How to Create and Submit Title Filings Using the Florida Office of Insurance Regulation Filing System (IRFS)

Transcription

1 The Florida Office of Insurance Regulation has launched the Insurance Regulation Filing System (IRFS) -- a new online application -- to replace the DCAM system. How to Create and Submit Title Filings Using the Florida Office of Insurance Regulation Filing System (IRFS)

2 Contents The Insurance Regulation Filing System (IRFS)... 2 Creating a Title Filing in IRFS... 2 Downloading Documents from Your IRFS Title Filing... 9 Uploading Completed Documents to Your IRFS Title Filing Page 1 of 19

3 The Insurance Regulation Filing System (IRFS) In 2017, the Florida Office of Insurance Regulation (Office) launched a new online system to replace the Data Collection and Analysis Modules (DCAM) for filing data submissions. The new system combines eight existing filing systems, 3 rate collection systems and 20 databases. This streamlined system will soon be used for all data calls the Office is required to conduct. There are several data calls that have been moved into this new system already and beginning in January 2018, the 2018 Title Agencies Data Call will be moved into IRFS. If you already have a DCAM account, you may use your DCAM username and password to sign in to IRFS. If you have not used DCAM before you will need to create a new account here: Once you have created and activated your account, you may create a filing and complete your submission. Creating a Title Filing in IRFS Log in to the IRFS system here: and add your agency by clicking on User Menu and selecting Entity Management from the drop-down menu. Page 2 of 19

4 Select Licensees/Agencies. Click Add Licensee/Agency. Page 3 of 19

5 Type in the name of your agency and click on Search. Select your agency and click on Add Selected button. Page 4 of 19

6 Return to your Workbench and select Create Filing. Select the Begin button in the Data Collection tile. Page 5 of 19

7 Select Licensees/Agencies. Select your agency and click the Next button in the lower right-hand corner of your screen. Page 6 of 19

8 Select your data call and hit Next. Click Next. Page 7 of 19

9 Select the Create button in the lower right-hand corner of the screen and then select OK. You will be automatically returned to your workbench; select your filing by clicking the Filing ID. Page 8 of 19

10 Downloading Documents from Your IRFS Title Filing Scroll down to the list of filing components. The first three components are mandatory; the last three are voluntary and not required. Page 9 of 19

11 Click on the plus sign to the left of the Florida Title Agency Template component, select Download Templates and click on the Excel icon. It is advisable to save the template to your desktop for easy access. Follow the instructions and fill out the template; you can save your work, close the template and come back to it at any time. Page 10 of 19

12 Click on the minus sign to the left of the Florida Title Agency Template to close that component and click on the plus sign to the left of the Company Contacts component. Review the contact information and if it is correct, click on the radio button in the Primary column. You must then click Save at the bottom of the screen. You can add or remove contacts as needed. Page 11 of 19

13 Click on the minus sign to the left of the Company Contacts to close that component and click on the plus sign to the left of the Title Insurance Agency Filing Certification component. Click on the.pdf icon to download the Certification document. It is advisable to save the Certification to your desktop for easy access. Click on the minus sign to the left of the Title Insurance Agency Filing Certification to close that component. You may now close IRFS and work on your template and Certification. Page 12 of 19

14 Open the saved Certification and fill it out: the year at the top for which you are reporting your data (which will always be the previous year), your name in the middle and your title at the bottom. Save and close your Certification. Page 13 of 19

15 Uploading Completed Documents to Your IRFS Title Filing Once you have completed the Title Template and Certification, you must upload them to your IRFS filing. Login to IRFS and select your Filing ID. Scroll down to the Component List. Complete Page 14 of 19

16 Click on the plus sign to the left of the Florida Title Agency Template component to expand it and select the Upload Documents tab. Select the +Add Document button Page 15 of 19

17 and browse for your template. Double-click on your template and IRFS runs a validation check on the data in your template; this may take up to 30 seconds. Page 16 of 19

18 If no errors are detected in the template, you will be returned to your workbench showing the status of your template component as Complete. Follow the same procedure to upload your Agency Filing Certification. If errors are detected on your template, you will see a window listing them. In this case, it appears cell I16 on the Report Lines page has a False value. The template will not upload if any cell on any page of the template has a False value. Page 17 of 19

19 You must go back to your template and fix the error; in this case the agent forgot to put in the Agency License Number. Column ColumII I, Row 16 When the error is corrected, save and upload the template to your IRFS filing again. Page 18 of 19

20 Once all three component statuses are Complete click on the Submit button to submit your filing. You will receive an auto-generated from the Office confirming your submission minutes after you submit your filing. ### Page 19 of 19