NYS DMV Insurance Information Enforcement DMV Databases n

NYS DMV Insurance Information & Enforcement

DMV Databases n EDITS EDI transactions & their disposition n IIES Vehicle insurance activities & suspensions, revocations, restorations n VIN Vehicle ownership, title information n Registration Vehicle plate number, suspensions, revocations, restorations n License Driver’s license record file, suspensions, revocations, restorations

EDITS has a dual purpose: n view the data and disposition of an electronic insurance transaction sent by an insurer or its servicing agent n track a transaction through the various processes required by the Insurance Information & Enforcement System (IIES) The use of this system is limited to insurance companies and their servicing agents (if authorized by the insurers). Insurance companies with access to this program can view only the transactions sent by them (the insurer) or their servicing agent. This tool is not meant to be distributed to the local or agent level of the company and should be confined to the people in your company or insurance group who are responsible for the transmission, error correction or data quality of IIES transactions.

EDITS Transaction Look Up n n The EDITS database search criteria is: n Vehicle identification number (VIN) n Policy Number n Client ID or FEIN number (NYS driver’s license or federal employer ID) n DMV tracking number assigned to unresolved no-hit exceptions and certain edit error transactions returned by DMV to the sender and to DMV initiated mandatory verification (MVF) transactions. n NYS Plate Number A search of the database will return: n MVF transactions sent by DMV n EDI transactions received from insurer/servicing agent n Process Date n Process Result n Error (if any) n Data sent by insurer or servicing agent

Compass IIES n The IIES database search criteria is: n n A search of the database will return: n n n Document Number Client ID Vehicle identification number (VIN) Records that have an open case Records that have a closed case state other than CLS Records will show: n n n Registrant name Vehicle description Insurance transactions that matched & posted to the record Letters, suspensions, revocations, restorations sent to the registrant Registration activity

EDI Transactions n NBS - New Business n n n n NBS Reporting Time Frame n n New policy issued (all vehicles) Vehicle (s) added to in-force policy Vehicle replacement on an in-force policy Policyholder (all vehicles) moved within insurer group Confirm coverage in response to MVF For-hire registration renewal (except taxi & livery) No later than 7 days after the effective date Response to MVF – no later than 14 days after the MVF sent date Resubmission – no later than 21 days after DMV returns a transaction as an error or unresolved no-hit NBS Effective Date n n Actual date that insurance became effective MVF effective date Do not send the following dates: processing , issuance, mailing, policy number change date or any other date.

EDI Transactions n XLC – Cancellation n n XLC Reporting Time Frame n n Policy has been cancelled, terminated, suspended or non-renewed (all vehicles) Vehicle deleted (not replaced) from in-force policy Liability coverage suspended for vehicle on in-force policy No later than 30 days after the effective date Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit For Hire – no less than 20 days prior to the effective date XLC Effective Date n Actual date that coverage was cancelled. It must be the same date provided to the policyholder. It may be the date requested by the policyholder or the effective date of superseding coverage from another insurer. Do not send the following dates: administrative, mailing, processing, policy number change or any other date.

EDI Transactions n REI – Reinstatement n n n REI Reporting Time Frame n n n Policy reinstatement (all vehicles) Vehicle reinstated to in-force policy No later than 7 days after reinstatement Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit REI Effective Date n Actual reinstatement date Do not send a REI if you have not sent a XLC

EDI Transactions n NIS – No Insurance n n NIS Reporting Time Frame n n n Denial of coverage in response to a MVF. The insurer is advising DMV that the paper proof accepted by DMV is invalid or fraudulent. No later than 7 days after the MVF sent date Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit NIS Effective Date n MVF effective date A NIS can only be sent in response to a MVF

EDI Transactions n REP – Rescind Electronic Proof A REP rescinds or annuls a NBS or REI that matched and posted to a record. Send a REP if: n NBS or REI transaction excluded by law from being reported to DMV n NBS transaction (correct at the time of submission) if the policy was flat cancelled, i. e. , insurance coverage never provided. Send a REC for the XLC as well n NBS or REI transaction that an insurer determines was matched and posted to the incorrect IIES database record by DMV’s electronic exceptions resolution program (R 500 or R 600 Disposition) n REI that was submitted in error (coverage not reinstated) n REP Reporting Time Frame n n No later than 7 days after DMV request or discovery that REP is needed. REP Effective Date n Same date and NAIC code as the NBS or REI A REP will not rescind a transaction that did not post to a record.

EDI Transactions n REC – Rescind Electronic Cancellation A REC rescinds a XLC that matched and posted to a record. Send a REC if: n n REC Reporting Time Frame n n XLC transaction excluded by law from being reported to DMV XLC transaction (correct at the time) that is superseded by a second XLC transaction that backdates or changes a cancellation effective date XLC transaction that an insurer determines was matched and posted to the incorrect IIES database record by DMV’s electronic exceptions resolution program (R 500 or R 600 Disposition) No later than 7 days after DMV request or discovery that REC is needed REC Effective Date n Same date and NAIC code as the XLC A REC will not rescind a transaction that did not post to a record.

Policy Number n n n DMV posts the policy number to IIES records by scanning an Insurance ID Card. Policy number is not used in ANY of DMV’s processes. Policy number is included with MVF transactions as an aid for the insurer to identify the insured. Insurers should not send transactions to DMV because of a change in the policy number in their system

Transaction/Record Matching EDI transactions are matched to registration records using the criteria in the H (hit) disposition list below. No other data elements are used. When a transaction finds a record that matches one of the criteria, it does not process through the remaining criteria. H Disposition List 1. VIN and 2. VIN and 3. VIN and 4. VIN and NYS plate number NYS driver’s license number (CID) or FEIN 3 of name and DOB (if individual) 3 of name

Transaction/Record Matching R Disposition A transaction that does not find a record based on the H Disposition matching criteria is sent through exceptions resolution matching process in an attempt to find a matching record. The matching criteria is: 5, 3 and 1 of name, DOB and a single VIN from the registration file that matches the submitted VIN at 70% or greater.

Transaction/Record Matching Name Components Used for Matching Insured name must match registrant name H (Hit) Disposition Individual First 3 letters of the last name SMI for SMITH JOHN A Organization First 3 letters of the name MOH for MOHAWK VALLEY DENTAL INC R (Resolved) Disposition Individual First 5 letters of the last name, first 3 letters of the first name, first letter of the middle initial SMITH JOH A for SMITH JOHN A Date of birth Organization First 5 letters of the first name component, first 3 letters of the second name component, first letter of the third name component MOHAW VAL D for MOHAWK VALLEY DENTAL INC Zip code

Error/Disposition Resolved (No-Hit Exception) Errors Transaction posted to a registration record after resolution processing n n R 500 - Matched record after resolution n R 505 - Associated NYS DMV registrant information (returned with R 500) R 600 - Matched record after resolution - Late filing n R 605 - Associated NYS DMV registrant information (returned with R 600) The R 505 and R 605 contain information from the registration record. If the registrant is your insured, no further transactions or error corrections are needed. Update your records accordingly. If the registrant is not the primary or additional insured, you can do one of several things: n If appropriate, add the registrant to the policy. n Send a REP or REC with the information contained in the original transaction. n Contact DMV may be able to remove the transaction from the record.

Error/Disposition Unresolved (No-Hit Exception) Errors Transaction did not post to a registration record n U 100 - Unmatched record – plate hit (dealer/transporter registration) n U 105 - Associated NYS DMV registrant information (returned with U 100) The plate number matches a record but the insured name is not the registrant name. If the registrant is your insured, resubmit the transaction with the registrant name as primary or additional insured. If the registrant is not your insured, review your policy information and update, correct or take no action. n U 500 - Unmatched record- No VIN or name hit There is no registration record for the VIN. The vehicle is not registered in NYS. Verify that you have the correct VIN/name. n U 600 - Unmatched record - VIN hit n U 605 - Associated NYS DMV registrant information The VIN matches a record but the insured name is not the registrant name. The U 605 provides the registrant information. If appropriate, add the registrant to the policy and resubmit the transaction.

Error/Disposition Unresolved (No-Hit Exception) Errors Transaction did not post to a registration record n U 700 - Unmatched record, sent to recycle There is no registration record for the VIN. The transaction will be recycled each weekend for up to 52 days from its effective date. If a match is found, the transaction will post to the record. If no match is found, the transaction will be returned with either a U 500 or U 600/U 605. n U 900 - Unmatched record – no plate or name hit (dealer/transporter registration) There is no registration record for the plate number or insured name.

Error/Disposition n E 705 – Multiple submission of the same transaction in different interchanges The transaction is a duplicate of one that has posted to a record. Check EDITS to determine the disposition of the original transaction. The original may have resolved to a record and correction may be needed. n E 045 – NYS driver license number/federal taxpayer ID invalid The data on the transaction does not match the data on the registration record. This error is informational. It will not prevent a transaction from posting if it is the only error.

Entity Types n Entity type 1 = individual Format name for individual n Entity type 2 = organization Format name for organization Refer to MVLIR for transaction formatting

Policy Types n 1 = personal n 2 = commercial n 3 = for hire n 4 = unknown n 5 = for hire; plate surrender prior or equal to the XLC effective date n 6 = for hire; NBS or REI from different insurer with an effective date prior or equal to the XLC effective date n n 7 = for hire; XLC posted and vehicle was replaced on the registration record prior to the XLC effective date for the new vehicle equal to the XLC on the replaced vehicle 8 = dealer/transporter registration

DMV On-Line Applications www. dmv. ny. gov n Provide Proof of Insurance Registrant can post insurance information. EDI transaction from insurer needed to confirm coverage n Insurance Lapse Civil Penalty Payment Registrant can pay penalty instead of surrendering plates for a lapse of 90 days or less. Can be used once in 36 months. n Insurance Status Check Registrant can check registration/driver’s license status

Contact DMV HOW TO CONTACT NYS DMV IIES SYSTEM The Insurance System Implementation and Development Unit (ISID) is responsible for providing assistance and responding to questions from the insurance industry. Please use the following guidelines for contacting this unit when requesting assistance or information on the NYS DMV insurance program. IIES Help Line 518 -402 -2175 FAX: 518 -402 -4913 ISID iies@dmv. ny. gov 518 -402 -2130 FAX: 518 -402 -2287 IIES Web Site www. dmv. ny. gov/iies. htm NYS DMV Web Site www. dmv. ny. gov

Contact DMV Record Review: If you do not have access to the insurance database through Compass or if your question is on a closed record, call the IIES Help Line at 518 -402 -2175. The Line is staffed from 9: 00 AM to 3: 30 PM EST. The IIES Help Line may ask you to send an e-mail to iies@dmv. ny. gov if your question requires further review or a record correction. Record Corrections: If a transaction posted to the wrong record, correction of the record is needed, etc. send an e-mail to iies@dmv. ny. gov For all other questions such as clarification of Commissioner Regulations, transaction filing specifications, technical assistance, Insurance ID cards, IIES business rules, etc. send an e-mail to iies@dmv. ny. gov Provide Proof of Insurance: Insurance information can be posted on-line by the registrant or by the insurance company, agent or broker. The proof will rescind a suspension pending receipt of an electronic insurance transaction from the insurer. The record is updated overnight and a MVF is sent to the insurer. www. dmv. ny. gov Priority Requests: In a situation (e. g. motorist arrested because of a suspension/revocation) where immediate assistance is required call ISID at 518 -402 -2130.