TABLE OF CONTENTS

1.       INTRODUCTION ................................................................................................................................................2

                   1.1     CONTACT INFORMATION ...........................................................................................................        3

                   1.2     VEHICLE AND INSURANCE TYPES REQUESTED .........................................................................4

                   1.3     REPORTING INFORMATION AND PROCEDURES .........................................................................4

                   1.4     TESTING PROCEDURES .................................................................................................................4

                   1.5     ERROR REPORTING .......................................................................................................................4

2.       TRANSACTION SET 811 SPECIFICATIONS ...................................................................................................... 5

3.       KANSAS PROPRIETARY RECORD LAYOUT (FLAT FILE) ..............................................................................  6

                   3.1     KANSAS PROPRIETARY RECORD LAYOUT (FLAT FILE)-CONTINUED ....................................   7

4.       FTP INSTRUCTIONS .......................................................................................................................................... 8

5.       INSURANCE COMPANY PROFILE ..................................................................................................................   .9

6.       TRADING PARTNER AGREEMENT - STATE OF KANSAS .............................................................................. 10

1. INTRODUCTION

Background Information

Yesterday, vehicle owners had to walk-in or mail-in their renewal application to their county treasurer's office. Previously, citizens had the ability to certify they had insurance by signing the bottom of the renewal application. In January of 2000, Kansas law changed and required vehicle owners to show proof of insurance when renewing their existing vehicle registration at the county treasurer's office. In 2002 we partnered with insurance companies and formed a voluntary insurance reporting program that allowed us to offer on-line registration renewal in September of 2002.

The 2004 legislature passed House Bill 2545, which became law on July 1, 2004. The bill amended K.S.A. 8-173 in which proof of insurance may be verified electronically, or on – line. The bill provides the Kansas Commissioner of Insurance with the authority to adopt rules and regulations to requiring insurance companies to provide verification of insurance electronically. Policyholder data must be submitted to the Kansas Department of Revenue, Division of Vehicles in an electronic format determined by the Division of Vehicles. We anticipate the mandatory insurance reporting program to take effect January 1, 2005. Insurance Companies are urged to complete the Trading Partner Agreement and Insurance Company Profile forms in advance. Some lead-time is required for set-up and testing to ensure electronic insurance verification by January 1, 2005.

Previous Process

County treasurers had to verify proof of insurance by physically viewing the insurance card or other approved documentation. Without proof of insurance the vehicle registration cannot be renewed. The method for verifying proof of insurance was a paper dependent method. Citizens forget to bring their proof of insurance and county treasurers must turn them away or contact their insurance agent to request proof of insurance be faxed to the treasurer on the spot. The electronic insurance verification process made providing proof of insurance easier for citizens, county treasurers and insurance agents.

Electronic Verification Benefits

The project simplified the method in which we verify insurance, while offering a customer service enhancement. Kansas simply enabled vehicle insurance to be verified electronically at the time of registration renewal. It's a Win - Win for the citizens of Kansas, County Treasurer's, Insurance Companies and the State DMV. Insurance Agents have seen a decrease in the number of times they are asked to fax proof of insurance on the spot. Kansas citizens will have the ability to renew their registration at home, at work, or at any location where Internet access or a touch-tone phone is available. (24 hours a day, 7 days a week)

How it works

The Kansas Department of Revenue (KDOR) creates a file that includes all vehicles due for renewal. The records within the file that are eligible to renew electronically (simple renewals only – no record changes) are assigned a Personal Identification Number (PIN). KDOR will utilizes the NAIC, VIN, Policy Number, Policy Transaction Code, and Expiration Date to verify proof of insurance. The Vehicle Identification Number (VIN) is used to match the vehicle record with the insurance information. The file interacts with the web or phone application to allow electronic verification of insurance and therefore, electronic application for registration renewal.

Project Scope & File Transmission Method

The scope of the project is to receive insurance information on Kansas vehicles in order to verify insurance coverage at the time of registration. Insurance Companies should send their entire book of business on a monthly basis utilizing the EDI TS-811 Transaction Set.

If your company wishes to utilize the Kansas specific flat file format reporting method, you will need to install and use the KDOR EDI Insurance Translator provided by KDOR. The translator may be installed from a zip file or a CD and it will process the proprietary file by building the EDI TS-811. Detailed instructions to install and run the EDI Insurance Translator may be found at the following link: www.ksrevenue.org/pdf/editig.pdf

Kansas can only accept monthly loads of the entire book of business. KDOR is willing to assist in implementing both reporting methods (EDI TS-811 or a translated Kansas specific flat file) to better serve its vehicle registration customers by electronically verifying vehicle insurance. This translator is PC based, if you need the translator to run on another platform contact the EDI Coordinator.

1.1 Contact Information

1.2 Vehicle and Insurance Types Requested

Insurance information is requested on all Personal or Commercial policies. The following six fields (NAIC, VIN, Policy Number, Policy Transaction Code, Policy Expiration Date and Line Feed) are required.

Because our electronic insurance verification system completes the match (insurance record to vehicle record) any Commercial policy that does not have a VIN tied to the insurance record is not reportable.

Listed below are vehicle types we do not wish to receive:

  • All Terrain
  • Mini-bikes
  • Snowmobiles
  • Farm Tractors
  • Trail Bikes
  • Motorized Bicycle
  • Mobile Homes

1.3 Reporting Information and Procedures

Insurance companies will provide their entire Kansas “book of business” through a monthly FTP process. The file will contain policy information on insured Kansas vehicles. (Insurance Coverage must be in effect as of the day it is sent.) KDOR will use the data provided to verify proof of insurance. The electronic filing process will be designed as follows:

1.     Insurance Company completes and returns the Insurance Company Profile and Trading Partner Agreement to KDOR.

2.     KDOR – EDI Coordinator sets up the directory, and account information (user name & password) and notifies Insurance Company of account information and provides KDOR technical contact/support information.

3.     The Insurance Company and KDOR will coordinate an initial test file to ensure completeness. (see testing procedures below)

4.     The Insurance Company will be notified if the test file was successful / unsuccessful. Once a successful file has been transmitted, the Insurance Company will be considered in “production”. Subsequent files should be sent on a monthly basis by the third Friday of the month.

1.4 Testing Procedures

Our testing procedures will consist of:

  • Transaction format testing: Ensure that files sent in are formatted correctly. We will also check to see that EDI filers properly receive a TS-997 acknowledgment.
  • Initial test files should have a test indicator ( T ). After the test file has been approved, production data should be sent with a production indicator    ( P ).

1.5 Error Reporting

Vehicle identification numbers that do not match our database will not be returned to the Insurance Company for correction. Insurance Companies who wish to receive a list of VIN’s that do not match our database must request the report by marking the appropriate line on the Insurance Company Profile form.

2. TRANSACTION SET 811 SPECIFICATIONS

The following fields are required by the state of Kansas for the TS-811 insurance reporting. These fields may have different size requirements from the ALIR (Automobile Liability Insurance Reporting) implementation guide. Otherwise the Kansas TS-811 insurance reporting requirements follow the national standard set forth in the TS-811 ALIR version 003050 – version 3 Implementation Guide.

Business Value

SIZE

REQ/SIT

SEG/ELEMENT

DESCRIPTION

Interchange Control Header

2

R

ISA07

‘01’

Interchange Control Header

15

R

ISA08

‘835107079’

Functional Group Header

15

R

GS02

Senders Duns or Senders US Federal Tax ID # or Senders NAIC

Functional Group Header

9

R

GS03

‘835107079’

Receiver Name

2

R

N101

‘2F’ (State)

Receiver Name

35

S

N102

‘Kansas DMV’ (Recipients Name)

Insurer Name

5

R

NM109

NAIC Code

State Name

35

R

NM103

‘KS’

Transaction Purpose

3

R

SI03

‘LOD’

Policy or Binder Number

20

R

REF02

Policy Number

Policy Dates

3

R

DTM01

‘036’

Policy Dates

6

R

DTM02

Policy Expiration Date (YYMMDD format)

Policy Dates

2

R

DTM05

Century of Policy Expiration Date (CC format)

Vehicle Information

17

R

VEH02

VIN (Vehicle Identification Number)

For an example of the Kansas mapping requirements, please refer to the Kansas Insurance Reporting Map Example located on our website, www.ksrevenue.org/pdf/kirme.pdf example.

3. KANSAS PROPRIETARY RECORD LAYOUT (FLAT FILE)

****YOU MUST UTILIZE THE KDOR EDI TRANSLATOR IF USING THE FLAT FILE FORMAT****

If your company wishes to utilize the Kansas specific flat file format reporting method, you will need to install and use the KDOR EDI Insurance Translator provided by KDOR. The translator may be installed from a zip file or a CD and it will process the proprietary file by building the EDI TS-811. Detailed instructions to install and run the EDI Insurance Translator may be found at the following link: www.ksrevenue.org/pdf/editig.pdf. This translator is PC based, if you need the translator to run on another platform contact the EDI Coordinator.

Proprietary Record Layout Information

KDOR will utilize the Vehicle Identification Number (VIN), Insurance Company Name as translated from the National Association of Insurance Commissioners (NAIC) Code, Insurance Policy Number, Policy Transaction Code, the Expiration Date of the Policy and the tilde ( ~ ) as shown below in bold. Please note that each line must end in a control line feed. Optional fields will not be translated.

Field Name

Field Maximum Length

Start Pos.

End Pos.

Required/ Optional

NAIC

5

1

5

Required

VIN

17

6

22

Required

Policy Number

20

23

42

Required

Policy Transaction Code (LOD)- INITIAL LOAD

3

43

45

Required

Policy Expiration Date (CCYYMMDD)

8

46

53

Required

Make

4

54

57

Optional

Year

4

58

61

Optional

Vehicle Plate Number

10

62

71

Optional

Policy Owner Last Name

35

72

106

Optional

Policy Owner First Name

30

107

136

Optional

Policy Owner Mid Name

1

137

137

Optional

Policy Owner Suffix

3

138

140

Optional

Policy Owner Driver License Number/Tax ID/Business Policy

20

141

160

Optional

Policy Owner Date of Birth(CCYYMMDD)

8

161

168

Optional

Policy Owner address

50

169

218

Optional

Policy Owner City

25

219

243

Optional

Policy Owner State

2

244

245

Optional

Policy Owner Zip

5

246

250

Optional

Policy Owner Zipplus

4

251

254

Optional

Policy Type(personal or commercial)

20

255

274

Optional

Policy Effective Date(CCYYMMDD)

8

275

282

Optional

Policy Transaction Date (Process Date)(CCYYMMDD)

8

283

290

Optional

Policy Transaction Purpose(Cancellation Reason Type Code)

3

291

293

Optional

Additional Driver 1 Last Name

35

294

328

Optional

Additional Driver 1 First Name

30

329

358

Optional

Additional Driver 1 Mid Name

1

359

359

Optional

Additional Driver 1 Suffix

3

360

362

Optional

Additional Driver 1 Driver License Number

20

363

382

Optional

Additional Driver 1 Date of Birth(CCYYMMDD)

8

383

390

Optional

Additional Driver 1 address

50

391

440

Optional

Additional Driver 1 City

25

441

465

Optional

Additional Driver 1 State

2

466

467

Optional

Additional Driver 1 Zip

5

468

472

Optional

Additional Driver 1 Zipplus

4

473

476

Optional

3.1  Kansas Proprietary Record Layout (Flat File)-Continued

Additional Driver 2 Last Name

35

477

511

Optional

Additional Driver 2 First Name

30

512

541

Optional

Additional Driver 2 Mid Name

1

542

542

Optional

Additional Driver 2 Suffix

3

543

545

Optional

Additional Driver 2 Driver License Number

20

546

565

Optional

Additional Driver 2 Date of Birth(CCYYMMDD)

8

566

573

Optional

Additional Driver 2 address

50

574

623

Optional

Additional Driver 2 City

25

624

648

Optional

Additional Driver 2 State

2

649

650

Optional

Additional Driver 2 Zip

5

651

655

Optional

Additional Driver 2 Zipplus

4

656

659

Optional

Additional Driver 3 Last Name

35

660

694

Optional

Additional Driver 3 First Name

30

695

724

Optional

Additional Driver 3 Mid Name

1

725

725

Optional

Additional Driver 3 Suffix

3

726

728

Optional

Additional Driver 3 Driver License Number

20

729

748

Optional

Additional Driver 3 Date of Birth(CCYYMMDD)

8

749

756