What is required for a new business submission?

The State Fund is underwriting more than ever before so the mantra is “the more info the better.”  Here are “must haves” or your submission will get closed immediately by the State Fund:

  • Completed ACORD 130 –
    • Detailed description of Operations – the more detailed the better pricing you could receive so do not be vague.
    • Complete Owner or Officer Information is required. Ownership percentage must be disclosed and total 100%. If a corporation, you must let us know who the President, Treasurer and Secretary are with their full names. Owners of partnerships or sole proprietorships must be identified and percent of ownership disclosed. LLCs must list all managing members.
  • 4 years of loss runs currently valued within 100 days of inception date on carrier letterhead. Not required for new business ventures or insureds who have never carried WC before. For accounts with a lapse in coverage, we must have a Notice of Cancellation for the periods that they had insurance. The State Fund will close their file immediately if they don’t have this information.
  • State Fund Supplemental Application.
  • 4 previous year’s payroll – this does not have to be broken out by class code; totals are ok.
  • Current/Active License information where applicable – CSLB, MCP, DMV, PUC for truckers, etc.
  • Please note that if you submit business through our new business submission portal found at www.statefundfirst.com, the ACORD 130 and the State Fund Supplemental are included in those questions.

How long does it take to receive a new business quotes?

It's taking anywhere from 1 to 3 weeks to receive a quote from the State Fund.

What about a rush quote?

There is no such thing. If you have an account expiring tomorrow, your deadline will not be met. A submission can possibly be moved towards the front of the line but the fastest turnaround time you should expect right now is approximately two to three weeks. Please provide information that clarifies why a rush is needed, i.e. lapse in coverage, new business startup, just hiring their first employees, etc. Insureds that currently do not have insurance can receive top priority but we need to know about it.

How do I get the most competitive premium?

To get the most competitive pricing the State Fund has to offer, here are a few key pointers:

  • No lapse in coverage.
  • 5 year payroll history. If 5 years is unattainable, then provide at least 2 years. Ideally, payroll history broken down by class code is the best.
  • The current experience modifier worksheet. If you are not the incumbent agent, the insured should be able to provide their ex mod worksheet to you. If the insured does not have one, they can order their ex mod worksheet one time from the WCIRB for free.
  • Ex mod history – available from Compline or the WCIRB for free.
  • Detailed description of operations. Vague or general descriptions of operations only hurt your chances with any underwriter, not just the State Fund.
  • 4 years of loss runs. The State Fund will not quote any risk that does not provide loss runs.

Will the State Fund revise the payroll once they have a released a new business quote?

Generally, the State Fund will not reduce payroll once they have released a quote. This is a relatively new stance from the State Fund and it is because they have incurred an enormous amount of bad debt due to additional premium audits resulting from revised quotes. In rare cases, the State Fund may agree to reduce payrolls but only where the insured can provide evidence substantiating their payroll, usually by providing the past two quarters DE9s. Again, this is in rare instances and in general, one should consider the State Fund unwilling to reduce payrolls.

What if I need assistance in determining which workers compensation classification codes should be used?

The Workers Compensation Insurance Rating Bureau (WCIRB) is extremely helpful in assisting on determining the proper class code for a risk. The WCIRB can be reached at (415) 777-0777. You will need to be prepared to fully explain the insured’s operations.

How do I submit New Business applications for quoting?

Submissions should be made through our new business submission portal found at www.statefundfirst.com on the left hand side of the page under “Submission”. Create your login and password and begin the submission process. StateFund First utilizes a third party software provider call Appulate. If you already have a login and password for Appulate, you can use this for StateFund First.

What if I need questions answered while entering data on the submission portal?

Please email Erica Little with StateFund First at Erica_Little@statefundfirst.com.

Can we email or fax a submission as a pdf?

We do take submissions via email or fax but they take lower priority to those submissions sent through our submission portal found at www.statefundfirst.com

We do not accept handwritten applications.

What is required to bind an account?

When you’re ready to bind an account, email the following to bind@statefundfirst.com:

  • Copy of the deposit check
  • Copy of the signed terms letter
  • Copy of any other required documents such as a Signed Officers’ Exclusion.

Who should the check by made out to?

Checks should be from the insured and made out to The State Compensation Insurance Fund.

Should I mail the check after requesting to bind?

NO! Please hold the check until a Bind Letter is received from us. The address to mail the check to will be in the Bind Letter. The Bind Letter should accompany the check to the State Fund. If you do not receive a Bind Letter from us within 48 hours, you should contact us.

What is a “Bind Letter?”

The Bind Letter is a formal letter from the State Fund acknowledging the effective date of coverage bound and the deposit amount owed.

When will the coverage be bound?

For accounts that do not have an established anniversary date, i.e., accounts without coverage, the effective date will be the day after the State Fund receives a copy of the check and the signed terms letter. For accounts that have an established anniversary date and a full submission is into the State Fund before the expiration date, the State Fund will endeavor to honor the anniversary date but there are no guarantees.

How many days do we have to get the actual deposit check into the insured?

You have 8 days from the date of the Bind Letter. Checks should be from the insured, not your agency, and should be made payable to the State Compensation Insurance Fund. Checks should be mailed directly to the State Fund at the address stated in the Bind Letter.

When we were appointed directly with the State Fund, our agency sent the deposit checks to a different address. Can we still send checks to this address?

NO! Sending deposit checks to a different address than what is shown in the Bind Letter will result in a lost check and only delay the binding of coverage.

Should we send the deposit check to StateFund First/AJG?

No. This will only delay the process.

Will the State Fund take our agency’s check?

The State Fund prefers the checks be directly from the insured; however, if the insured does not have a checking account, they will accept a check drawn on your agency’s account.

Can the insured make the deposit check out for more than the required amount?

NO! The State Fund’s accounting system cannot handle overpayments on the deposit amounts.

Describe the binding process for New Business.

  • When you’re ready to bind, please email a bind request to bind@statefundfirst.com:
  • The Bind Request should include the following:
    • Copy of the deposit check made payable to the State Fund.
    • Copy of the signed Terms Letter.
    • Copy of any other required documents, i.e. Signed Officer’s Exclusion, etc.
  • Once the Bind Request is received, we email our request along with the copy of the deposit check and required documents to the State Fund.
  • The State Fund underwriter will then issue a Bind Letter and email it to StateFund First.
  • StateFund First in turn, will forward the Bind Letter to your agency.
  • PLEASE NOTE: At this point, do NOT mail the deposit check to the State Fund.
  • PLEASE NOTE: The State Fund in some cases is taking up to 3 business days to issue a Bind confirmation.
  • PLEASE NOTE: Coverage is not bound until the Bind Letter is received from the State Fund.
  • If you do not receive a Bind Letter from us within 5 days of your initial request, please follow up with your StateFund First underwriter/Agency Service Rep. us by sending an email to: service@statefundfirst.com.
  • When you receive the Bind Letter from us, please immediately mail the insured’s deposit check (made payable to the State Fund) with required documents to the address shown on the Bind Letter. You have 8 days to get the deposit check and required documents to the State Fund.
  • Once the State Fund receives the deposit check, they will issue a policy.
  • The State Fund will mail the policy directly to your insured.
  • We will email an agent copy of the policy to your agency once we receive it.

Who should I contact about new business?

The following individuals should be contacted regarding new business quotes based on your agency’s name. If your agency’s name is in the name of an individual, our split generally will be based on that individual’s last name:

Agency Name Begins With:

StateFund First Agency Rep

Telephone Number

Email

#, A–G

Rikeyna Howard

(415) 536-8668

Rikeyna_Howard@statefundfirst.com

H-M

Melinda Gong

(415) 536-8450

Melinda_Gong@statefundfirst.com

N-Z

Kalandra Robinson

(415) 536-8631

Kalandra_Robinson@statefundfirst.com

Renewals

Nichole Gonzalez

 

(415) 536-4003

Nichole_Gonzalez@statefundfirst.com​

 

What is required to renew a policy?

Renewals are automatically issued, so technically, you don’t really need to do anything; however, if you have any payroll updates or other changes for the upcoming renewal period, you should email the changes to service@statefundfirst.com at least 60 days prior to renewal.

Will our agency receive a renewal quote?

The State Fund does not always release renewal quotes in a timely manner. As we receive the renewal quotes we will release them to your agency. If the policy is issued with the quote, we will also send you the policy as well. But remember that because you don’t receive a quote or a policy, it doesn’t mean the policy was not renewed.

What is required to bind a renewal policy?

Renewal policies are automatically renewed; however, some policyholders are required to return signed documents. For example, insureds that were in a group program that is no longer in existence requires their signature on a “conversion” Terms Letter; however, the policy will still be renewed without it.

Will the insured need to mail a deposit check in order to bind?

No, the insured enjoys a “rolling” deposit with the State Fund. If there is any increase in this deposit, the State Fund will bill the insured directly.

Why didn’t I receive a renewal quote?

The State Fund does not always release renewal quotes in a timely manner and in some cases might not release a renewal quote at all. If you do not receive a renewal policy, please email service@statefundfirst.com and we’ll make sure you receive the policy.

What if we don’t want to renew the policy with the State Fund?

If you become aware that an insured does not want to renew with the State Fund and it is before the renewal date, please email service@statefundfirst.com and let us know not to renew the policy. If the insured does not take the policy after the renewal date, please email a signed Lost Policy Release to service@statefundfirst.com and we will have the policy canceled flat. If you are requesting a flat cancellation of a renewal greater than 30 days, the State Fund also requires a copy of the declarations page of the replacement coverage.

Who should I contact about renewals?

Please email renewal inquiries or changes to service@statefundfirst.com.

Do I have access to the State Fund’s system to view my accounts?

No. Unfortunately, the State Fund withdrew your access to their system when your agency was terminated.

Without access, then how do I inquire about billing issues, request endorsements and loss runs or order a certificate?

  • The State Fund discontinued issuing certificates of insurance in 2012. Your agency my now issue an ACORD certificate and send it directly to the cert holder/requester.
  • Billing inquiries should be emailed to service@statefundfirst.com.
  • Payroll reports can be submitted directly by the policyholder by either, registering and submitting online at www.statefundca.com or by calling the eCommerce line at 866-721-3498. The fastest way to resolve a delinquent payroll report is to call 866-721-3498.
  • For inquiries about audits, the policyholder can contact the State Fund directly by calling 925-460-6437 or by sending an email to raudit@sdcif.com.
  • Endorsements and loss run requests should be emailed to service@statefundfirst.com
  • Renewal inquiries should be emailed to service@statefundfirst.com
  • New business follow-ups for quotes should be emailed to service@statefundfirst.com.

Billing

Who should I contact regarding billing questions?

Please email billing inquiries to service@statefundfirst.com. In addition, the insured can contact the State Fund directly at their toll free customer service care number at 888-782-8338.

Commissions

Who should I contact about my State Fund Commission Statement?

Please contact Ron Dorey of the State Fund at (707) 452-2059.

Who should I contact about my Arthur Gallagher/StateFund First Commission Statement?

Please email your commission inquiry to service@statefundfirst.com.

Audits & Payroll Reports

Who should I contact about audits or audit disputes?

For inquiries about audits, the policyholder can contact the State Fund directly by calling 925-460-6437 or by sending an email to raudit@scif.com.

To set up an audit, the policyholder can contact the State Fund directly by calling 925-460-6437 or by sending an email to raudit@scif.com. Audit disputes should be handled by sending an email to raudit@scif.com with details as to why the insured feels the audit is incorrect.

Who should I contact about missing payroll reports, errors on payroll reports or any other question about a payroll report?

Payroll reports can be submitted directly by the policyholder by either, registering and submitting online at StateFundOnline.com or by calling the ecommerce line at 866-721-3498. The fastest way to resolve a delinquent payroll report is to call 866-721-3498.

Do I have access to the State Fund’s system to view my accounts?

No. Unfortunately, the State Fund withdrew your access to their system when your agency was terminated.

Without access, then how do I inquire about billing issues, request endorsements and loss runs or order a certificate?

  • The State Fund discontinued issuing certificates of insurance in 2012. Your agency my now issue an ACORD certificate and send it directly to the cert holder/requester.
  • Billing inquiries should be emailed to service@statefundfirst.com.
  • Payroll reports can be submitted directly by the policyholder by either, registering and submitting online at www.statefundca.com or by calling the eCommerce line at 866-721-3498. The fastest way to resolve a delinquent payroll report is to call 866-721-3498.
  • For inquiries about audits, the policyholder can contact the State Fund directly by calling 925-460-6437 or by sending an email to raudit@scif.com.
  • Endorsements and loss run requests should be emailed to service@statefundfirst.com
  • Renewal inquiries should be emailed to service@statefundfirst.com
  • New business follow-ups for quotes should be emailed to service@statefundfirst.com.

How do I request a certificate of insurance?

The State Fund discontinued issuing certificates in 2012. Your agency can issue a certificate of insurance using the ACORD 25 GL certificate. You should send the certificate directly to the certificate holder/requester. Please email a copy of the certificate to service@statefundfirst.com.

 

What if I need an endorsement such as a Blanket Waiver of Subrogation?

Blanket Waiver of Subrogation can only be requested at new business or renewal.

Waiver of Subrogation/Additional Insured Request Form

How long does it take to get a Waiver of Subrogation issued?

It is currently taking 3-5 days for the State Fund to issue a Waiver.

What is the charge for a Waiver of Subrogation and when does the insured need to pay?

The regular waiver charge is 3% of the job amount, and it is collectible at audit. The blanket waiver charge is 2% added the the quoted premium.

What about requests for other endorsements?

All endorsement requests should be emailed to service@statefundfirst.com.

Do I have access to the State Fund’s system to view my accounts?

No. Unfortunately, the State Fund withdrew your access to their system when your agency was terminated.

Without access, then how do I inquire about billing issues, request endorsements and loss runs or order a certificate?

  • The State Fund discontinued issuing certificates of insurance in 2012. Your agency my now issue an ACORD certificate and send it directly to the cert holder/requester.
  • Billing inquiries should be emailed to service@statefundfirst.com.
  • Payroll reports can be submitted directly by the policyholder by either, registering and submitting online at www.statefundca.com or by calling the eCommerce line at 866-721-3498. The fastest way to resolve a delinquent payroll report is to call 866-721-3498.
  • For inquiries about audits, the policyholder can contact the State Fund directly by calling 925-460-6437 or by sending an email to raudit@sdcif.com.
  • Endorsements and loss run requests should be emailed to service@statefundfirst.com
  • Renewal inquiries should be emailed to service@statefundfirst.com
  • New business follow-ups for quotes should be emailed to service@statefundfirst.com.

How can our agency view our policies, transactions and other related documents for an insured?

At the current time, our web portal is a new submission portal only. 

What about my access to the State Fund’s system?

Unfortunately, your agency’s access to the State Fund’s system was discontinued when your appointment was terminated.

If I have no access to view my accounts, then how do I check on billing status, and request endorsements and loss runs?

All billing inquiries should be emailed to service@statefundfirst.com. In addition, the insured can contact the State Fund directly at their toll free customer service care number at 888-782-8338.

Payroll reports can be submitted directly by the policyholder by either, registering and submitting online at www.statefundca.com or by calling the eCommerce line at 866-721-3498. The fastest way to resolve a delinquent payroll report is to call 866-721-3498.

For inquiries about audits, the policyholder can contact the State Fund directly by calling 925-460-6437 or by sending an email to raudit@scif.com

Endorsement Requests

Email: service@statefundfirst.com

Loss Run Requests

Email: service@statefundfirst.com

Cancellations/Reinstatements

Email: service@statefundfirst.com

Certificates of Insurance

The State Fund discontinued issuing certificates of insurance in 2012. You may now issue a certificate from your office using an ACORD GL Certificate (ACORD 25.) The exception to this is the DMV MP65 which the State Fund must sign. For these forms, please email: service@statefundfirst.com

How do I submit business through the StateFund First portal?

The easiest way to submit business through our portal is to download our print driver to your computer. This download takes approximately 30 seconds to 5 minutes depending on your Internet connection speed. Once the print driver is downloaded, you now the have the ability to upload all the data stored in an ACORD application directly to our web site with very few keystrokes. It’s an easy process where you simply select our printer when printing the application.

You may also manually enter an application into our submission portal.

Can I email or fax ACORDS?

95% of our applications are received through our on-line submission portal but we accept emailed or faxed ACORDs. Please keep in mind that emailed or faxed applications take a lower priority to business submitted on-line. Also, please note that we do not accept hand-written applications.

Are there any instructional materials available to assist our agency in submitting business on-line?

Yes, please click on these two downloadable pdfs for detailed instructions.
Instructions:
Submission Process Instructions - Upload
Submission Process Instructions - Manual

What if I run into problems while either trying to upload or enter data into the submission portal?

You can email support@appulate.com. The Appulate support team is very responsive and should get back to you within 5 minutes during business hours.

You can also call or email Erica Little of StateFund First. Erica will help guide you through the submission process. Erica can be reached at Erica_Little@statefundfirst.com.

Do you have any further assistance or a webinar available for the submission portal?

StateFund First hosts a webinar twice a month on how to submit business through the StateFund First submission portal. For further information or instructions on signing up, please contact Erica Little directly at Erica_Little@statefundfirst.com. An email blast is sent out twice a month with the listed training dates.

How does the Broker of Record process work for New Business and Renewals?

You may submit a broker of record (BOR) letter on any quote, submission or currently owned by another broker or a policy or new business written directly with the State Fund (no broker.)

Broker of Record letters MUST be emailed to service@statefundfirst.com.  If the Broker of Record letter is sent to an individual or another StateFund First email box, you will be politely asked to email it to service@statefundfirst.com.  The letter will NOT be forwarded to service@statefundfirst.com.

BORs for transferring business from a broker to StateFund First

  • Please use the New Business BOR template (pdf) or the Renewal Business BOR (pdf) letter when requesting to transfer business from a State Fund appointed agency to your agency. Please note that StateFund First/Arthur J. Gallagher & Co (AJG) will be the official broker of record.
  • The Broker of Record letter must be received by us more than 15 calendar days prior to the effective date of a new submission or renewal of a State Fund policy. BOR letters received less than 15 calendar days will be recognized as a mid-year Broker of Record change.  Mid-year Broker of Record changes are not commissionable and your agency will not receive any commission until the policy renewal with the State Fund.
  • Please note that for new business submissions that you are taking over by a BOR letter, you MUST provide a complete submission.  The State Fund will NOT provide a quotation based on the other broker’s submission
  • The State Fund will notify the current broker of the receipt of a new BOR letter and will give 10 calendar days from the date of their letter of notification for the current broker to submit a letter of rescission.
  • If a rescission letter is not received by the State Fund from the current broker within the 10 calendar days, StateFund First/AJG shall become the recognized broker of record.

BORs for transferring business directly from the State Fund (no agent) to StateFund First

  • Please use the New Business BOR template (pdf) or the Renewal Business BOR (pdf) letter when requesting to transfer business from a direct relationship to your agency. Please note that StateFund First/Arthur J. Gallagher & Co (AJG) will be the official broker of record.
  • If a BOR letter is received for a direct State Fund policy at least 25 calendar days prior to the renewal date, the policy will be converted at renewal to a brokered policy, however you will not be eligible for commission for this policy until the following renewal period.
  • If a BOR letter is received for a direct State Fund policy 24 calendar days or less prior to the renewal date, the policy will be converted at renewal to a brokered policy, however you will not be eligible for commission for this policy until the following renewal period.

Who must sign a broker of record letter to make it valid?

A BOR letter must be signed and dated by the insured’s owner, partner, or corporate officer, or by the Executive Director for nonprofit entities. The individual signing the BOR letter must have the authority to contractually bind the insured to a contract.

Where should a broker of record letter be emailed?

Please email a broker of record letter to service@statefundfirst.com

When did the Blanket Waiver of Subrogation endorsement become available?

A: The Blanket Waiver of Subrogation endorsement (also referred to as Blanket Waiver endorsement or Endorsement 2572) is available for new and renewing policies with inception dates on or after September 1, 2013.

Beginning in July, quotes issued for policies incepting on September 1, 2013, or later will include the Blanket Waiver endorsement and the related premium charge if you request the endorsement with your submission.

How do I have the Blanket Waiver endorsement added to a policy?

A: The Blanket Waiver of Subrogation endorsement must be added to the policy at inception.

Renewing policies: Answer "Yes" to the question asking if you want the Blanket Waiver endorsement on the policy on the Renewal Information Form along with any other changes. Email the Renewal Information Form to Alpesh Shah at Alpesh_shah@statefundfirst.com.

New policies: Our online submission system is currently being modified to include an option for the Blanket Waiver and is expected to be activated on or around 8/15/13. Until this option is available, please include your request for the Blanket Waiver endorsement in the Comments section.

The two percent charge for the blanket waiver will be included in the quote (except on quotes issued in June 2013-see the first question above).

If the Blanket Waiver endorsement is not requested prior to the inception of a new or renewing policy, it will not be added until the next renewal.

Which clients should consider a blanket waiver?

A: A blanket waiver is a good option for policyholders who enter multiple written contracts that require a waiver of subrogation and cover much of their business activity in a year. Also, it's a good option for those policyholders who want the ease associated with one decision at the time the policy is requested and eliminates the need to provide segregated payroll to the premium auditor.

How can I figure out which option best suits my client?

A: The best way to assess whether a blanket waiver or specific waiver is best for your client is to evaluate the cost of the surcharges. Estimate what two percent of the annual premium would be, then figure out the premium associated with third parties that require a waiver. If it is less than two-thirds of two percent of the annual premium, then the specific waiver may carry less of a surcharge. You may also want to factor in the cost of requesting the specific waivers each time one is needed versus requesting the blanket option upfront-doing so may make the blanket waiver a better option.

Can my clients change options after the policies are issued?

A: Once a policy is issued with either a blanket or specific waiver your client can not choose another option until renewal. For that reason, it is best for your client to make the decision prior to binding coverage with us for either a new or renewal policy.

When can I note on the ACORD 25 certificate that the blanket waiver exists on a policy?

A: Once the blanket waiver is endorsed onto the policy, it can be noted on the ACORD 25. Also, if you need to attach a copy of the Blanket Waiver endorsement to a certificate, please request a copy from us at service@statefundfirst.com

Important: You should add the Blanket Waiver endorsement and/or attach a copy of the endorsement to the ACORD 25 certificate ONLY when the third party requires a waiver in their written contract with your client.

Should I request that the specific waivers on a policy be deleted when the Blanket Waiver endorsement is added?

A: Yes, you will need to determine if any existing specific waivers should remain on your client's policy. Some third parties, such as Los Angeles World Airport (LAX), do not accept the blanket version of a waiver of subrogation endorsement and require a specific waiver instead. After reviewing your client's needs, you may request that any unneeded specific waiver endorsements be deleted from the policy by contacting your State Fund underwriter.

If my client no longer needs a Blanket Waiver endorsement, can I have it removed from the policy?

A: Once endorsed on a policy, the Blanket Waiver endorsement will automatically renew with the policy. You can request the endorsement be removed from the policy prior to policy renewal for the upcoming year-it can only be removed as of the policy renewal date.

Does StateFund First offer any other products besides access to the State Fund?

Package or GL

  • Artisan or Trade Contractors
  • BOPs for all BOP classes through AmTrust and USLI
  • Bars & Restaurants (including Fast Food)
  • Beauty, Barber and Nail Salons
  • Child Care
  • Convenience, Deli and Grocery Stores
  • Janitorial Services
  • Mercantile
  • Offices
  • Retail Liquor Stores
  • Liquor Liability
  • Special Events
  • Vacant Buildings and Vacant Land

Contact: Frank Tarantino at frank_tarantino@statefundfirst.com

Workers Compensation

  • AmTrust
  • Applied Underwriters
  • Berkshire Hathaway
  • ICW

Contact: Frank Tarantino at frank_tarantino@statefundfirst.com

Package, Auto, Umbrella and Workers Compensation

  • Nonprofit Organizations
  • Social Service Agencies
  • Religious Organizations

Contact: Frank Tarantino at frank_tarantino@statefundfirst.com

Who Handles PUC Certificates?

The State Fund will now handle requests for Public Utilities Commission (PUC) Certificates.

How Do I Submit A Request For A PUC Certificate?

If you need a PUC certificate for your State Fund policy, please submit your request to us at service@statefundfirst.com

What Information Do I Need To Provide When I Submit My PUC Certificate Request?

The Following:

  • Policy #
  • Policy name
  • Type of PUC license needed Passenger Carrier (PSG), Household Goods Moving (Moving Company), MTR, or Private Carrier (CA) and Carrier ID#

Training

This recorded webinar is provided for your convenience. Company personnel at Appulate and StateFund First offer tips and training on how to use the system. They address how to set up your agency on the system, how to submit a risk online and how to upload a risk from your agency management system into the Appulate system.

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