Both regulators and the Applicant Company should note that communications with insurance regulatory agencies in conjunction with the Expansion Application concerning proprietary information about the Applicant Company may be deemed confidential. States may only share information determined to be confidential with other persons as authorized by law. By law, the state will not disclose to the public any information determined to be proprietary and trade secret. Each Applicant Company needs to expressly identify all information in the application and in any subsequent correspondence that the Applicant Company considers proprietary or trade secret.

Please do not hesitate to contact the appropriate state insurance regulators with any questions before filing any Uniform Application.

The Applicant Company may submit an Expansion Application anytime during the year. States will immediately review the Expansion Application to ensure that the Applicant Company submits the application in the required format as outlined in these instructions.

Generally, within two weeks from the date the state receives the application, the state will notify the Applicant Company whether or not the state has accepted the application for filing. If the state accepts the application for filing, the state will assign an official filing date.

The state will contact the Applicant Company if it does not accept the application for filing due to a deficiency in the application’s format. Depending upon the nature of the deficiency, the state may give the Applicant Company two weeks from the date of receipt of notification to correct the deficiency. Some states may return to the Applicant Company applications that are deficient and not accepted for filing. For electronic applications, the expansion state will provide a “closed” status date, indicating that the filing has been returned and no further review will take place.

An Expansion Application will undergo a rigorous financial and operational review in each state to which the Applicant Company submits the application.

At the conclusion of each state’s substantive review, the state will grant the Applicant Company a Certificate of Authority, it will allow the Applicant Company to withdraw the application or it will deny the application. Each state independently reaches a decision to either approve or deny an Expansion Application. It is entirely possible that some states might approve an Expansion Application and other states might deny the application.

If any state denies the application, that state will notify the Applicant Company and provide a detailed explanation for the denial. After the denial, if the Applicant Company wishes to re-file an Expansion Application, the state will require a new application and filing fee.

When the state has denied or asked the Applicant Company to withdraw the electronic expansion application, the state will provide a “closed” status date. Refer to the electronic Expansion Application User Guide, for detailed information.

Since only established companies can use an Expansion Application, the states assume that the Applicant Company has a basic understanding of the Certificate of Authority review process. Please refer to the Primary Application or the Company Licensing Best Practices Handbook for a more detailed explanation of the process. The Applicant Company is strongly encouraged to review the state charts, and FAQs prior to contacting the states with questions before submitting an application for review.

The application must identify all lines of insurance (Form 3) the Applicant Company is currently licensed to transact and all lines of insurance the Applicant Company is requesting authority to transact, as identified by the Applicant Company’s plan of operation. The Applicant Company must be authorized in their domiciliary state for the lines of business requested in the application. Submit a completed checklist (Form 1E) and original executed application form (Form 2E) as Item 1 of the application. A cover letter may be included as a component of Item 1 of the application. The Applicant Company should review the Seasoning Requirements chart for each state where the company plans to expand.

Include a filing fee for each application state. Please issue a separate check for each state. The payee name and the instructions for submitting the filing fee are included in the Foreign - Filing Fees chart. Please note that due to retaliatory statutes, the ultimate amount of fees in any state may be more than the amount indicated in the chart. For electronic applications, mail the filing fee check to the submission state and attach a copy of the electronic application checklist as supporting documentation. Submit/upload a copy of the Applicant Company’s check as Item 2 of the application.

The application must show that the Applicant Company meets each state’s statutory minimum capital and surplus requirements. In some states, the minimum capital and surplus requirements are determined by the classes of insurance that the Applicant Company is requesting authority to transact and the classes of insurance the Applicant Company is authorized to transact in all other jurisdictions. The state will determine the level of surplus required after considering the Applicant Company’s product line, operating record and financial condition. Compliance with the statutorily prescribed minimum surplus requirement may not be sufficient for all applicants. The Minimum Capital and Surplus Requirements chart identifies the minimum capital and surplus requirements for each Uniform State. The chart also provides a contact person or a link to a state-specific format or RBC requirements and instructions. An explanation of the Applicant Company’s compliance with the capital and surplus requirements is Item 3 of the application.

Some states require that a statutory deposit be on file in the domiciliary state. The Statutory Deposit Requirements chart on the UCAA website provides specific requirements and identifies those states that require deposits by foreign insurers and proof of a Statutory Deposit in the domiciliary state. A foreign insurer is an insurer that is domiciled in another state. Please refer to the Certificate of Compliance and Certificate of Deposit Requirements chart on the UCAA website for specific requirements for the date of issuance of the Certificate of Deposit (Form 7) from the file date of the application. Unless otherwise indicated, the statutory deposit is for the benefit of all policyholders. In the states where proof is required, the Certificate of Deposit (Form 7) prepared by its state of domicile is Item 4 of the application.

For electronic applications, the domiciliary state should upload or complete the certificates in the electronic filing.

Each state has different guidelines and procedures for name approval. The Name Approval Requirements chart serves as a guide for the various name approval requirements of each Uniform State. The Applicant Company should check with each state separately to ensure compliance with all applicable name approval requirements. Where applicable, provide evidence of name approval request as Item 5 of the application.

The plan of operation has three components, a brief narrative, proforma financial statements/projections (Form 13) and a completed Questionnaire (Form 8). The narrative should include significant information not captured as a part of the Questionnaire that the company submits in support of the application. The proforma is one of the three (3) components in the Plan of Operation. The forms are located under the Expansion Application tab. There is a proforma for Life, Property/Casualty, Health and Title companies. Provide a company-wide, three-year proforma balance sheet and income statement. The proforma workbook should be the same business type as the financial statement blank filed with the NAIC. For the lines requested, provide three-year premium and loss projections by line for the application state. Projections must support all aspects of the proposed plan of operation, including reinsurance arrangements and any delegated function agreements. Include the assumptions used to arrive at these projections.

The proforma when applied to the expansion application is projected data. As such, the projected amounts need not balance with historical NAIC financial filings. The projected data, however, should be relevant to the Applicant Company’s history of growth and losses as contemplated by the NAIC Accounting Practices and Procedures Manual.

The proforma should be completed by statutory accounting or financial reporting professionals that should be available to answer any questions or concerns from reviewing regulatory staff. The proforma is completed on an annual basis, typically for a three-year time period, however, some states may require five years. The proforma should start with the first full year of operation that the Applicant Company anticipates actively writing business in the state(s) receiving the application. When providing five years of projections, the Applicant Company can provide two excel workbooks.

The completed Questionnaire and all attachments are Item 6 of the application

If the Applicant Company is a member of a holding company system, the application must include either the most recent Holding Company Act (HCA) filings, including the Annual Form “B” Registration Statement and related Form F, or a statement substantially similar to the NAIC Insurance Holding Company System Regulatory Act (#440). The filing should include all attachments, exhibits and appendices referenced in the HCA filings.  Submit the HCA filings as Item 7 of the application and include all attachments and any amendments up to the filing date of the application.

The application must include a Certificate of Compliance. Please refer to the Certificate of Compliance and Certificate of Deposit Requirements chart for specific requirements for the date of issuance of the Certificate of Compliance (Form 6) from the file date of the application. The domiciliary state must complete the Certificate of Compliance (Form 6) which is Item 8 of the application. For electronic submission, the domiciliary state should upload or complete the certificate in the electronic filing.

The application must include a copy of the Applicant Company’s most recent Report of Financial Examination from its domiciliary state. The Applicant Company must also note all more recent examinations completed by any state, including market conduct examinations, and include a description of each examination. Refer to the Reports of Examination Requirements chart for the state’s exam “as of” date. The Report of Financial Examination and a list of more recent examinations with descriptions is Item 9 of the application.

In some states, the Applicant Company is required to join one or more rating, guaranty or other organizations before transacting insurance. Generally, the authorized lines of insurance the Applicant Company can transact govern statutorily mandated memberships. Please be sure to check with each application state to inquire about any statutory memberships required before transacting insurance. The Statutory Membership Requirements chart is on the UCAA website. Submit documentation supporting membership application(s) in states where required, as Item 10 of the application.

Most states have requirements to disclose information to the public under a Public Records Act. To meet these public disclosure requirements certain items must accompany the application. While these documents may or may not be part of the substantive review, please be sure to include the documents with the application. The Public Records Package chart provides the state’s listing of items that can be provided in electronic format and which items are held confidential. Submit all documents listed for the application state as Item 11 of the application.

A. The Applicant Company is required to submit an NAIC Biographical Affidavit (Form 11) in connection with pending or future application(s) for licensure or a permit to organize with a department of insurance in one or more states. The Applicant Company must submit an NAIC Biographical Affidavit on behalf of all officers, directors and key managerial personnel of the Applicant Company and individuals with a ten percent (10%), or more, beneficial ownership in the Applicant Company or the Applicant Company’s ultimate controlling person (Affiant). Individuals with ten percent (10%) or more beneficial ownership in the Applicant Company or Applicant Company’s ultimate controlling person who do not file a biographical affidavit should file a copy of the Disclaimer of Control and approval from the domiciliary regulator.

B.  The UCAA defines “Independent Third-Party” as:

1. A consumer reporting agency (“CRA”) overseen by the Federal Trade Commission (“FTC”) and, therefore, subject to the FCRA, which have been vetted and is currently on the approved list;
2. Has the ability to perform international background investigations; and
3. One whose officers and directors have no material affiliation with the Applicant Company other than stock ownership amounting to less than one percent (1%) of total stock outstanding, unless prior approval is given by the department of insurance to which application is being made.

C.  The NAIC Biographical Affidavit requests information with respect to your employment history, education, personal information and character. The NAIC Biographical Affidavit also includes the Disclosure and Authorization Concerning Background Reports Form (the “Disclosure & Authorization Form”). The signature of the Affiant on the Disclosure & Authorization Form permits an Independent Third-Party to conduct an independent third-party verification on the Affiant.

D.  The NAIC Biographical Affidavit includes three types of the Disclosure & Authorization Form. There are three different Disclosure & Authorization Forms since certain state laws, regulations and rules require different kinds of disclosures and wording within such form. An Affiant must sign the corresponding Disclosure & Authorization Form(s) for the respective state(s) where the Affiant has lived or worked within the last ten (10) years. Refer to the Disclosure & Authorization Forms for further information.

E.   The NAIC Biographical Affidavit is used to evaluate the suitability, competency, character and integrity of the Affiant in connection with an Applicant Company’s pending or future application(s) for licensure or a permit to organize with a department of insurance in one or more states.

The Independent Third-Party uses information contained in the NAIC Biographical Affidavit as a tool to perform an independent third-party verification to determine an individual’s fitness and propriety. The independent third-party verification may contain information bearing on the Affiant’s character, general reputation, personal characteristics, mode of living and credit standing (if required by the state). The Independent Third-Party Vendors shall use the independent third-party verification to create a background report (the “Background Report”).

F.   The Disclosure & Authorization Form is valid for a maximum of six months. Additionally, an Affiant may revoke the authorization at any time by delivering a written revocation to the Applicant Company. Refer to the Disclosure & Authorization Form for further information.

G. The Background Reports are subject to the Fair Credit Reporting Act (“FCRA”). Pursuant to FCRA, the state departments of insurance and an Applicant Company who is seeking admission are “users” of consumer reports. The FCRA requires that the Applicant Company provide the Affiant with a copy of the “Summary of Your Rights Under the Fair Credit Reporting Act.” Applicant Company’s should provide a copy of the “Summary of Your Rights under the Fair Credit Reporting Act” to each Affiant. This summary can be found at the Federal Trade Commission (“FTC”) website. Background Reports are valid for six months from the signature date of the affidavit. Any alteration to the original biographical affidavit or updated signature will require a newly prepared background report.

H. The Applicant Company and state departments of insurance are required to comply with FCRA, especially as it relates to confidentiality of the information contained in such consumer reports. To the extent required by law, the states and Third-Party Vendors should maintain the Background Reports procured under the Disclosure & Authorization Form as confidential. A copy of the FCRA is located at here.

I.    The department of insurance in the state where an Applicant Company files, or intends to file an application and the Applicant Company may require the Background Report. An Affiant who desires a copy of their Background Report, may request a copy from the Applicant Company or the CRA as indicated on the Disclosure & Authorization Form. Refer to the Disclosure & Authorization Form for further information.

J.   Please check the Fingerprint and Biographical Affidavit Requirements chart for those states that require additional background information, such as fingerprints, in place of, or in addition to, NAIC Biographical Affidavits. If applying in one of those states, necessary fingerprints and processing fees should be included.

Refer to the UCAA homepage for a list of currently approved Independent Third-Party Vendors for Background Reports.

NAIC Biographical Affidavits must be completed on the most current form, in effect at the time the affidavit was signed and the affiant shall not sign the Affidavits more than six months before the date the Applicant Company files the application. Each question on the biographical affidavit must have a response. If an answer is “None”, then so state. Incomplete biographical affidavits could delay the background investigation report and result in a delay of the application review by the state.

Submit original Biographical Affidavits (Form 11) that contain the Disclosure & Authorization Forms to the state department(s) of insurance as Item 12 of the application.

Many jurisdictions require that the Applicant Company designate the insurance commissioner or a resident agent to receive service of process on behalf of the Applicant Company. In addition, the Applicant Company must designate a person or entity to receive a forwarded service of process after the commissioner receives the served documents. The Uniform Consent to Service of Process and the Resolution Authorizing Appointment of Attorney (Form 12) are required for this purpose. However, four states do not accept the Uniform Consent to Service of Process form. Those states are: California, Massachusetts, Virginia and Wisconsin. For those states, please see the State-Specific Requirements for any information regarding this subject. Pennsylvania does not accept service of process and does not require a form. The Uniform Consent to Service of Process and Resolution Authorizing Appointment of Attorney is Item 13 of the application.

Some jurisdictions may have additional requirements that the Applicant Company must meet other than that required above. Before completing a UCAA Expansion Application, the Applicant Company should review the State-Specific information for the listing of requirements for the state to which an application is being submitted. State-Specific items are Item 14 of the application.

Once a state has accepted an Expansion Application for filing, the state will notify the Applicant Company of the filing date and provide the agency contact person. The state will provide the names, addresses, email (if available) and telephone numbers of the individual(s) assigned to the application.

Before receiving the name of the agency contact person, the Applicant Company may contact the agency personnel in the Addresses and Contact Information for Submission of Application chart to obtain information regarding the status of an Expansion Application.

Section II, Filing Requirements, provides detailed guidelines regarding both the type and format of information required for the Expansion Application. In most cases, the state provides an agency contact person for each item in the Filing Requirements section before receiving the name of the agency contact person, the Applicant Company may contact the agency personnel on the Addresses and Contact Information for Submission of Application chart to obtain information regarding the status of or questions for Expansion Application. In the electronic application UCAA email, a state distribution list is provided once the submission states are selected. Refer to the User Guide for instructions/location of the distribution list.

The Application Checklist (Form 1E) provides a guide for assembling a complete application. Complete the Checklist before submitting an Expansion Application for review. Hard copy applications should include a completed Checklist to the top of each application. The Checklist is automatically completed in the electronic application and cannot be changed/edited.

Hard copy applications should include one copy of the Checklist, completed application and all supporting documentation to each reviewing state. Each item identified in Section II Filing Requirements should have a cover sheet as specified below.

Each cover sheet should be on paper suitable for use as a cover sheet, such as binder divider pages. For the electronic application, the cover letter should be uploaded to the appropriate attachment button provided.

Tab each cover sheet on the right-hand side of the page with a number corresponding to the document’s item number in the “Filing Requirements” section of the Expansion Application.

If a particular item is not included with the cover sheet, attach a written explanation to the cover sheet stating the reason the item has not been included. These are examples of why the Applicant Company may not attach a particular item to the cover sheet:

• “Item not applicable to this application for the following reason ... (state reason).”
• “Item has been attached separately because of size.”

The electronic application includes all required items listed in Section II Filing Requirements. The Applicant Company should include a cover sheet to explain any item that is state specific or requires additional explanation.

Submit the application by mailing it to the appropriate address noted on the, Addresses and Contact Information for Submission of Application chart. Electronic applications are automatically available to the expansion state once the application is “finished.” See the Electronic Application User Guide for specific details regarding submission of the application.

The Applicant Company is responsible for informing states of any significant changes that occur or that the Applicant Company discovers during the application review period. Examples of significant changes include: changes in officers and directors, material acquisition or disposal of assets, changes in reinsurance, acquisition of the insurer, redomestication of the insurer, regulatory actions taken against the insurer, change in current business plan, etc.

The Applicant Company must supply revised forms promptly if any changes occur that materially affect the accuracy of the forms filed in support of the application. For example, the Applicant Company must forward new quarterly statements as soon as they become available.

In addition, all carriers admitted to transact insurance in any Uniform State are required to maintain their Certificate(s) of Authority in good order to ensure ongoing compliance with all applicable laws, regulations and bulletins.

For electronic applications, the Applicant Company can either amend their electronic filing or provide additional updated information via the UCAA email. Refer to the Electronic Application User Guide for additional instructions on amending and resubmitting an original filing.

The filing fees chart provides the state’s fee and filing instructions for each application type.

All forms are available under the specific application tab. For electronic application, all forms are generated for each application type.

Some jurisdictions may have additional requirements that the Applicant Company must meet before the state can issue a Certificate of Authority. Before completing a UCAA Expansion Application, the Applicant Company should review a list of requirements for the state to which the Applicant Company is applying. These requirements are located under State-Specific Requirements  on the UCAA homepage.

The electronic format for the Uniform Certificate of Authority Expansion Application (UCAA) is a web-based system with three participants: 1) insurance company, 2) state of domicile, and 3) expansion state(s). Insurance companies access the electronic application via a specific Internet address or Uniform Resource Locator (URL).

Insurance companies are provided with an electronic checklist of requirements. The UCAA Expansion Application is customized to present the required information for each state involved in the filing. An “X” appears in the “Completed” column of the electronic checklist as each item on the list is satisfied. The application checklist also includes a list of required attachments; attachments are listed as completed online or as hardcopy submission. Those completed online will show as completed when the document is attached. When submitting hardcopy attachments, print the application checklist and submit with hardcopy requirements, such as filing fees. When the expansion application is submitted, a notification is sent to the state of domicile indicating that an application has been completed and requires certifications.

When the state of domicile completes the Certificate of Deposit (Form 6) and Certificate of Compliance (Form 7), a notification is automatically sent to the Applicant Company and to the expansion state(s) specified on the application that the certifications have been completed.

The expansion state should acknowledge receipt of the filing and accept it for completeness. The expansion state will review and analyze the filing. The request for licensure will then be accepted or closed. A notification of the final status of the filing will be sent automatically once a determination is made.

A user can have one or multiple roles and multiple NAIC CoCodes assigned to his or her ID. To deactivate a user ID or request additional NAIC CoCodes, notify the NAIC Help Desk at help@naic.org.

User role information is available on both the Insurance Industry Access page and the UCAA Expansion Request Login page.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

A login verification screen opens with the user information. Links to the UCAA checklist and instructions for both the expansion and corporate amendments applications are provided. User role information also is available on this page. Verify that the email address is correct. This is the email address used for all notifications and email correspondence with the applicant state.

To start an expansion application, select an NAIC company code, and click the Proceed button. Multiple company codes can be associated with one UCAA login.

New Expansion Application

• Click Expansion Application button to automatically start a new expansion application.

UCAA Tracking Number – The three zeros that follow the dash in the tracking number represent the filing revision number. The original version of the filing ends in “000.” When a revision is submitted, the tracking number for that filing will end with “001” for the first revision and “002” for the second revision and so forth. The numbering sequence continues with each revision.

To use the pre-population function, start with the first link Authorized/Expansion States provided, and work down to the last link. All duplicate information will populate into the forms.

Once the application is completed, select the Finish Application link on the main menu to complete/submit the application. If all the requirements of the application are not complete, the user will automatically be directed to the Application Progress link to see what section is still incomplete. An incomplete application will not validate the application for submission.

Authorized/Expansion States

The Authorized/Expansion States screen allows the user to select each state in which an expansion is requested. The Select All button enables all states to be selected if expanding to multiple states. The user also has the option to unselect the states that do not apply. The domiciliary state is always selected as an authorized state by default.                         

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Click in the Authorized column to indicate the appropriate states where the applicant is currently authorized to transact business and is currently transacting business. The states selected should be similar to the financial filing of Schedule T.

A user cannot select both Authorized and Expansion. All authorized states must be selected.

After selecting the states, click the Application Information link to go back to the previous page.

Note: if the domiciliary state has changed, notify the NAIC by contacting jheinz@naic.org.

Line of Business Information

Identify the lines of business that the company is presently transacting or authorized to transact and the lines of business in which the Applicant Company is applying for in the expansion state(s). Each state link under expansion or authorized must be completed. If not completed, Form 3 will not validate, and the application cannot be submitted. This application is not intended for adding additional lines to an authorized state’s certificate of authority. Refer to the Corporate Amendment Instructions – Adding a Line of Business.

Authorized States

• Click the states listed under Authorized States on the left.
• Place a checkmark in the columns Authorized to Transact and Currently Transacting for the lines of business where the company is currently authorized.
• Click the Application Information to go back to the previous page.

State Lines of Business Matrix

The Lines of Business Matrix is located under UCAA Forms on the UCAA web page. Refer to this matrix to match the statutory line with the financial statement line of business if the Applicant Company is unsure which line of business to apply for on Form 3.

To search for a specific state:

• CTRL F – Keyboard shortcut for Find.
• Type in the state name.
• Click the Find Next button.

To save the business matrix:

• Go to the Menu Bar.
• Click File, Save As.
• Choose a location.
• Click Save.

To close the business matrix:

• Click on the back button on the toolbar.

Company Address Information

The company address information lists all the addresses associated with the insurer. The user can populate all the addresses with the home address information by clicking the Yes radio button at the top of the page. To navigate to the other addresses, click the menu choices on the left, or use the Next Address link below. The user can change any address information by clicking on the menu on the left or the Next Address link on the bottom.

Match Annual Statement

If the address matches the company’s annual statement, click the Yes radio button. If No is selected, an explanation must be entered in the text box to validate this section of Form 2C and proceed with the application. The explanation text box is limited to 650 characters. An indicator box is provided to track the text characters.

After completing the company address information, click the Application Information link to go to the previous page.

General Company Information

This form contains information about the general business history of the company. Fields that require a date must follow the example format to the right of the field (e.g., mm/dd/yyyy). The fields that require currency information need to contain a total value.

Questionnaire

The questionnaire displays each question one at a time. Click the links to the left of the page to navigate to the next question or click the Next link on the bottom of the page to proceed to the next question. Click the Application Information link to return to the Application Information page.

Directions: All questions should be answered either Yes or No. Short explanations (five rows or less; 650 characters or less) may be entered directly into the text boxes provided. If a longer explanation is required, use an electronic attachment. Click the attachment button provided under the appropriate question and identify the document to be attached. The attached document also should provide an identifier in the header or footer of the attachment indicating the question number the response is provided for (i.e., Q2A). Once a question has been answered completely, the question number font will change in the left-hand side to denote which question requires a response before the form will validate.



If an applicant denotes a question as Not Applicable, an explanation must be provided. For some questions, if an applicant denotes a question as Yes, further details may be required. 



Uniform Consent To Service of Process

For some states, notification of a lawsuit against a company doing business in that state must first be sent to the insurance commissioner (notification only) and then forwarded to the company that is being sued. In some cases, the insurance department requires that the commissioner AND an appointed agent in that state receive notification. In either case, the notification is forwarded to the company. This form lists key names and contact information for the insurer and each state where the company is authorized to do business.

All states selected on the Change States screen are automatically checked on Exhibit A, and the forwarding address or resident agent information for these states must be completed on Exhibit B.

Exhibit B of the Uniform Consent to Service of Process

Exhibit B is a link within this information page. Select an expansion state name from the menu on the left or use the Next Address link at the bottom of the page to navigate through the state addresses individually. Select the Consent to Process (Previous Page) link at the bottom of the page to return to Exhibit B.

Helpful hint: When the user completes the forwarding address information for the first state listed, that forwarding address information will prepopulate to the other remaining expansion states that require a forwarding address. All resident agent information must be entered for each state that requires a resident agent.

The State Information tab on the UCAA website includes the State-Specific Requirements. To review the State-Specific Requirements, click on the drop-down box to select a specific state.

Applicant Officers' Certification and Attestation

This form identifies the person completing the application and the executed date for the document.

Type in the position held that is authorized to execute this document on behalf of the applicant and the location in which the document was executed. Then click the Officer Legal Names and Signatures link.

The insurer is then prompted to enter the president, secretary, treasurer and witness information. One of the three officers listed and the witness must complete the Officer Certification and Attestation.

Helpful hint: The person completing the application on behalf of the company may want to keep a signed copy of the Certification and Attestation for his or her records as assurance that the officer of the company is knowledgeable of the application being submitted. Only those officers listed can sign the document.

Pro Forma Financial Statements

The insurer must first download the UCAA proforma by clicking the UCAA Pro Forma Financial Statements link. The pro forma must be the same business type as the company’s financial statement filings. A Microsoft message appears alerting the users to macros in the Microsoft Excel file. 

Choose the location to save the file and click Save.

Biographical Affidavit

The most current form of the Biographical Affidavit must be used and is available for download from the Expansion Application tab on the NAIC/UCAA website. Older versions of the same form are not acceptable.
 

CAUTION: Do not confuse the document window with Microsoft Word or Microsoft Excel. Use the Back browser button when finished with the document—not the Exit button. The Exit button will close the Internet browser and require the user to log in again. See the following screen view.

Helpful hint: If a background investigation report is required, select an approved vendor from the NAIC/UCAA website several weeks prior to submitting your expansion application. All required items of the application should be sent to the DOI within a short time frame so that the review of the application is not interrupted waiting on information.

There is a link on the main menu to all the sections of the expansion application. The Main Menu screen is seen when the insurer opens an existing application. 

Edit Application Information

The following page will appear specifying that all UCAA submission forms and form attachments will be downloaded. General Electronic Attachments and All Email correspondence and associated Email Attachments also may be selected.

Once the options are selected, click on Download Application to complete the process.

The zip file can later be opened.

Helpful hints: The electronic application is stored and referenced by the tracking number. When downloading the application, the name of the file can be changed once it is stored on the company’s database. Applications should be saved in its original format before any amendments are made to the application. The NAIC does not version the application, so only the most recent submission is available. UCAA filings have a 10-year retention period.

Checklist

From this display, the document can be printed or saved to a file. When the document is saved to a file, the default file type will be rich text format (RTF). All Windows-based computers will be able to open and view an RTF document, provided the file is not too large. Other file types may be available by clicking the drop-down arrow next to the File Type option in the Save As window.

The UCAA form in hardcopy format may also be printed from the same display by simply clicking the Print button or by going to File and Print from the menu.

Email 

In order to maintain a history of the UCAA communications within this application, contact between the Applicant Company and the expansion states must be processed through this portal. Email communications processed via UCAA email will be automatically tracked for easy reference.

Click the Send An Email button to start a new message.

Use the To: (Email Address) button to select an addressee.

• Choose from the defined list.
• Type in the recipient address in the Other Recipients box (if the recipient name is not listed).
• Click on Add List button.
• Click the Return button to return to the message.

Note: The maximum allowable recipients are 50. This includes the defined UCAA users and other recipients.

To complete the email information:

• Enter the subject in the Subject line and the body of text in the spaces provided.
• Click Send at the bottom of the UCAA Send Email Form.

Helpful hint: The subject line should contain information regarding the purpose of the email.

When submitting an expansion application to several states, depending on the progress of the application, states can review the subject of previous emails and find information that may pertain to their state review, thus saving time on duplicate requests to the Applicant Company.

Note: Replying to and forwarding an email are the same. A recipient’s address must still be entered. If there is an issue with the application, contact Jane Barr (jbarr@naic.org) or Crystal Brown (cbrown@naic.org).

Application Progress

Once a form has been completed and it passes validation, an X will appear next to the form name in the completed column. An expansion application cannot be submitted to the state(s) until all the required forms have an X in the completed column.

View General Attachments

To access the alphabetical listing of required attachments for an expansion application, select the Attach/View General Attachment link from the main menu. Each attachment option provides the citation from the instructions for reference. These citations also are provided on Form 1E, the checklist.

Helpful hint: The user also may need to reference the state charts located on the UCAA web page for the state’s requirement for certain documents that are required to be filed with the application. Expand the listing under UCAA State Charts to view all requirement charts.

If attachments are included in a requirement, the General Attachments window will show a “File Attached” message beneath the attachment button. Attachments can be added or removed throughout the application completion process. Once the application is submitted/finished, the application must be amended in order to add or remove an attached file.

Finalization of the Electronic Application

Once all the forms are completed and files are successfully attached, an X is displayed in the completed column of the checklist to indicate the completed portion of the application.

Help

The Help link directs the user to the NAIC website. Links are available to various parts of the UCAA application from this page.

Logout

The logout link exits the user from the UCAA application.

NOTE: There is a time-out feature within the UCAA application. If there is no activity for 15 minutes, the user must log in again to continue.

Finish Application

Clicking the Finish Application link from the Main Menu submits a completed application to all the expansion states selected in the filing.

When all the forms pass validation, the following message will be displayed.

Notifications

Only when an application has successfully been submitted, email notifications are sent to the domiciliary state and expansion state(s). When the expansion state updates a status of the filing, email notifications are sent to the Applicant Company contact.

Notification Examples:     Certificate of Compliance
                                         Certificate of Deposit
                                         Expansion Application has been filed
                                         Application has been accepted as complete
                                         Filing fees received

The company can view the status of the state’s review process by selecting a submitted application from the Application Selection screen. Submitted applications will be located under the Existing Applications heading.

Use the scroll bar to locate the desired tracking number and then click on the tracking number.

From the main menu, select Application Status to view the status of all states selected on the Change State form.

Application Status for Expansion Application

Note: If the submitted date is older than the status date; that is an indication that the original filing was amended.

The application status for a new expansion application will include a status for the certificate of compliance and certificate of deposit. When the domiciliary state completes the certificates electronically, the dates automatically update on the application status page and generate an email to the submission states and the insurer on this update. If a company uploads a copy of the certificates, the status dates will remain incomplete. The application status for an expansion application will include: filing fee received; third party investigative report received; application accepted as complete; application approved for admission; or application closed. 

The submission states will complete the following dates during their review process:

• Filing Fee Received
  The submission states will acknowledge receipt of filing fees received (if applicable) with a date when received.
• Third Party Investigative Report Received
  The submission states will acknowledge receipt of third-party investigative reports received (if applicable) with a date when received.
• Accepted as Complete
  The submission states will use this date once an initial review of the application has been made to determine if all necessary documentation has been received along with any hardcopy requirements. Once the state enters a date, the actual review process begins. The state then has 60 days to review the application and either approve or close the expansion application.
• Application Approved for Admission
  The submission states will enter a date when the application has been approved.
• Application Closed
  The submission states will enter a date if the insurer has been asked to withdraw their application.

Once submitted, applications cannot be deleted, however, if the application’s original submission date is less than two years, it may be amended on a subsequent menu. If the submission date is older than two years, the electronic application will display the following message:

Clicking the Amend button will display the Amendment Form as shown below. An explanation for the amendment is required. This explanation is provided in the email notification once the filing is finished/submitted.

Note: Not all state requests for information warrants an application amendment. State-specific requests can be provided via the UCAA email.

Once the application information window opens, the UCAA tracking number has been updated to reflect the first revision. The “001” at the end of the tracking number indicates that this is the first revision.

Once the amendment is complete, click the Finish Application link to complete this revision. A “Congratulations!” message appears to confirm the submission and automatically sends the notification email.

Submitted applications may be tracked through the Application Status screen. Once the domiciliary state completes Form 6 and Form 7, the expansion states will complete their review process. Notifications also are sent out via UCAA email to all expansion states when Form 6 and Form 7 are completed.

Helpful hint: The Applicant Company cannot access electronically completed certificates of compliance or deposit. To verify completion, view the checklist, Form 1E to see those required items have been checked or the View Application Status link for the date the domiciliary state completed the certificates.

Important note: If the amended application is not resubmitted, it will remain in a suspended status, and no expansion state(s) will be able to review or retrieve the application. It is important to return to the main menu once all amended forms and attachments have been completed and select the Finish Application link to resubmit the amended application.

Cloning and Expansion Application

Once an application is submitted, it cannot be amended to include another expansion state. If the Applicant Company is expanding into a new state, a new application can be created based on a previously submitted application. That application is used as a template for a new application. All of the attachments from a previously submitted application are attached in the new application except the completed certificates of compliance and/or deposit and the proforma. Each new application requires the domiciliary state’s approval and completion of certificates. Applications older than two years old can be amended.

To start an expansion application from a previously submitted application:

• Click the clone button next to the Expansion button, and choose the desired submitted application from the menu provided.

The following message appears.

Or Select the Clone icon next to the desired submitted application and confirm the creation of a new expansion application.

Note: The application assigns a new UCAA tracking number (e.g., 98766-000).

• Click the Main Menu link.
• Click the Application Progress button.

Some portions of the application are marked as completed. By using the template to create a new application, the user needs to complete the items that are not checked in order to complete the validation of the new application.

The position and location fields are populated. The date field needs to be updated to reflect the date this application is executed. When the insurer clicks on the Officer Legal Names and Signatures link, the names will be populated.

Pro Forma Financial Statements

The insurer can update a previously downloaded form and attach that form to the current application.

Attach Documents

Locate the document before clicking the Attachment button. Ensure that the attachment is not buried in sub-folders; there is a 32-character limit to the file location name. After the Attachment button is clicked, the following will display.

Click on the Browse button next to the file name field. Use this browse button to “point to” the file to be attached.

Click on the Open button. This will fill in the path for the file name. Finally, click the Submit button to attach the document to the filing. A warning message will appear confirming the action.

The user completing the form can go back to any portion and make changes. No changes can be made once the application has been submitted, unless an amendment is completed and a revision number is then added to the application.

There are validations throughout the application process. Anytime the user does not complete a required action, a notification window appears explaining that a field needs to be completed.