FILING Review

Related Information

Filing Frequently Asked Questions

 

1609-PR

1. My Producer affidavit keeps getting returned to me for the producer number not being valid. How do I find the correct license number?
2. Why can’t we use a P.O. Box for a location of Risk?

1620 Report

1. When is the Monthly 1620 Report due?
2. Why was my 1620 Report returned?
3. When I pull up the 1620 report the status is “Report Review Pending”. What does this mean?
4. Do I submit a 1620 report for each surplus lines licensee in our office or do I submit one 1620 report for the Agency?
5. I just received a notice that I am missing a 1620 report. I know I submitted my report in EFS. Why is the 1620 missing?
6. I selected the incorrect month when I submitted my 1620 Report. How do I revise the monthly report I submitted incorrectly?
7. Do my Grand Totals for the monthly 1620 report have to be on the report image when I have listed the totals in EFS?

RCT-123 Report

1. Do I need to upload an image of the RCT -123 Report to PSLA?
2. Do I wait for the Department of Revenue to send us the RCT-123 tax forms?

Reconciliation

1. Why does the Licensee receive a copy of the discrepancy emails?
2. Why am I receiving a discrepancy email regarding Transactions/1620 Monthly Report when my 1620 matches my accounting records?
3. Do I need to file a 1620 Report if no business was transacted during the month?

 

Examination

1. I received a discrepancy notice on a 1609-B filing. How do I make the filing compliant?
2. I received a discrepancy notice on a 1609-B filing that states “a previous policy term is missing in EFS” If I add the missing filing, will I be charged a late fee?
3. I received a discrepancy notice on a 1609-B filing that states there may be a missing filing. How do I resolve the discrepancy if our Agency was not the licensee of record for the missing policy term?
4. I received a discrepancy notice for a 1610-A filing and, after review, I agree that it does not meet 3 of 6 requirements. What filing type should I use?
5. Is a diligent search required for a 1610-A filing type?
6. I received a discrepancy notice on a tax exempt filing. How do I determine the tax exempt status for an insured?

 

1609-PR Frequently Asked Questions

 

1. My Producer affidavit keeps getting returned to me because the individual producer license number is not valid. How do I find the correct license number?

• Use the Licensed Producer Search on PID's website to find the correct license number.
• Search by name and license type to find an individual Producer License Number.

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2. Why can’t we use a P.O. Box for a location of Risk?

• Per Section 1612 a Post Office Box is not at valid PA Location of Risk.
• Pennsylvania Code 124.3 Conditions of binding authority states all surplus lines licensees’ written contracts shall, at a minimum, contain “The geographical limits of the binding authority”.
• The 1609-SLL affidavit and 1609-PR affidavit must have a valid physical PA address (street, city, and zip code) for the insured’s location in Pennsylvania.

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1620 Report Freqently Asked Questions

 

1. When is the Monthly 1620 Report due?

• Per Section 1620, Within thirty (30) days following the end of each month, each surplus lines licensee shall file with the department, on forms prescribed by the department, a verified report in duplicate of all surplus lines insurance transacted during the preceding month.

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2. Why was my 1620 Report returned?

• Please be sure to read the entire email that was sent to you. The email will identify the Report ID number, month and year of the Report being returned. The return reason will be listed beneath that information.
• If you View or Revise the returned 1620 Report, a link to the returned email is near the top of the page.

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3. When I pull up the 1620 report the status is “Report Review Pending”. What does this mean?

• After the report is submitted, the status is “Report Review Pending”. This status means PSLA has not reviewed your EFS data yet. PSLA recommends you wait 48 hours before submitting revisions.

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4. Do I submit a 1620 report for each surplus lines licensee in our office or do I submit one 1620 report for the Agency?

• Individual Surplus Lines Licensees part of the same agency, who share the same PSLA Customer ID number must consolidate their business activity on the same report.
• For example, if three separate Individual Pennsylvania Surplus Lines Licensees are all licensed under the “Ajax Insurance Agency” (with a Customer ID of 5555), they should submit one 1620 Report each month listing their combined new, renewal and rewrite activity as well as all Additional Premium and Returned Premium Endorsements processed through the Agency records.
• Agencies with other branch offices must have a separate Cust ID number for each branch and must file separate 1620 monthly reports to track with the filings recorded for said branch office.

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5. I just received a notice that I am missing a 1620 report. I know I submitted my report in EFS. Why is the 1620 missing?

• After you click the "Validate" button, you must click the "Submit" button to submit the report. The report is not saved in EFS until after it has been successfully submitted.
• Use "Search for 1620 Report" to confirm a report has been successfully submitted.

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6. I selected the incorrect month when I submitted my 1620 Report. How do I revise the monthly report I submitted incorrectly?

• You cannot revise the "month" and "year" of a submitted report.
• You may revise the totals and upload a revised image. If you mistakenly selected a month or year, create an image that states this report was a mistake, revise the totals to $0, and upload the new image. Click here for a sample image.
• And, submit the report under the correct month and year.

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7. Do my Grand Totals for the monthly 1620 report have to be on the report image when I have listed the totals in EFS?

• Yes, The Grand Totals lines on your Monthly 1620 Report must be totaled for the Non-Taxable Premium, Taxable Premium, and Premium Tax even though you have imputed the totals in the EFS system. PSLA reviews the 1620 data entered in EFS against the uploaded 1620 report image.

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RCT-123 Report Frequently Asked Questions

 

1. Do I need to upload an image of the RCT -123 Report to PSLA?

• Summary information plus an image of the full copy (all pages) of the original Gross Premium Tax Report (RCT 123) must be submitted to PSLA electronically thru the Electronic Filing System (EFS).

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2. Do I wait for the Department of Revenue to send us the RCT-123 tax forms?

• The Department of Revenue publishes the current Gross Premium Tax information (RCT-123) on their website.
• PSLA publishes a link to the Department of Revenue website on the Electronic Filing Forms page.

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Reconciliation Frequently Asked Questions

 

1. Why does the Licensee receive a copy of the discrepancy emails?

• The Surplus Lines Licensee is responsible for complying with Surplus Lines Law.

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2. Why am I receiving a discrepancy email regarding Transactions/1620 Monthly Report when my 1620 matches my accounting records?

• Per Section 1620, each surplus lines licensee shall file with the department, on forms prescribed by the department, a verified report in duplicate of all surplus lines insurance transacted during the preceding month.
• The 1620 Monthly Report must contain all new, renewal and rewrite activity by policy effective date and all additional and return premium activity that occurs by endorsement date of change.
• PSLA identified a difference between the total reported on the 1620 Monthly Report and the total of transactions entered in EFS for the month.
• The notice is to inform you of the potential discrepancy. It is your responsibility to confirm your 1620 Report includes all surplus lines insurance transacted during the month.

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3. Do I need to file a 1620 Report if no business was transacted during the month?

• Per Section 1620, each surplus lines licensee shall file with the department, on forms prescribed by the department, a verified report in duplicate of all surplus lines insurance transacted during the preceding month.
• PSLA requires a 1620 Monthly Report every month from each Customer ID number, resident and non-resident, to coincide with filings, endorsements and audits that were entered into EFS for said month. If there was no business transacted for a given month, PSLA still recommends a report be submitted with $0 entered for Property Limit, Casualty Limit, and Tax.

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Examination Frequently Asked Questions

 

1. I received a discrepancy notice on a 1609-B filing. How do I make the filing compliant?

• The email notification identified a potential discrepancy. Please review Surplus Lines Law and the PSLA Procedures Manual to determine how to resolve the discrepancy.

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2. I received a discrepancy notice on a 1609-B filing that states “a previous policy term is missing in EFS” If I add the missing filing, will I be charged a late fee?

• Per the 10/26/2007 Bulletin, the stamping fee for a filing received after 45 days of the effective date of the placement will carry a stamping fee of $50.00 per filing.

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3. I received a discrepancy notice on a 1609-B filing that states there may be a missing filing. How do I resolve the discrepancy if our Agency was not the licensee of record for the missing policy term?

• Per Section 1609 (b), Subsection (a) shall not apply to any insurance which has been placed continously with an eligible surplus lines insurer for a period of at least three (3) consecutive years immediately preceding the current placement.
• The Surplus Lines Licensee is responsible for having the backup information to ensure compliance.

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4. I received a discrepancy notice for a 1610-A filing and, after review, I agree that it does not meet 3 of 6 requirements. What filing type should I use?

• An overview of filing types is listed on the Filing Types page.
• Refer to Surplus Lines Law and the PSLA Procedure Manual to determine the appropriate filing type.

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5. Is a diligent search required for a 1610-A filing type?

• Refer to Section 1610 (a) to determine when the diligent search requirements are not applicable.

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6. I received a discrepancy notice on a tax exempt filing. How do I determine the tax exempt status for an insured?

• Refer to the Department of Revenue website for a description of Surplus Lines Agent Tax and the political subdivisions that are exempt from the tax.

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