Overview
The UDS E record is used to transmit closed loss claim information from the Receiver to the Guaranty Funds. This record is rarely used, but when provided allows the fund to know which claims were in the insolvent company’s system so they can easily distinguish existing from newly reported claims. It also can allow funds to harmonize their requests with existing records so that if there are typos in names or numbers on either side, the correct record is provided for reopening the claim as expeditiously as possible. Note: that when a fund needs a claim reopened so that it can be handled by the fund, the Receiver will send the fund A, F, G, and I records for the claim notwithstanding that it appears on the E record.
Record Fields
| No. | Field Name | Extended Description | Default To |
|---|---|---|---|
| 1 | RECORD TYPE | The identifier for the various types of records that will be exchanged in the uniform reporting format. The code for this record will be E. | E |
| 2 | INSOLVENT COMPANY NAIC NUMBER | The unique number assigned by the NAIC to the insolvent company for data tracking purposes. For self-insured entities, this number could also be the Self-Insured Fund Code. Shorter values are right justified and padded with zeroes. | No default allowed. |
| 3 | FILE LOCATION STATE | State to which the physical file/electronic record is being sent. Use the two-letter U.S. Post Office code of the state Fund which is responsible by statute for the claim (i.e., Montana - MT; See State Codes table, p.16-2). Foreign jurisdiction is to be resolved on a case by-case basis. | No default allowed. |
| 4 | FILE LOCATION CODE | Location code of the entity to which the physical file/electronic record is being sent. The most commonly used Location Codes are: 01 - Domiciliary Receiver; 10 - Property/Casualty Guaranty Fund; and 11 - Workers Compensation Security Fund. See File Location table, p.16-1 | No default allowed. |
| 5 | COVERAGE CODE | This code defines the category of coverage that provided protection for the loss. See Coverage Code table, p.15-2. There should be at least one record with a specific coverage (i.e., 845012) for each claimant on that claim in the Receivers system. The more general nnn000 level code may be used only if the more specific level absolutely cannot be determined. | No default allowed. |
| 6 | POLICY NUMBER | The unique number the carrier assigned to this specific policy of insurance prior to insolvency. Shorter values are left justified and padded with blanks. See Example 6.5.6., p.6-3 | UDSUNKNOWN |
| 7 | INSOLVENT COMPANY CLAIM NUMBER | The unique number that the insolvent company assigned to each claim. Shorter values are left justified and padded with blanks. If Insolvent Company Claim Number is 20 characters or less, it appears here, and field 36, Long Claim Number, must be blank. If Insolvent Company Claim Number exceeds 20 characters, then the Receiver assigns a unique number in this field, and field 36, Long Claim Number, is populated with the insolvent companys claim number. | No default allowed. Must be unique. |
| 8 | RECEIVER CLAIM NUMBER | The unique number the Receiver assigns to identify a specific claim. Shorter values are left justified and padded with blanks. | Blank |
| 9 | INSURED NAME #1 | If the insured is a(n): Individual: The last name only should be entered here. Business: Name of business should be entered here. Exceptions to the above preferred field layout are as follows: If your system cannot separate the components of an individuals name, the entire name may be placed in Insureds Name #1. Use a space to separate the parts of the name; DO NOT USE COMMAS OR APOSTROPHES. Layout preference: last name, first name, middle initial, suffix. | UDSUNKNOWN |
| 10 | INSURED NAME #2 | If the insured is a(n) Individual: The first name, middle initial and any suffixes should be entered here. Business: This field should be blank. Type will be in all upper-case letters. Exceptions to the above preferred field layout are as follows: If your system cannot separate the components of an individuals name, the entire name may be placed in Insureds Name #1. Use a space to separate the parts of the name; DO NOT USE COMMAS OR APOSTROPHES. Layout preference: last name, first name, middle initial, suffix. | Blank |
| 11 | INSURED ADDRESS #1 | Entire street address of insured. Suite or apartment number only, if entire address does not fit in this field. If Insured is using a C/O (in care of) name and address, the C/O name should be in this field. The C/O address should be in the Insured Address #2 field. | Blank |
| 12 | INSURED ADDRESS #2 | Blank if address is in Insured Address #1. Street address if the suite or apartment number is in Insured Address #1. If Insured is using a C/O (in care of) name and address, the C/O address should be in this field. | Blank |
| 13 | INSURED CITY | City of Named Insured or C/O. | UDSUNKNOWN |
| 14 | INSURED STATE | The two-digit code used by the U.S. Post Office to identify each state. See State Codes table, p.16-2 | No default if U.S. domestic address. FC if foreign country. |
| 15 | INSURED ZIP CODE | The standard zip code used by the U.S. Post Office. Shorter values should be left justified and padded with zeroes. | No default if U.S. domestic address. Blank if foreign country (FC). |
| 16 | DATE OF LOSS | The date the loss occurred. In case of a loss over time, the initial date of occurrence of the incident. The format is YYYYMMDD. | 19010101 |
| 17 | POLICY EFFECTIVE DATE | The effective date of the policy covering the referenced claim as was written by the carrier prior to insolvency. The format is YYYYMMDD. | 19010101 |
| 18 | POLICY EXPIRATION DATE | The expiration date of the policy covering the referenced claim as was written by the carrier prior to insolvency. The format is YYYYMMDD. | 19010101 |
| 19 | CLAIMANT NUMBER | The number assigned by the Receiver to each party that appears to have a claim against the insolvent company under the referenced policy within a specific incident. The value should be right justified and padded with leading zeroes. Note: 00000 is invalid and must be given a different integer. See Example 6.5.19, p.6-3 | No default allowed. |
| 20 | CLAIMANT NAME #1 | If the claimant is a(n): Individual: The last name only should be entered here. Business: The name of the business should be entered here. If your system cannot separate an individuals last name from the first name, the entire name may be placed in Claimants Name #1. Layout preference: last name, first name, middle initial, suffix. Use a space to separate the parts of a name. Do not use commas or apostrophes. Type will be in all uppercase letters. | UDSUNKNOWN |
| 21 | CLAIMANT NAME #2 | If the claimant is a(n): Individual: The first name, middle initial and any suffixes should be entered here. Business: This field should be blank. If your system cannot separate an individuals last name from the first name, the entire name may be placed in Claimants Name #1. Layout preference: last name, first name, middle initial, suffix. Use a space to separate the parts of a name. Do not use commas or apostrophes. Type will be in all uppercase letters. | Blank |
| 22 | CLAIMANT ADDRESS #1 | The following are acceptable entries in the first address field: Entire street address of the claimant. Suite or apartment number only, if entire address does not fit in this field. C/O name. | UDSUNKNOWN |
| 23 | CLAIMANT ADDRESS #2 | The following are acceptable entries in the second address field: Blank if entire street address is in Claimant Address #1. Street address if the suite or apartment number is in Claimants Address #1. Entire street address if a C/O name is in Claimant Address #1. | Blank |
| 24 | CLAIMANT CITY | City of claimants address. | UDSUNKNOWN |
| 25 | CLAIMANT STATE | State code of claimants address. The two-character code used by the U.S. Post Office to identify each state. If the claimant resides in a foreign country, use FC for the state code. See State Codes table, p.16-2 | Blank |
| 26 | CLAIMANT ZIP CODE | The standard zip code used by the U.S. Post Office. Shorter values should be left justified and padded with blanks. | Blank |
| 27 | CLAIMANT ID INDICATOR | F - Federal ID number. S - Social Security number. | Blank |
| 28 | CLAIMANT ID NUMBER | Claimants Federal ID number or Social Security Number. | Blank |
| 29 | TRANSACTION CODE | A three-digit code that identifies the type of transaction for this record. Acceptable Transaction Code is 100. See Transaction Codes table, p.14-1 | 100 |
| 30 | TRANSACTION AMOUNT | Reserve for claimant/coverage. The field values should be right justified, with the decimal implied and the positive/negative indicator at the end of the field. The field is zero filled to the left. Must be zero for closed claims | 00000000000+ |
| 31 | CATASTROPHIC LOSS CODE | The code assigned for major catastrophic events, such as hurricanes, floods, tornadoes, etc., or a catastrophic injury. | Blank |
| 32 | RECOVERY INDICATOR CODE | Potential Recovery Type Indicator or, in the case of a recovery transaction code, the specific recovery type. See Recovery Codes table, p. 16-3 Loss: 530: (loss recovery) Actual type of recovery received. See Recovery Codes table, p. 16-3 540: (expense recovery) Actual type of recovery received. See Recovery Codes table, p. 16-3 550: (TPA fee recovery) Actual type of recovery received. See Recovery Codes table, p. 16-3 All other transactions: Potential recovery indicator code for this claim from the recovery code table. See Recovery Codes table, p. 16-3 | Zero |
| 33 | SUIT INDICATOR | Is claim in litigation? Y indicates a suit exists and is active. N indicates no suit on this claim. U indicates Unknown. | U |
| 34 | 2ND INJURY FUND INDICATOR | Y indicates a possible 2nd Injury Fund involvement in the claim. N indicates no possible 2nd Injury Fund involvement in the claim. U indicates Unknown. | U |
| 35 | TPA CLAIM NUMBER | Unique Number assigned by the insolvent Companys TPA to this claim. | Blank |
| 36 | LONG CLAIM NUMBER | Insolvent Company Claim Number, if longer than 20 characters. Otherwise, blank. See field 7. See Example 6.5.36, p.6-4 | Blank |
| 37 | ISSUING COMPANY CODE | NAIC Number of the insolvent company that issued the policy. May be different from field 2 because a merger may have occurred pre-insolvency. | Blank |
| 38 | SERVICING OFFICE CODE | Code for TPA/branch office from table supplied by Receiver. | Blank |
| 39 | CLAIM REPORT DATE | Date that the claim was reported to the company. May be blank. YYYYMMDD date format. | Blank |
| 40 | CLAIMANT BIRTH DATE | Claimants birth date. YYYYMMDD date format. Required if claim is Workers Comp or Bodily Injury. | Blank |
| 41 | REPETITIVE PAYMENT INDICATOR | Repetitive payment indicator. Y: Workers Comp where repetitive payments are being made at the time of insolvency. N: Non-Workers Comp or Workers Comp without repetitive payments. | N |
| 42 | WCIO INJURY CODE | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Injury Code Table, p.16-6 | Blank |
| 43 | WCIO PART OF BODY | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Part of Body table, p.16-6 | Blank |
| 44 | WCIO NATURE OF INJURY | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Nature of Injury table, p.16-9 | Blank |
| 45 | WCIO CAUSE | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Cause of Injury table, p.16-11 | Blank |
| 46 | WCIO ACT | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Act table, p.16-14 | Blank |
| 47 | WCIO TYPE OF LOSS | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Type of Loss table, p.16-14 | Blank |
| 48 | WCIO TYPE OF RECOVERY | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Type of Recovery table, p.16-14 | Blank |
| 49 | WCIO TYPE OF COVERAGE | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Type of Coverage table, p.16-14 | Blank |
| 50 | WCIO TYPE OF SETTLEMENT | WCIO Coding for Workers Comp Claims. Shorter values left-justified. REQ: Required for Workers Comp claims. Blank for non-WC. See WCIO Type of Settlement table, p.16-15 | Blank |
| 51 | WCIO VOCATIONAL REHAB INDICATOR | WCIO Coding for Workers Comp Claims. REQ: Required for Workers Comp claims. Y indicates claim includes rehabilitation costs N indicates claim does not include rehabilitation costs U indicates Unknown. Blank for non-WC. | Blank |
| 52 | DESCRIPTION OF INJURY | Short description of accident/incident. Required for Workers Comp, blank for non-WC. | Blank |
| 53 | WCAB NUMBER | Number assigned by the Workers Compensation Board. | Blank |
| 54 | EMPLOYER WORK PHONE NUMBER | Employer telephone number. No dashes or spaces. Required if available for Work ers Comp, blank for non-WC. | Blank |
| 55 | AGGREGATE POLICY INDICATOR | This policy has a maximum amount that can be paid per policy period, no matter how many separate accidents might occur. Y / N / U | U |
| 56 | DEDUCTIBLE POLICY INDICATOR | This policy has a deductible that is some amount of a covered loss that must be paid out of pocket by the insured. Y / N / U | U |