La. Admin. Code tit. 55 § III-1750
Account Number/User-ID-the unique identifier assigned to each servicing agent. If the electronic filing method is via the internet, this code is assigned by GXS to identify the mailbox for the reporting entity and is also used by GXS for billing. If the electronic filing method is via the Louisiana secure server, the account number and user-id will be assigned by the department.
Business Days-business days are Monday through Friday, between 8:00 a.m. and 4:30 p.m. central time. Business days do not include Saturday, Sunday, state holidays or any other holiday declared by the governor.
Change in Coverage-a change in coverage shall be considered either an initiation of coverage or a termination of coverage based on the nature of the change. The addition of a vehicle to a liability security policy shall be considered an initiation of coverage. The effective date of the initiation shall be the date the vehicle was added to the policy, regardless of the date the original policy was issued. The deletion of a vehicle from a liability security policy shall be considered a termination of coverage. The replacement of a covered vehicle with another vehicle in a liability security policy shall be considered both a termination of coverage for the replaced vehicle and an initiation of coverage for the replacement vehicle. If the registered owner of a vehicle changes, the previous owners coverage shall be terminated and the new registered owners initiation of coverage shall be reported. If the principal driver changes, but the registered owner stays the same, no change in coverage shall be reported. Renewals, without a lapse in coverage, shall not be reported. Renewals in which only the policy number changes shall not be reported. Changes in coverage not related to the vehicle liability security being issued, procured, recalled, reinstated, terminated, canceled or changed from binder status to an active policy number shall not be reported.
Department-Department of Public Safety and Corrections.
Duplicate Record-any record reported with the same information (INS-COMP-CODE, VIN, TERMINATION-OR-CHANGE-OR-EFFECTIVE-DATE and TRANSACTION-TYPE) as a record already in the Departments insurance system is a DUPLICATE RECORD and will be rejected. (Disposition code "D").
Edit Error-a record submitted by an insurance company or servicing agent unacceptable for filing purposes due to the absence of information in a required field or the presence of invalid information in the key data fields is an EDIT ERROR. Key data fields are identified and detailed in the technical filing specifications. Any record which is returned to an insurance company or servicing agent as an EDIT ERROR is not a filing. The record shall be corrected and re-reported within 15 business days of the RETURN-DATE. (Disposition code "E").
Edit Error Mask-the field within each type of record (Header, Individual Vehicle and Fleet) that is used to identify fields that failed to pass the edits. When the Disposition code is "E" the EDIT-ERROR-MASK field will identify which fields failed to pass the edits (1) and which fields are edit error free (0).
Fleet Policy-a policy insuring a business with a fleet of five or more vehicles registered in Louisiana for which VIN information is not maintained on each vehicle. If the insurance company maintains the VIN of each vehicle within the fleet, the filing must be reported on a vehicle by vehicle basis.
Hit-a record submitted by an insurance or servicing agent which matches a Departments vehicle registration record and is an acceptable record. (Disposition code "H").
Incorrect Type-Use-the reported vehicle is exempt from the Compulsory Motor Vehicle Liability Security Law because of the "type use" or "class" of vehicle. This record is not updated to the system. Do not resubmit this record. (Disposition code "I").
Initiation of Coverage-the issuing or making of a liability security policy, liability bond, deposit or other security.
Insurance Company Code-a unique number assigned to each insurance company. The National Association of Insurance Commissioners Code (NAIC code) or a temporary identification number assigned by the Department to an insurance company for the purpose of R.S. 32:863.2 of the Compulsory Motor Vehicle Liability Security Law will be used.
Lapse-when a vehicle liability security policy is not in effect for one or more days.
No-Hit-a record submitted by an insurance company or servicing agent which does not match a Department vehicle registration record and which does not pass the VINA check. The filing must be corrected and resubmitted within 15 business days of the RETURN-DATE. (Disposition code "U").
Non-Renewals-
Notification-the furnishing of information by a security provider to the department concerning liability security or lack of liability security on a motor vehicle, or a change or correction of data concerning the item of security, the vehicle or the lessee or owner, as required by R.S. 32:863.2 of the Motor Vehicle Liability Security Law and these rules and regulations.
Out-of-Sequence Error-the records submitted are not in chronological order. For example the cancellation is reported prior to the initiation. This record is unacceptable for filing purposes and is returned to the insurance company. Records shall be reported in chronological order. (Disposition code "S").
Owner-the name of the legal lessee or owner as obtained by the security provider from the vehicle registration certificate.
Owner ID Number-drivers license number for an individual, lessee or owner, the left most nine (9) characters of the drivers license number or federal tax identification number for the lessee or owner such as a corporation, an estate, etc. This is always a required field.
Policy Number-the number of the policy that the vehicle is insured under. The insurance company will maintain a list of policy numbers and effective dates for each vehicle or fleet reported.
Prescribed-the record submitted is over 18 months old. There is an 18 month difference between the TERMINATION-OR-CHANGE-OR-EFFECTIVE-DATE or ISSUE-DATE and the date this record was received by the Department. This record is not updated to the system. Do not resubmit this record. (Disposition code "P").
Recall of Notification-a record submitted to the department by a security provider or servicing agent, which rescinds a record previously submitted to the department in error. The recall record fields match the original record fields except for the TRANSACTION-TYPE. A transaction type "B" will recall an initiation ("A"). A transaction type "1" will recall a termination ("0").
Record-insurance information pertaining to the items required by law and these rules and regulations for an individual vehicle or fleet coverage.
Return Filing Report-a report prepared by the department for an insurance company or servicing agent following completion of processing (editing of data and record matching) containing the disposition of each record. It is the responsibility of the insurance company or servicing agent to review this report and take the necessary corrective action as required by these rules and regulations. If the return report contains only the header record, that record was submitted with incorrect or missing information. In this case, the header record must be corrected and all of the filing records must be resubmitted. None of the filing records submitted with an incomplete or incorrect header record will be accepted. Please note the Office of Motor Vehicles is not responsible for keeping a copy of this report.
Restricted Hit-a record submitted by an insurance company or servicing agent which does not match a Department vehicle registration record but which does pass the VINA edit check. These records do not need to be re-reported. (Disposition code "R").
Return Date-the department will provide a return date in its filing report. The return date will be the date the Department writes the filing report and will equal the date in the DATE-PROCESSED field of the trailer record.
Security Provider-a liability insurance company or other provider of liability security required under the Compulsory Motor Vehicle Liability Security Law (R.S. 32:861 et seq.).
Service Agent-any person or organization duly designated by an insurance company to prepare, transmit or deliver records on behalf of such insurance company.
Service Agent Code-a number assigned to each service agent. Either the National Association of Insurance Commissioners Code (NAIC code) or a temporary identification number assigned by the department will be used.
Termination/Cancellation of Liability Security-any cancellation or termination of liability security on a motor vehicle (whether caused by the insurer or insured).
Timely Filing-notification received within 15 business days from the issue date when a vehicles liability security is issued, procured, recalled, reinstated, terminated, canceled or changed from binder status to an active policy number.
VINA-routine used to compute the VIN check digit for 1981 or newer vehicles.
La. Admin. Code tit. 55, § III-1750