Online Filer FAQs
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Q. Are we still required to mail all the paper documentation to the Stamping Office if we file online (or electronically), using SMART?
A. No, this method of filing is in lieu of sending paper copies of policy information to our office.
Q. If we decide to file online (or electronically), does everything have to be filed the same way?
A. No, you are not limited to one method of filing. For example, you may decide to file the majority of your transactions programmatically, while doing your corrections through web entry. In addition, there may be some policy transactions you want to submit by sending paper copies of the items. You have the flexibility to use whatever method best fits your individual needs.
Q. Must we continue to keep all our records?
A. Yes, absolutely. Filing policy data online (or electronically) with SLTX in no way absolves agents of the responsibility of maintaining insurance and accounting records in their office (see 28 TAC 15.108; 28 TAC 15.113; 6 TIC 981.215 for more information about record retention).
Q. Are we required to do testing before we are allowed file in SMART?
A. No, testing is required if you are filing manually in SMART. If you will be using (or are) a third-party filer who has not been approved by the Stamping Office or will be API (automated) filing, testing will be required before receiving access to the Live environment of SMART. Contact Tech Support to begin the setup process for third-party filing or API filing. Be sure to include the filing method and your agency name and license.
Q. Are invoices still mailed to us?
A. No, invoices are only mailed out to agencies that have mailed policies to the Stamping Office to file on their behalf. Agencies that file online must obtain their invoices (and related Detail Reports) directly from SMART (in the Reports tab under the End of Month Category).
Q. Where is my Batch Edit Report?
A. Batch Edit Reports are only generated for API (or automated) filers or paper filers. SMART no longer uses the batch system when entering in transactions like EFS, so batch edits are no longer generated. Entries are individually entered and when you complete the transaction, you may print a confirmation of that filing directly from SMART (when needed) by clicking “Save as PDF”.
Q. Am I able to save a copy of a completed transaction for my records?
A. Yes, when you complete the transaction, you have the option to “Save as PDF” from the Good Job (or confirmation) screen. This will make a printable copy of the transaction you just filed.
Q. If I file some of my transactions online (or electronically) and some are filed by mailing the paper copies, how do I reconcile my monthly reports?
A. All transactions are included on the monthly detail reports (Policy Transaction Activity and Detail Policy Activity), and any transaction that was filed online (or electronically) will reflect asterisk (*).
Q. What is NRRA (Non-Admitted and Reinsurance Reform Act)?
A. Please see the following bulletin: https://www.sltx.org/news/archive-news/guidelines-for-texas-surplus-lines-agents-compliance-with-the-nrra/
Q. How do I determine if an insurer is a DSLI (Domestic Surplus Lines Insurers)?
A. You search the eligible insurer table for “DSLI”, and it will filter to those insurers that have been added as eligible DSLIs. If you have any other questions or cannot find your insurer, contact Tech Support directly.
Q. Has there been an update to the Texas Complaint Notice or Texas Guaranty Fund Non-Particpation Notice?
A. You may access the most version of both the Texas Complaint Notice or Texas Guaranty Fund Non-Participation Notice (standard or DSLI version) on our website from the TDI Policy Disclosures page.
Q. How do I know which coverage and class codes to use?
A. You may find the full list of coverage and class codes in SMART under the Search/Edit menu under Codes. For assistance with determining correct class/coverage codes, please email a full and complete copy of the policy and/or binder to Tech Support for review so that they may provide the most appropriate coverage/class code.
Q. I’m in the test environment and I keep getting 0 results found for the policy when I am trying to file an endorsement. I know the policy has been filed with the Stamping Office, so what is wrong?
A. The test environment has a limited number of transactions. Even though you have filed a policy with our office, it may not be included in the test environment data.
Q. Are we required to file non-premium transactions?
A. Yes; you must file the following non-premium transactions:
- policy and or binder
- cancellations and reinstatements
- policy number change
- insured name change
- security or insurer change
- inception date change
- expiration date change
You may find instructions on how to do these transactions at https://www.sltx.org/education/training-videos/#.
Q. Should I enter the dashes, slashes or spaces in a policy number?
A. No, SLTX recommends that the policy number entry should contain only alpha and numeric characters.
Q. What do I do when I have a date extension?
A. Date extensions are processed as renewals to verify eligibility of the insurer(s) and to ensure the accuracy of surplus lines tax and stamping fee rates being applied.
Q. I am trying to log in, but the system says my password is expired. How do I fix this?
A. If your password is expired, simply click “Forgot Password?” from the SMART Log In page and follow the prompts. As a reminder, a password must be a combination of alphanumeric characters between 8 and 20 characters. It must include 1 special character, and may not include User Names, User ID, or Agent or Agency Names.
Q. I am trying to log in, I cannot remember my password. What do I do now?
A. If cannot remember your password, simply click “Forgot Password?” from the SMART Log In page and follow the prompts. As a reminder, a password must be a combination of alphanumeric characters between 8 and 20 characters. It must include 1 special character, and may not include User Names, User ID, or Agent or Agency Names.
Q. I am trying to reset my password, but the system says my user ID (or Agency) is inactive. How do I fix this?
A. If your user ID (or Agency) is inactive, you will need to contact Tech Support and provide your agency license number and user ID. We will contact you once we have made your user ID (or Agency) active again and provide any additional steps to complete the process.
Q. How do enter an Underwriters at Lloyd’s syndicate?
A. First select Underwriters at Lloyd’s London as the Insurer on your policy (or binder) transaction. A new box will appear under Lloyd’s where you may search by the syndicate number. It’s not necessary to input percentage of participation for any Lloyd’s syndicate, but the information must be included on insurance document (per 6 TIC 981.101(c)(5)).
Q. How do I obtain monthly reports in SMART?
A. After logging in, click “View Reports” from the Reports tile on your landing page. From the Filing Reports page, click “End of Month” or “Late Filing” to access your reports. You may find detailed instructions on how to obtain these reports at: https://www.sltx.org/monthly-annual-pdf-reports/.
Q. Now that I’ve filed a Binder, is there anything else that I need to do?
A. Yes, 28 TAC 15.105 requires you to replace a temporary confirmation (binder) as promptly as possibly with a policy or certificate stating the complete terms / conditions (policy replacing binder). For detailed instructions on how to make this filing, see the Policy Replacing Binder User Guide in the Filing – Data Entry section from the SMART Training Videos and User Guides page.
Q. How do I void or replace an endorsement (or other type of transactions)?
A. You must reverse the previously submitted endorsement (or other type of transaction). For detailed instructions on how to file a Reversal, see the Reversals User Guide in the Filing – Data Entry section from the SMART Training Videos and User Guides page.
Q. How do I file policies with multi-state or tax-exempt exposure?
A. For policies effective after 07/21/2011, only the home state of the insured may require premium tax payment. If Texas is the home state, all taxable premium is reported and taxed as Texas premium. Any non-Texas premium must also be allocated using the Multi-State section within the filing screen(s). Additionally, any tax-exempt premium must be allocated using the Exempt Premium section. You may read more about surplus lines tax exemptions and preemptions within the Texas Comptroller’s Tax Bulletin 94.142.
Q. What do I do if a policy (or binder) is paid on an installment basis?
A. For annual policy terms, you will file the policy (or binder) without premium, and then report each installment as it is due (or collected) as an Installment transaction.
For multi-year policy terms, the tax and stamping fee rate will be the rate in effect as of the anniversary date of the policy (per 34 TAC 3.822(b)(1)). In this instance, you will report the 1st year’s policy term (as 1 year) and then any subsequent installments, and then at the 2nd anniversary period enter the 2nd year’s policy term (as 1 year) with any subsequent installments and repeat for any subsequent years of the multi-year policy term.
Please note that this requirement does not apply to multi-year policy terms that are paid up-front. These will be reported as the full policy period with any applicable premium.
Q. What do I do if my agency buys a book of business, merges with another agency, or takes over any individual policy?
A. The first time a non-policy (such as an endorsement, cancellation, or audit) is filed for the acquired business, you will be prompted to “Change Agent/Broker of Record”. You will be required to provide the name or license of the original agent before proceeding. This allows SLTX to maintain confidentiality of all records and only present you with information for the policy that was acquired. For detailed instructions on how change an Agent or Record, see the Agent or Broker of Record Change User Guide in the Filing – Data Entry section from the SMART Training Videos and User Guides page.
Q. My original filing had a typo or included incorrect information. What do I do now?
A. At this time, it is necessary to reverse and re-enter any transaction that was reported incorrectly. To reduce or eliminate false-positive late filings for policy/binder transactions, be sure to select the originally filed transaction within the “Correct Original Filing” field with your re-entry. Future SMART releases will include the ability to update transactions.
Q. I need to update my contact information and/or email address. How do I do that?
A. After logging in to SMART, click “Manage Users” from your landing page. To edit or change your primary contact information, click “EDIT”. Once your changes are made, be sure to click SAVE. To update your (or another user’s) email address, click the edit (pencil) icon within the Users table. You may also update your (or another user’s) name, password, or role in the same location.
Q. What do I do if a policy (or binder) does not have an issue date?
A. A date stamp showing when the policy was received in your office will be accepted. You may also provide the date that a policy or binder was received via electronic transmission and/or email. Essentially, you may use a provable date when your agency received the policy (or binder) for the first time (but not the date when the filing user received the policy to make the filing).