Electronic Filing System (EFS) Summary of Filing Procedures
This is just a summary.
Read the Procedures Manual
before trying to file with the Association and
read/download the EFS manuals
before using the system --
call us if you need help.
Before making electronic filings with the Association, you must register.
For new members, registration materials are included in the SLA Member Registration Package.
If you are already a member, download the Member Registration Package and follow
the instructions under "Current Members Registering for Electronic Filing."
Click here to proceed to the Member
Registration Package download page.
In this section...
Filing your surplus line policies and endorsements with the
SLA should be done on a timely basis. If you believe
that waiting for the policy paperwork would cause a delay in filing and you
have a binder, file based on the binder information (read the Special
Procedures for Binder Filing under #3, below). Remember, it is
unlawful to deliver a policy to the insured before it has been filed with
After registering for
electronic filing, you should
read and/or download the EFS
When making an EFS filing based on a binder (in lieu of a policy), you must
have a company binder with a policy number ("to be assigned" or "not
available" will not suffice as a policy number). The binder must
include the "Notice to Policyholder" wording and service of suit
requirements (see our special combined "Notice To Policyholder / Service of
Suit" stamp for binders). When the policy becomes available,
it's a good idea to attach a copy of the EFS filing confirmation page before delivering it
to the insured.
For an overview of how the EFS works, read
Bulletin #31: EFS Overview.
Read the EFS User Manual
for specific information on how to make an electronic filing.
Procedures Common to All Filings
"Notice to Policyholder" wording must be on first page or declarations
page of each policy or binder filing. You do not need this wording on endorsements.
For electronic filers, attaching the EFS confirmation, which includes the "Notice to Policyholder" wording, is an acceptable substitute for this
requirement. A stamp with the wording can be requested by
Policies must have proper
Service of Suit
wording. For sample service of suit wording,
When filing a binder as an alternate to policy filing, the Department of Insurance requires that the binder contain service of suit wording.
When using EFS, the confirmation page will include the appropriate wording.
When filing on paper or using EFS (but not printing the confirmation page)
you can still include this wording on binders. To find out how,
click here. Endorsements do not need service of suit
Surplus line and fire marshal
and the Association stamping fees, must be shown
as separate line items on the declarations page.
Attaching the EFS filing confirmation page is an acceptable substitute for
this requirement. Taxes and fees are charged
against premium only. Do not charge taxes
or stamping fees on policy fees,
inspection fees, etc.
Taxes and stamping fees must be
to the nearest whole dollar. If you file electronically, the EFS will calculate the taxes
and fees for you based on the type of coverage and the premium amount.
Make sure the insured's Home State (as defined in the surplus line law and the
federal NRRA law) is Illinois.
We have a helpful chart for making this
If there is any primary personal lines auto or homeowners coverage, you
probably need to place it with a residual market (Auto Plan,
See Bulletin #25, paragraph 2c.
Make sure that the insurer is properly identified on your
policies and endorsements, and that it really is a
surplus line insurer
in Illinois. If it is an Illinois Domestic Surplus Line Insurer,
there are a couple of special
procedures. The federal NRRA law and
applicable Illinois statutes
set forth the insurer eligibility requirements for surplus line risks. Insurers domiciled in the U.S. must be
licensed to write the subject insurance in their state of domicile and must have at least $15 million
in policyholder surplus. Insurers domiciled outside of the U.S. must be on the
Quarterly Listing of
Alien Insurers published by the International Insurers Department (IID) of the
of Insurance Commissioners (NAIC), or must meet the same standards applicable to insurers domiciled in the U.S.
Insurer financial data is available from market reporting agencies like
A.M. Best. Some insurer financial data is available on the NAIC's
Source (CIS) page.
The following filings have some special procedures
associated with them. Click on the item to learn more.
Mexican Auto / Tourist Policies
Illinois does not have a list of "approved" or
"eligible" surplus line insurers. For eligibility
requirements, see #11, above.
Illinois does not have an export list. For every
risk you place in the surplus line market, you must have 3
declinations from licensed insurers. There is no specific form
upon which you must record your declinations for Illinois risks. For more specific information
on declination requirements and your record-keeping responsibilities, see
2801.50. You do not need to file your declinations with
the SLA. The Association does not have the facility to assist with
market searches. The federal NRRA
law has created the
Exempt Commercial Purchaser category. Provided you comply with
certain requirements, you
do not need to get 3 declinations when obtaining surplus line insurance for
Do not send checks
with your document filings. You will be billed monthly for stamping
fees and your stamping fee checks should be mailed to the Association's
address as shown on the invoice.
Tax forms and tax payments are due
twice a year.
Just like with your personal IRS 1040 form, you must file your tax statement, on
time, even if you don't owe any money. Although the SLA prepares and
mails tax forms to members, if for some reason you do not receive it, it is
still your responsibility to hunt it down and get it filed on time (contact us for copies).
Tax statement forms and payments, by law, are based on filings with the
Association during the preceding six month period (for Surplus Line tax) or
twelve month period (for Fire Marshal tax). Never manually
alter these forms without first contacting the
Do not send tax forms/payments to the SLA.
Tax forms and payments are sent to the Department of Insurance in
Springfield. The address is
on your tax forms. On the flipside, do not send your SLA document
filings or stamping fee payments to the Department of Insurance!
Did we already mention that you should
READ the Procedures Manual?
Really. It's short. It's entertaining. You'll laugh,
you'll cry, you'll want to read it over and over again. Your friends
will be lining up to borrow it.