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Getting Started Checklist ........................................................................................... 1 Logging In .................................................................................................................. 3 Change Password & Other User Profile Info .............................................................. 4 Execute a New Bond ................................................................................................. 6 Flowchart ............................................................................................................................. 6 How to Execute a Bond....................................................................................................... 7 Step #1: Start ...................................................................................................................... 8 Step #2: Initial Execution Page (Select Client & Form) ...................................................... 8 Step #3: Form Outside of SurePath (if no form selected) ................................................... 9 Step #4: Basic Information Page ...................................................................................... 10 Step #5: Quick vs. Advanced Process .............................................................................. 18 Step #6: Advanced Process Pages .................................................................................. 19 Step #7: Preview Page (Review Bond Form) ................................................................... 23 Step #8 and #9: Review Execution Summary and Commit Bond .................................... 26 Step #10 and #11: Print Bond Form and Execution Report .............................................. 29 Upload an Existing Bond .......................................................................................... 30 Bond Details ............................................................................................................ 31 Edit a Committed Bond ............................................................................................ 33 Where to Edit .................................................................................................................... 33 Carrier Information Section ............................................................................................... 34 Supporting Documents Section ........................................................................................ 35 Transaction Description Section ....................................................................................... 35 State Surcharge and Municipal Tax .................................................................................. 36 Updating Outstanding Liability when Bond Amount Changes .......................................... 36 Other Bond Transactions ......................................................................................... 37 List of Other Transactions ................................................................................................. 37 Carrier Information Section ............................................................................................... 38 Supporting Documents Section ........................................................................................ 39 Saving Changes to Support Documents ........................................................................... 39 State Surcharge and Municipal Tax .................................................................................. 40 Clients & Client Set Up ............................................................................................ 41 Favorite Clients, Adding Clients & Selecting Existing Clients ........................................... 41 General Page .................................................................................................................... 43 Subsidiaries (and Principals) ............................................................................................ 45 Program Summary ............................................................................................................ 51 Forms, Frequently Used .................................................................................................... 58 Subscriptions ..................................................................................................................... 59 Users ................................................................................................................................. 59 Bond Form Library ................................................................................................... 61 Forms vs. Rates ....................................................................................................... 63 Bond Numbers ......................................................................................................... 64 Copy Bond ............................................................................................................... 66 Standard Reports ..................................................................................................... 67 Transaction Report .................................................................................................. 71 Getting Help ............................................................................................................. 74

InSure Vision Technologies SurePath User Manual Version 022009

1 InSure Vision Technologies, LLC

1 GETTING STARTED CHECKLIST

Following are tasks that should be completed prior to issuing bonds in SurePath. All tasks are described in further detail in the Agency Administrator Functions handout. Additional tasks are required if you are also setting up for integration, client access, custom fields and/or ebonding. REQUIRED TASKS _____ 1. Install SureForm (the bond form viewer). For help contact our helpdesk at 800-

989-6417. _____ 2. Activate issuing and billing carriers used by your agency. A SurePath

Administrator performs this function using the Agency Carriers button. _____ 3. Activate the local surety addresses used by your agency. These are addresses

your agency might use on a bond form. A SurePath Administrator performs this function using Sites/Select Carrier Branches.

_____ 4. Indicate which sections of the Bond Details page you would like on the print

view. A SurePath Administrator performs this function using Sites/Bond Details Preferences.

_____ 5. If you belong to a multi-site agency, select the agency name that should be used

on your bond forms (site vs. agency name). A SurePath administrator performs this function using Sites/Bond Form Preferences.

_____ 6. Configure the Surety Phone Number to print correctly on your bond forms. A

SurePath administrator performs this function using Sites/Bond Form Preferences. _____ 7. Set up SurePath user accounts for the following individuals:

a. Individuals that will be using SurePath. b. Additional individuals that have power of attorney. c. Additional individuals that are bond producers.

A SurePath administrator performs this function using the Users button. _____ 8. Activate power of attorney in SurePath for individuals with power of attorney.

This populates the Attorney-in-Fact pick list and is used to select the Attorney-in-Fact whose name will appear on the bond form. This does NOT generate an electronic power of attorney. Any SurePath user can activate their power of attorney using the My Information button. A SurePath administrator can perform this function on any SurePath user using the Users button.


2 GETTING STARTED CHECKLIST

ADDITIONAL TASKS Tasks in this section depend on each agencies SurePath license. More information is provided in documentation specializing in the particular feature. 1. Billing Integration set up

a. Obtain information, licensing and software updates, if applicable, from billing system vendor

b. Obtain activation code from IVT c. Set up agency’s codes for carriers d. Set up agency’s codes for client (and bill to) e. Set up agency’s codes for Producer/Servicer codes f. Set up billing system

2. Carrier Integration set up

a. Obtain information and licensing, if applicable, from carrier b. Set up carrier’s code for agency c. Set up carrier’s code for client

3. Custom Field set up a. Identify and set up agency Custom Fields b. Identify and set up client Custom Field

4. ePOA set up a. Identify, in SurePath, carriers that staff have power with (see step 8 on Required

Task checklist) b. Identify which staff members should have ePOA. c. Contact local underwriters and request ePOA functionality for individuals

identified in previous step. d. Verify carrier has activated ePOA

5. eBonding set up a. Obtain digital certificate for electronic signature from http://identrust.com/ b. Obtain ePOA from carrier c. Set up client

6. Client Access set up a. Set up client b. Set up client user c. Assist client in installing SureForm and learning SurePath d. Enter or convert existing bonds


3 LOGGING IN

SurePath is a web-based application and is access through Internet Explorer. This is the SurePath logon page.

There are several ways to get to the SurePath logon page. • A shortcut on your desktop entitled SurePath Manager • Internet Explorer Favorites • From our website SET UP ACCESS TO LOGON PAGE 1. To access the logon page from our website: 2. Open internet explorer. 3. Type https://www.insurevision.com/surepath/default.aspx in the IE address bar and click

Go (or press enter). 4. To add this to your Internet Explorer Favorites, click the Add this page to your Favorites

button and follow the prompts. 5. To place a shortcut on your desktop, open your Internet Explorer Favorites and locate

SurePath Manager. 6. Right-click over SurePath Manager. 7. Select Send To / Desktop (Create Shortcut). I FORGOT MY PASSWORD 1. Go to the logon page 2. Click the hyperlink entitled Click here to have your password emailed to you. 3. Enter your logon name 4. Enter your email address 5. Click Email Password OTHER You have five attempts to log on. If you are unsuccessful your account is inactivated and must be re-activated by someone with Agency Administrator permissions.


4 CHANGE PASSWORD / OTHER USER PROFILE INFO

To access your user profile, select My Information. CHANGE PASSWORD 1. Select My Information 2. Select Change Password 3. Enter your new password 4. Select Submit CONTACT INFORMATION Name

The Attorney-in-Fact field in bond execution uses the Name entered in your user profile. The name can be modified in bond execution to address variations on powers. However, if the name is altered in execution and the user has ePOA the electronic power function is inactivated; the name in execution must exactly match the name here for ePOA.

Other Contact Information

To use SurePath’s subscription feature, receive email notifications when ePOA is set up, receive emails when passwords are forgotten or to be on our mailing list, you must have a valid email address in the Email field. POWER OF ATTORNEY There is an Attorney-in-Fact pick list in bond execution that lets the user select the person whose name should print in the signature block on the bond form. To add your name to this list or to set up ePOA: 1. Select My Information. 2. Select the Power of Attorney button. 3. Check off the carriers for which you have powers. 4. Click the Submit button at the bottom of the page. To select powers for someone other than yourself you must be a SurePath administrator.


5 CHANGE PASSWORD / OTHER USER PROFILE INFO

SUBSCRIPTIONS Subscriptions is where you subscribe to an email notification service. Subscriptions are based on Transaction Type (i.e., checking Execution, Renewal, etc) and the clients to which you have access. If you activate a subscription in your user profile you activate it for ALL clients to which you have access, regardless of who completed the transaction. To activate/de-activate subscriptions at a client level, go to the Client screens for a selected client and select Subscriptions on the client toolbar. USER PREFERENCES

• The first option (Enable SureForm..) should always be checked unless otherwise advised by our helpdesk.

• Second option places this user on our email list for monthly hints & tips, product update announcements and press releases.

• Third option lets you select a country of obligation during execution (i.e., Canada).


6 EXECUTE A NEW BOND

Get

ting

Star

ted

Colle

ct B

ond

Dat

a Re

view

& E

dit

Execute Button Client / Search Find Bond / BondDetails Page

Select Client Execute hyperlink Copy Bond

Select Form

Find Form?Processing Rules

Basic Information

Carriers Page

Advanced orQuick

Process?

Program & RatesPage

Producers &Services Page

Review & EditForm

ExecutionSummary

Final Summary

Yes

No

Advanced Process

Quick Process

Select Client

Find Request

Execute

New Bond From a Request From AnotherBond

Commit?To Request ListBond Details

Reports UpdateIntegration

No Yes



These are the basic steps in bond execution. Steps will vary if you use ‘Form Outside of SurePath’ or ‘Advanced Process’. 1. To execute a bond for a favorite client, click the Execute button. To execute a bond for

another client in SurePath, click Client / Search / locate the client / Execute hyperlink. 2. Select the client and bond form then click Next (page 8). 3. If you selected Form Outside of SurePath as your form, complete the Processing Rules

page and click Next (page 9). 4. Complete the Basic Information page (starts on page 11).

Tips: Unbolded fields are not required. Fields that appear on the bond form have the words ‘appear on form’ in parenthesis.

5. If this is a single surety bond AND no rate changes or additions are required, click Quick Process. If this is a co-surety/multi-surety bond or rate changes or additions are required, click Advanced Process. Refer to page 19.

6. If Advanced Process is selected, complete the Advanced Process screens as is applicable (page 19).

7. Review, edit and print the form in SureForm (Preview). Then click Next (page 23). Tips: To change data in the form you must be in edit mode (yellow boxes display). To add or move a new data field you must be in design mode (white boxes display). To print the form you must be in print preview mode (no boxes) To change modes click the down arrow to the LEFT of the % magnification.

8. Review the Execution Summary. If additional changes are required, use the navigation buttons at the top of the summary page to navigate back. Refer to page 26. Tips: Form changes should be made in SureForm. Click the navigation button entitled ‘Preview’. To make rate changes go to Advanced Process. Click the navigation button entitled Basic

Information. Scroll to the bottom of the Basic Information page and click Advanced Process.

9. To save the bond, click Commit bond. To save the bond as a request click Create Request. Refer to page 26. Tips: When you commit a bond you plan to print and send the bond form and create an invoice. If you

are not ready to do either of these things click Create Request. To execute a bond from request mode, locate the bond on the Request List. To print a bond that is in request mode, locate the bond on a Transaction Report.

10. To print the bond form after it has been committed, scroll to the bottom of the final summary page and click the View Document hyperlink. Refer to page 29.

11. To access the execution report (Bond Details) after the bond is committed, scroll to the bottom of the final summary page and click the hyperlink ‘Click Here to See Bond Details’. Refer to page 29.



STEP #1 – START The execution process starts from any of the following places: • Execute button for the active client or a favorite client. • Client / Search / Execute hyperlink for any client to which you have access. • Request List / Execute hyperlink to execute a bond from a request. • Copy Bond button located on the Bond Details page to execute a bond using data from

another bond. STEP #2 – SELECT CLIENT and FORM:

CLIENT ACCOUNT FOR THIS BOND: If you start with the Execute button the drop down list displays favorite clients plus the ‘active’ client (client name displayed on blue bar across the bottom of the screen). Otherwise it displays the selected client.

SELECT BOND FORM • Forms listed on the drop down list are ‘frequently used forms’. This client-specific list is

created automatically as you use forms from the library. To modify the list go to Client / Forms.

• Use the Search button to select a form from the bond form library. • Each form is posted to an SAA Code. The SAA Code is used to rate the bond – it identifies

the point at which the search for the rate (in the client’s program) starts. SurePath checks for a rate assigned to this SAA code and if one is not found it moves up the hierarchy of SAA Codes.

• If you cannot find the desired form create the bond record using the ‘Form Outside of SurePath’ option. Although this creates the bond record (for reporting, integration and future transactions), the bond document still needs to be created outside of SurePath.

OTHER INFORMATION If you accessed this screen from the Copy Bond command, you are also prompted to select how you want these two bonds (the source bond and the new bond) handled during the execution process. In other words you can cancel or revoke the source bond through this process.



STEP #3 (skip if you selected a form in Step #2) – PROCESSING RULES for FORM OUTSIDE OF SUREPATH: The Processing Rules page displays when Form Outside of SurePath is selected. If a form is selected SurePath goes directly to the Basic Information page (see step #4 on next page).

SHORTCUT BUTTONS The gray shortcut buttons complete the screen for bonds with common properties.

• Bid Bond: Click the Bid Bond Defaults button and then Next.

• Performance / Payment Bond:

Click the Performance Defaults button, select the appropriate SAA Code then Next.

• Subdivision (conventional) Bond:

Click the Subdivision Defaults button. Verify the SAA Code and then Next.

• Subdivision (annual) Bond: Click

the Subdivision Defaults button. Verify the SAA Code. Change the Execution rule to Generic and the Renewal rule to Continuous.

• Other Bonds: You must complete

the entire page yourself.



SAA CODE The SAA Code is used to rate the bond – it identifies the point at which the search for the rate (in the client’s program) starts. SurePath checks for a rate assigned to this SAA code and if one is not found it moves up the hierarchy of SAA Codes. • To search for a top level code, such as License & Permit, click in the list of codes (not the

Search field) and then type the first letter of the code description (i.e, “L”). • To search for other codes use the Search field and the Find First / Find Next buttons. PROCESSING OPTIONS Processing rules are extremely important for the future processing of the bond and should be filled out correctly. Processing rules are required (i.e., unknown is an unacceptable response) for B2B bonds. Note that all bonds have processing options including those with bond forms. Processing options are packaged with bond forms and are not visible to the user until after the bond is executed. • Execution rules define the data entry fields and bond number requirements.

• Cancellation rules define the reason for cancellation options and the number of days during which the bond can be reinstated.

• Renewal rules define term vs. renewal, how premium is calculated at renewal and the types of documents that are required at renewal, if any.

• Rider rules define how premium/commission is calculated when there’s been a change in bond amount.



STEP #4 –BASIC INFORMATION PAGE PRINCIPAL INFORMATION - BASIC INFORMATION PAGE

• Select an existing principal from the Select a standard principal drop down list. The principals are from Clients/Subsidiaries/View Principals and are listed by Principal Nickname

• To add a new principal, select ‘None’. Select the Subsidiary to which the principal belongs. Complete the fields. To add this new principal to the client’s program, check the ‘Create a new standard principal’ checkbox.

• To create a principal using information from an existing principal, select the principal from the drop down list. Modify fields based on the new principal. To add this new principal to the client’s program, check the ‘Create a new standard principal’ checkbox.

OBLIGEE / OWNER INFORMATION - BASIC INFORMATION PAGE

Complete this section in 1 of 4 ways:



• If this is an Obligee specific form this section will already be completed. • Select a recently used Obligee from the “Select a recently used Obligee” drop down list.

This displays the 20 of the most recently used Obligees in your office’s database. • Use the Search button to search for an Obligee in your database, your entire agency’s

database or across all of your bond records. • Enter the Obligee name and address. To add a new Obligee to the database: 1. Select None from the drop down list 2. Enter the Obligee information 3. Click Add or update this obligee address information. To update or delete an Obligee: 1. Select the Obligee from the database 2. Make your changes 3. Click Add or update this oblige address information. Information entered during bond execution can be used in later transactions. The bond form may not require the Obligee’s address, but a future transaction, such as a Consent of Surety, might. BOND INFORMATION - BASIC INFORMATION PAGE

In General

This section varies based on the bond type (Execution Rule).



Issuing Carrier Name & Address:

• Select the issuing company for the bond. If this is a co or multi-surety bond select one of the carriers. If this is a B2B co-surety bond select one of the B2B carriers on the bond. Note that if this is set up as a co-surety account and you select one carrier and the Quick Process, SurePath assumes this is a single surety bond. To continue to process a co-surety bond you must go through Advanced Process

• Carriers are set up in the Clients/Program/Edit Carriers. • Address options apply to bond forms that print a surety address. • Address choices are as follows:

o IC with your city is your office (agency) address. o IC with the city in which your corporate office (agency) is located is your corporate

office address. o IC with carrier’s corporate office city is carrier’s corporate office address. o IC with ‘carrier branch’ is local surety address. To activate a local surety address for

future use, go to Sites (orange administrative button). For this bond (if it’s required) go to the Bond Custom Information section of Basic Information and enter the address in the applicable fields.

Bond Number

• There is no bond number field for bid bonds • Leave this field blank for co-surety bonds (bond numbers are entered in Advanced Process

for co-surety bonds). • If there are preloaded numbers it will indicate so in the text above this field. If you want

SurePath to assign the next available number from this list leave this field blank. Otherwise enter the bond number.

Dates

• Although not required it is recommended that all dates be entered with a four digit year. • The expiration date on an annual renewable bond should be one day earlier than the effective

date (i.e., 4/2 to 4/1). Field Name What it Does Notes Effective Date Defines the term of the bond which determines when the

bond is applied to your outstanding liability and how the bond premium should be calculated. Compared with Premium Duration (rate set up) to determine if time surcharges or rate proration is required. If auto close is on SurePath automatically closes term bonds on the expiration date. Integrates to agency management system and carrier system.

Required for all bonds, but generally does not print on the form. This field is automatically updated when the project duration field is completed. The update can be overridden by the user.

Expiration Date



Field Name What it Does Notes Execution Date Appears on form as signed & sealed date.

Also appears on those forms that specifically require on Execution Date such as federal form 25/25A.

Required, but can be removed in Preview (form view).

Contract Date Reporting. Also appears on those forms specifically requiring a contract date such as federal form 25/25A. Also appears on Consents of Surety.

Optional

Bid Date Reporting Required on bid bonds

Project Duration

Although this field is optional SurePath will automatically update the expiration date on a Performance & Payment Bond when a project duration is entered. The new expiration date is the effective date + the project duration. The new expiration date can be overridden.

Bond and Contract Amount

• Field names vary based on type of bond. Screen shot on page 12 is for a Performance and Payment bond. Below are screens for other bond types

Bid Bond

Generic Bond

Subdivision Bond

• The Contract Amount (aka Engineer’s Estimate on a subdivision bond) must be entered if it

is applicable. SurePath populates it with zero if left blank.



• The Estimated Bid Amount (bid bond only) is the estimated contract price and is used to calculate outstanding liability.

• Unless a Maximum Upset Rate is entered in the rate profile, SurePath calculates premium/commission off the higher of the following two fields: Bond Amount/Performance Bond Amount or Contract Amount/Engineer’s Estimate.

• Omit commas, dollar signs and percents. A decimal is required if you enter cents. If the number entered in the Bid Amount field (bid bond only) is < 100 SurePath will format as a %. If the number is > 100 it is formatted as a $.

• Subdivision bonds: To switch between Bond Amount and Performance/Payment Bond Amount fields change the Bond Type.

Attorney in Fact

• This defaults to the person entering the bond. It can be changed in one of two ways: o Select another SurePath user from the Quick Pick list. Note: To appear on this list the

individual must have a SurePath account and in their account they must be indicated as having power of attorney with the selected issuing carrier.

o Enter/edit the name. • Of the two fields, it is the first that prints on the bond form. • If the name matches the name in a user profile that has been granted ePOA an electronic seal

and power of attorney will be generated. Project, Invitation or Bid Number / Tract Number (Subdivision Bonds)

• This field is used for retrieval and reporting purposes unless the field name indicates ‘appears on form’. If field name includes ‘appears on form’ there is a dedicated spot on the bond form for this information.

• If there is a number and it must print in the description field on the form, you must enter it in the description field.

• Use this number to search for the bond (using the Find Project button). • SurePath uses this number to pull related bonds into the Bid Results and Update Bid Date

features. It can also be included as a column on a custom report. State of Obligation

• Applies state rates if there are any set up in the client’s rate group. • Determines if premium should print on the face of the bond form (i.e., in California) • Determines if the surety phone number should print on the bond form. • Calculates state surcharge for Florida and Kentucky (displayed on pre-Commit Summary

screen).



JOB BREAKDOWN - BASIC INFORMATION PAGE (Bid, Performance & Payment Bonds Only)

The information entered in this section is available after bond execution from Bond Details/Underwriter Info. Maintenance Term

Enter maintenance provision, if applicable. If > 12 SurePath adds additional bond premium using the rates entered in the ‘Maintenance Rate’ section of the rate screen.

BOND CUSTOM INFORMATION - BASIC INFORMATION PAGE

Additional data fields for the specific form you selected. Complete what you know at the time of execution to save yourself a trip to the typewriter.

SAA CODE - BASIC INFORMATION PAGE

• The code highlighted in blue is the one selected with the form or on the Form Outside of

SurePath Processing Rules page.



• If another code is desired it can be changed at this time. For example, some forms come

packaged with codes that are no longer valid. The code can be updated here. • If this is a B2B bond you cannot process the bond with a code highlighted in red (red

displays only on B2B bonds) so another more detailed code must be selected at this time. COMMENTS – BASIC INFORMATION PAGE

PUBLIC/PRIVATE CUSTOM FIELDS – BASIC INFORMATION PAGE

These sections only display if your site is licensed for Custom Fields. Custom Fields are user-defined fields; fields defined by your agency to meet your reporting needs. The fields in this screen shot are only examples. Public fields are viewable by all users, including client users.



OPTIONS - BASIC INFORMATION PAGE

• Generate Cover Letter: If checked produces a Word cover letter. • Enable Business-to-Business: Displays only if the site is licensed for B2B (carrier

integration only) and the carrier and client for this bond are set up for B2B. If these conditions are met and the option is checked, the bond is processed B2B.

• Display Detailed Premium & Commission Calculations: If checked, SurePath displays the total premium and commission AND details for the calculation. This is particularly useful for bonds with tiered rates.

• Mark as uploaded bond: Check this option ONLY if this is a historical bond. A historical bond is one with an effective date that is prior to using SurePath and that you have already issued the bond and the invoice for. When checked you can enter the Initial Term Effective Date. New bonds should never have this option checked.



STEP #5 – CHOOSE BETWEEN QUICK & ADVANCED PROCESS There are 4 reasons to use Advanced Process: • To execute a co-surety bond. • To add or change rates. • To enter bond premium and commission when it should be something other than what

SurePath calculates or you know premium but not the rates. • To add or change the Producer/Servicer information for this bond. If none of these apply, select Quick Process. STEP #6 (skip if you selected Quick Process in step #5) – ADVANCED PROCESS: ISSUING CARRIERS - ADVANCED PROCESS

This screen lists all of the client’s carriers. The carrier selected on the Basic Information screen is checked. If this is correct you can click Next to proceed to the next screen.

Co-Surety

• Check all carriers whose name should appear on the bond. • Complete the Co-Surety Liability % field for each carrier. This applies to the calculation of

outstanding liability and bond premium (defines the carrier’s share). The sum of all checked carriers must = 100.



Changing Rate Groups

• Rate fields are used only if you want to switch to a different rate group (i.e., old rates vs new rates) and the desired group is set us as ‘shared’.

Update the Client’s Program

The Update checkbox does the following: • If you change the co-surety %’s SurePath applies those changes to the client’s program. • If you change the rate groups SurePath applies the change to the client’s program. • Lets you select the Rate Type on the subsequent page. • If you change the default Program, Aggregate Limit or Single Limit on the subsequent page,

SurePath applies the change to the client’s program. PROCESSING PROGRAM - ADVANCED PROCESS

This is the first section on the second Advanced Process screen. This screen displays for every carrier that is selected on the previous page. It is used to process co-surety bonds. If this is a single surety bond scroll down the screen to proceed to the next section.

Co-Surety

• Select the Local Surety Address for the carrier • Complete the Bond Number field; enter the number or leave it blank if there are numbers in

the bond number pool that you would like to use. LOA

If the Update Program checkbox on the previous page is checked you can edit the Aggregate Limit and Single Limit fields. This is used to update the LOA while executing the bond. LOA can also be updated by going to Client/Program.



RATE SECTIONS - ADVANCED PROCESS The rate sections are also on the second Advanced Process page and are used to: • Update the rates for this bond – bond change only • Update the rates for this bond – update program too • Enter bond premium/commission (override) when you have the premium/commission but not

the rates or you do not want to use the premium/commission calculated by SurePath.

Rate Scope

• If this is greyed out changes made here are bond specific and do not affect the program. • If this is editable you can use this field to indicate a bond specific change or a change that

should also be applied to the program. To make this field editable click on the Update Program checkbox on the previous screen.

Rate Type

• Defines the type of rate as either flat, graduated, fixed or override. • When the override option is selected you must manually calculate the agency premium and

commission and enter it into the rate field. When override is used SurePath sets term rates for the bond = $0. Rates for a bond in override mode cannot be updated until the bond is renewed. If the bond is non-renewable rates for a bond in override mode can never be updated; all subsequent premium generating transactions must be processed in override mode.

Rate Detail

These are the same fields that are in Client/Program/Edit Rates. For more information refer to the client module section of this handout. However, remember that rates entered here become part of the bond record and will be used to calculate premium on subsequent premium generating transactions. Rate details should therefore be complete and not just enough to get the bond out the door.



PRODUCERS & SERVICERS - ADVANCED PROCESS

This is the third Advanced Process page. This information originates from the Clients/General page. Changes made here are bond specific. For more information refer to the client module section of this handout.



STEP #7 – REVIEW & EDIT the BOND FORM (Skip this step if bond is Marked as Upload or Form Outside of SurePath) This is the Preview page. Use the Preview button on the toolbar to return to this page anytime during execution. This page does not display if: • The Mark as Upload option is checked in the Options section of the Basic Information page. • You selected Form Outside of SurePath instead of a bond form. Overview

The first time you transition from the data entry pages in bond execution (Basic Information and Advanced Process pages) to the form view (Preview page) SureForm builds the form (merges data from the Basic Information page with the form). At this point the user can make data changes or they can add/move text boxes. Modes (button to the left of the % magnification):

• Edit Mode (yellow boxes): Used to change data in the form. When a change is made, the change is applied to all occurrences of that data field. For example, if you remove the Execution Date on page 1, SurePath removes it on all remaining pages.



• Design Mode (white boxes): Used to add, move, resize or delete a data field. Deletion in design mode is single occurrence. For example, to delete the Execution Date only on page 1, delete it in Design Mode.

• Print Preview Mode (no boxes): Used to preview the form as it would print. Also used to print the form.

Navigation

• Back: You may go back using the Internet Explorer Back button or the SurePath toolbar. The toolbar is recommended as it allows you to skip screens.

• Forward: If you go back do not skip screens going forward. You must go through every screen when you move forward.

Editing Data

Most changes made on the form automatically update the database. Some, however, do not and these are: • Issuing Carrier • Principal • Bond Number If the wrong carrier or principal is selected you must fix the form AND go back to the Basic Information page and apply the change. Remember to always review your final form and the summary page before committing the bond.

Adding Additional Information

Additional data can be added to your bond form. To do this: 1. Go to the page where data is to be added 2. Place your cursor in the area of the page where data is to be added 3. Double-right click. Result: A shortcut menu displays with options to Insert Page, Delete

Page, Insert User-Defined Text, etc. 4. Select Insert User-Defined Text. 5. To add data that is not already in SurePath select the default – Field Contains Static/Fixed

Text. To add data that is already in SurePath select Field Contains Information Already in This Document.

6. Enter either the text or the name of the field depending on your selection in the previous step. 7. Click Ok. Result: The field appears on the form. 8. To move or resize the field switch to Design Mode. 9. Click on the field to activate it. 10. Place your cursor over the border. A four-headed arrow moves the box. A two-headed

arrow resizes the box.



11. Get the desired arrow. 12. Hold down the left mouse button and move your mouse. 13. Release the mouse button when your move or resize is complete.

Tips:

• To review dates, percents and dollars in their final format you must be in Print Preview Mode. Edit Mode does not display these fields in their final format.

• You cannot leave the Execution Date blank on the Basic Information page. But you can remove it on the Preview page. To remove all occurrences of the Execution Date, remove it in Edit Mode.

• If the Attorney-in-Fact has ePOA an electronic seal displays in the signature block. To remove the seal go to Design Mode, double-right click over the seal and select Delete from the shortcut menu. The Power of Attorney does not display until the bond form is saved.

• To print use the Print icon on the SureForm toolbar. Make sure the form is in Print Preview mode and that you continue through the remaining screens to save the bond.

• An ePOA does not print until the bond is saved.



STEPS #8 & #9 – REVIEW EXECUTION SUMMARY & COMMIT BOND This is your last chance to review data before committing (saving) the bond. Navigation and Where to Edit

• To navigate back use the SurePath toolbar or the Internet Explorer back button. • To navigate forward use the Next button at the bottom of each screen; you cannot skip

screens going forward. • Except for Issuing Carrier and Principal where you need to edit on both the form and Basic

Information, edit on the screen where you last saw the data. For example, if there is a bond form and you need to edit Bond Amount, go to the form because this is the last screen where this data displayed. If you need to edit Expiration Date go to the Basic Information page because this is the last screen where this data displayed (it is not on the bond form).

LOA

SurePath compares this bond against the Line of Authority entered in Client/Program and warns you if this bond causes you to exceed the line.



Rates

Premium and commission affect billing and carrier integration. Please verify these numbers before committing the bond. Incorrect premium can be a result of many things. • Rates come from the client’s program and are based on the SAA Code of the form/form

outside SurePath and the SAA Code in the rate group. The wrong SAA Code may have been selected in execution or used to set up the rate.

• Rate details may be wrong or incomplete. Remember that rates include: rate, minimum premium, premium duration, surcharges and maintenance rates.

• Bond Amount or Contract Amount/Engineer’s Estimate • Effective and Expiration Dates • Maintenance Term These can all be corrected in bond execution either on the Basic Information page, Preview page or in Advanced Process.

Surcharge and Tax



• If State of Obligation is FL or KY SurePath calculates a State Surcharge. If the surcharge

does not apply to this bond change the amount to zero. • Municipal Tax applies to KY bonds. If applicable it must be entered; SurePath does not

calculate the Municipal Tax.

Create Request

If you are not ready to commit the bond, use this option to save the information for future processing. A ‘request’ is not added to the bond list, applied to the client’s outstanding liability or ready for integration until it is committed. To execute or commit a bond from

request mode, locate the bond on the Request List. To print a bond that is in request mode, locate the bond on the Transaction Report. Note: A request created through the execution process is assigned a temporary bond number; therefore it is not recommended that you print the bond form while in request status. Commit Bond

Use this option to process the bond. Committing a bond adds it to the bond list, adds it to the client’s outstanding liability and sets it up for billing integration (integrated version only). If this is a B2B bond, information is sent to the carrier. Refer to separate documentation for more information on carrier integration.



STEPS #10 & #11 – PRINT BOND FORM & EXECUTION REPORT After the bond is committed you are returned to the Summary page where SurePath indicates the bond has been processed. At this point DO NOT GO BACK AND MAKE CHANGES. If changes are required refer to editing later in this handout. • To print the bond form, click the ‘Original bond document created at bond execution’

hyperlink. Note if you used ‘Form Outside of SurePath’ or upload there won’t be a form to print.

• To go to the Bond Details page (a form of execution report), click the ‘click here to see bond details’ hyperlink.


30 UPLOAD AN EXISTING BOND

An existing bond is entered into SurePath through the bond execution process. Follow the steps on the previous pages but with the following exceptions: • Select a bond form: You may want to select a bond form in order to capture the form

properties or if the bond is renewed with a new bond form. SurePath will not create the document unless you forget to check the “Mark as Uploaded” option.

• Bond Number: Enter the bond number; do not let SurePath assign this number. • Effective and Expiration Date: These dates should coincide to the current term dates.

Current term dates are the dates that are in your billing system or that have been reported to the carrier.

• Options on the Basic Information page: Check the Mark as Uploaded checkbox. If this is

a renewable bond whose initial term effective date is not equal to the current term effective date enter the initial term effective date in the corresponding date field. If unknown you may leave this blank or enter the current term effective date.

• Rates:

o If the rates in the client’s program match the rates for the current term of the bond you can execute the bond using Quick Process.

o If the rates in the client’s program do not match the rates for the current term of the bond you can go into Advanced Process and change the rates. When the bond is renewed you have the option of switching to the Program rates.

o If the rates for the current term are unknown you can go into Advanced Process and use override to enter bond premium.


31 BOND DETAILS PAGE

The Bond Details page can be accessed from any of the following places: • The final summary page during the execution process. • Bond Lists located on the Start Page, Bond List option or Reports option. • Transaction Reports located on the Start Page or Reports option. Bond Details is an execution report as well as the launching place for all subsequent transactions (i.e., renewals, bid results, closure).

DETAILS This button navigates back to the Normal view after selecting one of the other options on the toolbar. It also refreshes the screen. COPY BOND Use this to copy information from this bond into a new bond. AUDIT RECORDS This button contains B2B history, ebonding history and audit records for bonds that exceed the LOA.

PREMIUM HISTORY This button shows a history of all premium generating transactions for this bond. CURRENT RATES Show term rates, which are the rates currently attached to the bond. UNDERWRITER INFO This button displays only on Performance & Payment bonds and includes information entered in the Job Breakdown section of Bid and Performance/Payment Bond. CUSTOM FIELDS This button displays only if your site is licensed for Custom Fields and includes a history of custom field values for this bond. NORMAL VIEW/PRINT VIEW To generate a printable version, change Normal View to one of the Print View options. Depending on your screen resolution, you may need to scroll to the right to see this option. Use the magnification in Print View to increase or decrease the font size for the printed copy.


32 BOND DETAILS PAGE

TRANSACTION HISTORY • This section displays the transaction history of this bond, provides access to all related

documents and provides access to transaction specific functions. • Click on the document link to print. • Use the Edit button to edit form data. • Use the Sign button to electronically sign the form (required for eBonding). • Use the Delete button to delete documents. PROCESSING OPTIONS This section lists all actions that can be taken on this bond.


33 EDIT A COMMITTED BOND

WHERE TO EDIT Once the bond is committed it can only be edited using one of the edit functions. All changes begin from the Bond Details page of the bond being edited. Following is a brief description of the types of changes and the functions you select on Bond Details to make changes.

Type of Change From the Bond Details Page select….

1 Producers or Servicers Edit Bond Producers / Services hyperlink in Processing Options.

2 Processing Rules (i.e., Renewal rule) or SAA Code

Edit Bond Type (SAA Code) hyperlink in Processing Options. If this is a B2B bond this link is under the Edit Bond Information/Issue Rider hyperlink.

3 Issuing Carrier Effective Date Premium Rates Commission Rates Client Bond Number Bond Form

The bond has to be re-issued. It is recommended you use Copy Bond to re-issue the bond. If the original bond is no longer valid Revoke the bond before selecting the Copy Bond option.

4 A FORM change for any other correction not listed above Examples: Typos Adding or deleting contract or

execution date Changing bid date Changing the Attorney-in-Fact

Edit button next to document link in Transaction History

5 Any other change that does not require you reprint the bond form

Edit Bond Information / Issue Rider hyperlink in Processing Options.

6 A change requiring a rider Edit Bond Information / Issue Rider hyperlink in Processing Options.



Type of Change From the Bond Details Page select….

7 Change Bid Date and reprint bond form

Edit button next to document link in Transaction History and: Change date in Form view. Depending on the form you may need to

edit both the Execution Date (sign & sealed date) and Bid Date. Change Bid Date field on Edit Bond screen Uncheck the riders.

Note, if you want to change the effective date you must use the Copy function (see change #3)

8 Change Bid Date but new form not required

Update Bid Date hyperlink in Processing Options

9 Any change that applies to more than one bond but that does not require you reprint the bond form Examples: Moving bonds to another

subsidiary Principal address changes

Edit Bond Information/Issue Rider hyperlink in Processing Options. Make your change and use Update all Matching Bonds at the bottom of the page.

CARRIER INFORMATION SECTION Current Term Rates display the term premium/commission before the change is applied and the rates currently attached to the bond record. The following changes may impact premium/commission: bond amount, contract amount, maintenance term and expiration date. The rates displayed here are used to calculate premium/commission adjustments unless Enable Override Rating is selected. If the bond is already in Override mode, the Edit must also be processed in Override mode. When Enable Override Rating is selected you must enter the premium and commission change, not the new term amount. For example, if you need to reduce premium by $100 you enter -100. Premium and commission changes are included in billing and carrier integration.



Use New Bond Number is a feature used to process bond number changes supported by a rider. Changes made here to NOT update the bond form, only the bond record.

SUPPORTING DOCUMENTS SECTION Riders are automatically turned on. If a rider is not required the option must be unchecked.

TRANSACTION DESCRIPTION SECTION • Transaction Description describes the change in the Transaction History section of the Bond

Details page. Used a ‘canned’ response or use Other to add your own description. • Transaction Effective Date is the date the change becomes effective. This defaults to the

term effective date but can be changed. • Update This Bond applies the change to this bond record. • Update All Matching Bonds is used to apply the change to other bonds containing the same

information. For example, if you change the Principal address from 123 Main Street to PO Box 123 SurePath returns a list of active bonds for this client with the Principal address 123 Main Street. From this list you can select the bonds that should also be updated to PO Box 123.



STATE SURCHARGE AND MUNICIPAL TAX The pre-Commit Summary screen contains information on FL and KY state surcharges and tax. An edit that changes premium may affect surcharge and tax. SurePath calculates the new surcharge. The user must input the tax, if applicable. The input fields must contain the amount for the total earned premium, not the change. The change is reflected in the summary lines.

UPDATING LIABILITY WHEN THE BOND AMOUNT CHANGES If the bond amount changes you may also want to update the total and/or outstanding liability. Use the Managing Outstanding Liability hyperlink on the summary screen. If the bond amount changed because it was originally incorrect, update Total and Outstanding Liability.


37 OTHER BOND TRANSACTIONS

LIST OF OTHER TRANSACTIONS You cannot perform any of the following transactions unless there is a bond record in SurePath.

Transaction From the Bond Details page select…..

1 Bid Results (captures bid results and closes bond if rank ≠ 1).

Bid Results hyperlink on the Bond Details toolbar or on the Outstanding Bid Bond Reports.

2 Bond Cover Letter (generates document)

Bond Cover Letter hyperlink in the Processing Options section.

3 Cancel bond (changes status to cancelled, reduces liability, calculates refund, generates documents)

Cancel this Bond hyperlink in the Processing Options section. Used on renewable bonds. User enters effective date, reason for cancellation and indicates whether cancellation documents are required.

4 Close bond (changes status to closed and reduces liability)

Close Bond hyperlink in the Processing Options section. Used to close bid bonds or other term bonds that do not require a Final Contract Audit. Changes bond status to close with an effective date = today.

5 Consent of Surety (generates document)

Consent of Surety hyperlink in the Processing Options section.

6 Electronically Sign Bond Blue sign button to the right of the document link in the Transaction History section. Use the Attach PKI Signature option.

7 Final Contract Audit (calculates final overrun/underun, captures contract completion date, closes bond and reduces liability).

Final Contract Audit hyperlink in the Processing Options section. Used to close bonds that require a Final Contract Audit. User enters the Final Contract Amount and Contract Completion Date. SurePath changes the bond expiration date to equal the Contract Completion Date.

8 Increase/Decrease or General Rider (calculates a change in premium/commission if applicable and generates documents)

Edit Bond Information/Issue Rider hyperlink in the Processing Options section. User updates the bond amount, selects Supporting Documents and enters a Transaction Effective Date.

9 Manage Outstanding Liability (adjusts outstanding liability

Manage Outstanding Liability hyperlink in the Processing Options section. SurePath does not automatically update liability when the bond amount is changed.

10 Mid-term Overrun/Underrun (leaves bond status unchanged and calculates premium/commission change)

Edit Bond Information/Issue Rider hyperlink in the Processing Options section. User updates the contract amount.

11 Open Bond (changes status to in effect and restores liability and premium)

Open Bond hyperlink in Processing Options section. Used on closed term bonds.

12 Reinstate Bond (changes status to in effect and restores liability and premium)

Reinstate this Bond hyperlink in Processing Options section. Used on cancelled renewable bonds.



Transaction From the Bond Details page select…..

13 Renew (extends expiration date, calculates renewal premium/commission, generates documents if applicable)

Renew this Bond hyperlink in the Processing options section or on the renewal reports. The Renewal Information section displays the ‘renewal rule’ and current term dates. It’s also where you enter the new term dates and the new bond amount, if applicable. If the renewal rule indicates a new bond form is required, you can select a new form in the Select Bond Form section.

14 Revoke bond (reverse entry as bond never existed)

Revoke this Bond hyperlink in the Processing Options section. Revocation date defaults to the term effective date completing reversing the entry. Revoke is used for bonds that were never in effect.

15 Upload File (document attachment feature)

Upload File hyperlink in the Processing Options section. The site must be licensed to use this feature. File size limitation is 400Kb. Only the primary agent can delete/remove an attached document.

16 Verification Certification (generates document)

Generate Verification Certificate hyperlink in the Processing Options section.

CARRIER INFORMATION SECTION

All premium generating transactions have the Carrier Information section. This displays: • Current term premium and commission • Rates currently stored in the bond record (term rates) • Option to calculate premium using Term rates • Option to calculate premium using Program rates (renewal only). Program rates are those

stored in the Client module (Program/Edit Rates).



• Option to enable override. When activated the user must enter the premium/commission change. For example, if current term premium is $7,850.00 and after the edit should be $8,000.00 you must enter $150.00. If the bond is currently in override mode and this is not a renewal you must process this transaction in override mode.

• Option to Use to New Bond Number which should be used to make bond number changes supported by a rider. This does NOT update the bond form, only the bond record.

SUPPORTING DOCUMENTS SECTION Transactions with supporting documents are: • Renewal: This is based on the renewal method and when applicable is automatically

generated. To determine the renewal method review the Processing Options section of the Bond Details page. To change the renewal method use the Edit Bond Type (SAA Code) hyperlink.

• Cancellation: When cancelling a bond the user has the option of having SurePath generate a cancellation notice.

• Reinstatement: SurePath automatically generates a reinstatement notice when a cancelled bond is reinstated.

• Riders: When issuing a rider the user has the option of having SurePath generate a rider. These documents are on by default (see below) and must be turned off if not applicable.

SAVING CHANGES TO SUPPORTING DOCUMENTS If you modify a SurePath generated document you must do the following to attach the modified document to the bond record. SurePath will not let you save changes to Word documents to our file server. 1. While in Word save the document to your local or shared drive. 2. Exit Word and return to SurePath. 3. Go to the Bond Details page if not already there. 4. Select Upload File (in Processing Options). 5. Browse for the document. 6. Rename the file, if applicable. 7. Modify the description, if applicable. 8. Click Submit. Note: If there is no Submit button you are not licensed for this feature.

Result: The document is now attached to the Bond Details page in the Transaction History section

9. Use the Delete button next to the original documents to remove them from the record.



STATE SURCHARGE AND MUNICIPAL TAX Refer to the information on page 35.


41 CLIENTS AND CLIENT SETUP

Getting Started WHICH CLIENTS DO I HAVE ACCESS TO An agency user can have access to: • All clients in their site. If you are a multi-site agency, a site is equivalent to an office

location. This is a permission in your user profile. • Individual clients at other sites. This is assigned through Client/Users/Grant Access. • All clients at all sites. This is a permission in your user profile. WHAT IS A FAVORITE CLIENT Clients can have a status of ‘favorite’ or ‘non-favorite’. A favorite client generally signifies a client for whom you frequently process bonds. Favorite means you can: • Execute a bond using the Execute button (navigation bar on left-hand side) • Run an outstanding bond list using the Bond List button (navigation bar on left-hand

side) • Run reports (from Start Page or Reports button) for all your favorite clients (a subset of

all). Important: Favorites are user specific. And, you can still execute a bond and run a bond list for other clients in your site. It just means you have to access them from the Clients button / Search option instead of the Execute or Bond List buttons. To add a client to your ‘favorites’ list: 1. Rest cursor over Clients button 2. Select Search 3. Click the Search button 4. Place a check mark in the Add to Favorites column 5. Click the Add Selected Clients button To remove a client from your ‘favorites’ list: 1. Click on Clients button (as opposed to resting your cursor over it) 2. Place check mark in Remove column 3. Click the Remove button HOW TO START A NEW CLIENT 1. Rest your cursor over the Clients button. 2. Select New Client. 3. Enter the client name and click Create. Note: The client name should be the principal

name if all bonds are executed using the same principal name. Otherwise the client name should be the parent or corporate name.

4. Complete the initial setup screen (General Information, Create Subsidiary, Create Default Principal, Auto Close and Producers and Servicers) and click Submit. Notes: The address should be the principal address if all bonds are executed using the same address.



Otherwise enter the corporate office address. Refer to pages 41 – 57 for more detailed information.

5. Use the Subsidiaries button on the Client toolbar to enter additional subsidiaries and principals.

6. Enter the client’s surety program using the Program button. The surety program includes the issuing carriers, premium rates and commission rates and is needed for bond execution.

Refer to pages 43 thru 58 for further information. Note: You can also create clients in bond execution by selecting ‘New Client’ in the ‘Client account for this bond’ field. HOW TO SELECT AN EXISTING CLIENT If they are a ‘favorite’ client: 1. Rest your cursor over the Clients button 2. Select the client If the client is not on your ‘favorites’ list: 1. Rest your cursor over the Clients button 2. Select Search 3. Enter the first few letters of the client’s name 4. Click the Search button 5. Locate the client from the list of clients to which you have access and click on their

name. If the client is the ‘active’ client: 1. The ‘active’ client always displays in the blue bar at the bottom of the screen. Click the

name in the blue bar to quickly access the client screens for the ‘active’ client. The client toolbar (below) displays when a client is selected.



CLIENT / GENERAL To access this page select the client or click the General button on the Client toolbar. GENERAL INFORMATION - GENERAL PAGE

Primary Agent

Primary Agent (aka owner) should be the person that services the account. The function of the Primary Agent is to: • Assign the site to which the client belongs • Restrict the ability to delete the client and all attached bonds to one person • Restrict the ability to delete documents attached to the bond record via Upload

Documents to one person The Primary Agent also indicates the Site to which the account belongs. If you have permission you can click the Take Ownership button to change the Primary Agent. The Primary Agent can also be changed under the Users button (Transfer Ownership) Client Name

This is the name SurePath uses to reference the client. Although this may be the name that goes on the bond, the Client Name field is not where SurePath obtains this information. If this client consists of multiple entities, locations or dba names the Client name would represent the parent or primary name of the organization. Agency Billing Code

This field is only completed if you are integrating with Sagitta or Applied and even then, only when you are ready to integrate data for this client. For more information on what to enter in this field refer to specific integration documentation.



Program

In most cases, the Program should be defined as <New Program> or the name of the client. AUTO CLOSE – GENERAL PAGE

Auto Close is a feature in SurePath that automatically closes term bonds. If Auto Close is on, SurePath closes term bonds on the bond’s expiration date. The expiration date is defined by the user in execution or edit. If Auto Close is off, the user closes the bond when it is appropriate. Auto Close applies ONLY to bonds that meet the following requirements: • SurePath Execution Rule is Generic Bond, Subdivision Bond, Performance & Payment

Bond or Bid Bond AND • SurePath Renewal Method is Term Bond. Auto Close does NOT apply to renewable bonds or bonds whose Renewal Method is unknown. PRODUCERS AND SERVICERS - GENERAL PAGE

Producer 1 (aka Primary Producer) and Servicer 1 (aka Primary Servicer) are SurePath report filters. Producer 1 also displays as a column on several standard reports. Commission Type,

Calculation Amount and other Producer/Servicer fields are for billing integration. Refer to integration documentation for additional information. For a name to appear on the drop down list all of the following conditions must be met: • The individual must have a SurePath account. • The individual’s user profile must have an entry in the Producer/Servicer Code field. For more information on setting up and managing users, refer to Agency Administrator documentation.



Other notes about information on this page: • All SurePath users can view this information • Only the Primary Agent edit the General page • A bond specific change to this information can be made during bond execution using

Advanced Process • This information can be added or changed after bond execution using the Edit Bond

Producers / Servicers hyperlink on the Bond Details page



CLIENT / SUBSIDIARIES Principal names and address are stored under the Subsidiaries button / View Principals hyperlink.

WHAT IS A CLIENT, SUBSIDIARY AND PRINCIPAL There are three levels in a single client. One entry at each level is required.

If the client issues bonds under one name only, there must be one subsidiary and one principal (see diagram above). If the client issues bonds for several entities, locations or DBA names, then you must review the needs of each to determine whether the structure looks like the diagrams on the following page. Following is a brief description of each level. Client

This is the parent or top level of the client structure. It generally corresponds to the client on a broker of record letter. Client based reports includes bonds for all subsidiaries and principals that fall underneath the client. If you are integrating with a billing or carrier system, the client also corresponds to a client in the receiving system (i.e., the client to which all of the invoices are directed). The client name is located on the Client/General page. It is not where SurePath obtains the name that prints on the bonds. Subsidiary

This is the middle level in the client structure. The subsidiary does the following: • Report filter that lets you run reports for a subset of the client’s bonds. Subsidiary based

reports include only bonds for the principals that fall underneath the selected subsidiary. • Contains a ‘bill to’ code for billing integration which directs invoices to a ‘child’ entity in

the billing system for de-centralized billing.



• Controls client access. Client users are attached to subsidiaries. This allows you to set up client users with access only to the data for which they are responsible. This is particularly important for client’s who have requestors in multiple locations.

• Track Outstanding Liability. SurePath tracks outstanding liability by client and by subsidiary.

The Subsidiary Name is located on the Client/Subsidiaries. It is not where SurePath obtains the name that prints on the bonds. Principal

This is the last and lowest level of the hierarchy. Each subsidiary must have at least one principal because it is the principal that stores the name and address used on a bond. The Principal Name is located on the Client/Subsidiaries/View Principals screen. It is where SurePath obtains the name that prints on the bonds. EXAMPLES OF OTHER CLIENT STRUCTURES Scenario #1 (One - One - Many)

In this scenario all reporting, billing and access functions are centralized.



Scenario #2 (One - Many - One)

This scenario has the same number of principals as Scenario #1. Because each has its own subsidiary, unlike Scenario #1, it is set up for de-centralized reporting, billing and access. Scenario #3 (One - Many - Many)

This scenario has the same number of principals as Scenario #1 and #2. Principal 1 and 2 are aligned under a single Subsidiary whereas Principal 3 is aligned separately under its own Subsidiary.



HOW TO CREATE SUBSIDIARIES This is the screen that results from clicking the Subsidiaries button. It lists the subsidiaries, or the middle level or the organization chart.

To add a new subsidiary 1. Select the Client. 2. Click the Subsidiaries button on the Client toolbar. 3. Click the Create New Subsidiary hyperlink. 4. Enter the Subsidiary Name. 5. If this client is integrated with your billing system an entry may be required in the

Agency Code for Subsidiary field. Consult documentation specific to billing integration for further information.

6. Click Submit Changes. To edit the subsidiary or delete the subsidiary: 1. Select the Client. 2. Click the Subsidiaries button on the Client toolbar. 3. Click on the Subsidiary Name hyperlink of the Subsidiary to be deleted/edited. 4. Edit as needed and click Submit Changes button. To delete click the Delete button.

Important: You cannot delete a subsidiary that contains principals and bonds. Deleting a subsidiary does not delete the bonds associated with that subsidiary.

HOW TO CREATE PRINCIPALS



Notes about Principals • You must have at least one principal. • Principals may be added here or during bond execution. • The address is the address that prints on the bond, if applicable. • Name is the name that prints on the bond. Nick Name is what appears on the Principals

selection list in bond execution. Principals sort alphabetically by Nick Name on the selection list with the first one being the default.

• Agency Principal ID is not used and should be left blank. • State of Incorporation must be completed. If the principal is not incorporated or the state

of incorporation is unknown enter the state in which the principal resides. To add a new principal: 1. Select the Client. 2. Select the Subsidiaries button on the Client toolbar. 3. Click the View Principals hyperlink for Subsidiary for which this Principal should be

aligned underneath. 4. Click the Create New Principals hyperlink. 5. Complete the Principal screen. Note: Agency Principal ID is not used. 6. Click the Submit Changes button. To edit or delete a principal: 1. Select the Client. 2. Select the Subsidiaries button on the Client toolbar. 3. Click the View Principals hyperlink for the Subsidiary containing the principals to be

edited/deleted. 4. Click the Principal Name hyperlink of the principal to be edited/deleted. 5. Edit the information and click Submit Changes or click Delete Principal. Note: Deleting

a principal does not delete the bonds associated with that principal.



CLIENT / PROGRAM Click the Program button to access the Program Summary page.

This page is where you set up and maintain: Component Required?

Issuing Carrier(s) Required to process a bond.

Aggregate Limits Optional unless you extend access to a client with POA. If this is zero a warning will display on the Summary page in bond execution.

Premium Rates Used to calculate agency premium. Recommended to process a bond, but can be entered or changed in execution using Advanced Process.

Commission Rates Used to calculate agency commission. Recommended to process a bond, but can be entered or changed in execution using Advanced Process.

Processing Profile: Single limits Bond types

Optional unless you extend access to a client with POA. If incomplete a warning will display on the Summary page in bond execution.

PROGRAM SUMMARY OVERVIEW

This is the Program Summary page. Information entered here can be updated or overridden in bond execution using Advanced Process Carriers are listed top to bottom. If more than one carrier is selected for this client you must scroll down to see the other carriers programs.



ADD/REMOVE CARRIERS (EDIT CARRIER BUTTON) This screen is where you activate or inactivate carriers for the client. It is also where you set up carrier parameters such as aggregate limit.

To complete this screen: 1. Select the Client. 2. Select the Program button on the client toolbar. 3. Select the blue Edit Carriers button. 4. Add or make changes as needed. Note: Some fields have default values if left blank.

These are listed below. 5. Click Submit. Fields and defaults are as follows: • Include in Program: Must be checked to use in bond execution. • Aggregate Limit: Compared to Outstanding Liability in bond execution for the purposes

of warning the user when new bonds cause Outstanding Liability to exceed the LOA. Defaults to zero if left blank.

• Percentage of Liability: If this is a single surety account leave blank. When saved this field defaults to 100%. If this is a co-surety account (most bonds on the account or issued co-surety) indicate this carrier’s percentage. This can be overridden in bond execution.

• Liability Outside of SurePath: Leave blank. • Warn if Bid Spread Exceeds: Applies only to accounts with bid bonds. Indicates the

threshold for warning users when the bid spread requires investigation. It defaults to 10% if left blank.

• % of Estimated Contract Price: Applies only to accounts with bid bonds. Indicates how much of the estimated contract price should be applied to outstanding liability while the bid bond is in effect. It defaults to 100% if left blank. Note: This is not related to the bid amount that prints on the face of the bond.



SET UP RATES Screen – Getting Started

• Select Shared Rate to add a group of Shared Rates • Edit Rates to view existing rates or add rates to an existing rate group • Create New Group to start a new group of rates

Screen – Rate Summary Screen

• Add Rate to add a new rate • SAA Code hyperlink to view, edit or delete Rate Details for an existing rate



Screen – Select Rate

• Define new rate by SAA Code and state, if applicable • SAA Code: This is the classification list from the surety association manual and is used

to label the rate. It is set up as a hierarchy. The items on the first or highest level are flush with the left margin and highlighted with dark green bars (i.e., Contract, License & Permit). The second level is indicated by green font, the third by blue font and the fourth or lowest level by black font.

• The rate SAA code is matched with the SAA Code on the form to calculate premium during bond execution. Rates should be assigned to the highest level possible. In most cases you will select a code at the first level (green bar) or second level (green font). Rates apply to bonds with the selected SAA Code or for bonds with any SAA Code that falls below the rate SAA Code.

• Enter a state if the rate is to be used only in the specified state (i.e., Texas). If the rate applies to multiple states, leave this field blank.



Screen – Rate Details

• Used to add or edit details of an existing or new rate • Used to delete a rate • Can be overridden in bond execution in Advanced Process • All rates must have a Rate Type, Rate, Minimum Transaction Charge and Premium

Duration in Months. Contract bonds with surcharges (for projects that exceed a certain number of months) should also have applicable surcharge fields completed.

• Premium Duration in Months: Defines the period of time the premium represents. SurePath compares this to the bond duration (defined by the bond effective & expiration date) when calculating premium. Example: Premium Duration example using a $10 rate on a $10,000 bond:

Prem Duration

Basic Surcharge

Bond Duration

Bond Premium

Explanation

12 months 0% 3 years $300

$100 premium = 1 year. Prorate for remaining two years ($100 x 3)

12 months 1% 3 years $124 $100 premium = 1 year. Add 24 months of 1% per month surcharge ($24).

36 months 0% 3 years $100 $100 premium = 36 months and bond is 36 months

• Minimum Transaction Charge: Minimum premium.



• Maximum Upset Rate: Applies to contract bonds only. If there is no maximum upset rate SurePath applies the premium rate to the higher of the contract amount or bond amount. If there is a maximum upset rate SurePath calculates premium rate x contract amount AND upset rate x bond amount and takes the lesser of the two results as bond premium.

• Basic Surcharge Percentage: Applies to contract bonds only and represents the per month surcharge % that applies after the Premium Duration if the project exceeds the time period specified in Premium Duration in Months.

• Basic Surcharge Duration in Months: Applies only to 2 and 3-tiered surcharges. This is the duration for the % entered in the Basic Surcharge Duration field.

• Secondary Surcharge: Applies on to 2 and 3-tiered surcharges. This is the monthly time surcharge % that applies if the bond is longer than the Premium Duration + Basic Surcharge Duration.

• Maintenance Rate: Applies to Contract bonds and is used to enter rates that apply when you collect premium for the maintenance provision at the time you issue the Performance & Payment bond. If the premium for the maintenance bond is collected later a separate rate is set up using one of the maintenance SAA Codes. Note: Maintenance Rate Period in months is 12 if applicable. Refer to separate documentation regarding the set up and processing of maintenance bonds.

Start a New Client Specific Rate Group

1. Select the Client 2. Select Program from the Client toolbar. 3. Locate the Issuing Carrier. 4. Select Create New Group on the Premium or Commission line. 5. Modify or accept the Rate Group Name. 6. Click Submit. 7. Click Add Rate on the Rate Summary screen. 8. Select the SAA Code and State, if applicable on the Select Rate screen. 9. Click Submit. 10. Complete the Rate Detail screen. 11. Click Submit. 12. Repeat steps 7 through 11 for additional rates or click the Program button to return to the

Program Summary screen. Select a Shared Rate Group

Shared Rates must be set up using the Shared Rates button. Shared rates: • Are viewable by all sites. • Can be used by any site. • Can be modified by any user at any site with Shared Rates permissions.



• When changed affect all clients attached to the Shared Rate Group, even those at other sites. It is therefore recommended that each site set up their own shared rate groups and identify the site to which it belongs in the name of the rate group.

• Can be swapped in bond execution in Advanced Process. 1. Select the Client. 2. Select Program from the client toolbar. 3. Locate the carrier. 4. Click Select Shared Rates button. 5. Select the premium and/or commission rate groups. 6. Click Submit. View, Edit or Delete Existing Rates

1. Select the Client. 2. Select Program from the client toolbar. 3. Locate the carrier. 4. Click Edit Rates hyperlink for premium or commission. Result: The Rate Summary

screen displays. 5. To view, edit or delete rate details click the SAA Code associated with the desired rate. Rate Calculator

Use the rate calculator to generate estimates. 1. Select the Client. 2. Select Program from the client toolbar. 3. Locate the carrier. 4. Click the blue Rate Calculator button. 5. Select the SAA Code associated with the desired rate. 6. Complete the remaining fields. 7. Click the Calculate Rate button.



PROCESSING PROFILE SECTION OF PROGRAM SUMMARY PAGE

This section is where you define the single limit and line of authority (types of bonds you are authorized to execute). This section is optional unless you have extended access to a client with POA.

If you skip this section you will receive ‘processing profile’ and/or ‘single limit’ error messages on the bond execution summary page. SurePath will however, let the agency user execute the bond despite these error messages.



CLIENT / FORMS The Forms button is where you manage the client’s frequently used forms list.

Forms are added to the frequently used forms list here, or automatically when you use them in bond execution. CLIENT / SUBSCRIPTIONS Subscriptions is where you subscribe to an email notification service. Subscriptions are based on Transaction Type (i.e., checking Execution, Renewal, etc) and the clients to which you have access. To activate/de-activate subscriptions at a client level, go to the Client screens for a selected client and select Subscriptions on the client toolbar.



CLIENT / USERS This screen: • Lists all users that have access to this client • Is where you create a new client user (Create New Client User button) • Is where you extend access to this client to a user at another site (Grant Access) • Is where you transfer ownership/change primary agent to another user (Transer

Ownership)


61 BOND FORM LIBRARY

This is the bond form library search engine. It is accessed from: • The Bond Library button • The Search button during bond execution • The Add to Favorites button in Client / Forms Search by any combination of the following: • Key word using Search For and Using fields • State using the State field • Carrier using the Carrier field TIPS All forms are posted with an SAA Code and with appropriate processing rules (refer to page 9) for more information on processing rules. Because of this many forms are posted multiple times. For example, a performance & payment bond can be used with Class A rates or with Class B rates. Some License & Permit bonds can be either continuous or term. Subdivision bonds can have an intial term = 2 years or = 1 year (annual). In addition to multiple postings, some forms are posted with several variations. These variations include: • Performance & Payment bonds are posted individually and as packages. Some packages

also include a Maintenance Bond or a Dual Obligee rider. • Co-Surety (extra signature page). • With and without countersignature.


62 BOND FORM LIBRARY

• Versions (we do not eliminate old version from the library). REV indicates a revision date on the form. UP indicates the date we made a change. ED indicates an edition date on the form.

• With notary and other acknowledgements pages. • Commonly used bid bond forms, such as AIA are posted as a percent and as a percent not

to exceed a maximum. • Many forms are posted with variations for public and private work. Read the form descriptions to make sure you get the desired form. SEARCH SUGGESTIONS • If there is a form number, search by the form number. • AIA forms: For a list of all AIA forms, enter AIA in the Search For field. To search for a

specific form, enter the form number. AIA form numbers are formatted as A### (i.e., A310, A311 and A312).

• AIA forms with Payment bond modification: enter A312 Modification in the Search For field. If it’s a carrier specific form select the carrier from the Carrier field.

• EJCDC forms with Payment bond modification: enter EJCDC Modification in the Search For field. If it’s a carrier specific form select the carrier from the Carrier field.

• Federal forms: For a list of all federal forms, enter USA in the Search For field. To search for a specific form, enter USA and the form number or descriptor (i.e., USA 24 or USA bid for a bid bond, USA 25A for a payment bond or package containing the payment bond).

• Try acronyms where applicable. For example, DOT, HUD, PW, DPW, etc. • DOT forms: enter DOT in the Search For field and select the state from the state field. • States are abbreviated. To search by state use the State field. You can alternatively enter

the two character state code in the Search For field. • Avoid using general terms where possible (i.e., don’t search using only the word bid or

only the word performance or subdivision). • Avoid being too specific (i.e., to search for City of San Diego, enter San Diego). • If there is a form name, try using a word in the form name. To see the entire form description, click once on the form name. The description displays above the white box listing the forms. To see the form before selecting it, click View. If you can’t find the form you can still create the bond record using Execute / Form Outside of SurePath. If you want to have a form added, refer to Help / Contact IVT / Bond Form Request in SurePath.


63 SUREPATH FORMS VS RATES

For SurePath to calculate the premium and commission rate correctly there must be a correlation between the SAA code attached to the selected form and the SAA codes attached to the rates you’ve set up in the program. When you select a form, SurePath takes the SAA

Code from the selected form and looks in the client’s rate group for 1) an exact match and then 2) to the group to which the code belongs (i.e., a Hwy Permit bond belongs to License & Permit). Following is an example of a rate program for a client.

EXAMPLE #1: The AIA A311 bond form is posted three times, once in each of Class A, A-1 and B. Based on the rate program above, if you select a form posted in Class A-1 or B SurePath would not find a rate and return $0 for premium. EXAMPLE #2: In this example the CNA License or Permit Bond is posted five times. Based on the rate program above SurePath would calculate a premium regardless of the form selected. That’s because the rate is set up at the top level – the License & Permit level.


64 BOND NUMBERS

You can enter available bond numbers and have SurePath assign the next one in bond execution (leave bond number field blank) or you can enter the number each time you execute the bond. To utilize the pool feature, click the Bond Numbers button. ADD AND REMOVE NUMBERS

This screen tells you how many numbers are available for each issuing carrier. It is accessed from the Bond Numbers option.

This screen is where you add numbers to the bond number pool.

To add numbers: 1. Click the Bond Numbers button.

2. Scroll to the bottom and click the Click Here link.

3. Complete the Bond Number Loader screen.

4. Click Submit.

5. Review the numbers.

6. Click Load Numbers now.

To remove numbers 1. SurePath removes numbers are they are used. However numbers can be removed by the

user, if needed.


65 BOND NUMBERS

2. Click the Bond Numbers button.

3. Locate the carrier.

4. Click the Show Available Numbers hyperlink.

5. Place a checkmark in the Remove column next to the number to be deleted.

6. Click the Remove button.

BOND NUMBER LOG

This is the bond number log that is automatically generated as you execute bonds.

1. Select Reports

2. Select the carrier whose log to generate. The list includes billing and issuing carriers. If a carrier is listed twice the first is the billing carrier and the second the issuing carrier.

3. Select the date range (based on bond effective date).

4. Click Submit.


66 COPY BOND

If you have bonds with similar data (i.e., Obligee) you can use the copy feature to execute a bond. Examples include: • Several clients bidding the same job • Turning a bid bond into a final bond • Correcting the effective date or bond form on a bond (refer to Editing for more

information) • Changing the carrier on a bond 1. Go to the Bond Details page of the bond to be copied (source bond).

2. If the source bond is in effect and no longer needs to be, first Revoke, Cancel or Close the bond (Processing Options at bottom of Bond Details page). Note: You can cancel/close or revoke from the Copy screen but only in you are NOT integrated with a billing or carrier system.

3. Select Copy Bond from the Bond Details toolbar.

4. Change the client if applicable.

5. Change the bond form if applicable.

6. Click Next. Complete bond execution as you normally would. Note: Copy does not copy Form Outside of SurePath/Processing Rules screen, Bond Number or Advanced Process data. Do not use the same bond number if you are integrated with a billing or carrier system.


67 STANDARD REPORTS

OVERVIEW A ‘standard’ report is: • Designed by IVT • One whose ‘look and feel’ is not customizable by the user; the user may be able to

modify a date range or select a client but they cannot choose data elements or bonds to include on the report.

Standard reports are available from: • Start page / To Do section • Reports / Standard Reports section • Specific buttons on Navigation bar LIST OF STANDARD REPORTS

Report Name Access From Default Order By Notes

Bond List • Navigation bar • Client / Search

Bond Number • Client specific • Can edit Pct of Completion

and Comments from this report using the Edit hyperlink

• Can Export this report to Excel

Request List • Request List button

• Start page / To Do

• Counter at bottom of page

Requestor • Displays internal (by agency user) and external (by client user) request.

• Requests are removed when the request is deleted or executed.

Outstanding Bid Bond Report


• Reports button / Standard Reports

Client Name • Displays all open bid bonds. • Bonds are removed from this

report when status is changed to ‘closed’.

Bid Bonds Past Bid Date



Client Name • Displays only open bid bonds with bid date < today’s date.

• Bonds are removed when status is changed to ‘closed’.

Bonds Up for Renewal • Start page / To Do


Expiration Date • Displays renewable bonds whose expiration date falls between the specified date ranges.

• Can edit Comments from the report using the Edit hyperlink.

Recently Closed Bonds



Close/Cancel Date • Displays bonds whose close / cancel date falls within the specified date ranges


68 STANDARD REPORTS

Report Name Access From Default Order By Notes

Transaction Reports • Start page / To Do


Client Name • Can customize filters using View Report Layout. Filters include: Clients, Subsidiaries, Bond Type, Primary Producer, Primary Servicer, Billing Carrier, Issuing Carrier, Date and Date Range, Transaction Types

• Can Export to Excel

Bond Number Pool Status Report (aka Carriers with Fewer than 10 Bond Numbers Available



• Bond Numbers button

# of available bonds

Bond Number Log • Reports button / Standard Reports

Bond Number • Can generate for issuing carrier or billing carrier

Bond Forms Requested by My Site


Bond Form Title • Lists forms that your office has requested to be added to SurePath.

Bond Details • From any report • Find Bond • Find Project

N/A • Screen that displays when select Bond Details hyperlink.

• Client view different than Agent view.

REPORT FEATURES Feature Description

CTRL + F This feature can be used on any web page. You enter a keyword and it searches the information that is displayed on the page. To search all bond records on a report change the view from 10 bonds per page to View All Bonds.

Edit Option on the Bond List report that opens up the % Complete and Comments columns for editing. User must scroll to the bottom of the page and click Commit Changes to save changes.

Export to Excel Option on the Bond List and Transaction Report that lets you export the report to excel for customization.


69 STANDARD REPORTS

Feature Description

Filter Excludes bonds from the report. Filters on standard reports vary, but generally include:

• Clients (run report for specified clients) • Dates (run report for specific date) • Status (run report for specified status of bond) • Type (run report for specified type of bond)

Find Bond Number Option on all ‘list’ type reports that assists the use in locating a bond. Enter the bond number, press [enter] or [tab] and SurePath takes you to the page containing the bond number.

Hyperlinks/Buttons You can initiate SurePath functions from most standard reports using blue buttons or red hyperlinks. For example, you can select the Bond Details page from any report.

Jump To Option on all ‘list’ type reports that assists the user in locating a bond (i.e., jump to the page containing bond #12345). The Jump To drop down list displays page ranges based on Order By (i.e., if Order By is Obligee, Jump To displays Obligee name in alphabetical ranges)

Order By

Defines the order in which bonds sort on the report. Each report has a default Order By that can be changed by the user.

View Options Option on all ‘list’ type reports. Defines how many bonds (rows) to view per page. Default is usually 10.

View Reports For Option on Start Page / To Do section that lets you filter reports by client. Options include:

• All Accounts: all accounts you have permission to access • Accounts in My Site: only accounts at your site that you have

permission to access. • Accounts I Own: accounts where you are indicates as the Primary

Agent (refer to Client / General page). • My Favorite Accounts: accounts on your favorite clients list. • Active Account: the account displayed on the task bar across the

bottom of the page; to change, using Client / Search.

Used to navigate in a multi-page report. From left to right: Go to first page, go to previous page, go to next page, go to last page.


70 STANDARD REPORTS

CUSTOM REPORTS To create your own reports select Report and then go to the frame entitled Bond List Reports. Documentation on this feature is located under the green question marks.

EXPORT TO EXCEL The Bond List Report, Transaction Report and any Custom Report can be exported to Excel. When the report is run you are asked to Open or Save. It is highly recommended that you save the file before opening it as this saves it in Excel and then opens the Excel application. If you Open before saving the document opens as a web page.


TRANSACTION REPORT 71

The Transaction Report lists transactions that occurred during a specified period of time. Transactions are grouped and subtotaled by Client and a grand total is located at the bottom of the page. From the Transaction Report you can print documents and you can access Bond Details and Bid Results. This report can also be exported to Excel.

The report is based on: • Transactions types, which include: new bonds, renewals, cancellations and more. The user

specifies the activities to include on the report using the View Report Layout hyperlink. • Processed Date or Effective Date of the transaction TO RUN THE REPORT To run this report from the Start Page: 1. Go to the To Do section.

2. Click on one of the Transaction Report hyperlinks.

3. To edit or Export the report, select View Report Layout.

To run this report from Reports: 1. Select Reports

2. Select Transaction Report in the Standard Reports frame.

3. Configure the report.

4. Click Run Report

TO MODIFY REPORT CONTENTS 1. Select one of the following as your first step:

• Run the report from the Start Page and on the output click the View Report Layout hyperlink.

• Run the report from the Reports button. 2. Modify the content of the Report Layout screen



LAYOUT SCREEN REPORT



Notes: • Blanks mean ‘all bonds’. • Subsidiary displays only when Account = single client. • To select a single client, select the Client from the Clients button before entering this screen. • Upload indicates an old bond. If you enter an old bond today (processed date = today) and

this is checked, the bond appears on a report including today’s transactions. • Check Rider to include other edits.


74 GETTING HELP

After selecting Help from the menu on the left: • To report a problem or request a bond form, click the Contact IVT button. • For on-line documentation click the For Agents button. • To search for documentation click the Search button.

To contact us: • [email protected] to report a problem • [email protected] to request a new bond form • 800-989-6417 to report a problem