The below procedures are for all Non-Pay Cancellation notices for all Property & Casualty departments with the exception of Personal Lines. All Personal Lines Non-Pay Cancellation notices are routed by Accounting to Marcia Flores.

Most Non-Pay Cancellation notices are received by the Mailroom and scanned to the Accounting profile in EPIC (which is administered by members of the Accounting Department). If a service team member receives a Non-Pay Cancellation notice, they will attach it to their unrouted attachments and reassign it to Accounting.

Direct Bill Policies:

1. 1. Accounting routes DB cancellation notices to Bob Wolfe’s unrouted attachments folder in EPIC.
   2. Bob attaches cancellation notices to EPIC (client policy) with the activity code “CANP” and assigns to the Team Associate.
   3. The Team Associate checks to see if payment was received on carrier’s website and downloads the Reinstatement Notice, attaches it to the cancellation activity, and then closes out the activity as successful.
   4. If there is no payment, the Team Associate emails the client (and cc’s the Producer and Account Executive) that payment is due:

1. A pend date is set up by the Team Associate who will follow up for payment.
2. Activity is closed out as successful when the reinstatement notice is received and attached.
3. If the payment is still outstanding, the Team Associate sends a second email (with cancellation notice) to the client with a cc to the AE and Producer. Team Associate follows up until the activity can be closed.

Agency Bill Policies:

1. 1. Accounting routes AB cancellation notices to a Premium Payable Accountant (via EPIC unrouted attachments) based on the name of the PPE issuing the NOC.
   2. The Premium Payable Accountant will attach the NOC into the EPIC client’s attachments.
   3. The Premium Payable Accountant will review to see if payment has already been made to the PPE.
   4. If payment has already been/is scheduled to be made to the PPE, Premium Payable Accountant creates “CANP” activity in EPIC (assigned to Bob Wolfe) stating that payment has already been/is scheduled to be made and follow up with the PPE should be made in order to have NOC rescinded. Relevant payment information (i.e. check #, date paid, amount, etc) should be provided in the activity comments so that it can be relayed to the Underwriting team at the PPE.
   5. If payment has NOT already been made/is NOT scheduled to be made to the PPE, Premium Payable Accountant creates “CANP” activity in EPIC (assigned to Bob Wolfe) stating that follow up should be done with the client immediately for collection of outstanding premium.
   6. Bob Wolfe assigns the activity to the appropriate Team Associate. The Team Associate emails the client, with cc’s the Producer, the Account Executive, and the Premium Payable Accountant, requesting immediate payment of outstanding premium.

1. A pend date is set up by the Team Associate who will follow up for payment.
2. Activity is closed out as successful when the reinstatement notice is received and attached.
3. If the payment is still outstanding, the Team Associate sends a second email (with cancellation notice) to the client with a cc to the AE and Producer. Team Associate follows up until the activity can be closed.

Finance Company “Intent to Cancel”

1. 1. Bob receives “Intent to Cancel” notices directly from the finance company and attaches notice to EPIC with the activity code “CAIN” and assigns to the Team Associate.
   2. The Team Associate checks to see if payment was received on finance company’s website and downloads proof of payment, attaches it to the intent to cancel activity, and to closes out the activity as successful. (please note that reinstatements notices are not generated for intent to cancel)
   3. If there is no payment, the Team Associate emails the client (and cc’s the Producer and Account Executive) that payment is due:

1. A pend date is set up by the Team Associate who will follow up for payment.
2. Activity is closed out as successful when proof of payment is received and attached (please note that reinstatements notices are not generated for intent to cancel).
3. If the payment is still outstanding, the Team Associate sends a second email (with intent to cancel notice) to the client with a cc to the AE and Producer. Team Associate follows up until the activity can be closed.

Underwriting Non-Renewal/Cancellation Procedure

Underwriting Cancellation & Non-Renewal Notices are scanned to the Account Executive by the mailroom.