Bordereaux Completion Guide Version 2

Transcription

Flood Re
Bordereaux Completion Guide
Version 2
1
TABLE OF CONTENTS
1
Table of Contents........................................................................................................................ 2
2
Purpose/Objectives of this Document ...................................................................................... 5
3
Intended Audience ...................................................................................................................... 6
4
Top Tips for Bordereaux Completion ....................................................................................... 7
4.1
CSV Formatting ............................................................................................................................ 7
4.2
12 month policy duration ............................................................................................................... 7
4.3
Policy status .................................................................................................................................. 7
4.4
Multiple monthly underwriting Bordereaux submissions............................................................... 7
4.5
Single monthly claims Bordereaux submission ............................................................................ 7
4.6
Underwriting risks validated and accepted by Flood Re before claims can be submitted. .......... 8
4.7
Insurer policies with multiple properties (such as Holiday / 2nd homes) ...................................... 8
4.8
Policy Excess ................................................................................................................................ 8
4.9
120 day rule .................................................................................................................................. 8
4.10 ‘Insurer Name’ Bordereau field ..................................................................................................... 8
4.11 Multiple units (up to a maximum of 3) ........................................................................................... 8
4.12 MTA premium calculation ............................................................................................................. 8
4.13 Restating policy details at MTA .................................................................................................... 9
4.14 CSV Headers ................................................................................................................................ 9
4.15 Ceding Mid Term .......................................................................................................................... 9
4.16 Policy Transaction Sequence Number ......................................................................................... 9
4.17 Zeros and Blanks ........................................................................................................................ 10
4.18 Recommendation for Resubmission of Errors ............................................................................ 10
4.19 Excess Applicable to Indemnity Payments Only ........................................................................ 10
4.20 Claims Movement Number ......................................................................................................... 10
4.21 Ex Gratia/FOS Payments ........................................................................................................... 10
4.22 Accounting for Recoveries .......................................................................................................... 11
4.23 Event Catastrophe Code ............................................................................................................ 11
4.24 Interim Payments ........................................................................................................................ 11
4.25 Fees Payable on Rejected Claims.............................................................................................. 11
4.26 Multiple Movements within a Single MTA Transaction ............................................................... 11
4.27 Web Portal .................................................................................................................................. 11
5
Flood Re Bordereaux Process Overview ............................................................................... 13
5.1
Underwriting Bordereau (Diagram 1) .......................................................................................... 13
5.2
Claims Bordereau ....................................................................................................................... 14
Document Name: Bordereaux Completion Guide V2
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6
Flood Re - Monthly Submission Process ............................................................................... 16
7
Bordereau Preparation for Monthly Submission Process.................................................... 17
7.1
Preparing Underwriting and Claims Bordereaux ........................................................................ 17
7.2
Bordereaux Submission Timing .................................................................................................. 17
7.3
Claims Bordereau Submission Sequence .................................................................................. 17
7.4
Bordereaux Versioning ............................................................................................................... 17
7.5
CSV and JSON Column Headers ............................................................................................... 18
7.6
Bordereaux header data ............................................................................................................. 19
8
Underwriting Bordereau – High Level Guidance ................................................................... 21
8.1
Material Transactions.................................................................................................................. 21
8.2
Required Action and Reference data.......................................................................................... 21
8.3
Policy Periods ............................................................................................................................. 21
8.4
Best Practice for providing address fields................................................................................... 22
9
Underwriting Fields Descriptions ........................................................................................... 23
9.1
Rating risks and change of annual rates .................................................................................... 33
9.2
Restating Cover for transactions ................................................................................................ 34
10
How to record Underwriting Transactions ............................................................................. 35
10.1 New Business (NBS) .................................................................................................................. 36
10.2 Mid-Term Adjustments (MTAs) that materially affect the policy premium: ................................. 37
10.3 Adding/Deleting Sections (MAD) ................................................................................................ 38
10.4 Move to New Address (MNA) ..................................................................................................... 39
10.5 Mid-Term Adjustments that DO NOT materially affect the policy premium ................................ 41
10.6 Mid-Term Adjustments to cede a policy mid-term ...................................................................... 42
10.7 Renewal Transaction (REN) ....................................................................................................... 43
10.8 Void from Inception (VFI) ............................................................................................................ 43
10.9 Cancellations (CAN) ................................................................................................................... 44
10.10 Reinstatements (RIN) ................................................................................................................. 45
11
Useful Underwriting Information ............................................................................................. 46
11.1 Calculation of Pro-Rata Premiums ............................................................................................. 46
11.2 Example 1: Mid Term Adjustment – Change in Eligibility Category .......................................... 47
11.3 Example 2: Mid Term Adjustment – Change in Eligibility Category for a previously un-ceded
policy ........................................................................................................................................... 48
11.4 Example 3: Mid Term Adjustment – Change in Eligibility Category followed by removal of
Contents Cover ........................................................................................................................... 49
11.5 Example 4: Mid Term Adjustments – Change in Eligibility Category followed by removal of
Contents Cover, and then Cancellation ...................................................................................... 50
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12
How to record Claims Transactions ....................................................................................... 52
12.1 Claims Restatement Completion ................................................................................................ 52
12.2 Claims Bordereau field descriptions ........................................................................................... 53
12.3 Claims Bordereau Fields............................................................................................................. 62
12.4 Useful Claims Information ........................................................................................................... 65
13
Underwriting and Claims Scenarios ....................................................................................... 66
13.1 Underwriting Scenarios ............................................................................................................... 66
13.2 Claims Scenarios ........................................................................................................................ 67
14
Appendix B – Underwriting Reference Data .......................................................................... 68
15
Appendix C – Claims Reference Data ..................................................................................... 70
16
Contact Support ........................................................................................................................ 71
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2
PURPOSE/OBJECTIVES OF THIS DOCUMENT
The purpose of this document is to provide Participants with the necessary guidance needed to
cede business to Flood Re using the Bordereau process. The intention is to explain in nontechnical terms how to create monthly Bordereaux submissions and provide guidance on the
data requirements to facilitate a smooth process. This document will also provide specific
instruction around the monthly reporting cycle and clarify some frequently asked questions
about how to cede particular risks and report them to Flood Re.
Each month all ceded Underwriting risks and Claims will be submitted to Flood Re using
agreed Flood Re Bordereau formats. In order to minimise any errors and reduce potential
issues when generating Bordereaux, it is important to follow the guidelines in this document.
This document should be read in conjunction with the:

Bordereau Functional Design Specification (v4)

Technical Specification (v4)

Web Portal & Connectivity guide (v2.0)

Underwriting Bordereaux (v4)

Claims Bordereaux (v4)
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3
INTENDED AUDIENCE
This document is intended for the industry ‘Participant(s)’ who will submit Bordereau to Flood
Re.
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4
TOP TIPS FOR BORDEREAUX COMPLETION
This section contains a list of the top ranking topics we think will help the Participants when
preparing Bordereaux. A brief explanation of the historically issues that have caused problems
has been added where applicable.
4.1
CSV Formatting
Participants need to be aware that when using MS Excel to view a CSV Flood Re Bordereau
file, the Bordereau Date formats may not appear as required for Flood re validation (i.e. date
format 2001-01-20 might be what is seen in Excel but it is stored internally as date 20/01/2001).
In order to avoid this validation error Flood Re recommends that Participants who want to view
or amend their CSV files use some form of Notepad or CSV viewer software. If only Excel is
available then the Participant will need to check and/or amend these fields as necessary to
ensure that they are in the correct format.
4.2
12 month policy duration
All policy durations ceded to Flood Re must be for 12 months. If a Participant writes business
for periods shorter than this, the policy should be ceded for the full 12 months and then a
Cancellation should be submitted once the policy expires.
4.3
Policy status
Flood Re will follow the underwriting status supplied by the Participant. If the Participant reports
a risk as 'New business' or a 'Renewal', Flood Re will accept the status reported.
4.4
Multiple monthly underwriting Bordereaux submissions
Participants are allowed to submit up to a maximum of 99 accepted versions of the underwriting
Bordereaux per calendar month. The latest Version number has to be higher than the last one
used up to a maximum of 99 in any one month.
4.5
Single monthly claims Bordereaux submission
Participants should provide one Bordereau per month which should contain one record for each
open claim whether notified, updated, finalised or static. The Bordereau should represent the
Participant’s position as at the end of their reporting period.
Corrected errors can be submitted in further Bordereau versions if submitted before the next
month’s Bordereau is received and validated.
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4.6
Underwriting risks validated and accepted by Flood Re before claims can be submitted.
To avoid validation failures Participants must only submit claims on ceded risks that have been
previously validated and accepted by Flood Re. Participants must therefore cede their monthly
underwriting Bordereau prior to submitting their claim Bordereau.
4.7
Insurer policies with multiple properties (such as Holiday / 2nd homes)
Where Participants allow their policy holders to insure multiple properties on a single policy,
(and more than one of these are planned to be ceded to Flood Re), each property must be
ceded individually to Flood Re with the relevant property tax band, individual premium and
unique policy reference.
4.8
Policy Excess
If the Participant’s total excess amount applied to the original insured is greater than the Flood
Re standard excess, the Participant must deduct their total excess amount applied from the
claim being submitted to Flood Re. If the Participant’s total policy excess amount applied is less
than the Flood Re standard excess the Participant should apply their excess to their ‘Paid’
values but apply the standard Flood Re excess when calculating ‘Total Requested This Time’.
4.9
120 day rule
If a transaction is submitted to Flood Re 121 days on or after the Transaction Effective Date,
then Flood Re will cover the risk from the date that it was successfully validated and accepted
by Flood Re.
4.10 ‘Insurer Name’ Bordereau field
When adding the Participant name to the ‘Insurer Name’ field, be aware that the length of this
field is limited to 30 characters. If the Participant’s name is longer, this will need to be
shortened as necessary.
4.11 Multiple units (up to a maximum of 3)
When ceding a multiple unit risk to Flood Re Participants must enter the 3 individual addresses
in the requisite fields with the freeholders address entered in the first property address detail
fields, as this will be used to determine the single property tax band and Flood Re premium
due. This type of ceding can only be for buildings cover.
4.12 MTA premium calculation
The Flood Re premium threshold will change each year on the 1st April based on the previous
calendar year’s CPI percentage increase. As a result MTA calculations must refer to the
relevant premium threshold table rates. When refunding original cover the original premium
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should be referenced and when recalculating new cover the current premium table should be
referenced.
4.13 Restating policy details at MTA
When ceding MTA’s the current policy details must also be restated. This includes MTA’s
where a new section of cover is being added to an already ceded section of cover. For
example, where contents cover is being added to an existing buildings only policy, transactional
premium for this ceding will only be for the new contents section, however the existing buildings
cover details need to be restated but with a transactional premium of zero. For additional
information please refer to the specific MTA Use Cases section within the Bordereau Functional
specification.
4.14 CSV Headers
When completing a CSV Bordereau file, it must be noted that the first 10 fields in each
Bordereau entry must consist of Header data that is consistent for all ceded risks or claim
entries within the same Bordereau.
4.15 Ceding Mid Term
Risks can only be ceded for the first time Mid Term when a change of address has occurred.
For example, when the original insured has moved from a property not previously ceded to
Flood Re to one that is to be ceded, at some point within the current policy term. Flood Re
would accept this being ceded for the first time at MTA, as long as the current policy term is
effective for 12 months.
4.16 Policy Transaction Sequence Number
The transaction sequence number included within the Bordereau for a specific risk must be
incremental, for each transaction for that risk, from that used for the previous transaction
ceded.
Transaction sequence numbers do not need to be in sequential numerical order as only
material MTAs have to be reported to Flood Re, so gaps in numbers may occur. For example,
where an original insured changed their sum insured amounts for either Buildings, Contents or
both, Flood Re must be informed of this change as it is a material change to the policy with
Flood Re and is a data field on the Bordereau and the requisite risk Transaction sequence
number could be included.
However, an MTA for a change of the policy holder's name would not need to be submitted to
Flood Re, as it is a non-material change to Flood Re (i.e. the policyholder’s name is not
captured on the bordereau). As a result this amendment and its transaction sequence number
would not be submitted to Flood Re. In this scenario, there would be a numerical gap in
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transaction sequence numbers if a further subsequent MTA was made to the risk which was a
material change, such as a change to cover sections.
This is a mandatory field, and Participants must record multiple transactions within a single
Bordereau in the sequence in which the transactions occurred to ensure successful validation.
4.17 Zeros and Blanks
Depending on the field requirements, laid out in the Bordereau specification, empty fields needs
to be completed with Zero, Space or Blank.
A Zero required is self-explanatory, a Blank means that no entry must be included in this field
including any spaces or an error will occur in validation.
4.18 Recommendation for Resubmission of Errors
Entire Bordereau are rejected by Flood Re when any errors are identified as part of the
validation process. All errors on a Bordereau will be reported back to the Participant following
the Bordereau validation process.
Flood Re recommends that Participants remove all risk lines with identified errors and resubmit
the Bordereau to avoid any delay in ceding risks without errors. The erroneous risks can then
be corrected separately and resubmitted on a separate Bordereau version for the month.
4.19 Excess Applicable to Indemnity Payments Only
Excess amounts are to be applied to indemnity claim payments only. An excess is not
applicable to claims where the claim is rejected, for whatever reason, and only fees are paid
(e.g. loss adjuster fees).
4.20 Claims Movement Number
The Movement number is the transaction sequence number from the Participant's claims
system at the point in time the claim’s entry is submitted to Flood Re. This is an optional field
but where a value is presented, it must be incremented from the previous submission.
4.21 Ex Gratia/FOS Payments
i) Flood Re will not reimburse Participants for ex-gratia payments which are made by a
Participant for purely commercial reasons or compensation for service failure.
ii) Flood Re will reimburse Participants where a FOS award has been made subject to agreed
policy terms (limits/excesses etc.), a process known as ‘follow the fortunes’, i.e. Flood Re to
process the claim on the same basis as that between the claimant and the Participant. Any
FOS award made outside the terms of Flood Re, cover can be queried via the Managing Agent
for clarification as to whether Flood Re will cover the claim.
iii) Flood Re will not reimburse Participants for any element of a FOS award relating to poor
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service.
iv) Flood Re will reimburse a FOS fee regardless of the final outcome. This is in order that a
challenge is not deterred.
4.22 Accounting for Recoveries
Participants should seek recovery of their outlay where possible. Participants may request
reimbursement from Flood Re for their outlay before the recovery is completed. When a
recovery is achieved, the recovery transaction should be added to the next claims Bordereau in
order that Flood Re be reimbursed.
4.23 Event Catastrophe Code
This field should be completed for claims that are related to a Catastrophe event that is
designated by Flood Re and the Insurance Industry / London Market. The code will be
communicated following such an event occurring.
4.24 Interim Payments
In the exceptional event where an Interim claim payment has been agreed for a specific risk
and paid to the Participant by Flood Re, the final claim request made by the Participant must be
net of any interim payments previously requested and accepted.
4.25 Fees Payable on Rejected Claims
In the event of a claim on a ceded policy, being notified to Flood Re and then subsequently
rejected, for whatever reason, Flood Re will reimburse any fees (e.g. Loss Adjuster fees) that
have been incurred on the claim by the Participant.
4.26 Multiple Movements within a Single MTA Transaction
Where more than one amendment is made to a policy at mid-term and reported in a single MTA
transaction on the Bordereau submission to Flood Re, the MTA reason code MND (Not
defined) must be used, to avoid an error at validation. For example, if the main amendment on
a policy is Change of Address, but a change is also made to the Buildings Sum Insured
amount, then MND should be entered as the MTA reason code, rather than the Change of
Address reason code. If a specific MTA code is utilised where there is more than one change,
the change that does not relate to that code will be detected and the line will be rejected.
4.27 Web Portal
The Flood Re Web portal is compatible on the following web browsers only:

Internet Explorer (version 10 or later)

Chrome (version 44 or later)
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
Firefox (version 40 or later)
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5
FLOOD RE BORDEREAUX PROCESS OVERVIEW
Diagram 1 provides an overview of the monthly cycle used to submit Underwriting and Claims Bordereaux.
5.1
Underwriting Bordereau (Diagram 1)
Each month the Participant will submit Underwriting Bordereaux to Flood Re using the following steps.
Prepare Underwriting
Bordereau
-
-
-
Add new risks to
Bordereau
Provide correct
address and FRid
for all risks
Notify MTAs,
cancellations and
Renewals
Specify
transactional
Premium
Submit to
Flood Re
Validate Bordereau
- Create .CSV or
.JSON format for
insurers
- Provide
appropriate file
naming
convention
- Submit to Flood
Re for validation
-
-
-
Validation
performed on
format/schema
Data in address
matched
Validation
performed on
business rules
Validation
performed on
Premium values
Confirm correct or
Request amendment
-
-
If format is correct,
pass validation
If not, insurer will be
advised of errors
If business rules are
correct, pass
validation
advised of specific
errors
Make Payment
- Once bordereau
has been
accepted, a single
transaction will be
created for each
bordereau and
payment
requested
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5.2
Claims Bordereau
This process is designed to mimic the underwriting Bordereau submission as familiarity within the system helps support Participants.
Prepare Claim
Bordereaux
-
-
-
Add new claim to
Bordereaux
Provide month end
snapshot of
position of all open
claims irrespective
of whether they
have moved or not
Request payment
on settled claims
Notify recoveries
received
Submit to
Flood Re
-
-
-
Create .CSV or
.JSON format
for insurers
Provide
appropriate file
naming
convention
Submit to
Flood Re for
validation
Validate Bordereau
-
-
-
Validation performed
on format/schema
Claims should be
properly referenced
to Policy
on business rules
on Claim values
Confirm correct or
Request amendment
-
-
If format is correct,
pass validation
advised of errors
If business rules are
correct, pass
validation
advised of specific
errors
Make Payment
-
Once bordereau
has been
accepted, a
single
transaction will
be created for
each bordereau
and payment
requested
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There are five major steps involved in the submission process, some of which will be familiar to
Participants who already use Bordereau reporting as part of their daily operation.
1. Prepare
Bordereaux
5. Premium
and/or Claim
payments
2. Submit
Bordereaux to
Flood Re
4. Flood Re
Confirm
acceptance
3. Flood Re
Validate
The End-to-End process is straightforward and consists of a few basic steps:
Steps
Description
1
The Participant will create monthly Bordereaux
2
The Bordereaux will be submitted to Flood Re electronically via Web Portal or
‘System-to-System’
3
Flood Re will validate the submission and electronically notify the Participant of any
errors in the submission with appropriate error codes.
 If all records within the Underwriting or Claims Bordereau are not 100%
validated, the file will be rejected
 The Participant then has the option of correcting the entries or removing and resubmitting the Bordereau
4
Once the Bordereaux has been validated the Participant will receive appropriate
confirmation
5
Flood Re request premium and/or settle claim reimbursement (or refund if
appropriate)
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6
FLOOD RE - MONTHLY SUBMISSION PROCESS
This section provides a basic understanding of the specific interactions involved in the Bordereaux
submission process. The process is set out in diagram 2 below.
Process Ref
Description
A
The process begins with the production of underwriting risks being ceded via the
underwriting Bordereau.
B
The Participant will create either a .CSV or .JSON file, which can be uploaded via
the Flood Re Web Portal.
C
There is also an option to submit Bordereaux ‘System-to-system’ process as
described in the Technical specification.
D
Following Bordereaux submission, the file will undergo technical and business
rules validation.
D1
Validation failures will generate feedback of error messages back to the
Participant and also to the Flood Re Service Desk.
E
Participant will receive appropriate confirmation of successful Bordereaux
validation and acceptance.
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7
BORDEREAU PREPARATION FOR MONTHLY SUBMISSION PROCESS
This document focuses on the preparation, submission and validation process which involves the
Participant preparing the Bordereau and submitting it to Flood Re. The process diagram above
illustrates two main methods of submitting Underwriting and Claims Bordereau; Web Portal or Web
Services. This section will help with the preparation of data to be used in both methods. It also
includes details of how to prepare .CSV and .JSON files for submission via Web services.
7.1
Preparing Underwriting and Claims Bordereaux
When preparing the Underwriting Bordereau, Participants are expected to provide a separate entry for
each transaction ceded to Flood Re. If multiple transaction for a risk are ceded within the same
month, we expect the transactions to appear in the correct order within the Bordereau. Submitting
them out of sequence will result in an error message.
The Claims Bordereau is a snapshot of all open claims and claims closed within the reporting period.
This includes all open claims whether or not the claim has been updated within the current reporting
month.
7.2
Bordereaux Submission Timing
All underwriting and claims Bordereaux should be submitted in monthly chronological order. The
Participant should be careful to submit Bordereaux promptly in order to ensure that the 120-day rule
(detailed below) is not enacted.
The Bordereau should be submitted and accepted by Flood Re before 23:45PM in order to be
validated on that day. Any submission accepted after that time will be treated as being submitted on
the following calendar day.
7.3
Claims Bordereau Submission Sequence
All Bordereau should be submitted in sequence so for example, we should not receive June 2015
Bordereau before May 2015. Once all Bordereaux versions within a month have been submitted and
the subsequent month has been processed, Participants cannot submit previous months.
For example, if May 2015 and June 2015 version 1 have been submitted; whilst Participants can
submit an additional version for the current month (e.g. June 2015 - version 2), they cannot submit any
further versions for May 2015.
7.4
Bordereaux Versioning
Participants can submit multiple versions of the underwriting Bordereau within the same month by
using the ‘Version’ field in the Bordereau to indicate the version being uploaded. Any subsequent
Bordereau, in the reporting month, will need to have their version number incremented to a higher
version than the one used previously up to a limit of 99 in any one month. Once accepted that version
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number will be confirmed. If a Bordereau is rejected then the version number has not been registered
and so the same version number can and should be re-used on the next submission.
If 10 Bordereau items were submitted as v1and 3 have been rejected, then the Participant opts to
submit the 7 valid items and they are accepted by Flood Re as v1. The remaining 3 items are
resubmitted as v2 once they have been corrected.
7.5
CSV and JSON Column Headers
When submitting Bordereau to Flood Re, users have the option of either submitting a .CSV or a
.JSON file via the Web Portal or via System-to-System.
To view the .CSV in Excel the ‘Column’ headers referred to contain the column names i.e. ‘DATE’ and
‘MONTH’ listed along the first line of the file as per image below.
.JSON and .CSV files both have Column/Field Name headers but are submitted differently. The .CSV
file is more versatile than .JSON because it can be submitted via the Web Portal with or without the
first row column headers in the file.
If the .CSV file is submitted without the header row, the columns must be ordered exactly as laid out in
the ‘Headers UWriting.csv’ and ‘Header Claims.csv’ file attached below.
The .JSON file definition can be found in the Technical Specification.
Headers
UWriting.csv
Headers Claims.csv
If the Bordereau is submitted using column headers, then the Participant must use the exact column
header spellings as contained in the ‘Headers UWriting.csv’ and ‘Header Claims.csv’ files above and
MUST use BLOCK CAPITALS.
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7.6
Bordereaux header data
‘Bordereaux headers’ are a sub-section of ‘Column headers’ mentioned above and work the same
way in both the Underwriting and Claims Bordereau. ‘Column Headers’ are split into two categories;

The ‘Bordereau’ header (a summary of transactions) and;

The ‘Risk detail’ header (list of transaction occurring within the period)
The purpose of the ‘Bordereaux’ header data is to summarise all Bordereau items in the Bordereau file
and are identified by being highlighted in BLUE in the (Underwriting Fields description) table below.
As the diagram above illustrates there is a typical one-to-many relationship between these two
categories of data. Normally when reporting Bordereau the ‘Bordereau header’ and the ‘Risk detail’
are two separate documents; one is a summary and the other listing the detail.
Due to Flood Re’s automated process, we have combined these into one file and simply repeated the
‘header’ values for each Risk ceded.
The ‘Bordereau header’ is made up of the first 10 fields in the Bordereau and every row of data should
have repeated values in these 10 fields (see data sample file below) and ‘Bordereau header’ values
highlighted in Yellow below.
Headers UWriting
with Sample.csv
Headers Claims with
Sample.csv
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The items highlighted in BLUE below are a sample of the ‘Risk detail’ section that captures the
specific details of the risk.
Page: 20 of 71
8
UNDERWRITING BORDEREAU – HIGH LEVEL GUIDANCE
This section provides field descriptions and gives guidance on the rules around how to produce the
Underwriting Bordereau. Specific detail about data types, field lengths etc. are contained in the
underwriting specification spreadsheet in the ‘Underwriting Bordereau v3’ document.
8.1
Material Transactions
The underwriting Bordereau file used by Participants to cede risks by recording and submitting all
material transactions to Flood Re. Flood Re have defined a material transaction as;
“Information which impacts or constitutes a change to any or all of the fields contained in the
Bordereaux”.
All data contained in a Bordereau should be for previously unreported transactions occurring up to and
including the current month.
8.2
Required Action and Reference data
There are mandatory, optional and conditional fields in the Bordereau. The conditional fields may
become mandatory depending on the type of submission being ceded.
Required Action
Action description
Mandatory (M)
A required field which cannot be left blank
Optional (O)
A field that should be populated if the information is available otherwise it
should be left blank.
Conditional (C)
A field that becomes mandatory only if other fields are filled in. The list of
these conditional fields and what makes them mandatory will be provided
in a subsequent table in 10.1 in this document
Reference Data
For many fields in the Bordereau, only specific table values can be used. Reference data tables can
be found in the ‘Underwriting Bordereau’ document.
If cases where Participants are unable to map their data to Flood Re’s Bordereau reference data items
then a ‘Not Defined’ / ‘Unknown’ option is available.
8.3
Policy Periods
All policies ceded to Flood Re must have a 12 month policy duration. If a Participant writes business
for periods shorter than this, the policy should be ceded for the full 12 months and then a Cancellation
should be submitted by the Participant once the policy expires.
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8.4
Best Practice for providing address fields
To maximise the success of submissions, the property addresses submitted in the Bordereau should
match those held on the Property Data Hub. To avoid address matching issues, best practise is for the
Participant to supply a valid FRid on the Bordereaux. Using the FRid will guarantee an address match
and avoid any address rejections.
If the Participant cannot supply the FRid then the Mandatory data should be supplied as accurately as
possible, the Mandatory fields are:

House No or House name

Address Line 1

Post Code
These fields are required as the minimum to base the address search on if the FRid is not supplied.
That way the chance of address matching is improved.
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9
UNDERWRITING FIELDS DESCRIPTIONS
This section gives guidance on populating the underwriting Bordereau and should be read in conjunction with ‘Underwriting Bordereau’ document.
As mentioned in Bordereaux header data the Bordereau is split into three categories;

The Bordereau header (a summary of transactions);

The ceded Risk detail (list of transaction occurring within the period)

The field header
The colour codes used to denote these values are highlighted in the key below.
Bordereau Header
Narrative
Ceded Risk Detail
Narrative
Participants may notice that the ‘Field Names’ differ slightly from the .CSV column header names, therefore the ‘Underwriting Bordereau’ lists field names and
all corresponding ‘Column header’ names along with various kinds of technical details such as data types, field formats, pick lists etc.
How to populate each field on the underwriting Bordereau is described below.
Field Name
Description
Required Notes
Actions
Bordereau header:
Bordereau Date
The Bordereau submission date
M
Bordereau header:
Bordereau Month
The Month the data in the Underwriting Bordereau relates
to. The value is case sensitive and can only contain one of
M
All data contained in a Bordereau should be for
transactions occurring up to and including the current
month under that month name. When re-submitting
Page: 23 of 71
Field Name
Description
the following: January, February, March, April, May, June,
July, August, September, October, November, December
Required Notes
Actions
rejected items from previous months, the current month
should still be used.
Bordereau header:
Bordereau Version
Participants can submit multiple versions of the underwriting M
Bordereau within the same month by using the ‘Version’
field in the Bordereau to indicate the version being
uploaded. Any subsequent Bordereau, in the reporting
month, will need to have their version number incremented.
Once accepted that version number will be confirmed.
The version number should always be 2 numeric
characters between 01 and up to 99.
Bordereau header:
Bordereau Type
States whether the Bordereau is Underwriting or Claims
Underwriting and Claims Bordereau must be submitted
separately
M
Value must always equal ‘1’ for underwriting and ‘2’ for
claims
Bordereau header:
Bordereau Line Count
The total number of transactions to be ceded (excluding
Bordereau header record) listed in the Bordereau for a
month and version.
M
Bordereau header:
Bordereau Total
Premium Payment
The sum of all 'Total Premium Payable' (detailed below)
listed in the Bordereau and ceded to Flood Re for this
month and version.
M
Bordereau header:
FR Insurers ID
The identifier (ID) supplied to the Participant responsible for M
submitting the Bordereau to Flood Re during the on
boarding phase.
This number will be supplied to the Participant during the
on-boarding process
Bordereau header:
Insurers Name
This must be the name of the Participant. If it is a Lloyd’s
member it should specify the Syndicate and Managing
Agent.
M
This field is limited to 30 characters
Bordereau header:
Insurer FCA Number
The Insurer's FCA Number
M
Or equivalent for passporting Insurer.
Page: 24 of 71
Field Name
Description
Required Notes
Actions
Bordereau header:
Flood Re Treaty
Reference Number
The Reinsurance Treaty Reference provided by Flood
Recovering the ceding period
O
Field Header:
Insurer Brand
An optional field that can be used by an insurer to further
identify the source of the ceded policy
O
Enter ‘Flood Re Reinsurance Treaty 2015 V1’ (this is
subject to change in the future)
When an insurer has multiple risks (i.e. a 2nd or holiday
home in addition to their primary property) on a single
household policy then each risk must be ceded to Flood
Re separately with its own unique policy reference
Field Header:
This will be the insurers own unique policy reference.
Insurer Policy Reference
M
Type of Policy
Transaction Ceded To
Flood Re
The type of transaction undertaken by the Insurer.
M
MTA Reason
If Type of Policy Transaction Ceded To Flood Re = MTA we C
require an MTA reason
Condition:
When ‘MTA’ is selected from ‘Type of Policy Transaction
Ceded to Flood Re’ then an item from the list of ‘MTA
Reasons’ must be selected.
The list of MTA reason codes are specified in Appendix B
– Underwriting Reference data
If MTA reason codes are unavailable then use the Not
Defined option. Please refer to Underwriting Scenarios
section for different MTA scenarios
Cancellation Reason
Code
Reason that the Participant cancelled the policy and where
applicable may give an indication that a return premium is
due or not
Condition:
When ‘CAN’ is selected from ‘Type of Policy Transaction
Ceded to Flood Re’ then an item from the list of
‘Cancellation Reason Codes’ must be selected
The list of CAN reason codes are specified in Appendix B
– Underwriting Reference data.
C
Page: 25 of 71
Field Name
Description
Required Notes
Actions
If the ‘CAN’ reason codes are unavailable then use ‘Not
Defined’. Please refer to Underwriting Scenarios section
for different CAN scenarios
Reinstatement Reason
Code
If the type of policy transaction notified is reinstatement, we
require a reason why the policy was previously cancelled
C
Date Cover Commences This date will contain the ‘Policy Term Effective Start Date’.
If the risk is submitted to Flood Re 121 days or more past
the ‘Policy Transaction Effective Start Date’ then use the
date submitted to Flood Re.
M
Policy Term Effective
Start Date
The term start date for the underlying home insurance
policy.
M
End Date
The term end date of the underlying home Insurance policy
M
Policy Transaction
Effective Start Date
The start date for the transaction identified on the
Bordereau.
M
Policy Transaction
Sequence Number
A sequence number that is incremental during the life of the M
policy. This will be helpful when submitting an error file back
to ensure the latest policy transaction sequence is applied
in case error file is processed outside of the main monthly
file. Earliest historical record should be set to 001. A rising
number is required but this does not have to be sequential
as Participants may have an MTA that is not ceded to Flood
Re; as only material changes are of interest.
Condition:
When ‘RIN’ is selected from ‘Type of Policy Transaction
Ceded to Flood Re’ then an item from the list of
‘Reinstatement Reason Codes’ must be selected
The list of RIN reason codes are specified in Appendix B –
Underwriting Reference data.
If the RIN reason codes are unavailable then use ‘Not
Defined’. Please refer to Underwriting Scenarios section
8.5 for different RIN scenarios.
If the transaction is an MTA then this will be the effective
date of the MTA
Where multiple transactions for one risk are submitted
within a file, we expect those transactions to be reported in
the correct order. The transaction sequence number must
be sequential within the file.
Page: 26 of 71
Field Name
Description
FRid (Flood Re ID)
The Flood Re unique identifier of "FRid" has been created
O
by Flood Re for all of the 30 million UK residential
properties and is stored on the online and offline version of
the Property Data Hub. This unique field is a UUID, UUID is
represented by 32 lowercase hexadecimal digits, displayed
in five groups separated by hyphens, in the form 8-4-4-4-12
for a total of 36 characters (32 alphanumeric characters and
four hyphens).
It is highly recommended that Participants populate this
field as this guarantees address matching.
Number Of Units
Default is 1. When a number of leasehold flats (in a single
location i.e. block) are covered on one policy (max 3) then
this field should be updated and the repeating address
fields below completed.
Unit 1 must always be the address of the freeholder.
M
The block should have a maximum of 3 units. For
avoidance of doubt premium is calculated solely on the
freeholder address.
Unit 1. House Number
Insured 'House Number', this field is optional but at least
one of either 'House number' or 'House Name' must be
filled in.
C
Condition:
This field becomes Mandatory if ‘House Name’ is not
provided. At least ‘House Number’ or ‘House Name’ must
be filled in
Unit 1. House Name
Insured House Name, this field is optional but at least one
C
of either 'House number' or 'House name' must be filled in.
Condition:
This field becomes Mandatory if ‘House Number’ is not
filled in. At least ‘House Number’ or ‘House Name’ must be
provided
Unit 1. If Flat Provide
Floor/Level
Floor level if property is a flat, valid values from -1 to 99.
O
This rule assumes that most locations will be from ground
level upwards.
Unit 1. Address Line 1
Address line 1 - This is the first line of the address
M
Address line 2
O
Address line 3
O
Unit 1. Post Code
Post Code
M
Required Notes
Actions
Should the property address change due to an MTA with a
reason code of MNA (move to new address) then the FRid
for the new property should be provided.
Page: 27 of 71
Field Name
Description
Required Notes
Actions
Unit 1. Eligibility
Category
Council / Property tax band. If 'Property Use' = M (multiple)
then the 'Property tax band' is that of the freeholder.
Note that for Northern Ireland the value in this field must be
between 1-8.
England and Scotland A - H.
Wales A - I.
M
Unit 2. Address
The address is for a unit or flat located within a block and
therefore should contain the same address as Unit 1 with a
changed ‘House number’ or ‘House Name’.
C
The fields for Unit 2 should only be populated if a location
for Unit 1 is entered.
Unit 3. Address
The address is for a unit or flat located within a block and
therefore should contain the same address as Unit 1 with a
changed ‘House number’ or ‘House Name’.
C
The fields for Unit 3 should only be populated if locations
for Unit 1 and Unit 2 are entered.
Eligibility Derivation
To denote if the tax band was obtained from the FR
Property Tax Table or other source
M
Eligibility Period
Indicator
If the property is built pre 2009 the field value is Y, if not the M
value is N
Property Type
House, Flat etc. the type of building that is to be insured
M
As per reference data in Appendix B
Property Use
Describes the use of residential property. If this is a
secondary or holiday home this needs to be a separate
policy.
M
When an insurer has multiple risks (i.e. a 2nd or holiday
home in addition to their primary property) on a single
household policy then each risk must be ceded to Flood
Re with its own unique policy reference. As per reference
data in Appendix B
Number of Storeys in
the Property
This field will capture the number of storeys in the property.
It applies to all property types, excluding basement. If
storeys not known 0 may be entered or left blank.
O
Resilience Work
Has any work been taken out on the property to protect
against flooding, if unknown (U) may be entered or left
blank
O
Page: 28 of 71
Field Name
Description
Basement
This field will capture whether the property has a basement. O
If Basement Confirm
Usage
If the property has a basement, this field will capture its
usage
If Basement Confirm
Level Of Flood
Protection
Required Notes
Actions
C
O
Please default to ‘U’ if unknown
Number of Bedrooms
The number of bedrooms within the property insured.
Where there are multiple units, this will reflect the total
number of bedrooms in all units
Used to validate / audit Participant sum insured limits.
O
If the Participant wishes to indicate unknown for this field
then a Zero ‘0’ should be used.
A zero can also be used to indicate a Studio Flat.
Wall Construction
What materials are used in the 'Wall Construction’?
M
Roof Construction
What materials are used in the 'Roof Construction’?
M
Buildings Coverage
Type
Cover is included for Buildings. If the risk covers Buildings,
then the value in this field is 'BLD'.
O
If the risk ceded pertains to buildings then the field
‘Building Coverage type’ is not optional and must contain
the value ‘BLD’ if it does not and any of the below Building
fields are filled in, this line will be rejected with an error.
Building Policy Sum
Blanket Limit
Blanket limit set by the Participant.
C
Building Specific Sum
Insured
Declared by Policyholder
C
Rebuilding Cost
This value is a true representation of the risk
C
If the ‘Building Coverage Type’ value is equal to ‘BLD’,
then at least one of the following three data items must
contain a value > 0:
-Building Policy Sum Blanket Limit
-Building Specific Sum Insured
-Rebuilding Cost
If the Participant is unable to supply data for the remaining
fields above a default value of zero "0" must be entered.
Data may be contained in more than 1 of these fields.
Zero amounts must also be entered where no other values
exist.
Page: 29 of 71
Field Name
Description
Required Notes
Actions
Rebuilding Basis
Indicator
How was the 'Rebuilding Cost' derived
C
Building Transaction
Rating Date
The date on which the rating of Building cover is based.
C
This will determine which version of 'Flood Re Property Tax
Premium' table is used.
Condition:
If ‘Buildings Coverage Type’ is equal to ‘BLD’ then this
field becomes Mandatory
Buildings Excess
Amount
Insurer Buildings Excess amount
Numeric only. Please do not supply currency symbols or
comma separation. A value of zero ‘0’ is permissible.
C
Condition:
Required if Rebuilding Cost is populated. As per reference
data in Appendix B
Condition:
In case of a combined policy excess split excess equally
between buildings and contents.
Buildings New Annual
Premium
Flood Re annual Buildings cover premium linked to tax
band
C
comma separation.
For NBS and REN transactions this should match both the
premium in the Premium Lookup Table and that on the
Bordereau in ‘Buildings Transaction Premium’.
Condition:
field becomes Mandatory.
Buildings Transaction
Premium
This field contains the amount payable (Original, Additional
or Return premium - positive or negative) for that
transaction purely related to Buildings cover.
C
comma separation.
Bordereau in Buildings New Annual Premium.
Page: 30 of 71
Field Name
Description
Required Notes
Actions
Condition:
Building Alternative
Accommodation Limit
This is the limit amount of alternative accommodation costs
as a monetary value. If this value is unlimited or a
percentage of Sum Insured then the insurer must translate
to a monetary value.
C
Numeric only - please do not supply currency symbols or
comma separation. A value of zero "0" is permissible.
Condition:
If an insurer offers unlimited cover put in 9999999
Contents Coverage
Type
States that cover is included for Contents. If the risk covers
Contents, then the value in this field is 'CNT'.
O
If the risk ceded has more than 1 unit then Contents cover
cannot be provided and this field should be left blank.
High Value Fine Art
Items Insured on
Original Policy
High Value Fine Art items are defined here as a single fine
art item worth or valued at more than £25,000
O
If high value art items are insured use Y, otherwise use N
Contents Blanket Sum
Insured
Blanket limit set by the Insurer
C
Contents Actual Sum
Insured
This value of the contents covered, declared by the
policyholder
C
Condition:
If the Contents coverage type value is equal to ‘CNT’, then
at least one of the following two data items must be
contain a value > 0:
- Contents blanket sum insured
- Contents actual sum insured
If the Insurer is unable to supply data for the remaining
item above a default value of zero "0" may be entered.
Contents Transaction
Rating Date
The date on which the rating of Contents cover is based.
C
This will determine which version of 'Flood Re Property Tax
Premium' table is used.
Condition:
If ‘Contents Coverage Type’ is equal to ‘CNT’ then this
Page: 31 of 71
Field Name
Description
Required Notes
Actions
Contents Excess
Amount
Insurer Contents Excess amount
C
Condition:
In case of a combined policy excess split excess equally
between buildings and contents.
Contents New Annual
Premium
Flood Re annual Contents cover premium linked to tax
band
C
Condition:
Premium
This field contains the amount payable (Original, Additional
or Return premium - positive or negative) for that
transaction purely related to Contents cover.
C
Bordereau in Contents New Annual Premium.
Condition:
Contents Alternative
Accommodation Limit
This is the limit amount of alternative accommodation costs
as a monetary value. If the value is unlimited or a
percentage of Sum Insured then the Participant must
translate to a monetary value.
C
Condition:
If an insurer offers unlimited cover put in 9999999
Page: 32 of 71
9.1
Rating risks and change of annual rates
Each year Flood Re will issue a new Premium rating table with rates for Building, Contents and
Combined risks for England and Scotland, Wales and Northern Ireland (see below). These
rates will be published each April and will attach to risks written in the respective year.
Therefore, if a risk is ceded in January 2016 then the rates for 2015 (1st April 2015 – 31st March
2016) will apply.
If the risk ceded in January 2016 was Buildings only, then in May 2016 (after the rate change)
Contents is added, then the contents section should be rated using the current 2016 rating
table. All additional transactions made to the Contents section will use the 2016 rates.
Table 1
Household Premises in England and Scotland
Valuation Band
Combined Policy
Buildings policy
Contents policy
A
£210
£132
£78
B
£210
£132
£78
C
£246
£148
£98
D
£276
£168
£108
E
£330
£199
£131
F
£408
£260
£148
G
£540
£334
£206
H
£1200
£800
£400
Table 2
Household Premises in Wales
Valuation Band
Combined Policy
Buildings policy
Contents policy
A
£210
£132
£78
B
£210
£132
£78
C
£210
£132
£78
D
£246
£148
£98
E
£276
£168
£108
F
£330
£199
£131
G
£408
£260
£148
H
£540
£334
£206
I
£1200
£800
£400
Page: 33 of 71
Table 3
Household Premises in Northern Ireland
Flood Re category
Combined Policy
Buildings policy
Contents policy
1
£210
£132
£78
2
£210
£132
£78
3
£246
£148
£98
4
£276
£168
£108
5
£330
£199
£131
6
£408
£260
£148
7
£540
£334
£206
8
£1200
£800
£400
For the purposes of Table 3 above, the Flood Re categories are defined as follows:
Values of Properties at 1st January 2005
9.2
Flood Re Category
Values not exceeding £72,500
1
Values exceeding £72,500 but not exceeding £92,500
2
3
4
5
6
7
Values exceeding £450,000
8
Restating Cover for transactions
When submitting additional transactions for an existing policy, the ‘Original Premium’ (premium
first charged for section) must be restating in the ‘Buildings New Annual Premium’ and/or
‘Contents New Annual Premium’ section(s). Unless either;

The additional transaction relates to a change of address which holds a different eligibility
category

The additional transaction occurs subsequent to an increase in premium rates and the
transaction requires reference to the premium table.
If there is no additional or return premium applicable to the section, the ‘Buildings Transactional
Premium’ and/or ‘Contents Transactional Premium’ should contain a zero.
Page: 34 of 71
10
HOW TO RECORD UNDERWRITING TRANSACTIONS
This section sets out the rules for recording the transactions that should appear on an
underwriting Bordereau. Please refer to the Flood Re Technical Specification; Property Data
Hub & Bordereau and Additional Services for a more technical specification.
For each of the transaction types, key fields will be highlighted in the following sections for each
scenario. The full Bordereau is not explained each time but scenario examples are provided in
the Appendix A – Bordereau Scenarios, which can be used as an additional guide.
Please note that the sections below will not list all fields that are required for each transaction
as this information can be determined from the Bordereau Fields section above. Instead, there
will be an explanation of how certain fields need to be populated for the specific transaction.
Page: 35 of 71
10.1 New Business (NBS)
Purpose:
To advise of a new 12 month policy and premium that is to be ceded to Flood Re.
Transaction information:
All premiums are determined using the eligibility criteria annual premium lookup table (Council
Tax band or equivalent) to identify the correct premium for the property.
NBS Key Fields
Notes
Date Cover
Commences
These fields should all contain the same date for a New Business
transaction
Start Date
Policy Transaction
Building Policy Sum
Blanket Limit
Building specific Sum
Insured
Rebuilding Cost
If the building coverage type value is equal to ‘BLD’, then at least one
of these data items must contain a value > 0.
If the Participant is unable to supply data for the remaining items
above a default value of zero "0" should be recorded.
Rebuilding Basis
Indicator
Should be completed if a value is recorded in the Rebuilding Cost
field.
Premium
Record the full annual premium for a Flood Re buildings premium for
the appropriate eligibility category.
Premium
Insured
If the contents coverage type value is equal to ‘CNT’, then at least
one of these data items must contain a value > 0.
Contents Actual Sum
Insured
If the Participant is unable to supply data for the other item above a
default value of zero "0" should be recorded.
Contents New Annual
Premium
Record the full annual premium for a Flood Re contents premium for
Premium
Record the full annual premium value for adding the contents section
for the appropriate eligibility category.
Total Premium
Payable
Should be the sum of Buildings Transaction Premium and Contents
Transaction Premium
Page: 36 of 71
Key points

NBS transactions should be used when a new policy is taken up with a Participant and the
property is eligible to be ceded with Flood Re.

NBS transactions should not be used to declare policies that are in force for unceded
properties. However, on change of address if an insurer determines that the risk should be
ceded to FR the MTA code should be used. In addition, the policy term effective start date
should reflect the start date of the underlying policy. For clarification in this scenario an
MTA with a reason code of MNA (Move to New Address) should be used for the initial
transaction.

Where only one section of cover is ceded all fields related to the other section must be left
blank.
10.2 Mid-Term Adjustments (MTAs) that materially affect the policy premium:
Purpose:
To provide Flood Re with changes to a previously ceded policy which materially affect the
premium. These changes must be declared using the MTA transaction type and a relevant
reason code from the following list:
Key
Description
MNA
New Address
MAD
Addition or Deletion of Sections
The MTA process always involves reversing out the original premium and applying 100% of the
new premium (Pro-Rata). All premiums will be rounded up or down: 0-5 down, 6-9 up. Whilst
the process involves two separate calculations, the new transactional premium will reflect the
net position and will be represented by a single entry in the underwriting Bordereau.
Participants will calculate their own MTA values, and the system will validate these. MTA
examples can be found in Calculations of Pro-Rata Premium
The following assumptions apply to how the Managing Agent will process MTAs:

If the ‘New Address’ has been selected as the ‘MTA Reason’ then the premium calculation
will refer to both the original and the new corresponding address

If the MTA relates to a single section then the calculation will be applied to just the premium
for that section
Page: 37 of 71

If the policy existed previously but had not been ceded to Flood Re which has resulted in
the policy reference not existing in the Flood Re system, then this line is rejected unless the
Participant supplies a MTA reason code of ‘MNA’ (Change of Address). If the Participant
cannot supply the MTA reason code and they believe this risk should be ceded, they
should follow the exception process and contact the Service Desk

Throughout the calculation within each scenario, Participants should note where 'Policy
Term' is noted, this will refer to the number of days between the 'Policy Term Effective Start
Date' and the 'Policy Term Effective End Date'

Throughout the calculation, within each scenario, Participants should also note that where
MTA date is used this is the ‘Policy Transaction Effective Start Date’ from the Bordereaux

When performing the MTA calculation you should always refer to the current annual
premium look-up table.

All policy transactions must be processed and submitted in the right policy transaction
sequence.
10.3 Adding/Deleting Sections (MAD)
This MTA reason code should be used to add or remove a Buildings or Contents section
to/from an existing policy.
Adding a section:
When adding a section to the policy, either the Buildings Coverage Type field or the Contents
Coverage Type fields should be populated with the relevant indicator value (“BLD or “CNT”).
This will trigger the conditional required fields for the appropriate sections:
Transaction information
For Buildings cover:
BLD Fields
Notes
Building Policy Sum
Blanket Limit
If the building coverage type value is equal to ‘BLD’, then at least one
of these data items must contain a value > 0.
Insured
Rebuilding Cost
If the Participant is unable to supply data for the remaining item
Premium
Premium
Record the pro-rata premium value for adding or removing the
buildings section for the remainder of the policy term.
For Contents cover:
Page: 38 of 71
CNT Fields
Notes
Insured
If the contents coverage type value is equal to ‘CNT’, then at least
Contents Actual Sum
Insured
Contents New Annual
Premium
Record the full annual premium for a Flood Re contents premium for
Premium
Record the pro-rata premium value for adding or removing the
contents section for the remainder of the policy term.
10.4 Move to New Address (MNA)
This section covers the use of the MNA reason code when a ceded policyholder moves from
one address to another that is eligible for Flood Re cover.
Transaction Information
Updating the Address Info:
The Participant should provide a transaction to advise of the new address details only:
Address Fields
Notes
FRid (Flood Re ID)
Each property has a unique FRid so when a policyholder moves
address the new FRid should be quoted (if known) otherwise a
breakdown of the address details.
The existing FRid for the policy must not be provided.
House Number
Provide details for each of the units for the new address
House Name
If Flat Provide
Floor/Level
Address Line 1
Address Line 2
Address Line 3
Post Code
Eligibility Category
In addition to the address-specific fields, the MNA declaration should provide the risk values
and transactional premium details:
Transaction Fields
Notes
Buildings Policy Sum
Blanket Limit
For Buildings cover, at least one of these three data items should
contain a value > 0.
Insured
Rebuilding Cost
If the Participant is unable to supply data for the remaining items
Page: 39 of 71
Premium
the appropriate eligibility category relating to the new address.
Premium
Record the pro-rata premium value for the new property for the
remainder of the policy term.
Insured
If the Contents coverage type value is equal to ‘CNT’, then at least
Contents Actual Sum
Insured
Contents New Annual
Premium
Record the full Flood Re contents premium for the appropriate
eligibility category relating to the new address.
Premium
Record the pro-rata premium value for the new property for the
Total Premium
Payable
Total premium to be collected or refunded for the transaction.
Key points

When the MTA relates to a single section then the calculation will be applied to just the
premium for that section

Adding a section to a policy will require additional premium to be paid. Deleting a section
from a policy will require premium to be returned.

It is possible that when a policyholder moves to a new address they also add or remove a
section to the policy. In these circumstances the Participant must provide a single
transaction on a Bordereau for the MNA and include/remove the appropriate section
details/premium along with the new address information.

When a policyholder moves to a new address then the change of eligibility category or a
move after a premium rate increase, will determine if there should be additional premium or
returned premium due. It is also possible that there will be no premium change as the
eligibility category may remain the same. In this case the transaction premium should be
supplied as ‘0’.

All policy transactions must be processed in the right policy transaction sequence.

If the Participant is unable to specify the MTA reason code, MND (Not Defined) must be
used.
Page: 40 of 71
10.5 Mid-Term Adjustments that DO NOT materially affect the policy premium
Purpose:
To provide Flood Re with changes to a previously ceded policy for information only purposes
and which will not materially affect the premium. These changes must be declared using the
MTA transaction type and a relevant reason code from the following list:
Key
Description
MAA
Change to Alternative Accommodation Limit
MCB
Change to Building Sum Insured
MCC
Change to Contents Sum Insured
When submitting transactions that do not affect the policy premium the original policy details
should be supplied but the fields shown in the table below should be updated:
MTA Transaction
Reason Code
Notes
MAA
Provide updated values for at least one of the following:
MCB
MCC

Building Alternative Accommodation Limit

Contents Alternative Accommodation Limit

Building Policy Blanket Sum insured

Building Specific Sum Insured

Contents Blanket Sum insured

Contents Actual Sum Insured
Key points

The New Annual Premium fields for the relevant sections should be restated as per the
original transaction.

The Transaction Premium fields should have ‘0’ values as the transaction is not changing
the premium for the policy.

For the avoidance of doubt an insurer does not need to send a MTA to Flood Re when
there is no change to any of the Flood Re Bordereau fields. For example, when an insurer
processes a MTA for a policyholder name change.

All policy transactions must be processed in the right policy transaction sequence.
Page: 41 of 71

If one of the specific codes above is selected then only the changes defined can be made
within that transaction. For example, by selecting MAA you can only update an Alternative
Accommodation Limit. If you also attempt to update other data within the line, the
transaction will fail.

If you wish to submit multiple changes within a single MTA transaction, then the Non
Defined MND code must be selected.

If the Participant is unable to specify the MTA Reason Code, the Non Defined MND code
should be used.
10.6 Mid-Term Adjustments to cede a policy mid-term
Purpose
To define when a previously unceded policy can be ceded to Flood Re at MTA.
Transaction information
Address and transaction information should be provided as outlined above in the MNA section,
however, the Bordereau dates need to be provided in the following manner:
Date Fields
Notes
Date Cover
Commences
This should be the date that the MTA is applied
Start Date
This is the policy term effective start date of the underlying insurer
policy
End Date
This is the policy term effective end date of the underlying insurer
policy
Policy Transaction
This is the date that the new risk comes on cover with Flood Re
Key Points:

For this scenario the policy must not have previously been ceded to Flood Re.
Page: 42 of 71
10.7 Renewal Transaction (REN)
Purpose
A Renewal transaction should be used when ceding a policy that an insurer is renewing with
their original insured. This is not an indication of a renewed ceding with Flood Re. i.e. this
category could be used for ceding a policy to Flood Re for the first time.
The ‘REN’ transaction should be declared in the same way as a New Business transaction.
Key Points:

When a policy is renewed where possible the insurer should try to use the existing policy
reference to renew and simply adjust the Policy Term Effective Start and End Date.
10.8 Void from Inception (VFI)
Purpose
‘Void From Inception’ transactions are to be used for situations where a policy is cancelled
when misrepresentation has been discovered. The VFI transaction together with the
Cancellation Reasons codes (MCN or MCP) indicates to Flood Re whether or not a full refund
of the 12 month premium is due.
Field
Notes
Policy Transaction
Policy Transaction Effective Start Date for the cancellation
Premium
Should be set to the original premium
Premium
Record the full buildings premium value for the eligibility category, but
as a negative value to represent a Returned Premium where MCP
has been selected or record ‘0’ when MCN applied.
Contents New Annual
Premium
Should be set to the original premium
Premium
Record the full contents premium value for the eligibility category, but
as a negative value to represent a Returned Premium where MCP
has been selected or record ‘0’ when MCN applied.
Total Premium
Payable
Total premium to be refunded for the transaction.
Cancellation Reason
Select a reason for the VFI either MCN or MCP
Page: 43 of 71
Key Points:

VFI transactions can only be declared for a policy ceded using an NBS or REN transaction
where the policy has had no subsequent transactions, such as an MTA, declared.

VFI transactions may result in no premium being refunded in circumstances where the
Participant voids the policy due to misrepresentation by the policyholder.

Two codes apply for void from inception transactions; MCN and MCP and these should be
filled in under the ‘Cancellation Reason’ field. If any other code is selected, the line will be
rejected.
10.9 Cancellations (CAN)
Cancellation should be used to cancel an entire policy transaction and must be accompanied
by the relevant Cancellation Reason Code as per Appendix B. The cancellation transaction
should be used to advise Flood Re that a policy is cancelling early and that a return premium
should be paid. The returned premium amount should be determined using the standard
method for calculation of pro-rata premiums. However, in a scenario where a claim has been
made against the policy then no refund will be paid for that term.
Key Fields
Field
Notes
Policy Transaction
Should be the date that the policy is cancelled.
Premium
If applicable, should be set to the original premium
Premium
If applicable, record the pro-rata returned premium as a negative
value.
Contents New Annual
Premium
If applicable, should be set to the original premium
Premium
If applicable, record the pro-rata returned premium as a negative
value.
Total Premium
Payable
Total premium to be refunded for the transaction.
Cancellation Reason
Select from option of cancellation reasons in ‘Underwriting
Bordereaux’ document.
Key Points:

Cancellation transactions apply to all sections of an active policy, so if a policy has both
buildings and contents cover then the cancellation will apply to both.
Page: 44 of 71
10.10 Reinstatements (RIN)
Reinstatements should be used to reverse a cancellation transaction and must be
accompanied by the relevant Reinstatement Reason Code as per Appendix B.
Key Fields for this transaction:
Field
Notes
Policy Transaction
Should be the date that the policy was cancelled as the reinstatement
should apply from that date.
Premium
If applicable, record the full annual premium for Buildings recorded on
the original policy and at the time of cancellation.
Premium
If applicable, record the buildings pro-rata premium – this should be a
reversal of the cancellation transaction previously submitted.
Contents New Annual
Premium
If applicable, record the full annual premium for Contents recorded on
the original policy and at the time of cancellation.
Premium
If applicable, record the contents pro-rata premium – this should be a
reversal of the cancellation transaction previously submitted.
Total Premium
Payable
Total premium for the transaction.
Reinstatement Reason
Select from option of cancellation reasons in ‘Underwriting
Bordereaux’ document
Key Points:

Reinstatements can only be used to reverse a cancellation and the policy must be on the
same terms.

It is not possible to submit a Reinstatement in order to reverse a VFI.

If the policy has been cancelled there should be no other transaction between cancelling
and reinstating.
Page: 45 of 71
11
USEFUL UNDERWRITING INFORMATION
This section provides additional information that is relevant to providing the Bordereau data in a
range of scenarios.
11.1 Calculation of Pro-Rata Premiums
A standard process should be used when calculating the premium value for transactions that
generate additional or returned premium;
1. Refund the entire premium from previous transactions
2. Calculate the pro-rata premiums to be applied for each of the separate periods within the
policy term
3. Sum the results from steps 1 and 2 in order to determine the premium for the transaction
With regard to step two above, the standard method for calculating a pro-rata premium is as
follows:
Premium for Eligibility Category * Pro-Rata Number of Days / Total Days in Policy Term
Below are some illustrations of how to use this process in order to calculate transaction values
for pro-rata premiums in a variety of situations.
Page: 46 of 71
11.2 Example 1: Mid Term Adjustment – Change in Eligibility Category
In this example a policy running from 01/01 – 31/12 has been ceded to Flood Re for combined
building and contents cover on a category A property. Annual Premiums for this eligibility
category are £132 for buildings and £78 for contents, resulting in a combined annual premium
of £210 (£132 + £78).
The original NBS transaction has the following key fields:
Type of Policy Policy Term
Transaction
Effective Start
Ceded to Flood Date
Re
Policy Term
Effective End
Date
Policy
Transaction
Effective Start
Date
Buildings New Buildings
Annual
Transaction
Premium
Premium
Contents
Contents
New Annual Transaction
Premium
Premium
NBS
31/12/2016
01/01/2016
132
78
01/01/2016
132
78
An MTA for a change in eligibility to category C is received which is effective from 01/05. The
premium for category C property is £148 for buildings and £98 for contents.
Step 1
The first step for calculating the pro-rata premium for the MTA is to refund the entire premium.
Buildings Transaction Premium = -132
Contents Transaction Premium = -78
Step 2
The next step is to calculate the premium for the individually priced periods within the policy
term.
The Category A Premium is applied from 01/01 – 30/04, a period of 120 days.
Cat A Buildings Transaction Premium = 132 * 120/365 = 43.40
Cat A Contents Transaction Premium = 78 * 120/365 = 25.64
The Category C Premium is applied from 01/05 – 31/12, a period of 245 days.
Cat C Buildings Transaction Premium = 148 * 245/365 = 99.34
Cat C Contents Transaction Premium = 98 * 245/365 = 65.78
Step 3
The final step in the process is to sum the results from steps 1 and 2 in order to calculate the
additional or returned premium due.
Buildings Transaction Premium = -132 + 43.40 + 99.34 = 10.74
Contents Transaction Premium = -78 + 25.64 + 65.78 = 13.42
Page: 47 of 71
The key fields for the MTA transaction are as follows:
Type of
Policy
Transaction
Ceded to
Flood Re
MTA/MAD
Policy Term
Effective Start
Date
Policy Term Policy
Effective End Transaction
Date
Effective
Start Date
Buildings
New
Annual
Premium
Buildings
Transaction
Premium
Contents
New
Annual
Premium
Contents
Transaction
Premium
01/01/2016
31/12/2016
148
10.74
98
13.42
01/05/2016
11.3 Example 2: Mid Term Adjustment – Change in Eligibility Category for a previously unceded policy
This example illustrates how to calculate the premium for a policy that is ceded mid-term due to
a change in circumstances making the policy eligible for Flood Re cover. The policy runs from
01/01 – 31/12 and on 01/05 an MTA is received because the policyholder has moved to a
property that is eligible in category C. Category C premiums are £148 for buildings and £98 for
contents.
There will not have been a previous NBS transaction for the risk but the same steps apply in
calculating the pro-rata premium.
Step 1
The first step for calculating the pro-rata premium for the MTA is to refund the entire premium.
Buildings Transaction Premium = 0
Contents Transaction Premium = 0
Step 2
term. In this case it is only once the MTA is applied that the policy has premium.
The Category C Premium is applied from 01/05 – 31/12, a period of 245 days.
Step 3
Buildings Transaction Premium = 0 + 99.34 = 99.34
Contents Transaction Premium = 0 + 65.78 = 65.78
Page: 48 of 71
Type of Policy
Transaction
Ceded to
Flood Re
MTA/MNA
Policy Term Policy Term Policy
Effective Start Effective End Transaction
Date
Date
Effective
Start Date
01/01/2015
31/12/2015 01/05/2015
Buildings
Buildings
Contents
New Annual Transaction New Annual
Premium
Premium
Premium
Contents
Transaction
Premium
148
65.78
99.34
98
11.4 Example 3: Mid Term Adjustment – Change in Eligibility Category followed by removal
of Contents Cover
In this example a policy running from 01/01 – 31/12 has been ceded to Flood Re for combined
building and contents cover on a category A property. Annual Premiums for this eligibility
category are £132 for buildings and £78 for contents, resulting in a combined annual premium
of £210 (£132+ £78.) On 01/05 an MTA is applied which changes the eligibility category from A
to C. A subsequent MTA is applied on 01/11, which removes the contents cover for the
This scenario follows on from example 1 so please refer above for details on how to calculate
the premium for the change in eligibility. To recap, the key fields for the NBS and MTA would
appear on the Bordereau as follows:
Type of Policy
Transaction
Ceded to
Flood Re
NBS
MTA/MAD
Policy Term
Effective Start
Date
01/01/2015
01/01/2015
Policy Term Policy
Date
Effective Start
Date
31/12/2015 01/01/2015
31/12/2015 01/05/2015
Buildings
Buildings Contents
New Annual Transactio New
Premium
n Premium Annual
Premium
132
132
78
148
10.74
98
Contents
Transaction
Premium
78
13.42
When the contents cover is subsequently removed on 01/11 then an MTA should be submitted
on the Bordereau. The standard process should be used in order to calculate the transactional
value for the contents cover.
Step 1
Refund the entire contents premium
Contents Transaction Premium = -78 + -13.42 = -91.42
Step 2
The next step is to calculate the contents premium for the individually priced periods within the
policy term.
The Category C Premium is now applied from 01/05 – 31/10, a period of 184 days.
Page: 49 of 71
There is no contents cover from 01/11 onwards.
Step 3
Contents Transaction Premium = -91.42 + 25.64 + 49.40 = -16.38
Type of
Policy
Transaction
Ceded to
Flood Re
MTA/MAD
Policy
Term
Effective
Start Date
Policy
Term
Effective
End Date
Policy
Transaction
Effective
Start Date
Buildings
New
Annual
Premium
Buildings
Transaction
Premium
Contents
New
Annual
Premium
Contents
Transaction
Premium
01/01/2015
31/12/2015
01/05/2015
148
0
98
-16.38
11.5 Example 4: Mid Term Adjustments – Change in Eligibility Category followed by removal
of Contents Cover, and then Cancellation
This scenario further builds on the previous example in which a ceded policy is running from
01/01 – 31/12 and has MTAs applied on 01/05, to change eligibility category, and 01/11, to
remove the contents cover for the remainder of the policy term. This example sets out the
calculations required to apply a cancellation to the policy as at 01/12.
Please refer to Examples 1 and 3 for details on changing the eligibility or removing the contents
cover. To recap, the Bordereau transactions for the NBS and two MTA transactions were:
Type of Policy
Transaction
Ceded to Flood
Re
NBS
MTA/MAD
MTA/MAD
Policy Term Policy Term Policy
Effective
Start Date Date
Effective Start
Date
01/01/2015 31/12/2015
01/01/2015
01/01/2015 31/12/2015
01/05/2015
01/01/2015 31/12/2015
01/05/2015
Buildings
Buildings Contents
New Annual Transactio New
Premium
n Premium Annual
Premium
132
132
78
148
10.74
98
148
0
98
Contents
Transactio
n Premium
78
13.42
-16.38
The cancellation of the entire policy takes effect from 01/12, which is after the contents cover
has already been removed. As before, the standard steps should be followed in order to
generate the transactional premium values.
Step 1
Refund entire premium.
Buildings Transaction Premium = -132 + -10.74 = -142.74
Contents Transaction Premium = -78 + -13.42 + 16.38 = -75.04
Page: 50 of 71
Step 2
term.
Buildings Premium
Cat A Buildings Transaction Premium = 132 * 120/365 = 43.40
There is no buildings cover from 01/12 onwards.
Contents Premium
There is no contents cover from 01/11 onwards.
Step 3
Buildings Transaction Premium = -142.74 + 43.40 + 86.77 = -12.57
Contents Transaction Premium = -75.04 + 25.64 + 49.40 = 0
The key fields for the Cancellation transaction are as follows:
Type of
Policy
Transaction
Ceded to
Flood Re
CAN
Policy Term
Effective Start
Date
Policy Term Policy
Date
Effective
Start Date
Buildings
New
Annual
Premium
Buildings
Contents
Transaction New
Premium
Annual
Premium
Contents
Transaction
Premium
01/01/2015
31/12/2015
148
-12.57
0
01/12/2015
98
Page: 51 of 71
12
HOW TO RECORD CLAIMS TRANSACTIONS
Like underwriting there are various steps that the Participant must undertake to correctly
prepare the Bordereau. This section provides an understanding of how to create, populate and
validate the Claims Bordereau.
12.1 Claims Restatement Completion
Whilst the underwriting Bordereau is transactional, the claims Bordereau should be provided on
a restatement basis.
The Claims Bordereau must contain a month end snapshot of all new and existing open claims
and in addition all claims which have been closed during the relevant reporting period.
Unlike submission of the monthly Underwriting Bordereaux, which can contain many
transactions for a single policy reference, the claim Bordereau should only contain one line with
the unique claim reference. The ‘restatement’ or ‘snapshot’ entry will reflect the most up-to-date
detail of the claim for all data fields. Once a valid line is received for a claim, no further updates
for that claim will be accepted within that reporting month.
If the claim is not updated during the reporting period but has not yet been reported to us as
‘closed’, a restatement of the current claims values still needs to be included on the Bordereau.
Page: 52 of 71
12.2 Claims Bordereau field descriptions
As mentioned above (Bordereau Report header data) the report is split into two categories;

The Report header (a summary of transactions) and;

The Risk detail section (list of transaction occurring within the period)
The colour codes used to denote these values are highlighted in the key below.
Header Data:
Narrative
Risk Detail:
Narrative
Participants may notice that the ‘Field Names’ differ slightly from the .CSV column header names; in Appendix A below (Bordereau specification/definition -
Claims) there is a spreadsheet detailing data types, field formats, pick list references and also has the corresponding ‘Column header’ names.
We will now go through each field on the underwriting Bordereau to understand how to populate the values.
Field
Description
Required
Actions
Report Header:
Bordereau Date
The claims Bordereau submission date
M
Report Header:
Bordereaux Month
The month the data in the Claims Bordereau relates to.
The value is case sensitive and can only contain one of the
following: January, February, March, April, May, June, July,
August, September, October, November, December
M
Notes
All data contained in a Bordereau should only be for a
single month. Other month’s Bordereau should be
contained in a separate submission.
Page: 53 of 71
Field
Description
Required
Actions
Notes
Report Header:
Bordereau Version
As Bordereau can be submitted a number of times this field
is an incremented count of submissions within a monthly.
M
The version number should always be 2 numeric
characters between 01 and up to 99. To be used for
resubmissions within the Bordereaux Month.
‘01’ will be the standard first submission.
Report Header:
Bordereau Type
States if the Bordereau is for Claims or Underwriting.
M
Underwriting and Claims Bordereau should be
submitted separately.
Claims should only be submitted following the policy
being accepted by Flood Re.
Value must always equal ‘2’ for claims
Report Header:
Bordereau Line Count
The total number of claims transactions to be submitted.
M
Report Header:
Bordereau Overall
Total Requested This
Time
The sum of all 'Total Requested this Time' (detailed below)
for transactions listed in the Bordereau and ceded to Flood
Re for this month and version.
M
Report Header:
FR Insurers ID
The identifier (ID) supplied to the Participant responsible for
submitting the Bordereau to Flood Re during the on-boarding
phase.
M
Report Header:
Insurers Name
This is the name of the Insurer. If it is a Lloyd’s member, it
should specify the Syndicate and Managing Agent.
M
Report Header:
Insurer FCA Number
Insurer FCA Number
M
Or equivalent for passporting Insurer
Report Header:
Flood Re Treaty
Reference Number
The Reinsurance Treaty Reference covering the reporting
period provided by Flood Re
O
Enter ‘Flood Re Reinsurance Treaty 2015 V1’ (this is
subject to change in the future)
This number will be supplied to the Participant during
the on-boarding process
Page: 54 of 71
Field
Description
Required
Actions
FRid (Flood Re - ID)
The Flood Re unique identifier of "FRid" is being created by
the Managing Agent for all of the 30 million UK properties
that will be stored on the online and offline version of the
Property Data Hub. The unique field is a UUID ,UUID is
represented by 32 lowercase hexadecimal digits, displayed
in five groups separated by hyphens, in the form 8-4-4-4-12
for a total of 36 characters (32 alphanumeric characters and
four hyphens).
O
Insurer Brand
An optional field that can be used by an insurer to further
identify the Brand Source of the ceded policy
O
Insurer Policy
Reference
This will be the insurers own policy reference
M
Insurer Claim Number
This is the unique number allocated to the claim on the
insurers system and is linked to the policy. It is used to
uniquely identify individual Claims. It must be the insurer’s
reference and not a supplier’s reference (for example it is not
the loss adjusters reference). This number should remain for
the life of the claim.
M
Insurer Claim
Movement Number
(Latest)
Additional reference provided by the Insurer to denote the
current position of the Insurers claim as at the Bordereau
creation date. A rising number is required but it does not
have to be sequential.
O
Date of Loss
This is the first date that flooding occurred at the property
M
Time of Loss
The time the loss occurred where known. This is a 24 Hour
format
O
Date of Notification
This is the First Notification of Loss to the Insurer.
M
Notes
Page: 55 of 71
Field
Initial Reserve
Description
Required
Actions
Notes
The reserve is the gross claim reserve and must not include
any deductions (for example excess or potential recovery).
M
This figure should also be the sum of Buildings Initial
Reserve and Contents Initial Reserve if those fields
are populated with values.
At first notification the reserve may be a system allocated
standard reserve, a case specific reserve or an estimate
provided by the policyholder. Reserves should include fees.
This Initial Reserve remains for the life of the claim.
Initial Reserve Type
Denotes whether the estimate of damage was provided by
the policyholder or the Insurer
M
Options as per reference data in ‘Claims Bordereaux’
Claim Status
Current Status of the overall claim
M
Claim Reopened
Reason Code
Code applied to establish the reason for re-opening a closed
claim, this is conditional upon 'Claim Status'.
C
Claim Repudiation
Code
Reason the claim has been repudiated by the insurer
C
Claim Settlement Date
Date the claim was settled with policyholder and/or third
party
C
It is at this point that an insurer can request
reimbursement from Flood Re
Claim Closed Date
Date all activity complete and Insurer closes the claim, all
outstanding reserves except for initial reserves should be set
to zero
C
Cat Event Code
In the event of a catastrophic loss the industry will provide a
market CAT event code applied to claim
O
No current codes exist but this is expected to grow
over time as Flood events occur and codes are
created.
Buildings Excess
Applied
Has Insurer applied a Policy or Building excess
C
Y=Yes
N=No
Page: 56 of 71
Field
Description
Required
Actions
Buildings Excess
Amount
This is the excess applied by the Insurer to the policyholders
Buildings claim (not the Flood Re excess).
C
Contents Excess
Applied
Has Insurer applied a Policy or Contents excess
C
Contents Excess
Amount
This is the excess applied by the Insurer to the policyholders
Contents claim (not the Flood Re excess).
C
Combined Excess
Amount
This field should only be completed where the policy on risk
is for both Buildings and Contents and the insurer has
offered a combined excess.
C
Notes
Y=Yes
N=No
The value in this field must equal at least the value of the
lower of either the Buildings or Contents Excess held in in
the underwriting Bordereau.
Type of Flooding
Description of the type of flooding that has caused the
damage
O
Flood Height at the
Property
Estimate of the height of flood water in feet.
O
BLD Initial Reserve
The reserve should be the gross Buildings reserve and not
include any deductions (for example excess or potential
recovery).
O
This Buildings Initial Reserve remains for the life of the claim
Page: 57 of 71
Field
Description
Required
Actions
BLD Current Paid
The Paid to Date figure for Buildings in respect of Indemnity
damage. If indemnity cannot be split between the
policyholder and third parties then we expect all indemnity
payments to be reported in this field.
O
BLD Alternative
Accommodation Paid
The Paid to Date figure for Alternative Accommodation on
the Buildings section
O
BLD Loss Adjuster
Fees Paid
The Paid to Date figure for Loss Adjuster Fees on the
Buildings section
O
BLD Specialist Fees
Paid
The Paid to Date figure for Specialist Fees on the Buildings
section
O
BLD Third Party Paid
The Paid to Date figure for Third Party Indemnity settlements
on the Buildings section
O
BLD FOS Paid
The Paid to Date figure for FOS payments on the Buildings
section
O
BLD Current
Outstanding
The Outstanding current Indemnity reserve for Buildings
Damage. If indemnity cannot be split between the
policyholder and third parties then we expect all indemnity
outstanding reserves to be reported in this field.
O
BLD Alternative
Accommodation
Outstanding
The Outstanding current reserve for Alternative
Accommodation on the Buildings section
O
BLD Loss Adjuster
Fees Outstanding
The Outstanding current reserve for Loss Adjuster Fees on
the Buildings Section
O
BLD Specialist Fees
Outstanding
The Outstanding current reserve for Specialist fees on the
Buildings section
O
Notes
FOS payments must be authorised by Flood Re prior
to submission
Page: 58 of 71
Field
Description
Required
Actions
Notes
BLD Third Party
Outstanding
The Outstanding current reserve for Third Party on the
Buildings section
O
BLD FOS Outstanding
The Outstanding current reserve for FOS on the Buildings
section
O
BLD Recovery
Indication of whether there is a recovery potential on the
Buildings section
O
Y= Yes
N= No
P= Potential
BLD Recovery
Amount Received
Recovery amount received on the Buildings section by the
Insurer
O
A negative value is expected.
BLD Recovery
Amount Outstanding
Anticipated Recovery amount outstanding on the Building
section
O
High Value Fine Art
Item Excluded
Confirmation that any High Value Fine Art Items noted on the
Policy that have been damaged in the flood, have been
excluded from reported payments
O
Y= Yes
N= No
CNT Initial Reserve
The reserve should be the gross Contents reserve and not
include any deductions (for example excess or potential
recovery).
O
This Contents Initial Reserve remains for the life of the claim
CNT Current Paid
The Paid to Date figure for Contents damage. If indemnity
cannot be split between the policyholder and third parties
then we expect all indemnity payments to be reported in this
field.
O
Page: 59 of 71
Field
Description
Required
Actions
CNT Alternative
Accommodation Paid
The Paid to Date figure for Alternative Accommodation on
the Contents section
O
CNT Loss Adjuster
Fees Paid
The Paid to Date figure for Loss Adjuster Fees on the
Contents section
O
CNT Specialist Fees
Paid
The Paid to Date figure for Specialist Fees on the Contents
section
O
CNT Third Party Paid
The Paid to Date figure for Third Party settlements on the
Contents section
O
CNT FOS Paid
The Paid to Date figure for FOS payments on the Contents
section
O
CNT Current
Outstanding
The Outstanding current reserve for Contents damage. If
indemnity cannot be split between the policyholder and third
parties then we expect all indemnity outstanding reserves to
be reported in this field.
O
CNT Alternative
Accommodation
Outstanding
The Outstanding current reserve for Alternative
Accommodation on the Contents section
O
CNT Loss Adjuster
Fees Outstanding
The Outstanding current reserve for Loss Adjuster Fees on
the Contents Section
O
CNT Specialist Fees
Outstanding
The Outstanding current reserve for Specialist fees on the
Contents section
O
CNT Third Party
Outstanding
The Outstanding current reserve for Third Party on the
Contents section
O
CNT FOS Outstanding
The Outstanding current reserve for FOS on the Contents
section
O
Notes
FOS payments must be authorised by Flood Re prior
to submission
Page: 60 of 71
Field
Description
Required
Actions
Notes
CNT Recovery
Indication of whether there is a recovery potential on the
Contents section
O
Y=Yes
N=No
P=Potential
CNT Recovery
Amount Received
Recovery amount received on the Contents section by the
Insurer
O
CNT Recovery
Amount Outstanding
Anticipated Recovery amount outstanding on the Contents
section
O
Total Incurred
Sum of all Paids, all Recoveries Received and all
Outstandings
M
Total Requested this
Time
The net settlement amount that the Insurer wishes to recover
from Flood Re once the Insurer has settled the claim and
fees
O
This figure must exclude any exceptional interim
payments that have been agreed and previously paid
by Flood Re and take in to account any additional
excess applied to reflect the Flood Re excess of £250
(where Insurer excess applied is < £250)
Is Payment Final
Indication of whether the 'Total Requested this Time' value is
the final anticipated claim payment
C
Y=Yes
N=No
Flood Re will reimburse the insurer when the insurer has made the final indemnity payment to the claimant. In some scenarios a claim may remain open due
to outstanding recovery amounts even after final payment has been made to the claimant.
Page: 61 of 71
Below is a table listing all of the fields that contain data relating to the recording and payment of claims.
12.3 Claims Bordereau Fields
The table below represent payment mapping in the event an insurer claims system does not match directly with Flood Re’s claims system.
Key:
Buildings Claims data
Contents Claims data
Breakdown items
The fields in which are coloured either BLUE OR GREEN are the fields that must contain details for the section
Claims Bordereau Field
name
.CSV Header Name
Field Description
BLD Current Paid
BUILDING_CURRENT_RESERVE_PAID
In the event of a Buildings claim, this field should contain Payments t
have been made to the policyholder relating to Indemnity damage to
Buildings
BLD Alternative
Accommodation Paid
BUILDING_ALTERNATIVE_ACCOMMODATION_PAID
If unable to identify specific Payments, include in BLD Current Paid
BLD Third Party Paid
BUILDING_THIRD_PARTY_PAID
BLD FOS Paid
BUILDING_FOS_PAID
BLD Loss Adjuster Fees Paid
BLD Specialist Fees Paid
BLD Current Outstanding
BUILDING_LOSS_ADJUSTER_FEES_PAID
BUILDING_SPECIALIST_FEES_PAID
If unable to identify specific Payments, include in BLD Loss Adjuste
Fees Paid
BUILDING_CURRENT_RESERVE_OUTSTANDING
In the event of a Buildings claim, this field should contain the anticipa
Outstanding reserve for Indemnity damage to Buildings
Page: 62 of 71
name
.CSV Header Name
Field Description
BLD Alternative
Accommodation
Outstanding
BUILDING_ALTERNATIVE_ACCOMMODATION_OUTSTANDING
If unable to identify specific Outstanding’s, include in BLD Current
Outstanding
BLD Third Party
Outstanding
BUILDING_THIRD_PARTY_OUTSTANDING
If unable to identify specific Outstanding’s, include in BLD Current
Outstanding
BUILDING_FOS_OUTSTANDING
If unable to identify specific Outstandings, include in BLD Current
Outstanding
BLD FOS Outstanding
BLD Loss Adjuster Fees
Outstanding
BUILDING_LOSS_ADJUSTER_FEES_OUTSTANDING
BLD Specialist Fees
Outstanding
BUILDING_SPECIALIST_FEES_OUTSTANDING
If unable to identify specific Outstandings, include in BLD Loss Adju
Fees Outstanding
BLD Recovery Amount
Received
BUILDING_RECOVERY_AMOUNT_RECEIVED
This field is to be used to record ALL Recovery Amounts Received in
respect of Buildings. There is no requirement to split Recovery by
Payment Type. A negative value is expected
BLD Recovery Amount
Outstanding
BUILDING_RECOVERY_AMOUNT_OUTSTANDING
This field is to be used to record ALL Recovery Amounts Outstanding
respect of Buildings. There is no requirement to split Recovery by
Reserve Type. A negative value is expected
CNT Current Paid
CONTENTS_CURRENT_PAID
In the event of a Contents claim, this field should contain Payments t
have been made to the policyholder relating to Indemnity damage to
Contents
CNT Alternative
Accommodation Paid
CONTENTS_ALTERNATIVE_ACCOMMODATION_PAID
If unable to identify specific Payments, include in CNT Current Paid
CNT Third Party Paid
CONTENTS_THIRD_PARTY_PAID
CNT FOS Paid
CONTENTS_FOS_PAID
CNT Loss Adjuster Fees Paid
CONTENTS_LOSS_ADJUSTER_FEES_PAID
Page: 63 of 71
name
.CSV Header Name
Field Description
CONTENTS_SPECIALIST_FEES_PAID
If unable to identify specific Payments, include in CNT Loss Adjuste
Fees Paid
CNT Current Outstanding
CONTENTS_CURRENT_RESERVE_OUTSTANDING
In the event of a Contents claim, this field should contain the anticipa
Outstanding reserve for Indemnity damage to Contents
CNT Alternative
Accommodation
Outstanding
CONTENTS_ALTERNATIVE_ACCOMMODATION_OUTSTANDING
If unable to identify specific Outstandings, include in CNT Current
Outstanding
CNT Third Party
Outstanding
CONTENTS_THIRD_PARTY_OUTSTANDING
Outstanding
CONTENTS_FOS_OUTSTANDING
Outstanding
CNT Specialist Fees Paid
CNT FOS Outstanding
CNT Loss Adjuster Fees
Outstanding
CONTENTS_LOSS_ADJUSTER_FEES_OUTSTANDING
CNT Specialist Fees
Outstanding
CONTENTS_SPECIALIST_FEES_OUTSTANDING
If unable to identify specific Outstandings, include in CNT Loss Adju
Fees Outstanding
CNT Recovery Amount
Received
CONTENTS_RECOVERY_AMOUNT_RECEIVED
This field is to be used to record ALL Recovery Amounts Received in
respect of Contents. There is no requirement to split Recovery by
Payment Type. A negative value is expected
CNT Recovery Amount
Outstanding
CONTENTS_RECOVERY_AMOUNT_OUTSTANDING
This field is to be used to record ALL Recovery Amounts Outstanding
respect of Contents. There is no requirement to split Recovery by
Outstanding Type. A negative value is expected.
Total Incurred
This field is the total sum of all of the above fields
Page: 64 of 71
12.4 Useful Claims Information

Any ex-gratia payments must first be agreed by Flood Re

In the event that a claim is rejected by an insurer, Flood Re may reimburse any professional
fees that may have arisen.
Page: 65 of 71
13
UNDERWRITING AND CLAIMS SCENARIOS
This section outlines the fields required to be filled for various Underwriting and Claims
scenarios by providing examples that have been tested through the solution and have passed
validation. Please see the spreadsheet attachments in the Appendix section for the actual
examples Underwriting Scenarios.
For examples of each scenario listed below please refer to the ‘Bordereau Functional design’
document.
13.1 Underwriting Scenarios
New Business Contents Only
An example of a New Business policy ceded to Flood Re with Contents only cover.
New Business Buildings and Contents
An example of a New Business policy ceded to Flood Re with Buildings and Contents cover.
MTA Addition of Contents to a Buildings only Policy
An example of a Mid Term Adjustment to add contents cover to a buildings only policy that has
already been ceded to Flood Re.
MTA Addition of Buildings to a Contents only Policy
An example of a Mid Term Adjustment to add buildings cover to a contents only policy that has
already been ceded to Flood Re.
MTA Removal of Buildings from a Combined Buildings and Contents Policy
An example of a Mid Term Adjustment to remove buildings cover from a combined buildings
and contents policy that has already been ceded to Flood Re.
MTA Removal of Contents from a Building and Contents Policy
An example of a Mid Term Adjustment to remove contents cover from a combined buildings and
contents policy that has already been ceded to Flood Re.
MTA to Cede a Policy Mid-Term
An example of a policy which was previously not eligible for reinsurance but there has been a
change in circumstances and the policy is now eligible. This specific example is due to the
policyholder moving address to a property that is eligible and can only be achieved through
using the MTA and change of address code.
Page: 66 of 71
Cancellation of a Contents and Building Policy
An example of a transaction to advice of the Cancellation of a combined buildings and contents
policy.
Reinstatement of a Contents and Buildings Policy
An example of a transaction to advise of the Reinstatement of a cancelled combined buildings
and contents policy.
Void From Inception No Premium Due
An example of a transaction to advise that a policy was made Void as at the inception date but
no premium needs to be refunded.
Void from Inception Full Premium Due
An example of a transaction to advise that a policy was made Void as at the inception date and
the full premium should be refunded to the Participant.
Renewal of Buildings and Contents Policy
An example of a transaction to advise of the renewal of a combined buildings and contents
policy that was ceded to Flood Re in the previous year of account.
13.2 Claims Scenarios
Submission of a new claim
An example of a new claim being registered with Flood Re
Restatement of an existing claim with no changes
An example of an existing claim being restated on the Bordereau with no changes to the claim.
Restatement of an existing claim – partial payment
An example of an existing claim being restated on the Bordereau and a partial payment having
been made.
Restatement of an existing claim – full payment
An example of an existing claim being restated on the Bordereau and full payment having been
made.
Page: 67 of 71
14
Key
DH
ETH
H
MTH
SDH
TH
BF
FT
GF
OF
B
MTB
DB
ETB
SDB
TB
MNS
BUC
CH
HR
HB
M
PH
RC
R
SF
SH
UNK
Key
APPENDIX B – UNDERWRITING REFERENCE DATA
Property Type
Detached house
End terraced house
House
Mid terrace house
Semi-detached house
Terraced house
Basement flat
Flat
Ground Floor Flat
Other Floor Flat
Bungalow
Mid Terraced Bungalow
Detached Bungalow
End terrace bungalow
Semi-detached bungalow
Terraced bungalow
Maisonette
Building Under Construction
Chalet
Halls of Residence
House Boat
Mansion
Park Home
Residential Caravan
Rooms
Service Flat Within Employers
Premises
Show House
Unknown
NBS
MTA
REN
CAN
RIN
VFI
Type of policy transaction ceded to
Flood Re
New Business
Mid Term Adjustment
Renewal
Cancellation
Reinstatement
Void from Inception
Key
CE
PR
ND
Reinstatement Reason Code
Cancelled in Error
Premium Received
Not Defined
Key
ALM
ASB
BR
BG
CLA
CLU
COB
CON
CI
EC
FG
FLN
GLS
LAP
MTL
MB
PST
PC
PN
STN
SF
SFB
SFR
SFT
SFW
STO
STM
SB
SIP
TBR
TBF
TFB
TLP
TFS
TFT
TP
WAD
WW
WC
UNK
Wall Construction
Aluminium
Asbestos
Brick
Bungaroosh
Clay-Lump/Adobe
Clunch
Cob Construction
Concrete
Corrugated Iron
Essex Construction
Fibreglass Construction
Flint
Glass
Lathe And Plaster
Metal
Mundic Block
Plastic
Prefabricated Building - Combustible
Materials
Prefabricated Building - Non
Combustible Materials
Standard Construction
Steel Frame
Steel Frame/Brick
Steel Frame/Render Or Pebbledash
Steel Frame/Tile
Steel Frame/Wood Shiplap
Stone
Stramit Construction
Straw Bale
Structurally Insulated Panels (SIPs)
Timber
Timber Frame
Timber Frame/Brick
Timber Frame/Lathe And Plaster
Timber Frame/Stone
Timber Frame/Timber
Timber/Plaster
Wattle And Daub Construction
Woodwall
Woodwork Construction
Not Covered By Any Other Item On
The List
Page: 68 of 71
Key
ALM
ASB
ASP
CON
COP
CI
EPD
FOT
FBR
GLS
GR
LED
MTL
PST
POL
PVC
SHG
SA
SP
SLT
STN
STM
TF
TR
TLE
TBR
TRN
WC
ZNC
UNK
Key
MNA
MAD
MAA
MCB
MCC
MND
Roof Construction
Aluminium
Asbestos
Asphalt
Concrete
Copper
Corrugated Iron
Ethylene Propylene Diene Monomer EPDM
Felt On Timber
Fibreglass
Glass
Green Roofs
Lead
Metal
Plastic
Polycarbonate
Reinforced PVC
Shingle
Shingle - Asphalt
Shingle - Pine/Spruce/Cedar
Slate
Standard Construction
Stramit
Thatch - Fibre
Thatch - Reed
Tile
Timber
Turnerised
Woodwork Construction
Zinc
Not Covered By Any Other Item On The List
MTA Reasons
New Address
Addition or Deletion of Building or Contents
Change to Alternative Accommodation Limit
Change to Building Sum Insured
Change to Contents Sum Insured
Not Defined
Key
TBC
TBC
Error Code
Technical Errors
Business Errors
Key
P
H
M
N
Property Usage
Policy Holder Residence
Holiday Home/Second Home??
Multiple
Not Defined
Key
CSR
CNC
CCP
CPV
MCN
MCP
PNP
CND
Cancellation Reason Code
Section removed from Policy
Policy Cancelled any time during policy period
Cancelation within cooling off Period
Policy no longer valid for Flood Re reinsurance
Mis-Representation No Premium Due
Mis-Representation Full Premium Due
No Premium Paid
Not Defined
Key
1
2
Transaction Validation Code
Valid
Invalid
Key
S
D
U
If Basement Confirm Usage
Storage
Dwelling
Unknown
Key
1
2
Property tax band derivation
FR Property Tax Table
Alternative source
Key
I
C
S
U
Rebuilding basis indicator
Insured declared estimate
Calculated by Insurer
Provided by Surveyor
Unknown
Page: 69 of 71
15
APPENDIX C – CLAIMS REFERENCE DATA
Key
CO
CC
CR
Claim Status
Open
Closed
Re-Opened
Key
MI
ND
Claim Reopened Reason Code
More Information
Not Defined
Key
NC
MIS
PNF
ND
Claim Repudiation code
Not Covered
Misrepresentation
Policy Not in Force
Not Defined
Key
Claims Event Code
Type of Event
Key
RV
CS
RO
GW
NC
BD
RD
Type of Flooding
River
Coastal
Run-off
Ground Water
Flood - Non-Coastal
Flood - Backing up of Drains
Reservoir
Key
1
2
3
4
5
6
Flood height at the property (FT)
<1
1-2 ft
3 - 5 ft
5- 7 ft
8-10 ft
10-15 ft
Key
1
2
Transaction Validation Code
Valid
Invalid
Key
Error Code
Supplied By Landmark to Insurer
Split between technical and business errors
Key
P
I
U
Initial Reserve Type
Policyholder
Insurer
Unknown
Page: 70 of 71
16
CONTACT SUPPORT
Should you have any questions regarding this document or need support with any other Flood
Re issue, please contact the service desk using one of the following methods:

Telephone: +44 (0)330 024 3131

Email: FloodReOperations@capita.co.uk
Please note: From the beginning of March the service desk email address will change
to:

Email: servicedesk@floodre-operations.co.uk
Once you have on-boarded with Flood Re you will be provided with logon details which will
allow you to log your query through the online technical service desk:

Online technical service desk - www.ligsolutions.co.uk/floodre
Please note: From the beginning of March the online technical service desk URL will
change to:

Online technical service desk - www.floodre.zendesk.com

Write to us:
Flood Re
6th Floor
65 Gresham Street
London
EC2V 7NQ
Page: 71 of 71

Bordereaux Completion Guide Version 2

Transcription

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