member. Once the staff member is satisfied the insured is in fact exempt from the tax and service fee, the questioned transaction will be manually accepted by a FSLSO staff member.

Standalone Type 2 Transaction (SA2)
This TIQ occurs when an additional premium transaction has been filed and there is no existing new business or renewal filing. The Standalone Type 2 Transaction (SA2) TIQ can only be corrected by the user.

Credit Verification (CV)
This TIQ occurs when a return premium or cancellation transaction has been submitted that meets certain guidelines set forth by FSLSO. The Credit Verification (CV) TIQ has to be worked by a FSLSO staff member and documentation of the credit is required. If you receive a questioned transaction for this reason you can be proactive and upload a copy of the endorsement in SLIP and submit it to FSLSO. If the documentation is not uploaded in SLIP, a FSLSO staff member will email you for the documentation.

Extends Policy Expiration Date (EE2)
This TIQ occurs when an endorsement is filed that extends the policy expiration date for 365 days or greater. The Extends Policy Expiration Date (EE2) TIQ was put in place to allow FSLSO the opportunity to charge the most current premium tax, service fee, and assessments. It is common to extend the expiration date of an insurance policy, but when you are given the responsibility of collecting assessments for other state entities and protecting consumers, it is important to collect the most current rate. It is for this reason we ask that you file a renewal transaction when extending the policy expiration date for 365 days or greater, even if the insurer did not renew the policy.

The rate charged is determined by the effective date of the most current new business or renewal transaction filed. For example, the Service Office fee has changed several times over the years. In January of 2017 the Service Office fee was 0.15% but changed to 0.1% for all new and renewal policies with an effective date between April 1, 2017 – March 31, 2020. If an agent had a policy effective January 1, 2017-January 1, 2018 and extended the expiration date to January 1, 2019 by an additional premium endorsement, FSLSO staff would direct the filer to file a renewal transaction effective the anniversary date of January 1, 2018 in order to update the calculation of the Service Office fee to 0.1%. If an additional premium had been filed the Service Office fee would continue to be charged at 0.15% due to the January 1, 2017 new business transaction effective date.

Unknown or Ineligible Surplus Lines Agent (NAG)
This TIQ will occur if the agent was not licensed and/or appointed on the effective date of the policy. The Unknown or Ineligible Surplus Lines Agent (NAG) TIQ has to be worked by a FSLSO staff member and can be caused for several reasons such as a temporary lapse of the agent’s surplus lines self-appointment. A Florida surplus lines agent is required to be licensed and self-appointed when placing business.

Unknown or Ineligible Insurer (NIN)
This TIQ can occur when the transaction has an incorrect insurer NAIC number or the insurer is not an eligible surplus lines insurer. The Unknown or Ineligible Insurer (NIN) TIQ will occur when the user has selected “Other Surplus Insurer” from the insurer drop down menu or submits through Batch. “Other Surplus Lines Insurer” should only be used when placing 12.5% or less of the coverage with an ineligible insurer pursuant to 626.918(6), F.S. If the transaction is questioned for this reason, a FSLSO staff member will accept the questioned transaction after receipt of proper documentation. This TIQ also occurs when an insurer has changed their name midterm during the policy and an endorsement is filed with the insurer’s previous name. The user will need to make this correction.

Invalid Coverage Code/Tax Status Combination (CTS)
A transaction will be questioned if a coverage code is submitted with a tax status that does not apply to that particular coverage code.

Please note: This TIQ type only occurs as a result of submissions made via Batch. The SLIP environment is programmed so this will not occur.

Certain coverage codes such as motor truck cargo, ocean marine, and aviation are exempt from the surplus lines premium tax and have a specific tax status. SLIP has been programmed to only allow each coverage code’s specific tax status, however Batch allows all tax statuses which will create this questioned transaction. Only the user can correct this questioned transaction.

Eligible Agency Not Found (NAY)
This TIQ occurs when a transaction is submitted with an agency that is no longer active in our database. The Eligible Agency Not Found (NAY) TIQ will need to be worked by a FSLSO staff member. Florida requires each place of business that engages in any activity which may be performed only by a licensed insurance agent hold an insurance agency license. If the agency license number you are filing under is no longer active in our database you will receive this questioned transaction.

There may be steps you need to follow to update your agency information. A FSLSO staff member will advise what steps needs to be taken, if any.

Zero Premium (ZP)
This TIQ occurs when a transaction is submitted with a 0 in the premium field and a dollar value in the policy fee field. The Zero Premium (ZP) TIQ can only be accepted by a FSLSO staff member.

An FSLSO staff member will review each ZP TIQ to determine the validity of the additional fee and either accept the questioned transaction or inquire further.

Future Effective Date (FED)
Transactions that are submitted more than six months in advance of the effective date are questioned in order to verify the validity of the effective date. If you receive the Future Effective Date (FED) TIQ, verify the effective date of the transaction. Typically the user has made a simple error and entered the incorrect year. If this is so, edit the date. If the date is correct, contact an FSLSO Analyst to advise the date is correct and we will manually accept the questioned transaction.

New Business Renewal (NBR)
This TIQ occurs when a new business and a renewal transaction have been filed with the same effective date. The New Business Renewal (NBR) TIQ has to be corrected by the user before it can be manually accepted by a FSLSO staff member.

Invalid State Specified (ISS)
This TIQ only applies to multistate transactions and can be triggered for several reasons.

If a multistate Batch file with an initiating transaction effective on or after July 1, 2020 is submitted using any state allocations other than Florida or Non-Florida, it will be questioned. SLIP is programmed to only accept Florida or Non-Florida after June 30, 2020. 

If an endorsement is filed on an initiating transaction effective on or after July 1, 2020, and the initiating transaction is subsequently backed out, it will be questioned. Once the initiating transaction is backed out, the endorsement becomes either a standalone type 2 transaction (SA2) or would be associated with an initiating transaction effective prior to July 1, 2020, triggering the ISS TIQ.

An initiating transaction effective prior to July 1, 2020 (i.e., June 1, 2020) and a subsequent endorsement effective after July 1, 2020 (i.e., July 15, 2020) are filed using state-by-state premium tax allocations. Then, an initiating transaction effective on or after July 1, 2020 (i.e., July 2, 2020) is filed on the same policy. The endorsement transaction will be questioned because it would now be associated with an initiating transaction effective on or after July 1, 2020, meaning the state allocation selections will need to be updated to Florida and Non-Florida.

Only the user can correct this questioned transaction.

Who do I contact if I have additional questions about filing?
If you have additional questions about filing, please contact Agent Services at 800-562-4496, option 1 or email agent.services@fslso.com
Am I required to file non-premium bearing ($0.00) endorsements?
No, non-premium bearing transactions are not required to be filed with our office. Florida regulations require all premium bearing policy transactions placed with an eligible surplus lines insurer, taxable or non-taxable, be electronically submitted to the FSLSO within 30 days from the effective date of the transaction.
How do I add more than one coverage code for a policy?
To add more than one coverage code to a policy in SLIP, you will need to file a separate transaction for each coverage code and its applicable premium. 
When filing a multistate policy in SLIP, is the Service Office fee applied to the total gross premium or just the Florida allocated premium?
The Service Office fee is assessed on the gross premium (premium plus policy fees) of the multistate policy.
What effective date should I use when filing an audit endorsement in SLIP?
When submitting an audit endorsement in SLIP, file the endorsement within the original policy period to which the audit belongs. Do not file the audit using the issue date or extend the expiration date of the policy within SLIP.