When a company assigned to a contract doesn’t meet their selected insurance requirements, an Insurance Deficiency Request automatically sends to all insurance and/or broker contacts until all outstanding items are submitted, reviewed, and deemed acceptable.
All Insurance Deficiency Requests will list the outstanding items or necessary revisions the company must submit to achieve compliance. The request will also provide a sample certificate of insurance and sample endorsements, if applicable. Any missing certificate requirements will be highlighted on the attached sample certificate.
The company can submit their insurance documents using the “Upload Here” link within the email and logging in, or by replying directly to the email itself.
The tone of the emails will increase in severity until the fourth request, after which the noncompliant subcontract will receive the same email until they submit compliant documents.
The very first request upon a contract being added or becoming newly compliant is exactly that: a request. This is designed to inform the company assigned to the contract what information they need to provide and allow them to upload that information.
The second request shifts to requesting an update from the company, whether that be an update to what they had previously provided or an update on their progress in gathering the requested information.
The third request has been written to persuade a company into at least responding to the request with an explanation on the delay.
The remainder of the requests then proceed with escalated wording to advise the company that they must provide the lingering outstanding items as soon as possible on order to come into compliance. This escalation resets once a contract has been deemed compliant.
The Insurance Deficiency Request will send every three days unless there is no sender, no insurance or broker roles assigned to the contract, or the requests have been temporarily turned off. To turn off the requests for a contract, enter a date in the "Temporarily Disable Insurance Requests Until" field on the Contract Home tab.
When a contract is added, the default requirements are automatically selected. As long as a sender is set up and at least one insurance or broker role has been assigned, the deficiency requests will start up right away. For more details about how the compliance is determined as to pull into these email requests, take a look at our compliance start-up guide.
Please Note: If the company assigned to the contract uploads an insurance document, the Insurance Deficiency Request will not continue to send until the submission is manually reviewed for compliance. This means that there is a low risk of companies receiving duplicate or incorrect requests.
For emails to resume, a Staff User must edit the compliance page, and add the effective and expiration dates to the uploaded document.
Yes. The Insurance Deficiency Request contains a secure, one-time link that expires after 72 hours. As long as the new recipient clicks on the link within the 72 hour window, they can use the link to upload documents.
When an insurance request is sent overnight, the broker and insurance contact receive the same link. So, if one person uploads, then the second person can’t upload again. If the second person does try to upload, then the link takes them to a page without an upload option. That page explains that someone else has uploaded a document.
ONLY if there are two different requests, then each email’s links are separate. Each link expires upon upload. In this case, you might receive duplicate submissions.
i. Note: this is only possible under very specific conditions.
- If a request automatically sends overnight, and then someone manually triggers a request before the first one expires
- If a request automatically sends overnight, then the contract becomes compliant right before renewal, and then about to expire email sends.