2012Catastrophe

ClaimManual

1535N.CogswellStreet
SuiteB8
Rockledge,FL32955
(321)6847018Office
(877)5760061TollFree
(321)3382920Fax
www.ncpclaims.com
1

INDEX

Section1

STAFFINGatNationalCatastrophePartnersandContactInfo

Section2
STORMOFFICE

A. Location
B. OfficeHours
C. I/AMeetings

Page

Section3

FIELDADJUSTERS

A. ExperienceLevels

B. DressCode

C. ReportforTemporaryStormAssignment
D. CheckinProcedure/TemporaryLicense

E. Employment/CompensationAgreement

F. FeeSchedules

G. PayPeriods

H. Advances

I. Holdback&PaymentofHoldback

J. ChargeBackstoI/A

K. ExitProcedures

TemporaryLeave
PermanentLeave
L. RequiredTools/Equipment

M. MethodsofCommunication

Section4
CLAIMHANDLINGPROCEDURESANDEXPECTATIONS

1. ClaimDistribution

Settingupemail

FileTrac

2. ContactInsured/Insurer/Agent

PurifyLoss

ControllingSchedule

DocumentingFileTrac

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3. AppointmentforInspections

Cancellation/RescheduleAppointment

4. InspectionsandScopeofProperty

Photographs

RoofInspection

ExteriorInspection

InteriorInspection

5. RulesforXactimateEstimate

6. PreparationofProofofLoss(POL)andStatementofLoss(SOL)
ProofofLoss

o RCVProof

o ACVProof

7. PreparationofLettertoInsuredandReport

8. UploadingDocumentsintoFileTrac

9. UpdateRCV/ACVinFileTrac

10. ReceiptofFileAcceptanceorRequestforCorrection

11. ReOpenClaims

12. SalesTax

13. PriceLists

14. PropertyLossesinExcessof$100,000

15. UseofExperts

16. LossofBusinessIncome
17. CondominiumClaims

18. CodeUpgrade/CivilAuthorityIssues

19. ContentsClaims

20. ALEClaims

21. ReportingRequirements

22. ClosureRatio

Section5
FileTrac

A. ManageClaims
1. SearchClaimsorViewClaims
2. UploadFilestoClaims
3. UpdateRCVandACVinFiles
4. EmailinFileTrac
B. Alerts
1. InternalNotes

C. Reports

40

ScreenPrintsofXactimateSettings

PhotoLibrary

FormsLibrary

Section1

STAFFINGatNationalCatastrophePartners

Owner
DavidH.String
dstring@ncpclaims.com
3216847013office
8032062304cell
Management
CATManager,KeithSchmelling
kschmelling@ncpclaims.com
3216847601office
7155813736cell
CATManager,DaveString
dvstring@ncpclaims.com
3216847017office
3522338966cell
CATAdministrationManager,KarenMarconi
kmarconi@ncpclaims.com
3216847014office
3216158517cell
AdministrativeStaff
ElaineRivera
erivera@ncpclaims.com
3216846695office
TeamLeads
IndependentContractAdjusters

NCP will also employ proper staffing during a CAT through temporary staffing agencies to
adequatelystafftheoffice,withminimalneedforanyovertime.Anoutsidevendorwillemploy
alltemporarystaff.

Section2

STORMOFFICEInformation&Hours

A. Location

NCPshomeofficeislocatedinRockledge,FLandwillalwaysbeopenduringaCAT

Whenrequired,NCPwillestablishasatelliteofficeatthelocationofaCATdeployment.
NCPwilldeterminethebestsuitableofficelocationandprovidethefieldadjustersthe
current physical location of the office at the time of initial contact for assignment or
whenthelocationhasbeensecured.

B. OfficeHoursHomeandSatellite

Normalofficehourswillbe8amto8pmESTatthehomeofficeand8amto8pmlocal
standard time for the satellite office. Office hours are subject to change during the
courseofthestorm,baseduponthestaffsabilitytoproperlymanagethependingclaim
volume.Ifofficehourschange,allfieldadjusterswillbenotified.

C. I/A&WebinarMeetings

Meetings will be held during the entire course of the catastrophe to discuss and
disseminate information. The meetings will be open discussions and will review all
material and expectations. These meeting will be nightly in the beginning and then
becomeweekly.

Attendance at all scheduled meetings will be mandatory. Failure to comply may result in
termination.

Section3

FIELDADJUSTERSIndependentContractors

A. ExperienceLevels

National Catastrophe Partners, LLC seeks professional Independent Contract

Catastrophe Property Adjusters to handle the high stress claims of a catastrophe. In
addition, we always seek Large Loss Adjusters capable of handling complex losses to
includelossofbusinessincomeandcommercialpropertyclaims.

These catastrophe claim adjusters must be trained to recognize damage specifically

causedbyaninsuredperilanddemonstratethefollowingskillsets:

CompleteworkingknowledgeofourCATManualandprocedures.
Abilitytopassourcomprehensiveclassroomexamination.
Proficientinmostpersonallinescoveragesandexclusions.
BeabletomobilizetoCATareawithina48hournotice.
Abilitytoproperlyhandle50personallinepropertyclaimsatatime,whileclosing
theseatarateofthree(3)tofour(4)claimsperday.
NopersonallineCATlosseswillbeopeninexcessof(21)calendardaysfromreceipt
oftheloss,unlessthereareextenuatingcircumstances.
Preferaminimumof25yearsofdocumentedpropertyfieldadjustingexperience
AbilitytotraveltheUSandbedeployedforupto6monthsatatime.
DemonstratecompleteknowledgeofallaspectsofXactimateandtheancillary
programs,whichaccompanythem.
Completeworkingknowledgeofpersonalandcommercialinsuranceforms.
Maintainproperadjusterlicenses.
AbilitytowriteallclaimreportsthroughXactimateanduploadthroughFileTracto
theCAToffice
ProficientinMicrosoftWordandExcel
Mustscore85%orbetteronNCPsCATQualityControlProgram,whichincludes:
InitialContactDatescheduledanddocumented
InitialInspectionDatescheduledanddocumented
ProperPhotographsofRisk&Damage
ProperPhotographResolution(DONOTREDUCEtothesmallestsize)
RequiredDiaryEntriesinFileTracEvery15days,visibletoclient
QualityofEstimate
Abilitytospecificallyrecognizedamagefromcoveredperil(s)andbeableto
separatethisdamagefromnoncovereddamage
ApplicationofproperDepreciation
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ToptoBottomwritingofestimate
ClaimTurnAround(Averagedaysopen[14])
NumberofReopenskepttoaminimum
AttendanceatCATtrainingtoincludewebex,certificationseminarsandCAT
seminars.

For those of you who wish to be deployed as Large Loss Adjusters, you must
demonstratealloftheaboveskillsetsplus:

Beproficientincommercialestimating.
Completelyunderstandcommercialcoverage.
Havefullandcompleteunderstandingofproperreportingoflargelosses.
Demonstrateabilitytoproperlyreservelargelosseswithin10percent.
Haveexcellentandeffectivecommunicationskills.
Beabletocalculatealossbusinessincomeclaim.
Maintainacontinuousscoreof85%orhigheronallclaimshandled.

B. DressCode

NCP requires all field adjusters to be well dressed and conduct themselves
professionally. Dress and appearance is very important. Collared shirts, Khaki slacks,
socksandshoesareacceptable.Fatigues,bluejeans,Tshirts,sandals,flipflops,sweat
pants,sweatshirtsorshortsareNOTacceptable.

C. ReportingforTemporaryStormAssignment

Following a catastrophe, which requires the services of NCP, we will contact all
necessaryfieldadjusterstorespondforassignment.TheCATDivisionwillnotifythefield
adjuster of the reporting location. Field adjusters are required to arrive at the
designatedlocationwithin48hoursofinitialcontact.

When a field adjuster is dispatched for deployment, the field adjuster will receive a
specifieddailyratewhenapplicableandprovidedbytheclientpartneruntilclaimsare
distributed to the adjuster. Any delay due to the adjuster not having the proper
equipmentorsoftwarewillnotbecountedtowardstheperdayrate.Thisratemay
varybyclientpartner.

D. CheckInProcedure/TemporaryLicense

All field adjusters are required to provide the following documents, prior to accepting
anynewassignmentsoranydeploymentfromNCP:

I/AAgreement
W9Form
DirectDepositFormWewillnotissuechecks
Current&ValidAdjusterLicense
CurrentAutoInsurancecard
ContactInformationForm
DrugTest,whensubmittingtorandomtesting

Thisinformationwillberequiredinordertosecureatemporarylicenseifheorsheis
notalreadylicensedinthestatewherethecatastropheislocated.

Statelicensewhereyoureside,iflicenserequiredor;
NonResidentLicenseinFloridaor;
NonResidentLicenseinTexas

Any additional forms directed by management must be properly executed before any
claimfilesaredisbursedtoyou.

E. Employment/CompensationAgreement

RefertoyourcurrentI/ACATAgreementwithNCP.

F. FeeSchedules

All fee schedules will be posted in FileTrac and available to all field adjusters at the
time they receive their access to FileTrac. All fee schedules will be thoroughly
discussed by management during weekly meetings so all field adjusters have proper
billinginformation.

G. PayPeriods

PayPeriodsareasfollows:

Invoicescreatedfromthe1stuntilthe15thofanyspecificmonthWillbepaid
thelastdayofthesamemonth
Invoicescreatedfromthe16thuntillastdayofanyspecificmonthWillbepaid
the15thofthefollowingmonth

BillingreportswillbeavailabletotheCATadjusterthroughFileTrac.Theadjusterwillbe
required to monitor and print their individual reports. Field adjusters should retain
these reports so any disputes can be easily corrected prior to the field adjuster being
releasedfromtheCatastropheOfficeorclosureoftheCATOffice.
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H. Advances

Independent Contract Adjusters are only eligible for advances, which deals with
hardshipcases.Ifahardshipadvanceisrequestedandapprovedtobepaidpriortothe
normalbillingcycle,currently,thereisachargeof$72.25.

ThischargeissubjecttochangeasyouwillbebilledNCPsdirectcostfromourvendors
toprocesstheindividualtransaction.Alladvancespaidwillbedeductedfromthenext
commissioncheck.AlladvanceswillbeatthecompletediscretionofDavidH.String.

If you need an advance, please email your Team Lead and request the advance in
writing.

I. Holdback&PaymentofHoldback

NCPwillholdback10%ofallcommissionsfor60daysoruntiltheclienthasaccepted
the work product, whichever is greater. If the claim needs to be reopened and
reassigned, any fees paid to a subsequent adjuster will be charged back to the initial
adjuster.Ifthereareanyreductionsorreallocationsduetopoorworkproductorbilling
mistakes,thecommissionswillbereducedfromtheI/Asnextcheck.However,theI/A
willbeprovidedwrittenexplanation.

Payment of holdback will be paid on the normal pay period following the 60 day
minimumoracceptancefromtheclient,whicheverisgreater.

J. ChargeBackstoFieldAdjuster

IfNCPstaffrejectsthefieldadjustersworkproduct,thefieldadjusterhas24hoursto
correcttheclaimissuesandresubmitthecorrectedworkproductthroughFileTrac.

Failuretoresubmitcorrectionswithin24hourswillresultinachargebacktothefield
adjuster based upon the actual time it takes us to correct the issues. You will be
chargedbackat$80perhour,withaminimumchargeof$20.00.

ThiswillbemeasuredbythedatestampsinFileTrac.

K. ExitProcedures

TemporaryLeave

Weknowfromtimetotime,youwillneedtoreturnhometoseeyourfamilyorhandle
any personal affairs for two or three days. If this is necessary, please send your Team
Leadanemaillettingthemknowatleast7dayspriortoleaving.
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PermanentLeave

When the field adjuster completes all of their assigned claims, the field adjuster can
requestinwritingtheywishtobereleasedfromtheirdeployment.

ThefieldadjustermustsendtheirTeamLeadanemailtwoweeksinadvanceaskingfor
theirreleaseiftheabovehasnotbeensatisfied.ThiswillallowNCPtoeitherreassign
the open claims or make sure no future claims are assigned. The field adjuster will
receivenocompensationonanyofthereassignedlosses.

Theexitprocedureisnotcompleteuntilall assignedclaimsarereassignedorclosed
andFileTracshowsnoopenclaimsoruntilreleasedbyyourCATManager.

IfafieldadjusterleavestheirdeploymentwithoutwrittenapprovalbyNCP,anyopen
claims will be reassigned and the field adjuster will forfeit all commission associated
withthoseclaimsandallholdbackowed.

L. RequiredTools&Equipment

Everyfieldadjuster,whoworksforNCPmusthavethefollowingtoolsand/or
equipment.

LaptoporDesktopComputer
WindowsOperatingSystem
Atleast1GBofRAM
Xactimate
MicrosoftWord
MicrosoftExcel
PDFFactoryand/oranequivalentAdobeAcrobat
PhotographSoftwaretoreduceresolutionofphotos,MicrosoftPowerToysImage
Resizerisfree
DigitalCamerawithatleast8xpowerzoom
Atleastone16Ladder
30TapeMeasure,preferablytwoincaseonefails
PitchMeter
ShingleGaugeprovidedorpurchasedthroughHaag
Chalk
CarpentersBeltorBackpack
CellPhone
EMailAccountprovidedbyNCP
EFaxAccountorOperationalFaxMachine
ColorPrinter/Scanner
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 Rope&Harnessequipmentoptional

M. MethodsofCommunication

1. CellPhones/Faxes/EMail

NCPrequirestheuseofcellphones.Assuch,thefieldadjustermustprovideuswith
their current cell number. Each field adjuster should have efax or fax capabilities
andtoreceiveanddisbursefaxtransmittals.Additionally,eachfieldadjusterwillbe
assignedaNCPemailaddressforusewithourclients.Whensendingemails,please
usethefollowingformatforyoursignature:

First&LastName
PropertyAdjusterorNationalGeneralAdjuster
Phone(YourCellNumber)
EMailAddress@ncpclaims.com

2. FileTrac

Eachfieldadjusterwillbeprovidedaccesstoourfilemanagementsystem,FileTrac.
Onallassignedfiles,theadjusterwillbeabletoutilizethefileNotestodocument
allactivitiesonthefile,notifyNCPmanagementandadministrationofanyissuesor
requests,notifytheclientofanissueorrequestforthatspecificfileaswellasemail
all documents to the policyholder. Please see the FileTrac section of manual for
instructionsonhowtouse.

3. VoiceMail

Voice mail boxes will not be assigned, however we ask your personal cell phone
voice mail box be set with clear and professional communication for customers to
leavemessages.

4. IndependentAdjusterContactInformation

Uponarrivalatthedeployedlocation,eachfieldadjustermustemailtheirteamlead
orNCPsupervisortheirdeploymentcontactinformation.NCPwillneedthename
ofyourhotelandroomnumberorthenameandphonenumberofthecampground
youarestayingat.Wewillrequirethisinformationsowecanproperlyassignclaims
keepingyourdrivingdistancestoaminimum.Also,theadditionalphonenumbers
willallowustocontactyouifyourpersonalcellservicequalityispoor.

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Section4

CLAIMHANDLINGPROCEDURESANDEXPECTATIONS

NCPrequiresallofourindependentadjusterstofollowtheNCPclaimhandlingproceduresto
ensure we provide a consistent and high quality work product to all of our clients. These
proceduresareacollaborationofwhatourclientsdesireandourexperienceovermanyyears
to ensure quality and consistency. It also protects our client, our insured, our independent
contractors,andNCPasawaytoevaluateeffectiveness.

AtNCP,werequiretheuseof3majorsoftwareprogramsandeachemployeeandindependent
contractorareexpectedtobeproficientineach.

NCP will provide access to our claim management database called Filetrac. Assigned claims
willbeaccessibletoyouaswellasallowyoutouploadallofthenecessarydocumentationto
handledandcloseyourclaims.Thisiswhereyoucommunicateviaproperdocumentationwith
NCP,yourclientandthepolicyholder.Thiswillalsobewhereyoulogallofyourdiarynotes.

You will be required to purchase and use Xactimate for your estimating, pricing, and most
reportgenerating.

YouwillalsoberequiredtohaveanduseMicrosoftWordandExcel.Theprogramswillbeused
togenerateyourreports,viewestimatesfromcontractors,andothers.

Upondeployment,youwillbeassignedclaimsandtheprocesswillbegin.

1. ClaimDistribution

Initial claims will be assigned along with the field adjusters territory either immediately
upon deployment, during travel to assigned territory, or while waiting on standby at the
catastrophe location. Each adjuster will receive the assignments via email to their NCP
assigned email address. You will also receive your deployment instructions which will
includethetypeofassignmentandcontactinformationforourclient.Youmusthavethis
emailaddresssetuponyourcomputerandsmartphoneinordertoreceive.

Pleaseusethislinktoaccessyouremail:

https://login.secureserver.net/index.php?app=wbe

13

At this point, you will also now have access to these files in FileTrac to view contact
information, view policy declaration page, and assignment made by our client. Please be
suretoreviewthesecarefully.NCPrecommendsyousetupashortcuttoFileTraconyour
desktop.

You can do this by pasting this link in your Web Browsers search engine. Once the
FileTrac page comes up, just right click your mouse on the screen and select Create
Shortcuttoyourdesktop.FileTracrecommendstheuseofGoogleChromeandMicrosoft
Outlookforemailservice.

PleaseusethislinktoaccessFileTrac:

https://filetrac.onlinereportinginc.com/system/login.asp?adjCoID=36050

Theseclaimswillnot,underanycircumstance,leavethecare,custodyorcontrolofthe
assignedfieldadjusterorbetransferredinanywaytoanotherfieldadjusterwithoutprior
permissionfromNCP.

Intheeventafieldadjustercannothandleaclaimassignedtohim/herforanyreason,the
claim(s)willbebroughttotheattentionoftheCATManager,TeamLeadorManagerand
assignedtoanotherfieldadjuster.Failuretocomplywiththeseinstructionscouldleadto
terminationand/orforfeitureofallholdbackmoniesgeneratedbythefieldadjuster.

2. ContactInsured/Insurer/Agent

Uponreceiptofclaimassignments,itwillbethefieldadjustersresponsibilitytoreviewthe
individual claims and instructions provided by the client. The assignments will be either
appraisalonlyorfullassignments;however,thismayvarybyclient.Makesureyouread
theassignmentinstructionscarefullyandunderstandthepolicyforms.Thepolicyforms
areinFileTraclistedundereachindividualcompaniesspecialinstructions.ForGrinnell
Mutual, we also have a pdf file we can email, which has the majority of the necessary
policiesandendorsements.

Following review of the assignments, it will be the responsibility of each field adjuster to
make immediate telephone contact with every insured and mark the date of contact and
theinspectiondateinFileTrac.Everyfieldadjustershouldtriagetheclaimfilesinamanner
soastorespondtothemostseverelossesfirst.

a. Purify the loss When discussing the loss with the policyholder, please confirm the
losslocationaddressandconfirmthenumberoflocations.Thisisespeciallyimportant
from a scheduling side so you can allow enough time in between loss locations if you
knowyouhavetogoto3locationsratherthanassumingitisjustonelocation.Ifthe
14

insured states there are multiple locations, please review the declaration page of the
policytoconfirmyouhavecoverageoneachlocationbeforeschedulingtoinspectthe
additionallosslocations.Itispossiblethisfilehasalreadybeencreatedandassignedto
youoranotheradjusteroritcouldpossiblymeantheinsuredneedstofileaclaimon
theadditionalproperty.Italsocouldmeaninsuranceiswithanothercarrierandwewill
not be inspecting. Only inspect locations you have been assigned and that have
coverage.

b. YOUMUSTControlyourSchedule.DoNOTletyourSchedulecontrolyou.Eitheryouor
yourschedulerneedtoscheduleoutallyourclaimslettingthepeopleknowthatisyour
nextavailabletime/dateforinspection.Youcanstateifsomethingopensupearlier,I
will contact you. Either you or your scheduler can tell them it is their responsibility
underthepolicytoprotecttheirpropertyfromfurtherdamage.Ifchangesneedtobe
madesuchastreesbeingremovedorstructuralrepairsneedingtobemade,theyneed
to get photos with a digital camera or a disposable camera. Ask them to keep the
receiptofthecameraandtogiveittoyou.Wecanincludethereceiptofthecamerain
theclaimandthecostofdevelopingthephotos.Theycangetphotoswithacellphone
ordigitalcameraandemailthemtoyouortextthemtoyou,whateverworks.

c. This is also a good time to confirm their address. Please ask every insured for their
correctmailingaddressandtheiremailaddress.sectionofFileTrac.

15

Youmustdocumentthescheduledinspectioninyourdiarynotesaswell.Belowisa
screenprintifhowtodothis.

UsetheInitialContact
Clippingandcompletethe
missinginformation.

Lastly,Save
Comment

Insertyoursignature.

ShowAlertinFileTracand
selectyourteamleador
supervisor.

16

Makevisibletoclient.

Ifyouareexperiencingdifficultyestablishingcontact,wesuggestyoucontacttheproducing
agent or send a contact letter(See forms library) to the insured with an email status to the
client. See the Company Assist 1st Contact clipping in the Notes section of FileTrac. This
mustbedoneifcontactisnotmadewithin72hoursoftheclaimassignment.Seescreenprint
below.

UsetheCompanyAssist
Insertyoursignature.
Makevisibletoclient.

st
1 ContactClipping.

Dontsendto
DavidH.String

ShowAlertinFileTracandSendEmail/TextMessageto
ClientCompanyClaimsRepforthisfileandselect

yoursupervisororteamlead,whoevertheymaybe.

17

Lastly,Save
Comment

IMMEDIATELYafterattemptingcontactenterthedateyoucalledInFileTrac.Thisisthesame
placeyouMUSTentertheScheduleddateofinspection.(Todothis,hoveroverthecontacts
notepad and this field will popup, please enter here and be sure to click update). We will
assist and monitor the number of files assigned to each field adjuster to insure contacts and
inspectionsguidelinesarefollowedtoensureserviceandquality.Thesedatesarenecessaryfor
thereportswegivetotheclientcompaniessotheyknowtheirclientsarebeingtakencareofto
their set standards. Byfollowing this procedure, it allowsNCP to defend our adjusters when
questionedbytheclient.

Ifyoucouldonlyleaveavoicemailmessagefortheclaimcontact,enterthatasyourdateoffirst
contactandclickupdate(seebelow).Thenenteraclipping/notethatyouleftamessagefor
theclaimcontactandwilltrycontactagainin24hours.Setareminderforthenextday(see
above).AlwaysclickSaveComment.

3. Appointments/Inspections

If an appointment with an insured has been scheduled for a particular day and time, it is
expectedtheappointmentbekept.Makesureyougivetheinsuredawindowoftimefor
this appointment as you know some inspections and travel times will vary. If you are
18

runninglateforyourdesignatedappointmentorcannotmakeit,youarerequiredtomake
contactwiththeinsuredtoreschedule.

1. Cancellation/ReschedulingAppointments

Ifitisnecessarytorescheduleanappointmentduetoanyreason,lackofdaylight,
weather, etc., you are required to make telephone contact with the insured to
reschedule and more importantly add a note in FileTrac for each claim regarding
the rescheduling of the appointment. See the reschedule clipping in the notes
sectionofFileTrac.

If a scheduling service is being utilized by adjuster, be aware that it is still the

adjusters responsibility to ensure these files are properly documented in
accordancewiththeseprocedures.

Under no circumstances, should you fail to make contact with the insured. If we
receivecomplainttelephonecallsofthisnature,thefieldadjustermaybereleased
fromassignmentand/orfilesreassigned.

Noexceptionswillbe madeconcerningthese guidelines. Failuretocomplycould

lead to termination of services and/or forfeiture of any holdback monies. These
fieldadjusterswillnotbeallowedtojoinusforfutureassignments.

In summary of steps 13, you will be assigned the claim, be required to attempt phone
contact within 24 hours and establish contact with the insured within 72 hours of
assignmenttotriagelossandscheduleinspection.Youwillberequiredtodocumentin
FileTracdiarynotesofeachoneoftheseactionsforeachclaim.Wealsorequireyour
inspectiondatebesetandinitialcontactdatebeset.

4. InspectionandScopeofProperty

a. Make contact with insured or the person meeting you at the property. Discuss the
damagesandthepropertyingeneralwiththatperson.Sometimestherearemultiple
buildingsatalocationandonlycoverageonsome.Thisisagoodtimetogetthename
andlocationofbuildingsthatarecoveredsothatyoudontinspectmorebuildingsthan
arecovered.Youcanalsodiscussagoodlocationforyourladderifyouwillbedoing
roofinspections.

b. InspectALLbuildingsthatareinsuredevenifthepolicyholderorcontacttellsyouthey
foundnodamage.WearebeingpaidtodocumentalldamageORLACKOFDAMAGE.
The only way to document the lack of damage is by taking MULTIPLE photographs of
coveredstructuresfromALLsidesandtheroof.

19

c. Photographs

Initialphotoofprimaryrisk.Ifitisahomeownerspolicy,pleasephotoafront
view of the home. This organizes your photos on your camera and it also
confirmstousandourclientthatyouwereatthecorrectlocation.If thisisa
farm with dwelling coverage, this photo should be of the dwelling. You must
photo every location you visit to ensure proper compensation on duplicate or
withdrawnclaims.

Ifyoulookatafarmpolicyandithasadwellingand5insuredoutbuildingsand
you only write the dwelling for damage and you find no other damage to the
outbuildings, it is mandatory to photograph every covered building inspected.
You will not be compensated for inspections of NonCovered Buildings. We
require photographs and notes in the estimate and report if required
documentingnovisibledamage.ThisisDOCUMENTINGNODAMAGE.

Unlessotherwiseinstructed,digitalphotographswillbeusedanduploadedinto
Xactimate. However, if an insured provides photographs at the time of
inspection,thesecanbesubmittedalongwithyourphotographstothecompany
toproperlydocumentthelossanddamage.Youcanscananduploadtheseto
FileTracordirectlyintoyourestimate.IfyouputtheminyourXactimatePhoto
Report,Pleaseindicateinthecaption/labelthatthesearephotographstakenby
thepolicyholder/claimcontactorwhomever.

Attachalldigitalphotographstoyourestimateandproperlylabelthemwithadescription
of what is shown. Use good common sense but make sure all damage is properly
photographedanddocumented.Roofphotographsmustbetakenfromtheroof.Anyroof
photographstakenonlyfromthegroundwillberejected.

If there are specific client instructions regarding photographs, these instructions will be
discussedduringmeetings.Excessivephotographsmaynotbeacceptedandwillbereduced
atthediscretionoftheCATclaimmanager.Pleaseusethehighestpossibleresolutionwhen
takingphotosasitpresentstheclearestphotototheclient.Digitalphotographsattached
toeveryestimateshouldturnoutwellat(640X480)resolution.Thisisconsideredsmall
emailresolution.Ifnecessary,pleaseresizeusingavailablereducingsoftware.

d. Inspectroof,exterior,interiordamageandanyoutbuildingscoveredbythepolicythat
insuredclaimsaredamagedorcouldbedamaged.

RoofInspectionRequirements

1. FollowtheSafetyManual
2. Measurementsarerequiredtonearestinch
20

3. Onyourwayuptheladdertotheroof,inspectandphotoanydripedge,
fascia, the pitch meter, a shingle gauge, number of layers and for the
presenceofice&watershield.
4. When inspecting hail damage, we require adjuster to mark the 100
square foot test square and circle hail hits while photographing the
overview of all hits on each slope with close up photos of some of the
hits.Thetestsquareshouldalsobelabeledwiththeslopefacedirection.
FAILURETODOTHISWILLREQUIREYOUTOREINSPECTONYOURTIME
ATYOUREXPENSE.
5. Donotsendphotosofcurledshinglesandcallitwindorhaildamageas
we will send this estimate back for adjustment. Do not send photos of
shinglesthatarenotsealeddownandcallitwinddamageaswewillsend
this estimate back for adjustment. Please see photo library at end of
manual.
6. BesuretophotographallslopesasthiswillbeconfirmationtoNCPand
ourclientthatinsuredinfactdidhave14roofventsthatyouarepaying
fororthe2chimneyflashingsyourestimatehasareaccurate.Thiswill
protectyouandNCPfromanE&Oclaim.
7. Photograph the roof for damage if it exists or photograph the roof to
documentyourfindingsofnodamage.

ExteriorInspectionRequirements

1. SidingMeasurementsarerequiredtonearestinch.
2. Whencalculatingsidingquantities,NCPdoesnotdeductforwindowand
door openings, unless the opening is in excess of 32 square feet.
However, some clients require all openings, regardless of size be
deducted.Itisimportanttoreviewclientinstructions.
3. Guttersanddownspoutsaremeasuredtothenearestinch.
4. Windowsareexactmeasurements.

InteriorInspectionRequirements

1. Wallmeasurementsarerequiredtothenearestinch.
2. Whencalculatingdrywallorwallpanelquantities,NCPdoesnotdeduct
for window and door openings, unless the opening is in excess of 32
square feet. However, some clients require all openings, regardless of
sizebededucted.Itisimportanttoreviewclientinstructions.However,
allmissingwallswillbedeductedregardlessofthesize.
3. Flooring will be measured to the nearest inch to calculate the total
squarefootage.
4. Base/Crownwillbemeasuredtothenearestinch.
21

5. Cabinetsandcountertopsshouldbemeasuredtothenearestinch
increment.
6. If there is severe interior damage, please complete an interior diagram,
asthiswouldbeofbenefittothecompany.

OutbuildingInspection

1. Photograph all covered outbuildings (minimum 2 photographs showing

allfoursides).
2. Estimatedamagetoallcoveredoutbuildings.

Fences/Trees/andDebris

1. Photographandmeasurefencedamage.
2. Insomecases,measurethedistanceofthefencefromthedwellingasit
maynotbecovered.
3. Treesshouldbemeasuredbybasediameterwhenestimatingthecostof
removal.

YoumustdocumentyourinspectioninFileTrac

Makeitvisibletotheclientby
checkingthisbox.

ShowanalertinFileTractothe
recipientselectedinthebottom
box.

Insertyoursignature.

Selectyourteamleador
supervisor.

MakesureyouSaveyourcomment!!!

e. Reviewscopeofdamageswithinsuredandcometoagreementatrisk.Thiswillsave
you a lot of time later as there will be fewer supplements and fewer changes to
22

estimatesduemissingitemsorrepairprocesses.Iftheinsuredorcontactpersonisnot
availableattheinspection,youmustcontactinsuredtocometoanagreedscope.

5. RulestofollowwhenpreparingXactimateEstimate

NCPs published Xactimate global settings must be in place prior to starting any new
estimate.Pleaseseesetinstructionsonpage51.

a. Begin an estimate by hitting Add from the Projects tab. You must use the NCP
assigned file number in FileTrac as your Project name in Xactimate. Do not use the
clientassignedclaimnumber.
b. Completeyoursketchofallroofsthathavedamages.Makesuretheyarealllabeledto
matchthepolicydeclarationpagesotheclientandinsuredcanfollow.
c. All estimates will follow the following structure or tree. This makes it easier for our
insuredandclienttofollow.
1. Roof
2. Exterior
i. Siding
ii. Gutters
iii. Fascia
iv. Windows
v. Windowwrap
3. B/R#1
4. B/R#2
5. Kitchen
6. Bathroom,Etc
7. GeneralItems
i. ElectricalItems
ii. PlumbingItems
iii. HVACItems
8. TemporaryRepairs
i. TemporaryWeatherproofingofRoof
9. TreeRemoval
10. DebrisRemoval
11. ContentItemsafterallbuildings
d. Alloutbuildings/farmbuildingswillbelabeledexactlyasthepolicyhasthemlabeledand
inthesameorder.IfpolicycallsitaPoleBarnbutitlookslikeaMachineShed,youwill
call it Pole Barn in your estimate to also allow the insured and client to follow the
damagesproperly.
23

e. HeightandSteepCharges,shouldbetheexactnumberofsquareontheroof.Nowaste
forheightandsteep,itisacostforadditionaltimeittakestoaccessandmovearounda
steep and high roof including additional safety equipment. There is no waste factor
needed.
f. IfaddingIce&Water,pleasedeductamountofI&Wfromfelt.
g. DO NOT write in your estimate Bid Items at the Dollar amount provided on the
bidYOUneedtowriteupyourownscopeandfigureforthedamageanduploadthe
contractors bid or Estimate or invoice if you have it or have taken a photo of it
(PutthephotoofthedocumentinyourphotoreportinXactimate).
h. Please be sure you are applying proper depreciation. You can utilize the age of
improvements in the policy declarations page, but its condition is also important.
Example Multiple layers of shingles under a 5 year old 3tab shingle roof should be
depreciated more than 25%. Please remember to apply depreciation to labor &
materials.
i. When entering your line items in estimate, make sure each is coded with the correct
buildingsothatyourrecapiscorrect.
j. Labelanduploadallphotosintoyourestimate.Pleaselabelphotoswiththeexposure
direction. Example Front of house faces norththe label for siding is North
Exposure,whilethebackofhomeisSouthExposure.
k. Ifyourphotodoesnotshowthedamagetotheitem,WEWILLSENDITBACKtoyouand
makeyouremoveitfromyourscopeandfigure(estimate).Example,Iwassentphotos
ofoutdoorfurnitureanditdidnotlookdamagedandtherewerenoadditionalphotos
ofdamagetothefurniture.
l. UnderstandourclientspositiononOH&P.OntheGrinnellMutualContractwedoNOT
include OH&P regardless of how many Trades you have on the estimate. We will
consider adding it if the policyholder documents to us that they hired a General
Contractor with a GC License and there is more than three trades and the cost was
actuallyincurred.
m. YourEstimatedoesnothavetobeperfectbutyoudoneedtohaveCoveragecorrect.
ACV/RCV,LimitsonBuildings,correctformnumbers,etcYoumustbeabletoExplain
yourestimateandlogictotheMutualandthepolicyholder.IftheyhavequestionsIwill
referthemtoyou.Youcanworkonanagreedscopeandfigurewiththepolicyholder
prior to having me approve your estimate/file. HOWEVER, you will want to make it
perfectlyclear,tothepolicyholderthatitisNOTapprovedbutyouwillsubmitthisscope
andfigureforapproval.
n. Fences & Antenna's Check your policy. These are typically NonRecoverable
DepreciationevenwhenCoverageB(APS)isRCV.

6. PreparationofProofofLoss(POL)andStatementofLoss(SOL)

a. First,checkyourLossRecapandlookforanyoddities.Itcouldbeametalroofonan
outbuildingonlyshows$3000indamages,butyouaresurethereplacementmetalwas
wellover$3000.Youwillhavetolookbackintoyourestimateandmakesureallline
24

itemsarecodedwiththeproperbuildingcoverage.Checktherecapforrecoverableor
nonrecoverabledepreciation.Ifbotharepresent,inonecoveredstructure,yourline
codesmaynotbecorrect.

SelecttheLossRecapbuttonfrom
thetopofyourestimate.Itisfound
on the Claim Info tab.

ToPrintyour
SOL

b. If all entry items are correct and your recap looks in order, you will print the SOL by
usingthePrintbuttonintheupperrighthandcornerinXactimate.AClaimReports
popupwillappearwith5tabs.PleaseselecttheClaimReportstabandscrolldownto
findStatementofLossReport.HighlightthisdocumentandselectViewsothatyou
canreviewthedocumentforaccuracy.Youcannowprinttoyourpdfwriterandsaveto
yourdesignatedlocation.YoucanalsoSaveasapdf.
First,selectthetabClaim
Reports.

Next,scrolldownand
selectStatementofLoss
Report

25

c. ProofofLoss
There are 2 types of POLs that NCP will require you to create. One is a POL with
recoverable depreciation and another without. We will call them RCV Proof and ACV
Proof respectively. You should have previously viewed your Loss Recap for possible
problemsandshouldbereadytoprepareyourProof.RightnexttotheLossRecaptab
inXactimateisyourClaimReporttab.Youwillneedtoselectthedocumentcalledthe
ProofofLossReportfromthattab.

FromtheClaimInfotab,youwillhavetoselect
theClaimReportsbutton,scrolldownand
selectProofofLossReport.

YouwillalwayshavetoenterinformationontheRiskInformationtabandthenselect
thecorrecttabforthetypeofProofofLossyouarecreating.
1. RiskInformationYouwillneedtoverifythattheTo:sectionreflectsthecorrect
mutualorclientcompanyweareworkingfor.YouwillneedtoenterThecauseof
thesaidloss:withXXXXDamageatriskhandledunderNCPClaim#xxxxxxx.You
will need to enter the occupancy and any interests such as the mortgage holders.
Also, if you are using Xactimate version 27.3, you will want to check the notary
button.

26

Makesurethe
companylistedhere
isthecorrectclient
company.

EntertheCauseof
thesaidlossalong
withNCPfilenumber
here.
EntertheOccupancy
here.EitherFarm,
Residential,Rental,or
Commercial.

PressDisclaimerandconfirm
yourslookslikethescreenbelow.

EntertheStatefor
theNotaryhere.

EntertheMortgage
Holdershere.

Pleasemakesure
yourdisclaimeron
yourProofofLoss
Reportmatches
theStateinwhich
thelossoccurred.
Youmustsaveand
alsosavetextas
defaultforyour
futureProofsof
Lossthatyou
createforthis
client.NCPwill
providewhenyou
aredeployed.

27

2. RCVProofThisproofoflosshassomedamagesthathaverecoverabledepreciation
andthiscanbeviewedonyourLossRecap.Youmustviewandwritedownthetotal
recoverable depreciation as you will need to enter this in your RCV Proof. Now,
from the Proof of Loss Report you have already entered the Risk Information and
willneedtoselecttheRCtab.Thiswillbringupthefollowingscreen.

Youwillneedtoinput
thenumberofdaysfor
theSupplementalClaim
filingandtheamountof
depreciationthatis
recoverable.Please
checkyourpolicyclosely.

Youwillneedtoenterthenumberofdaysasupplementcanbefiledwithinandthe
amountofrecoverabledepreciationtheinsuredcouldpotentiallyclaim.Thenselect
View in the bottom left hand corner and make sure the proof is accurate and
matches the loss recap. You can then print to a pdf writer and save in your
designatedlocation.
3. ACVProofThisproofoflosshasnorecoverabledepreciation.Youwillselectthe
ACV Tab after entering the Risk Information. This screen will only require you to
remove the check in the box labeled Print NFIP Header found in the lower left
hand corner. See screen print below. Please view the ACV Proof numbers as
comparedtotheLossRecaptoconfirmalldamageswereincludedinthedocument.
ThereisaglitchinsomeXactimateSoftwarethatweareawareofanddonotyet
havearesolutionto.Ifalldamagesarenotincluded,youwillhavetomodifythe
LossRecap.Tomodifythelossrecapyouwillhavetoremovethecheckfromthe
box labeled Auto update from estimate. Once you do this you can enter your
totals from the bottom of the recap into the coverage that your proof is pulling
from. You will have to adjust the specific building coverage limit as well. See
screenprintsbelow.

28

Pleasemake
surethese
numbers
matchthe
totalsonthe
lossrecap.If
notyouwill
haveto
manipulate
theoutcome.

4.

Makesureyouuncheckthisbox.

OnceyouhaveviewedthePOLanditisaccurate,youcanthenprinttoapdfwriter
andsaveinyourdesignatedlocation.

7. PreparationofLettertoInsuredandReport

WewillprovidefieldadjustersourShortFormReport,ReserveReportandCaptionReport
andthesemustbefollowed.Deviationfromthisformatisunacceptable.Itisnecessaryfor
allreportscontainsimilarfactualinformationandhavethesamelook.Theacceptedfontis
TrebuchetMS12point.

NCP will provide each I/A an Xactimate Form Template for these items prior to
deployment so that the I/A has the most recent edition. If you do not have these
documents,pleasecallDaveStringat3216847017.

Alllossesinexcessof$50,000.00orFullAdjustmentassignmentsrequireCaptionReports,
unlessotherwiserequestedbytheclient.

29

8. UploadDocumentsintoFileTrac

Onceyouhavecompleted,reviewed,andsavedyourdocumentsrequiredforeachfile,you
willneedtouploadtheseintoFileTrac.

Youwillhittheuploadbuttonlocatedunderthefilenumberandthe
windowbelowwillappear.

Selectthetypeofreport
here.

Browseyourcomputerfor
thecorrectdocuments.

Checkthisboxforall
uploads.

Afterdoingthe3steps
above,pressUpload
Report

We expect you to use the following order when uploading so that the documents are
correctly positioned for bundling and emailing to our client. The order of upload is as
follows:
Anysupportingdocumentation,i.e.contractorsestimate,notesfrominsured/agent
TheLettertoInsuredifrequired
StatementofLoss
ProofofLoss
EstimatewithPhotos
ClaimReportifrequired

30

Thisisanexampleofa
correctlyuploadedfileand
howyourfileshouldlook
afterupload.

AfteruploadingallclaimdocumentsintoFileTrac,youarerequiredtonotateinyourDiary
Alldocumentsuploadedforreviewandhavenotifiedsupervisor.Seescreenprintbelow.

Makeitvisibletotheclient
bycheckingthisbox.
ShowtheAlertin
FileTrac.
Selectyourrecipient.This
wouldbeyourCAT
Managerinmostcases.
Selectyourclipping.

Insertyoursignature.

Makesuretosaveyour
comment.

At this point, you have completed everything and have requested review and approval
from your supervisor or team lead. You will need to send the Field Adjuster Billing
Worksheet.Seescreenprintbelow.

31

DONOTmakethisvisible
toclient.

ShowAlertinFileTrac.
Sendtoyourteamleador
supervisor.

MakeSuretosaveyour

Youwillneedtoinputallof
yourbillingrequirements
afterselectingtheclipping
forFieldAdjusterBilling
Worksheet.Besureto
enterthecorrectfee
schedulepolicytype.
ExampleFarmorHome

comment.

9. UpdateRCV/ACVinFileTrac

Onceyourfileiscomplete,youwillalwaysinputthefinalRCV/ACVintothepopupboxseen
below.

Youwillhoveryourmouse
overthisandpopupwill
appear.
YouMUSTentertheRCV
andACVineveryfile.

BesuretoclickUpdate

32

Pleasemakesurethese
havebeenupdatedfrom
earlier.

10. ReceiptofTeamLeadorSupervisorAcceptanceorRequestforCorrection

YouwilltypicallyreceiveaFileTracnotificationfromyoursupervisororteamleadwithin
48hours,eitherapprovingyourworkorrequestingcorrections.
a. CorrectionsRequested

Ifcorrectionsarerequired,adjusterwillhave24hourstoupdatethefileforrequested
corrections.IffilesareupdatedbyNCPstaff,wewillchargebacktothefieldadjuster
basedupontheactualtimeittakesustocorrecttheissues.Youwillbechargedbackat
$80perhour,withaminimumchargeof$20.00forhour.

Ifcorrectionsrequirearevisittotheproperty,thefilewillneedtoberesubmittedwhen
thoseissueshavebeenresolved.

b. ApprovalofFile

If Supervisor/Team Lead approves your work, you will receive the following FileTrac
notification.

These are only received if you have a Full Assignment. If you are working on Appraisal
Only Assignments and no corrections are requested, your supervisor or team lead will
submittheclosingpackagedirectlytoourclientandinvoiceasrequested.Yourassignment
wouldbeclosed.

OnceapprovalisreceivedforFullAssignment,youwillberequiredtoeitheremailormail
the Letter to Insured, Estimate, POL, and SOL to the insured. NCP will mail or email all
documentstotheinsuredandwillnotateinFileTracwhenthishasbeencompleted.

33

11. ReOpenClaim:

Onlyourclientpartnercanauthorizeaclosedfiletobereopened.

Ifthehandlingfieldadjusterisstillonassignment,thefilewillbeassignedbacktothisfield
adjuster,unlessotherwiseinstructed.Iftheinitialfieldadjusterisnolongeronassignment
with the CAT Office, then the Team Lead will reassign the claim to a new field adjuster.
Make sure to change the name of adjuster in FileTrac to properly reflect the new field
adjuster.MakecertainareopendateappearsinFileTrac.Inaddition,allchangesmust
beshownintheNotesofFileTrac.

12. SalesTax:

Unless the insured is exempt from paying sales tax, (Governmental Entity, Schools,
Churches,etc.aretypicallyexcluded)propersalestaxisapplicableonallestimates.During
yourCATmeetings,youwillbeinstructedontheproperuseofsalestax.Pleasecheckyour
estimatestomakesureproperuseofsalestaxisfollowed.Pleasegotowww.zip2tax.com
foradditionalassistance.AnothersalestaxsourceisAvalara.Gotowww.avalara.com.

13. PriceList:

A reference price list of major trade items will be provided during the meetings. These
pricesmustbeusedbyallfieldadjustersonthemajorityofitems.Deviationfromthisprice
listmustbeexplainedintheclaimsreport.

Allestimatesmustshowreplacementcost(RCV),depreciationandactualcashvalue(ACV)
ofthedamage.Depreciationshouldonlyapplytowearablesurfaceitems,suchasroofing,
paint,countertops,floorcoveringsandfinishes,etc.

14. PropertyLossesinExcessof$100,000:

Manyofourclientswanttoimmediatelyknowwhentheyhaveaclaimofhighexposure.As
such, upon learning the property loss you are handling will have combined reserves or
damageinexcessof$100,000,pleaseimmediatelynotifytheteamLeadviaaFileTracNote
withtheappropriateinformation.Wewillinturn,notifytherespectiveclientofthesame
viaemail.

15. UseofExperts:

Theuseofexperts,withoutwrittenauthorizationandemailconfirmationfromourclient
partnerisstrictlyprohibited.Wehavenoauthority,eitherexpressedorimpliedtorequest
orsecuretheservicesofanyexpert,toincludebutnotlimitedtoengineers,construction
consultants,moldorwaterexperts,roofingconsultants,forensicaccountants,etc.
34

16. LossBusinessIncomeClaims:

ThehandlingofalllossbusinessincomeclaimswillbecentralizedwithintheCATDivision.
WewilldevelopaLossBusinessIncomeTeamtohandletheseclaims.

When a field adjuster receives a new claim, which has loss of business income, the field
adjusterwillimmediatelysendaFileTracNotetotheTeamLeadandsupplyhim/herwith
thenameoftheinsured,ourclaimnumber,nameofourclientandtheirclaimnumber.

The Team Lead will then contact the client and request permission to set up a new LBI
claim.Afterreceivingpermissionfromtheclient,anewclaimfilewillbesetupinFileTrac
andtheLBIadjusterassignedtothelosswillbetotallyresponsibleandaccountableforthe
completehandlingoftheLBIportionoftheclaim.

However; the field adjuster will have to assist the LBI adjuster with any information or
documentation the LBI adjuster requests. The field adjuster will have to provide the LBI
adjuster with an accurate reconstruction period timeframe to assist the LBI adjuster to
properly complete the LBI claim. It is the field adjusters sole responsibility to properly
document the period of restoration. The LBI adjuster must update the clients file with a
formal interim report every 15 days with factual information regarding the LBI claim until
theclaimhasbeenconcluded.Emailreportsaresufficientanddoconstituteasareportto
theclient.

17. CondominiumClaims:

The handling of condominium losses varies by each state. It is important that the field
adjuster research each state to determine if there is any specific statue regarding these
typesofpolicies.ThefieldadjusterwillbeadvisedattheCATsiteofalloftheseparticular
lawsandstatues.

However, it is most important the field adjuster secure, at minimum, the following
documentsatthetimeoftheirinitialinspection.Thesedocumentstypicallyspelloutwhatis
covered by the HO6 Policy and what is covered by the (we need to spell out what HOA
standsfor)HOAPolicy.

It is also important the field adjuster determine the contact name of the management
companyandthepointofcontactattheHOABoardofDirectors,usuallythePresident.The
documentsneededtohandletheseclaimsare:

CompletecopyoftheMasterDeed.
CopyoftheByLaws,whichoutlinesthemaintenanceandinsurancesections.
The field adjuster must determine if wind is excluded and any applicable
deductibles.
35

The field adjuster must determine if the policy of insurance has any ordinance
coverageforCodeupgrades.

18. CodeUpgrade/CivilAuthorityIssues:

CodeUpgradeand/orCivilAuthoritycoveragepresentadditionalproblemsandconcernsfor
theCATadjuster.TheCATadjustermustpayparticularattentionwhenhandlingthelarge
commerciallosses.

ItiscriticalandnecessaryforallCATadjusterstofullyunderstandtheimpactCodeUpgrade
coveragepresentsinthehandlingofCATlosses.

Hereareacoupleofrulestofollow.First,checkyourpolicytomakesurethereiscoverage
forcodeupgradesand/orcivilauthority.Next,securedocumentation,whichoutlineswhich
code upgrades will be enforced. Lastly, all code upgrades or civil authority enforcements
must be incurred. Please read your policy form because if a code is not enforced then it
maynotbecovered.

19. ContentsClaims:

Based upon certain client agreements, the field adjuster may be required to assist the
policyholderinpreparationontheircontentsinventorydocumentation.However,wemay
employtheassistanceonaContentsInventorySpecialist,iftheclaimwarrantsthistypeof
handling.

PleasenotifyyourTeamLeadanytimeyoufeelthereisacontentsclaim,whichwillbein
excess of $5,000.00 or is a claim which involves original paintings, specialty items or is a
claimwithunusualcircumstances.TheTeamLeadwillreviewthefileanddetermineifthe
field adjuster should continue handling or if it will be reassigned to a Contents Inventory
Specialists.

If the contents claim remains with the field adjuster, the field adjuster will complete a
Content Inventory Forms in the presence of the insured with their assistance. The field
adjusterwillneverleaveblankinventoryformsfortheinsuredtocompletethemselves.

All inventory items will be fully described by brand, make and model. Please include the
serial numbers on major appliances along with photos of the ID plate. Adequate
photographs should be secured and should clearly depict the damaged items. Proper
depreciation should be noted and in most cases, proper sales tax should be added at the
rate, where the policyholder resides. Please note on the inventory form why an item is
beingreplaced.

36

20. ALEClaims:

TheremaybeinstanceswhereAdditionalLivingExpensesareinvolvedinaCATclaim.We
will provide specific handling instructions from each client. If our client does not have
specific handling instructions our field adjuster will be required to complete our ALE
worksheet,foreachlosshandled.(SeetheFormssectionofthismanual)

This worksheet outlines the insureds normal expenses and further outlines additional
expenses incurred by the insured. Remember, the insured is only entitled to additional
expensesoverandabovetheirnormalexpensestheyincurasaresultofacoveredloss.

21. ReportingRequirements

Onpersonallineclaims,followingreceiptofanassignment(s),fieldadjustersarerequiredto
submit a closing or interim report within fifteen (15) days of receipt of the loss. Then
subsequentfilenotesonstatuseveryfifteen(15)days,untiltheclaimisconcluded.

Oncommerciallinesclaims,eachfieldadjustermustsubmitaReserveReporttoourclient
withinfive(5)ofthedateofinspection.ACaptionReportmustbesubmittedwithinfifteen
(15)daysofthedateoftheReserveReportandeveryfifteen(15)daysthereafteruntilthe
lossisconcluded.

IftheClientPartnerhasdifferentreportingguidelines,theseguidelineswillbediscussedat
weeklymeetingsanddisseminatedtothestaff.

22. ClosureRatio

Closure ratios for full assignments will be required to be 15 days on average and for
appraisal assignments to be 10 days on average. These will be managed by claim
distribution.Youwillnotbeassignedmoreclaimsthanyoucanturnin15daysor10days,
respectively.

Failuretocloseclaimsatthisratecouldresultinthefollowing:

Claimsbeingreassignedtoanotheradjuster
Nomoreclaimsassignedtoyou
Terminationofservices

Additional claims will only be assigned to those field adjusters who follow the above
procedure.

37

Section5

FileTrac

NCP is fortunate to partner with Online Reporting. FileTrac is a robust internet claims
managementdatabasecapableofhandlingalloftheneedsandrequirementsofourclients
whilestillallowingtheCATadjustertoworkoffsiteduringastorm.AllCATclientswillhave
accesstotheirclaimsthroughthissystemandyouwillbeprovidedaloginandpasscodefor
your assigned files. Please email your team lead or supervisor if you have not been
providedthisinformation.

PleaseusethislinktoaccessFileTracforNCP:

https://filetrac.onlinereportinginc.com/system/login.asp?adjCoID=36050

We recommend you enter this into your web browser and then when the login screen
appears, rightclick your mouse and select Create Shortcut sending this link to your
desktop.

Onceyoulogin,youwillseethescreenbelow:

Instructions on how to use each of the above lettered functions will follow below. The
letterscorrespondtotheappropriatechapterofthisSection.

38

A. MANAGECLAIMS

ThisistheareaofFileTracwhereallofyourassignedclaimswillbelocated.Youcan
eitherselectManageClaimsatthetopofthemainscreenoryoucanselecttosearch
foraspecificclaim.

1. SearchClaimsorViewClaim

Selectthisone

orusethesearchlocatedintheupperrighthandcornerlikethis.

Youwillneedtousethedropdownboxtodeterminehowyouwillsearchforaspecific
fileorfiles.YoucanuseFile#(Exact)oranyoftheavailablesearchoptions.Hitsearch
andwaitforFileTractoretrieveyourrequest.

IfyouselectedManageClaims,youwillseeallassignedandopenclaim

filesinnumericalorder.Youcanreorganizeyourviewbyselectinganyof

thecolumnheaders.Pleasenote,whenyouorgainzetheseyouwillpull

allofyouropenfilesintothefields.Remembertochangeyoursearch

optiontoClosedClaimsifyouaresearchingforclosedclaims.

If you select one specific file to search for and you have entered the information
accurately,youshouldbeabletoviewitaloneorwithminimalchoices.Itwilllooklike
this.

39


Now, you are working your specific claim and will operate all functions regarding this
claim from this location. You can hover your cursor over some of these specific data
fields and receive more information. For example, if you hover your cursor over the
Company/Rep field you will receive more detailed information on your particular
company.Intheabovescreenprint,yourcursorwouldneedtobeoverthePioneer
MutualIns.Association.IfyouhoverovertheRepfieldrightbelow,inthiscaseScott
Arenohlz, you will get his direct contact information. Same can be said for the
insuredsname.

2. UploadFilestoClaims

Onceyouhavecompleted,reviewed,andsavedyourdocumentsrequiredforeachfile,you
willneedtouploadtheseintoFileTrac.

Youwillhittheuploadbuttonlocatedunderthefilenumberandthe
windowbelowwillappear.

40

Selectthetypeofreport
here.

Browseyourcomputerfor
thecorrectdocuments.

Checkthisboxforall
uploads.

Afterdoingthe3steps
above,pressUpload
Report

We expect you to use the following order when uploading so that the documents are
correctly positioned for bundling and emailing to our client. The order of upload is as
follows:
Anysupportingdocumentation,i.e.contractorsestimate,notesfrominsured/agent
TheLettertoInsuredifrequired
StatementofLoss
ProofofLoss
EstimatewithPhotos
ClaimReportifrequired
Thisisanexampleofa
correctlyuploadedfileand
howyourfileshouldlook
afterupload.

AfteruploadingallclaimdocumentsintoFileTrac,youarerequiredtonotateinyourDiary
Alldocumentsuploadedforreviewandhavenotifiedsupervisor.Seescreenprintbelow.

41

Makeitvisibletotheclient
bycheckingthisbox.
ShowtheAlertin
FileTrac.
Selectyourrecipient.This
wouldbeyourteamleadin
mostcases.
Selectyourclipping.

Insertyoursignature.

42

Makesuretosaveyour
comment.

Atthispoint,youhavecompletedeverythingandhaverequestedreviewandapprovalfrom
yoursupervisororteamlead.YouwillneedtosendtheFieldAdjusterBillingWorksheet.
Seescreenprintbelow.

DONOTmakethisvisible
toclient.

ShowAlertinFileTrac.
Sendtoyourteamleador
supervisor.

Youwillneedtoinputallof
yourbillingrequirements
afterselectingtheclipping
forFieldAdjusterBilling
Worksheet.

MakeSuretosaveyour
comment.

43

3. UpdateRCVandACVinFiles

Onceyourfileiscomplete,youwillalwaysinputthefinalRCV/ACVintothepopupboxseen
below.

Youwillhoveryourmouse
overthisandthispopup
willappear.

YouMUSTentertheRCV
andACVineveryfile.

Pleasemakesurethese
havebeenupdatedfrom
earlier.

BesuretoclickUpdate

4. EmailinFileTrac

In order to properly document all activity on our files, NCP will require all
correspondence to be logged in the diary notes of the claim. Understanding and
utilizingthistoolinFileTracwillsaveyou,theadjustertimeasyouwillnothaveto
cutandcopythesethingsintothenotesaftertheyhavebeensent.Youcancreate
emailsandyoucanemaildocumentsfromthefileasattachmentsinanemail.

CreatinganEmail

Youwillsimplyselectyournotesinthespecificfileyouareworking.
44


Thescreenbelowwillappear.

ENTERYOUREMAIL
MESSAGEHERE.
BESURETOENTERYOUR
SIGNATUREBELOW.

Selectyour
communicationmethod
asSendEmail/Text
Message

45

Then,selectwhoyou
areemailing.Ifyouare
emailingarecipient
outsideofNCPorour
clientcompany,youwill
selectthisspotand
entertheemailaddress
oftherecipient.

EmailDocumentsasAttachments

YoucanhoveryourmouseovertheEyeballnexttoReportsontheManageFilescreen
andthefollowingpopupwillappear.

TosendoutMULTIPLEDOCUMENTS
selectCreatePDFBundlelocatedat
thetop.SeepageXXXforthenext
step.

46

SendingaSINGLEDOCUMENT
requiresyoutosimplyselectEmail
outtotherightofthedocument.See
belowfornextstep.

SingleDocumentScreen

Makesuretoinputthe
correctemailrecipient
here.
Enteranyemailmessage
youwanthere.Youcan
alsocreateandutilize
clippingstosaveyou
time.

Selecttheattachment

fromyourreportsand

youcanalsoupload

otherdocsorphotos

below.

SendEmail.Thiswilllog
allintoyourdiarynotes
thiscommunication.

B. ALERTS

TheAlertsonFileTracareveryimportanttoyourdailywork.Theseareutilizedbythe
staff here at NCP and your team leads to notify you of items related to your specific
files. YOU MUST CHECK YOUR ALERTS DAILY. In the past, we have utilized an alert
systeminFileTracaswellassentemails.Thiswillnothappenmovingforwardaswe
foundthefileswerenotproperlydocumentedforusandourclientbecausetheemails
weresentoutsideofthisdatabase.Youwillhavetosendinternalnotesandexternal
notesrelatedtothefilethroughthissystem.
47


1. InternalNotes

Thesearethenotesdocumentingthefilebyyou,NCP,orourClient.Allthree
partieshaveaccesstothefileandcanmakenotations,askquestions,respondto
requests,anddocumentreceiptofcertainpertinentinformation.

Whennotatingyourfiles,youwillonlysendthealertsviaFileTrac.Seebelow:

Yourmessageor
Youwillalwaysenter
Ifyournoteisfordiscussionbetweenyouand

notewillbe
yoursignatureafter
NCP,thenyouwillnotcheckvisibletoclient.

enteredhere.
notingfile.
Allothernoteswillbevisibletoclient.

Thisiswhereyou
selectShowAlertin
FileTrac.Youwillnot
SendEmail/Text
Messageinternally
unlessitisURGENT.
Youwillneedtoutilize
yourReminders
locatedhereasadiary
system.

48

Screen Prints of Xactimate Settings

First,selecttheControl
Centertabonyour
Xactimatemainpage.

Next,selecttheUser
Preferencestabrightbelow.

Thiswillmakeallyourlineitems
setwiththistypeofdepreciation.

MakesuretoselectZip/Postal
CodeMatchingbutton.

Max
depreciationat
75%unlessa
clientspecifies
differently.

Makesurealldepreciation
optionsareselectedunless
otherwiseinstructed.

SelectCompanyHeaderand
seebelowonpage50.

Instructions on setting up NCP

header and NCP claim rep to
follow.

SelectClaimRepandsee
belowonpage51.

SelectReferenceandsee
belowonpage52.
49

NCP Header Set up

SelectAddand
theboxbelowwill
popup.

InputNCPcorrectmailingaddress
andcontactinformationasseenhere.

Entercompanynameandcodeas
seenhere.

Youwillneedtoimportthislogofrom
thelocationitisstoredonyour
computer.Pleaseemail
kmarconi@ncpclaims.comifyoudo
nothavethis.

50

NCP Claim Rep Set up

SelectAddifyouare
notalreadyinthis
areaorEditifyou
alreadyhavea
profile.

Thefollowingscreenwillappearwhenyoueditoraddyourprofile.

NCPrequiresalladjustersorestimatorstohaveataminimumthefollowinginformation.

1. YourNameDONOTUSEALLUPPERCASE

2. YourCellPhoneNumber

3. YourNCPAssignedEmailAddress

51

Reference Set Up
Youwillonlysetthisupinyourglobalsettingsifyouareworkingforoneclient.Ifyou
areworkingformorethanoneclient,youwillonlycreatethereferencebutnotselect
themhere.Youwillselectthemoneachindividualfileyoucreate.

SelectAddtosetup
anewreference.This
wouldbetheclient
companyyouwillbe
workingfor.

IfyouselectAdd,thisscreenwillpopup:

Pleaseenterthefollowing:
NameofCompany

AddressofCompany PhoneNumberofCompany
EmailofCompany(ifprovided)

YouwillhaveallofthisinyourInitialDeploymentInstructions

52

PhotoLibrary

53

CurledShinglesarenottypicallywind
damaged.

Ruffledshinglesarenottypically
winddamaged.

Thisisnotwinddamage.

Thisisnotwinddamage,rather
improperinstallation.
54

LooseShingles

Looseshinglesnotwinddamage
shingles.

DebrisisNOTbeyondthesealstrip.

Improperinstallation.Nailstoohigh
andortoodeep.

55

Notwinddamage.Recentlyunsealed
notbywind.

Winddamagedshingles

Ruffledshinglesarenottypically
winddamage.

LooseShinglesthatAREwind
damaged.
56

FormsLibrary

57

Additional Living Expense

Worksheet
Insured

Client Claim No.

FileTrac No. _______________

Policy Mailing Address

Date of Loss _________________

Temporary Address

Temp Phone _________________

Insureds Occupation

Bus Phone __________________

Wife's Occupation

Bus Phone

Type of Residence (1 family - duplex - apt. - other)

No. Rooms

Replacement Cost of Dwelling or Unit

ACV

Insurance Carried - Dwelling or Unit

Forms No.(s)

Rental Value - Furnished (monthly)

Number living at location

Estimated Loss - Dwelling or Unit

Contents $

Period of Restoration - Estimated

As Agreed

Insured

Contractor

NECESSARY INCREASE IN LIVING EXPENSE DURING PERIOD OF UNTENANTABILITY

EXPENSES
NORMAL
INCURRED
Housing
$
$
Temporary Housing Receipts-Hotel - Apt.
Mobile home - Other
Utilities
Heat
Electricity - Gas
Water - Sewer Fee
Telephone
Other
Food
Residence Food Cost
Motel - Restaurant -Receipts
Other
Services
Laundry
Dry Cleaning
Other
Transportation
Automobile - Storage - Gas
Taxi
Other
Totals
$ 0.00
Deduct Total Normal Expense From Incurred Expense
Additional Living Expense Loss
(NCP, LLC CAT FORM 003 REV 01/12)

$ 0.00
$
$

AFFIDAVIT - LIGHTNING LOSS

ANY PERSON WHO KNOWINGLY, AND WITH THE INTENT TO INJURE, DEFRAUD OR DECEIVE ANY INSURER, FILES A STATEMENT
OF CLAIM CONTAINING ANY FALSE, INCOMPLETE OR MISLEADING INFORMATION IS GUILTY OF A CRIME.

INSURED

CO. CLAIM NO.

ADDRESS
1. Date of Loss

CITY

STATE

2. Time of Loss

ZIP CODE

3. Were Fuses Blown

Yes
No
Age

4. List all items damaged by lightning

Amperage of Fuses
Manufacturer

A.

A.

A.

B.

B.

B.

C.

C.

C.

D.

D.

D.

5. Were any damaged items financed ?

Yes

7. List items financed

6. Item grounded or lightning arrestor

No

8. State reasons why loss appeared to be result of lightning.

9. Litmus paper test made

Yes
No
10. By whom is power furnished (Company)

Smell acidity
Yes
No
11. Approximate dates of previous losses

It is my firm conviction that this loss was a result of lightning and was not occasioned by low voltage, mechanical breakdown or
because of a defect in defect in the appliance.
Signed ( Repairman or Licensed Electrician)
License No.
Address

Phone No.

Witness

On this
day of
, 20
, before me personally came
, to me known, and
known to me to be the individual described in and who executed the foregoing instrument, and he thereupon duly acknowledged to me that
he executed same.

(seal)

________________________________________________________
Notary Public
My Commission expires __________________ , 20 ______

(NCP, LLC CAT FORM 004 REV 01/12)

AFFIDAVIT OF NO CONTENT DAMAGE

Client Claim Number

Policy Number
Policyholder Name
Date of Loss
FileTrac Number

: _______________________________
: _______________________________
: _______________________________
: _______________________________
: _______________________________

Please be advise I have reviewed and inspected all of my personal content items and I do not find any
damage to any personal content items.
I hereby submit this affidavit stating I have not and will not sustain any damage to any personal content
items arising from this claim. It is further understood I do not wish to make any claim for damages to
any personal content items from which there may be coverage.
Signed this _______ of __________, 20_____.

________________________________________
(Print Name of Witness)
________________________________________
(Signature of Witness)

________________________________________
(Address of Insured)
________________________________________
(Insured Phone Number)

(NCP,LLC CAT FORM 002 REV 01/12)

____________________________________
(Print Name of Insured/Owner)
___________________________________
(Signature of Insured/Owner)

Agreement for Submission to Appraisers

This Agreement, made and entered into by and between
of
the FIRST part, and the Insurance Company or Companies whose name or names are signed hereto, of the
SECOND part, each for itself and not jointly.
Witnesseth, That
and
appraise and ascertain the sound value of and the loss upon the property damaged or destroyed by
on
as specified below.

shall

Provided, the said Appraisers shall first select a competent and disinterested umpire who shall act with them in
matters of difference only. The award of any two of them, made in writing, in accordance with this agreement,
shall be binding upon both parties to this agreement as to the amount of such loss.
It is expressly understood this agreement and appraisal is for the purpose of ascertaining and fixing the amount of
RCV & ACV loss and damage, covered by the policy, to the property hereinafter described, and shall not
determine, waive or invalidate any other right or rights of either party to this agreement.
The property on which the RCV & ACV value and the loss or damage is to be determined is as follows:

Further, it is expressly understood and agreed in determining the sound value and the loss or damage upon the
property, hereinbefore mentioned, the said appraisers are to make an estimate of the actual cash cost of replacing or
repairing the same, or the actual cash value thereof, at and immediately preceding the time of the covered event,
and in case of depreciation of the property from use, age condition, location or otherwise, a proper deduction shall
be made therefor.
In Witness Whereof, we have hereunto set our hand, at
, 20

this ____day of

INSURANCE INVOLVED
COMPANY

(NCP, LLC CAT FORM 005 REV 01/12)

POLICY

AMOUNT

AUTHORIZATION TO RELEASE
PERSONAL AND CONFIDENTIAL INFORMATION

TO WHOM IT MAY CONCERN:

I,______________________________, hereby authorize and direct you to release

to____________________________, or its representatives, any and all information you may have on me including
copies of records with reference to employment; loans or installment purchases; employment paperwork and
application; payment records; credit standing or rating; banking transactions; utility services; records filed with or
kept by government agencies, records of federal, state territorial or local law enforcement agencies; financial
statements; loan application; telephone records; mortgage payment history and/or other written materials of any
kind concerning the undersigned, including any business or charitable entity, (including any entity, trust, etc., the
funds of which are controlled or directed in whole or in part by the undersigned).
This authorization includes any and all insurance records concerning present and past claims and medical
information retained by hospitals or physicians concerning history or treatment. I hereby release banks, creditors,
utilities, governments or its agencies, medical institutions, physicians, and/or individuals from any and all liability
for having disclosed said information.
A copy of this authorization will be as effective as an original.
I hereby affirm that I have read the above directive and release in its entirety and fully understand it.

Witness

Signed

Date

Date of Birth

Social Security Number or Driver Lic Number

(NCP, LLC CAT FORM 007 REV 01/12)

APPRAISAL AWARD
TO THE PARTIES AT INTEREST:
We have carefully examined the premises and remains of the property hereinbefore
specific in accordance with the foregoing appointment, and have determined the
following:
Replacement Cost Loss of Contents:

Actual Cash Value Loss of Contents:

Building Replacement Cost:

Building Actual Cash Value:

Signed this the _______day of __________, 20____

_________________________________
Appraiser
_________________________________
Appraiser
_________________________________
Umpire
STATE OF
COUNTY OF
On this
day of
, 20____, before me, the undersigned, a
Notary Public in and for said County and State, personally appeared
competent and credible witnesses for the purpose, by me duly sworn to be
the persons described in, whose names are subscribed to, and who
executed the within Instrument, and acknowledged to me that they
executed the same.
In WITNESS WHEREOF, I have hereunto set my hand affixed my
official seal, the day and year in this Certificate first above written.

__________________________________
Notary Public
(NCP, LLC CAT FORM 008 REV 01/12)

1535 N. Cogswell Street

Suite B-8
Rockledge, FL 32955
Office: 321-684-7018
Fax: 321-338-2920

RE:

Policy Number:
Insured:
Date of Loss:
FileTrac Number:

Dear
National Catastrophe Partners, LLC has been assigned to handle the insurance claim
you recently submitted. Our attempts to contact you by phone have been
unsuccessful.
Please call me at
, so we can discuss your claim and set up an
appointment to inspect the damage. You can also reach me by e-mail,
If I am out when you call, please leave a message in my voice mail with your name,
telephone number and the best time for me to call you.
Very truly yours,
National Catastrophe Partners, LLC

Property Adjuster

(NCP, LLC CAT FORM 010 REV 01/12)

NCP
Depreciation Guide
The following guide should be used as a guideline only. Condition and wear
and tear can dramatically affect the applicable amount of depreciation. Always
apply depreciation when applicable. If there is an item not listed on this guide,
please use other industry guidelines for determining a fair and equitable
depreciation amount.

Depreciation GUIDE of Construction Items

ITEM
All roofing materials
Attic
Air Conditioner
Awnings-metal
Awnings-cloth
Dishwasher
Skirting
Siding
Exposed wood decks/steps, etc
Wood framing (walls/studs)
Carpet & pad
Vinyl & linoleum floor cover
Hardwood floors
Interior paint
Exterior paint
Wall paneling
Ceiling panels
Drywall
Insulation
Molding & trim
Light fixtures
Electrical outlets & switches
Stove
Window screens
Window glass/panes
Wood fence
Chain link fence
Storage shed (all materials)

REASONABLE AVERAGE
USEFUL LIFE PER YEAR
20 years
15 years
20 years
20 years
5 years
10 years
20 years
25 years
20 years
100 years
5 years
8 years
10 years
5 years
4 years
10 years
10 years
40 years
40 years
20 years
25 years
50 years
15 years
10 years
Not limited
10 years
10 years
15 years

RECOMMENDED
DEPRECIATION
5% per year
7% per year
5% per year
5% per year
20% per year
10% per year
5% per year
4% per year
5% per year
1% per year
20% per year
12.5% per year
10% per year
20% per year
25% per year
10% per year
10% per year
2.5% per year
2.5% per year
5% per year
4% per year
2% per year
7% per year
10% per year
0% per year
10% per year
10% per year
7% per year

Depreciation Guide of Content Items

Item

Reasonable
Average
Useful Life Per
Year

Recommended
Depreciation

Appliances, Major
Air conditioner-window unit
Dehumidifier
Drapes
Dryer
Curtains
Shades
Venetia blinds
Floor polisher
Freezer
Ironer
Recorders
Refrigerator
Sewing machine
Space heater
Stereo
TV set
Vacuum cleaner
Washing machine

10 Years
10 Years
12 Years
10 Years
5 Years
10 Years
15 Years
15 Years
15 Years
10 Years
10 Years
15 Years
15 Years
15 Years
7 Years
7 Years
10 Years
8 Years

10% per year

10% per year
8% per year
10% per year
20% per year
10% per year
7% per year
7% per year
7% per year
10% per year
10% per year
7% per year
7% per year
7% per year
15% per year
15% per year
10% per year
12.5% per year

25 Years
10 Years
10 Years
10 Years
10 Years
15 Years
10 Years
10 Years
10 Years
10 Years
10 Years
5 Years
15 Years
10 Years
10 Years
10 Years
10 Years
10 Years
15 Years
15 Years
15 Years

4% per year
10% per year
10% per year
10% per year
10% per year
7% per year
10% per year
10% per year
10% per year
10% per year
10% per year
20% per year
7% per year
10% per year
10% per year
10% per year
10% per year
10% per year
7% per year
7% per year
7% per year

Appliances, Minor
Barometer
Blender
Coffee maker
Electric blanket
Electric can opener
Electric clock
Electric fan
Electric frying pan
Electric heater
Electric knife sharpener
Electric roaster
Electric shaver
Heating pad
Hair dryer
Hot plate
Iron
Radio
Record player
Sun lamp/tanning bed
Toaster
Waffle iron

Bathroom Scales
Bathroom Scales

10 Years

10% per year

10 Years
15 Years
20 Years
5 Years
20 Years
5 Years
5 Years
10 Years
5 Years
5 Years

10% per year

7% per year
5% per year
20% per year
5% per year
20% per year
20% per year
10% per year
20% per year
20% per year

25 Years
10 years

4% per year
10% per year

5 Years

20% per year

10 Years

10% per year

30 Years
10 Years
20 Years

3% per year
10% per year
5% per year

5 Years

20% per year

3 Years
1 Year
2 Years

33% per year

Nominal Value
50% per year

5
5
3
3
1
3

Years
Years
Years
Years
Year
Years

20% per year

20% per year
33% per year
33% per year
Nominal Value
33% per year

10 Years
5 Years
3 Years
4 Years
1 Year

10% per year

20% per year
33% per year
25% per year
Nominal Value

10 Years
5 Years
10 Years
15 Years

10% per year

20% per year
10% per year
7% per year

Bedding
Blankets-cotton
Blankets-wool
Box springs
Comforters
Mattresses
Mattress covers/pads
Pillow cases
Quilts
Sheets
Spreads

Books
Professional
Paperback

Carpet/Area Rugs
Area rugs

China/Dishes/Glassware
China/dishes/glassware

Clocks
Grandfather
Clocks over $25.00
Clocks under $25.00

Clothes Hamper
Clothes hamper

Clothing-Children
Jackets & coats
Shoes
All other items

Clothing-Men
Overcoats, topcoats, raincoats
Suits, sports coats, leather jackets
Slacks, sweaters, hats, caps, gloves
Shirts
Under garments, socks
Shoes

Clothing-Women
Fur coats, stoles, jackets
Jackets, dresses, evening gowns
Skirts, blouses
Leather pocketbooks
Lingerie & undergarments

Drapes & Curtains

Drapes
Curtains
Shades
Venetian blinds

Food Items
Food & Groceries

Not applicable

0% per year

10 Years
5 Years
5 Years
10 Years
15 Years

10% per year

20% per year
20% per year
10% per year
7% per year

5 Years
15 Years
10 Years
10 Years
25 Years
5 Years
10 Years
25 Years
15 Years

20% per year

7% per year
10% per year
10% per year
4% per year
20% per year
10% per year
4% per year
7% per year

20 Years
20 Years
5 Years

5% per year
5% per year
20% per year

20 Years

5% per year

15 Years
5 Years

7% per year
20% per year

5 Years

20% per year

10 Years
7 Years
15 Years

10% per year

15% per year
7% per year

5 Years
10 Years
20 Years

20% per year

10% per year
5% per year

10 Years
15 Years
8 Years
10 Years
15 Years
10 Years
20 Years

10% per year

7% per year
12% per year
10% per year
7% per year
10% per year
5% per year

5 Years
20 Years
10 Years
10 Years
7 Years
20 Years
6 Years

20% per year

5% per year
10% per year
10% per year
15% per year
5% per year
16% per year

Furniture
Card tables & chairs
Childrens furniture items
Slip covers
Upholstered, chrome or plastic items
Wood items

Hobbies & Sporting Goods

Athletic gear (gloves, racquets)
Binoculars
Bicycles
Camping equipment
Firearms
Fishing tackle
Golf clubs
Records
Photographic equipment & cameras

Kitchen Equipment
Cutlery
Pots & pans
Utensils

Ladders
Ladders

Lamps
Table & floor
Shades

Linens
All linens

Luggage
Briefcases
Suitcases
Trunks

Musical Instruments
Under $50.00
$50.00-250.00
Over $250.00

Office Equipment
Adding machines
Addressing & mailing machines
Billing machines
Binders
Cabinets & Files
Calculators
Cases (book & display)
ChairsWicker or rattan
Conference & business
Office & computer
Coolers-water
Computers & similar equipment
Desks
Dictation Machines

Furniture, fixtures & filing

cabinets
Lamps-desk & floor
Mechanical equipment
Racks & stands
Area rugs & carpets, mats
Safes
Signs-board
Tables
Typewriter

20 Years

5% per year

10 Years
8 Years
15 Years
5 Years
50 Years
10 Years
15 Years
5 Years

10% per year

12% per year
7% per year
20% per year
2% per year
10% per year
7% per year
20% per year

5 Years
5 Years
5 Years

20%
20%
90%
20%

per year
per year
of RC
per year

10
10
10
20

10%
10%
10%
90%

per year
per year
per year
of RC

Personal Items
Billfold
Brushes
Cosmetics
Cigarette lighter-nondisposable
Eye glasses
Pen & pencil set
Pipes
Pocket knife
Toiletries

Years
Years
Years
Years

Picture Frames
Picture frames

20 Years

5% per year

25 Years
25 Years

4% per year
4% per year

20 Years
15 Years

5% per year
7% per year

10 Years
5 Years

10% per year

20% per year

5 Years

20% per year

8 Years
10 Years

12% per year

10% per year

5 Years
20 Years
10 Years
3 Years
5 Years
3 Years
10 Years

20% per year

5% per year
10% per year
33% per year
20% per year
33% per year
10% per year

Silverware
Flatware-plated
Hollow-ware-plated

Tools
Hand Tools
Power Tools

Toys
Electric trains
Board games

Umbrella
Umbrella

Yard Equipment
BBQ grills
Garden tools
Lawn Furniture
Aluminum & steel
Wrought iron
Redwood
Fabric & cloth
Lawn mowers
Patio umbrella
Wheelbarrow

(NCP, LLC CAT FORM012 REV 01/12)

HOLD HARMLESS AGREEMENT

IN CONSIDERATION OF the payment by the

Insurance
Company, hereinafter referred to as the company, of
/100th
dollars ($
), receipt whereof is hereby acknowledged, I/WE THE UNDERSIGNED,
COVENANT AND AGREE to hold the company harmless from any and all claims of any nature, by
whomsoever presented, against it under its policy numbered
, for loss of
or damage to
by
which
occurred on or about
, 20
.
I/WE FURTHER AGREE to indemnify the company against all loss, charges, and expenses, including
attorney fees, incurred by the company in defending any action or actions which may be brought
against it by reason of its policy as aforesaid as a result of the above-described loss or damage.
Subscribed and sworn before me
NOTARY: State of _____________________; County of _______________________
on this ______ Day of ____________________, 20___, before me appeared _____________ and ____________ who
is/are known to be the person(s) named herein and who voluntarily executed this Proof of Loss.
_________________________________
Notary Signature

(CIA CAT FORM 013 REV 03/06)

________________________
Date Commission Expires

Seal

NON-WAIVER AGREEMENT
IT IS HEREBY UNDERSTOOD AND AGREED by and between the parties signing
this agreement, that any action taken by the hereinafter named Insurance Company or
Companies in investigating the cause of loss, or investigating and ascertaining the
amount of sound value, or the amount of loss and damage which occurred on the
day of _______, 20
, shall not waive or invalidate any of the terms or conditions of
any policy or policies, and shall not waive or invalidate any rights whatever of either of
the parties to this agreement. The reason for this Non-Wavier Agreement is due to the
following reason,
______________________________________________________________________
____________________________________________________________________

IT IS FURTHER UNDERSTOOD AND AGREED that neither the examination of

the insured or of any other person, the examination of the books of account, bills,
invoices, or other vouchers of the insured or any other person, the request of any other
information, or the furnishing thereof, or the incurring of any trouble or expense by the
insured shall waive or invalidate any of the terms and conditions of the policy or
policies, or any defense there under.
THE INTENT of this agreement is to preserve the rights of all parties hereto, and to
permit an investigation of the cause of loss, the investigation and ascertainment of the
amount of sound value, or the amount of loss and damage, or any of them without
regard to the liability of the hereinafter named Insurance Company or Companies.
WITNESS our hands in this

day of

, 20___.

For the Company

Insured

Witness

Witness

(NCP, LLC CAT FORM 014 REV 01/12)

PERSONAL PROPERTY/CONTENTS INVENTORY

Claim Number:
Page Number:

INSTRUCTIONS : List each item separately. Provide a complete description of the item to include make and model

Date:

information as well as any other specifications. If additional forms are needed, you may make copies of this form.

Signature of Preparer:

***Attach receipts, invoices, estimates, owner manuals, and/or any other supporting documentation.***

Phone Number:

NAME OF INSURED:

LOCATION OF LOSS:

COMPLETE ADDRESS:

PHONE NUMBER:

CAUSE OF LOSS:
*** NOTE: SHADED AREAS ARE FOR CLAIM DEPARTMENT USE ONLY.

Item Description
Qty.

Item

Cost to

(Make, Model Information, Size, etc.)

Age

Replace

Cost to
Repair/Clean

Replacement Item
Source

%
Depr.

Settlement
ACV

Amount

**EXAMPLE**
1 TV

TOSHIBA 27"
MODEL ABC

Best Buy - Wausau

5 $$$$$$$$$$

TOTAL

$0.00

$0.00

$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00

$0.00

If you have any questions about the completion of this form, please contact us.
**ANY PERSON WHO KNOWINGLY, AND WITH THE INTENT TO INJURE, DEFRAUD OR DECEIVE ANY INSURER, FILES A
STATEMENT OF CLAIM CONTAINING ANY FALSE, INCOMPLETE OR MISLEADING INFORMATION IS GUILTY OF A CRIME.**

Total Settlement

$0.00

FULL & FINAL POLICYHOLDERS RELEASE

For Corporations

FILE NUMBER
POLICY NUMBER
AGENCY AT

IN CONSIDERATION of the sum of

Dollars ($
), to me/us paid, I/we, the undersigned, (being of lawful age) do hereby
release and forever discharge
their
heirs, administrators, executors, successors and assigns, from any and all action, causes of action, claims and demands whatsoever for,
upon, or by reason of any damage, loss or injury and all consequential damage, which heretofore have been or which hereafter may be
sustained by me/us in consequence of

IT IS FURTHER AGREED AND UNDERSTOOD, that the payment of said amount is not to be construed as an admission of
liability, but is a compromise of a disputed claim and that this release is executed in full settlement and satisfaction of rights of the
undersigned under Policy No.
arising out of said
above referred to.
CAUTION: READ BEFORE SIGNING

FOR CORPORATIONS
STATE OF
COUNTY OF

On the
day of
,
, before me came
to me known,
who being by me duly sworn, did depose and say that he/she resides in
; that he/she is the
of
the corporation described in, and which executed,
the foregoing instrument; that he/she knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal;
that it was so affixed by order of the Board of Directors of said corporation; and that he/she signed his/her name thereto by like order.

NOTARY

Seal

(NCP CAT Form 031 Created 01/12)

FULL & FINAL POLICYHOLDERS RELEASE

FOR INDIVIDUALS

FILE NUMBER
POLICY NUMBER
AGENCY AT

IN CONSIDERATION of the sum of

Dollars ($

), to me/us paid, I/we,

(being of lawful age) do hereby release and forever discharge

their heirs, administrators, executors, successors and assigns, from any and all action, causes of action, claims and
demands whatsoever for, upon, or by reason of any damage, loss or injury and all consequential damage, which heretofore have been
or which hereafter may be sustained by me/us in consequence of

IT IS BEING FURTHER AGREED AND UNDERSTOOD, that the payment of said amount is not to be construed as an admission of
liability, but is a compromise of a disputed claim and that this release is executed in full settlement and satisfaction of rights of the
undersigned under Policy No.
arising out of said
above referred to.
CAUTION: READ BEFORE SIGNING

STATE OF
COUNTY OF

On the
day of
,
, before me came
be the individual described in, and who executed, the foregoing instrument, and acknowledged that
executed the same.

to me known to

NOTARY

Seal

(NCP CAT 020 REV 01/12)

NOTICE OF RESERVATION OF RIGHTS

Policyholder Name
Mailing Address
City State and Zip

RE:

Insured:
Claim Number:
Date of Loss:
FileTrac Number:

Dear: Mr. and Mrs.

We wish to advise with respect to accident or occurrence on or about
______________
near________________________________________________ that in
investigating, negotiating, settling, denying or defending claims and suits
arising out of such accident or occurrence, we reserve the right to deny
coverage to you (and anyone claiming coverage under the policy).
We are making this reservation of rights because your policy specifically states
on page XX of XX:

There may be other reasons why coverage may not apply. We do not waive our
right to deny coverage for other valid reasons that may apply. We are not
denying coverage at this time, though we may do so at a later time, with
notification to you.
We continue to require your complete cooperation and assistance in
investigating the loss and resolving the coverage questions. If you are
contacted by anyone regarding this claim, if you are served with any lawsuit or
receive any correspondence, please contact me immediately. You may wish to
discuss this matter with your own personal attorney. Please contact me if you
have any questions concerning our position as outlined in this letter.

This letter and any investigation of this claim by XXXXX Mutual Insurance
Company shall not be construed as an admission of liability or as a waiver of
any coverage, defense, or limitation that is available to the company according
to the provisions of its insurance policies or that are available to the company
by operation of law. In addition to any policy defenses that may have been
discussed in this correspondence, there may be other defenses available to
XXXXX Mutual Insurance Company by operation of law, and we reserve the right
to modify our coverage position at any time upon receipt of any additional
information regarding this policy or claim.
Very truly yours,
National Catastrophe Partners, LLC
Adj Name
Property Adjuster
Cell
(CIA FORM 015 REV 03/06)

Date of Mailing
Responsible Party
Address
City State and Zip

RE:

Claim Number:
Date of Loss:
Type of Loss:
Loss Location:

To Whom It May Concern:

Statement of Facts for Claim. (EXAMPLE - We insure Mr. and Mrs. Farmer who
purchased a WICK building approximately 11 Months Ago. The building was not built to
the specifications that they requested and paid for and now it has collapsed on their farm
personal property valued at over $500,000.00.
The facts of the accident indicate you are responsible for our insureds damages. We
have already had a Structural Engineer look at the building and it is my understanding
that your local representative has also been out to view the damage. We will be
releasing the scene to our insured on Saturday, September 17th, 2011, so they can begin
to pull out their equipment for harvest. You must make arrangements to view the damage
prior to that date.)
Be advised we are subrogated to our insureds right of recovery for any payments we
have made in the past or may make in the future.
If you are insured for this loss, please forward this letter to your insurance carrier for their
information. If you were not insured at the time of this loss, please call (GM, Claim
Manager, Who?) at (xxx) xxx-xxxx in order to work out a payment plan.
Sincerely,

Name
General Manager
XXX Mutual Insurance Company

(NCP CAT Form 031 Created 01/12)

SWORN STATEMENT IN PROOF OF LOSS

___________________________

________________________

TO

Amount of Policy at Time of Loss

Policy Number

INSURANCE COMPANY

Date Issued

Agency At

Date Expires

Agent

By the above indicated policy of insurance you insure

against loss by
upon the property described
according to the terms and conditions of said policy and all forms, endorsements, transfers and assignments attached thereto.
Time and Origin: A
Day of

, 20

loss occurred about

. The cause and origin of said loss were:

o'clock

m., on the

.
Property Involved in Claim:
Occupancy: The building described, or containing the property described, was occupied at the time of the loss as follows, and for no
other purpose whatever:
Title and Interest: At the time of the loss the interest of your insured in the property described therein was
. No other person or entity had any interest therein or encumbrance thereon, except:
.
Changes: Since the above policy was issued there has been no change in title, use or possession of said property except:

The Total Insurance covering the described property including this policy and all other policies (whether valid or not), binders or
agreements to insure was at time of loss ............................................... $ __________________
Full Replacement Cost of said property at time of loss ....................................... $ __________________
Full Cost of Repair or Replacement .......................................................... $ __________________
Applicable Depreciation ........................................................

.................... $ (_________________)
Actual Cash Value Loss ....................................... Replacement Cost Loss........$ __________________
Less deductibles and/ or participation by the insured ................................................$ (_________________)
Actual Cash Value Loss................................. Replacement Cost Loss .............$ _________________
Supplemental Claim, to be filed in accordance with the terms and conditions of the Replacement Cost Coverage within ____ days

from date of loss will not exceed ................................................................$ _________________

This loss did not originate by any act, design or procurement of the insured, or this subscriber; nothing has been done by or with the privity or
consent of the insured or this subscriber to violate the conditions of the policy; no articles are mentioned herein or in annexed schedules but
such as were in the building damaged or destroyed, belonging to and in possession of the insured at the time of loss; no property saved as been
concealed and no attempt to deceive the company has been made. Any other information that may be required will be furnished and considered
a part of this proof.
It is expressly understood and agreed that the furnishing of this blank to the insured or the assistance of an adjuster, or any agent of the insurer
in the making of this proof, is not a waiver of any rights of said insurer or of any of the conditions of this policy.
State of

Insured

County of

By
(TITLE)

Subscribed and sworn to before me this

day of
Notary Public

(NCP CAT 018-REV. 01/12)

20