Creating
a Notice Help
Mail & Termination Date Information
The Mail and Termination Date Information page
displays the following information:
Basic Notice Information
This section displays information about the policy
and each notice type.
Mail & Termination Date
This section displays the following fields:
Mail By Date - This
field displays the date on which the notice will be
mailed. The system pre-fills this field with the earliest valid mailing
date
based on the ODEN®
rule base, user defined Invalid
Mailing Dates and the Mail
Rollover Hour.
Mail Lead Time - This field displays the
number of required mailing days. The system pre-fills this field from
one of two places: ODEN® rule base, if there are statutory
requirements or the Mail Lead Days system default.
Advance Days Notice - This field displays
the number of required advance days. The system pre-fills this field from
one of three places: ODEN® rule base, if there are statutory
requirements, Custom
Advance Days or the Advance
Days system default.
Calculate Max Advance Days - This
option is for Nonrenewal, Conditional Renewal and Renewal Premium notices.
It calculates and pre-fills the appropriate maximum number of the Advanced
Days notice such that the "Mail By" date falls on the nearest
valid mail date.
Note: Below are the fields that are applicable to
a specific notice type.
Cancellation Notice
Cancellation Date - This field displays
the date the policy is being canceled. It is computed based on the supplied
information and can be modified only by disabling the date calculator.
Note: If a policy is within the underwriting
period, the Mail By Date field cannot be modified on this page.
Conditional Renewal, Non-Renewal, Renewal
Premium Notices
Expiration Date -
This field displays the date the policy is expiring as entered in the
policy information. This is applicable only to Conditional Renewal, Non-Renewal
and Renewal Premium notice types.
Policy Change Notice
Change Date -
This field displays the date the policy change is taking effect. It is
computed based on the supplied information and can be modified only by
disabling the date calculator. This is applicable only to Policy Change
notice types.
Mail Type - The system pre-fills this field
from one of two places: ODEN® rule base if there are statutory
requirements or the Mail
Type system default.
Effective Time of Notice - This field comes
from Effective
Time system default, and may be modified if necessary.
Attach Free Form - Select Yes to create
a freeform attachment. This attachment
is appended to the notice being generated.
Notice Period Warnings - This
field displays a notice period warning and appears only if it is applicable
to the particular state, policy type and the type of notice being generated.
Date Calculator
The Date Calculator is a feature that automatically
calculates the important dates on the notice based on statutory requirements,
system defaults and/or user supplied data. When the Data Calculator is
enabled certain fields are 'grayed out' so that they are not editable.
These fields include calculated fields and fields that contain information
on which decisions have been based. This feature is designed to protect
the user from incorrectly modifying data that has a significant and direct
impact on the compliance of the notice. Details about how the Date Calculator
determines dates is defined under each notice type heading below.
Disabling the Date Calculator makes all date fields
editable. In this mode no calculations are performed and as such the Mail
Lead Time and Advanced Days Notice fields are 'grayed out' and ignored.
The user is responsible for manually editing the Mail By Date and the
Effective Date. Extreme caution should be used when disabling the Date
Calculator because no statutory rules regarding the effective date or
mailing date of the notice are enforced. Simply put, 'You are on your
own.' ODEN® recommends that this option only be used if the user is absolutely
certain that they fully understand the ramifications of their actions.
Cancellation & Policy Change Notices
For a notice of cancellation or policy change, the Effective Date is determined
by using the following process:
The Date Calculator starts by selecting either today
or tomorrow (depending on the time of day and the Mail Date Rollover Hour
setting in Group
Options) as a starting point for the Mail By Date. Before the Effective
Date is calculated, the Date Calculator determines whether the Mail By
Date is a valid mail date based on ODEN® rules and user-defined
Invalid Mailing Dates. If the specified Mail By Date is not valid, the
date is moved ahead and reevaluated until a valid date is found.
Then the Effective Date is calculated using the following
formula:
Effective Date = Mail By Date + Mail Lead Time + Advanced
Days Notice + 1
Finally, the Effective Date is evaluated to determine
if it is allowed under state regulation. In some cases, for example, the
Effective Date cannot fall on a Holiday or weekend. If the Effective Date
is not allowed, then the Date Calculator increments the date until an
acceptable date is found.
The user may manually edit the Mail By Date, Mail Lead
Time and/or Advanced Days Notice. Editing any of these fields automatically
triggers the Date Calculator to reevaluate the Mail By Date and the Effective
Date.
Conditional Renewal, Non-Renewal & Renewal
Premium Notices
For a notice of conditional renewal, non-renewal or renewal premium, the
Effective Date is predetermined to be the expiration date of the policy
as specified on the Policy Edit page. The Mail By Date is then calculated
by using the following formula:
Mail By Date = Effective Date - Advanced Days Notice
- Mail Lead Time - 1
Once the Mail By date is determined, the Date Calculator
checks to see if additional days need to be subtracted from the Mail By
Date to account for state specific regulation. For example, some states
require that the Mail By Date be moved back by one day if the Effective
Date falls on a holiday.
Finally, the Date Calculator determines whether the
Mail By Date is a valid mail date based on ODEN® rules and user-defined
Invalid Mailing Dates. If the Mail By Date is not valid, the date is moved
back one day and reevaluated until a valid date is found.
The user may manually edit the Mail Lead Time and/or
Advanced Days Notice. Editing either of these fields automatically triggers
the Date Calculator to reevaluate the Mail By Date.
Web
based Policy Terminator Holidays
Link to Creating
a Notice Help Page
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