FAQ
Electronic Insurance Reporting FAQ
What gives the Secretary of State the legal authority to collect this information?

Public Acts 91 and 92 of 2011 require all auto insurers writing policies for Michigan residents provide automobile insurance information to the Secretary of State's Office. The insurance information will be shared with the Michigan Department of Community Health to cross-reference claims information in accordance with federal requirements and to avoid duplicative reporting mandates.
 

 

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How will the information be used?

Because all no-fault auto insurance providers are required to participate, the Secretary of State's Office will use the information to expand online and Self-Service Station registration renewals to nearly all private passenger vehicle owners. Insurance companies are encouraged to also report insurance information for motorcycles and commercial vehicles as this will enable these owners to renew online or at a Self-Service Station.

The Michigan Department of Community Health will use this data to increase Medicaid third party liability collections. Because Medicaid is the payer of last resort, an individual's no-fault insurance coverage must pay claims before the Medicaid program makes such payments.
 

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Can motorcycles and commercial vehicles be included?

Yes. Public Act 91 requires only "private passenger nonfleet automobiles" be included in the data transmission. However, insurance companies are encouraged to include motorcycles and commercial vehicles. Including those vehicles will expand the percentage of their customers able to use the convenience of renewing their vehicle plate tabs online or at a Self-Service Station.
 

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Are private passenger vehicles covered on a commercial policy required to be reported?

No. However, insurance companies are encouraged to report insurance information for private passenger autos covered under a commercial policy so that owners can renew their registration online or at a Self-Service Station.
 

 

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What is the deadline for compliance with Public Acts 91 and 92?

These acts require all auto insurers in Michigan to electronically provide information on their policy holders to the Secretary of State's Office beginning Dec. 30, 2011.

 

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What happens if an insurer's files are not ready by this deadline?

We expect most insurers will meet this deadline. If unanticipated technical complications arise, please contact the Secretary of State's Office as quickly as possible. We will work with you to resolve any problems that prevent a successful transmission.
 

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When do we send the files?

Files are to be sent on the first and 15th of each month.

 

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Where do we send the files?

Information on transmission of files will be sent after your completed EIV User Worksheet has been returned and processed.
 

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What information needs to be included in our transmission?

The law requires that a file contain each policy holder's name, address, Vehicle Identification Number and policy number. The Secretary of State's Office will require some additional information to comply with its formatting standards. All files must have a valid header and trailer. Detailed specifications can be found in the Electronic Insurance Verification (EIV) guidelines. The Secretary of State's Office and Michigan Department of Community Health cannot process data that does not follow these specifications, and purposeful disregard of the requirements may result in noncompliance referrals to the Office of Financial and Insurance Regulation.
 

 

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If more than one name appears on a policy, do we need more than one record per Vehicle Identification Number?

The law requires that everyone listed on the insurance policy as a "named insured" be provided to the Secretary of State's Office. Each name should be entered in a separate detail field on the Vehicle Identification Number record. Other drivers listed on the policy who are not a "named insured" do not need to be reported.
 

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Do we need to populate every field?

Each file has "optional," "statutory" and "required" detail fields. Those fields that are required by law or for technical necessity will be reviewed for compliance. The EIV Guidelines document spells out the requirements for each field.
 

 

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Is there a limit on the size of the file that can be transmitted?

No.

 

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Can storage-only (comprehensive) insurance policies be included?

No.

 

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If errors were found in our transmission, do we need to resend?

If errors are found, it is expected they will be corrected before the next file is sent. Repeated, avoidable errors may result in a referral to the Office of Financial and Insurance Regulation for noncompliance.
 

 

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Will there be an opportunity for us to test our transmission?

Yes. Arrangements can be made with the Secretary of State's Office to send a test file. Requests should be submitted through the SOSEIV@michigan.gov mailbox.
 

 

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What type of reports will the Secretary of State's Office and the Michigan Department of Community Health provide after the files are processed?

The Secretary of State's Office and the Michigan Department of Community Health will each return at least one report to the user's mailbox. The Secretary of State's Office will return a Vehicle Identification Number report listing the total number of VINs received and processed along with any invalid VINs contained in the file. MDCH will return a report that lists the total number of records received along with a count of errors for the required and statutory detail fields. Information specific to each error may not be available. For every file sent, one report from SOS and one report from MDCH will be returned.
 

 

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How long will a returned report remain in the mailbox for retrieval?

Returned reports will remain in a user's mailbox for 30 days.
 

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Can we submit multiple National Association of Insurance Commissioners (NAIC) files using one user ID (mailbox)?

Yes. However, if you choose to submit multiple NAIC files using one mailbox, all reports will be sent back to that mailbox. To receive separate reports for each NAIC code, files will need to be sent separately to that user ID (mailbox).

 

 

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For Vehicle Identification Numbers (VINs) submitted electronically, do we need to continue providing two proof of insurance documents to our customers?

No. Only one proof of insurance document needs to be provided to your customer for VINs submitted electronically. The insured will carry this copy with them or in their vehicle.

 

 

If you did not find the information you need, enter a descriptive word or phrase in the Search field located in the upper right corner or send us an e-mail and we will help you get the information you need.

We send Vehicle Identification Numbers under the existing Electronic Insurance Verification program. How long can we continue to send VINs using that format? Can we continue to use the same Personal ID Number and Mailbox ID that we use now?

No. It is no longer possible for participants to send a VIN file using the old format. All files must be sent following the new file format requirements outlined in the EIV Guidelines.

The same PIN and Mailbox ID can be used when you are ready to send a file following the new format requirements. However, we ask that all current users submit a EIV User Worksheet to ensure the SOS has a complete record of up-to-date contact and technical information.
 

 

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Will policy holders be notified by the Secretary of State's Office if there is a lapse in their coverage?

No. That responsibility will remain with the policy holder's insurance company.

 

 

If you did not find the information you need, enter a descriptive word or phrase in the Search field located in the upper right corner or send us an e-mail and we will help you get the information you need.