An agency management system for Florida P&C agencies

Florida is a distinct P&C market with its own workers' compensation application, its own treatment of policy fees and its own rules on cancellations and records. An agency management system built on national defaults gets these details quietly wrong, and they tend to surface in an audit or a dispute rather than on the day the work is done.

Florida does not use the standard ACORD 130 for its own workers' compensation business. It has its own edition, the ACORD 130 FL, and carriers expect it.

When an agency located in Florida asks Agency Nexus for "the 130", it gets the Florida edition, filled from the client and policy records. The standard 130 is still available by name. The ACORD forms page lists every form the system fills.

For Florida's premium receipts tax, section 626.932 of the Florida Statutes counts policy, inspection, survey, membership and similar fees as part of the premium. The service fee under section 626.9325 is the exception.

In Agency Nexus, each charge on a policy is entered as its own line rather than lumped into one "other charges" amount, and the charge editor marks the fee types the statute names as premium for Florida tax. A fee the statute does not name is left unmarked on purpose: a wrong "taxable" label is worse than none, and the filer decides.

Agency Nexus calculates return premium for flat, pro-rata and short-rate cancellations, counting real calendar days.

Florida Administrative Code rule 69O-170.010 limits short-rate tables that return less than 90% of the pro-rata unearned premium unless the insurer justifies it. When a short-rate calculation falls below that floor, Agency Nexus records a warning with the cancellation instead of silently changing the number, because the amount that matters is what the carrier actually returned. The warning does not apply to workers' compensation and employer's liability, or to motor vehicle policies, which rule 69O-170.002 leaves outside that chapter.

Under rule 69O-167.001, unearned premium on most cancelled policies has to be returned within 15 working days, but an auditable policy gets 90 days from the date of cancellation. If the insurer's audit is not done in that time, the insured's own audit is accepted and the return follows within 10 working days.

For an auditable cancelled policy, Agency Nexus calculates the 90-day deadline and shows on the cancellations screen whether that clock is running, due soon or overdue. Whether the insured cooperated with the audit is a judgement about the file, so the system shows it as a note for a person to decide rather than deciding it.

Florida sets two different clocks for keeping records:

• Premium payment records: at least 3 years after the payment, under section 626.561(2).
• Policy records: 5 years from the policy's expiration, not its issue date, under section 626.748.

That is why deleting a policy in Agency Nexus archives it instead: the record, its charges and its agents are kept, the policy disappears from the working lists, and the archive is recorded in the audit log. Commission entries a record depends on cannot be deleted at all.

This page describes what the software does. It is not legal advice, and it does not make an agency compliant with Florida law on its own. Statutes and rules change, and how they apply to a particular policy or agency is a question for the agency's own counsel or compliance advisor.