State of Utah

 

 

 

 

Financial Responsibility Verification Program

Reporting Guide and User Manual

Publication Date: October 12, 2010

Revised: March 7, 2016


 

Purpose of this Guide


The purpose of this guide is to provide instructions to insurers who write private passenger auto policies in Utah on how to comply with the requirements of the Utah Financial Responsibility Verification Program (FRVP).

This program is in place due to the legislation found under Utah code. Please visit the LEGISLATION tab for information. 

            

 

New Reporting and Legacy Implementations

 

This guide replaces all previous reporting formats for the Utah FRVP. All new submissions and modifications to existing/legacy submissions should conform to the specifications contained within this version of the User Guide.

 

Insurance companies that currently have submissions in prior formats will continue to be supported in those formats as best as possible. Some may be encouraged to modify their legacy implementations to become more secure, efficient, and to become more cohesive with FRVP implementations in other states.

 

Full Book Submissions

 

All insurers must report a full book of business to Insure-Rite. Insure-Rite will match the Insurance Data with the Utah Registration data.

 

Personal Policies must be reported twice a month. Commercial Policies must be reported once a month at the beginning of the month (Please see the Submission Period section for additional information).

 

Each insurer will send a file via FTP with PGP encryption to ftp.insure-rite.com in one of the following formats:

 

1.    A pipe (‘|’) delimited file containing the data elements in the order shown in the file specification below; or

2.    A fixed length record file as described the same file specification.

 

 

File Specification for the Full Book Reporting Format

 

Note: Insurers may send fixed length or pipe (‘|’) delimited records.

 

Field Number

Description

Type

Mandatory or

Optional

Position*

Size

Insurance Record

0

Company Control Code

Alpha-Numeric

M

0-9

10

1

User Defined Field

Alpha-Numeric

O

10-29

20

2

Policy Number

Alpha-Numeric

M

30-59

30

3

Policy Type

(“P” = Personal,

“C” = Commercial)

Alpha

M

60

1

4

Policy Effective Date (YYYYMMDD)

Numeric

M

61-68

8

5

Policy Expiration Date (YYYYMMDD)

Numeric

M

69-76

8

6

Vehicle Effective Date (YYYYMMDD)

Numeric

O

77-84

8

7

Mailing Address

Alpha-Numeric

M

85-124

40

8

Mailing City

Alpha

M

125-149

25

9

Mailing State (Postal Abbreviation)

Alpha

M

150-151

2

10

Mailing Zip

Numeric

M

152-160

9

11

Vehicle VIN Number

Alpha-Numeric

M

161-190

30

12

Vehicle Make

 

Alpha-Numeric

M

191-196

6

13

Vehicle Model

Alpha-Numeric

O

197-211

15

14

Vehicle Model Year (YYYY)

Numeric

M

212-215

4

15

Odometer Expiration

Numeric

O

216-222

7

16

Garaged Address

Alpha-Numeric

M

223-262

40

17

Garaged City

Alpha

M

263-287

25

18

Garaged State (Postal Abbreviation)

Alpha

M

288-289

2

19

Garaged Zip

Numeric

M

290-298

9

20

Driver Indicator

(“I” = Included,

“E” = Excluded**)

Alpha

O

299

1

21

Last Name ***

Alpha

M

300-329

30

22

First Name ***

Alpha

M

330-359

30

23

Middle Name

Alpha

O

360-389

30

24

Driver License State (Postal Abbreviation) (Use “IT” for international licenses)

Alpha

M

390-391

2

25

Driver License Number

Alpha-Numeric

M

392-412

21

26

Date of Birth (YYYYMMDD)

Numeric

O

413-420

8

 

* The Position column in the table is applicable to fixed length records only. 

**Business Names can be listed in the Last Name field or First Name field.

 


Submission File Composition


One record shall be generated per driver, vehicle, and policy combination. For example, if policy number 12345 insured drivers Jane and John Doe on a 2004 Jeep and a 2005 GMC, then four records with the following combinations should be created:

 

• Jane Doe, 2004 Jeep, policy 12345

• Jane Doe, 2005 GMC, policy 12345

• John Doe, 2004 Jeep, policy 12345

• John Doe, 2005 GMC, policy 12345

 

 


Submission Period Schedule


There are two submission periods per month in the Utah FRVP program.

 

1.       The first submission period runs from the 1st of each month. Insure-Rite will accept submissions for the first submission period from the 1st of the month and they are due by the 7th of each month.

 

 

2.       The second submission period runs from the 16th of each month. Insure-Rite will accept submissions for the second submission period from the 16th of the month and they are due by the 21st of each month.

 

 

File Naming Convention


Each submission file must indicate the reporting period that it is intended for by compliance with the following file naming convention.

Each file submitted must contain records for only one company control code. A company may submit one or more files. The file name must consist of the Company Control Code (assigned by Insure-Rite), Period Processing Date, File Number, Total Record Count, and reporting format delimited by underscores. The date format must be YYYYMMDD and the File Number must be unique among a set of files submitted for a single company and indicate the total number of files sent. For example, if the Company Control Code is ABCD, the next processing period begins November 1, 2008, and the company split one million records equally between two files, the following file names should be used.

ABCD_20080401_1of2_500000_E.pgp

ABCD_20080401_2of2_500000_E.pgp

 

The file extension is pgp. The “E” distinguishes the reporting format as the Vendor Enhanced Format which is the only supported format in Utah (aside from legacy implementations).

The date included in the file name indicates the first day of the reporting period for the submission.

Regardless of what day within that reporting period a company submits the file, the date on the file should always be the first day of the reporting period that the file is intended for. This allows Insure-Rite to ensure that a file is submitted from each company for each reporting period.

If the file is for the 1st submission period of the month, the date should always be the first day of the month.

If the file is for the 2nd submission period of the month, the date should always be the 16th.

 

For example:

 

Current Reporting Period: April 1, 2008 to April 15, 2008

 

1.       First-of-month reporting - Insurer compiles data on March 31 2008, to be submitted for the forthcoming reporting period. The company submits this file to Insure-Rite on April 1, 2008. The company ABCD sends 1 file of 500,000 records, using the following filename:

 

ABCD_20080401_1of 1_500000_E.pgp

 

2.       Mid-period reporting - Insurer compiles data on April 6, 2008, to be submitted for the current reporting period. The company submits the file to Insure-Rite on April 7, 2008. The company ABCD sends 1 file of 500,000 records, using the following filename:

 

ABCD_20080401_1of 1_500000_E.pgp

 

3.        Early reporting – In some cases, an insurer may, within reason, submit a file prior to the defined reporting period. For example, an insurer compiles data on March 29, 2008, to be submitted for the forthcoming reporting period. The company submits this file to Insure-Rite on March 30, 2008. The company ABCD sends 1 file of 500,000 records, using the following filename:

 

ABCD_20080401_1of 1_500000_E.pgp

 

4.       Critical submission file error - Insurer compiles data and submits as detailed in any of the cases above. But, the insurer gets a rejection file on the day of submission (or shortly after) because the submitted file could not be processed by Insure-Rite. The insurer corrects the data file as necessary and resends this file to Insure-Rite on the next business day. The company ABCD sends 1 file of 500,000 records, using the following filename:

 

ABCD_20080401_1of 1_500000_E.pgp

 

5.       Holiday reporting - If the first day of the reporting period is a State or Federal holiday, it does not change the date required to be used on the submission. The date should always be the first day of the reporting period.

 

File Compression and Encryption


Encryption of the data files via PGP is required. Please contact Heber Guzman at hguzman@insure-rite.com to obtain Insure-Rite's public PGP key.

 

The expected file extension is ‘pgp’, 'gpg' or 'asc'. PGP encryption also compresses. 


 

Field Format Specification


Records can be created with either delimited or fixed length fields. In either case, each record should be followed by a carriage return character followed by a line feed character. The ASCII character values for the carriage return and line feed are:

Carriage Return (CR): decimal value: 13, hex value = 0D Line Feed (LF): decimal value: 10, hex value = 0A

A link to an ASCII character code chart:

 

http://msdn2.microsoft.com/en-us/library/60ecse8t(vs.71).aspx

 

It is highly recommended that delimiters be used as opposed to fixed length. Delimited records are more flexible, easier to process, and less problematic when it comes to interpreting padding characters that must be used with fixed length records. In the case of uncompressed files, the volume of raw data is generally less with delimited records since most fields don’t require the full length that fixed fields must fill. Less volume results in reduced file transfer time.

 

The ‘|’ character must be used as the delimiter.

 

If the insurer is unable to generate delimited records, they may submit fixed length records using spaces to pad field values that are shorter than the required field length. The total length of a fixed length record is 421 characters plus a carriage return followed by a line feed character (423 total).

If there is no information available or applicable for a particular element, including for optional elements, it should NOT be filled with comments or notes like "UNKNOWN", "N/A", "FLEET", etc. In the case of delimited records, there should be no data between the delimiter and the field. In the case of fixed records, the field should be padded with spaces.

 

The following examples show a single record on multiple lines. It is a limitation of the presentation of this document. Were this an actual file, a single record MUST be represented on a single line.

 

Delimited Record Sample


ABCD|UserDefinedField|12345|P|20060601|20080601|
20060801|Anystreet|Anytown|TX|11111|ZJ123456789|
Jeep|Cherokee|2004|76543|Anystreet|Anytown|TX|
11111|I|Doe|Jane|Ann|TX|5555566666|19651201

 

Fixed Record Sample


ABCD******UserDefinedField****12345************
*************P200606012008060120060801Anystreet
*******************************Anytown********
**********TX11111****ZJ123456789**************
*****Jeep**Cherokee*******200476543**Anystreet
*******************************Anytown********
**********TX11111****IDoe*********************
******Jane**************************Ann*******
********************TX5555566666***********
19651201

 

Processing Status


 

1. Confirmation Email 

Upon the receipt of a file and verification that the file can be successfully processed, a confirmation email will be sent to the insurer.

 

2. Rejection Email

In the event that a file cannot be successfully processed due to decryption, decompression, field format, or poor overall data quality, a rejection email will be sent to the insurer via E-mail. Insurer must submit a new file with their full book of business for processing.

 

 

 

Contacts

 


Natalia Pitkin

Director of Operations

Office: 801-531-0731 ext 116

Cell: 801-638-8036

Email: npitkin@insure-rite.com

 

Jorge Suazo

Chief Information Officer

Office: 801-531-0731 ext 102

Cell: 801-652-8228

Email: jsuazo@insure-rite.com