Import Templates

Agent Appointments

Appointments are created with the Agent Appointment Import. Appointments work as a crosswalk to convert an Issuers Writing Agent ID into the system Agent ID. Appointments are required before importing the Policy + Transaction template as it only has a field for the Agent that is Writing Agent ID. Other Imports like the Policy Import, provide the option of using either the Agent ID or the Writing Agent ID that requires the Appointment.

The import can also be used to set up the ‘Forfeit Commissions’ feature where the Agent would no longer receive commissions for the Issuer. See the section on Forfeit Commissions for more information.

		AGENT APPOINTMENTS TEMPLATE

Field Name	Required?	Notes
AgentID	x	Unique identifier for an Agent
Issuer	x	Carrier or Company
ProductType		Product Type usually left blank.
Status	x	Allowable values: Active, Pending, Probation, Terminated
SubmittedDate		Submitted Date
EffectiveDate	x	Effective Date
ExpDate	c	Expiration Date is required if status is Terminated
WritingAgentID	x	Carriers ID. This will be used as a crosswalk in imports to be translated to the Agent ID. There can be more than one Appointments for the same Issuer and Agent.
Notes		Optional field for Notes.

Agent Balance & 1099

The Import of Agent Balance & 1099 allows importing values for the Agent Balance (which is the overall Debit balance) as well as for the 1099 balance for Agents. It is used as part of the process for importing a book of business with existing debit balances.

The Agent Balance & 1099 Import would typically be used along with the Policy Debit Balance by Agent Import when working with Advance related values.

The Agent(s) cannot be in an open Cycle at the time of the import.

The effect of the Agent Balance will be seen included in the Beginning Balance of the next Cycle’s Summary. The effect of the 1099 balance increase is not seen in the Summary, which only shows the 1099 amount for the cycle, but instead can be seen in the YTD beginning balance in the Agent’s pdf Statement.

You can only do an import for a specific Issuer once. You can do more than one when Issuer is not referenced but a warning is displayed on subsequent imports to help identify that a previous import was done to help prevent unintended imports. There is no warning if each import is for a different Issuer. The system will also consolidate amounts if for the same Issuer you have two lines in the import using different Writing Agent IDs for the same Agent.

The ‘Remove Imports’ process can be used to remove Agent Balance & 1099 imports but only if the Agent has not gone through a closed cycle after the import was added.

		AGENT BALANCE TEMPLATE (INCLUDES 1099)

Field Name	Required?	Notes
AgentID	c	Unique Identifier for the Agent in Comissio. Either Agent ID or Writing Agent ID can be used but not both. CONFIRM THERE IS NOT AN OPEN COMMISSION CYCLE BEFORE DOING THIS IMPORT.
WritingAgentID	c	Populating the Writing Agent ID field requires an Appointment to crosswalk to the Agent ID.
AgentBalance	x	Value entered to add to the Agent Balance and will be seen as an increase in the Beginning amount in the next cycle. The amount will also be seen within the details of the Agent Balance by Issuer Report.
1099Balance	x	Value entered to add to the1099 for the current year it is entered and will be seen as an increase in the Beginning Year to Date in pdf Statements for the next cycle.
Issuer		This import can only be done once for an Issuer. Other imports of this type can be done with other Issuers or with Issuer left blank. If the import is done with Issuer Blank more than once, a warning will appear to allow the admin to consider if it may be a duplicate.

Agent Custom Settings

Custom Settings, created from the Agent Custom Settings import, Agents to set different As Earned, Advance Months, Alternative Upline and Alternative Contract values for Issuers.

The Agent Custom Settings import can also be used to update existing settings. The match is on the combination of Agent ID, Issuer, and Product Type. When the import is used for updating existing Custom settings, it allows updating the Advance Months, As Earned setting, Alternate Contract, and Alternate Upline fields.

		AGENT CUSTOM SETTINGS TEMPLATE

Field Name	Required?	Notes
AgentID	x	Unique ID for the Agent. FILE CAN BE USED FOR UPDATES IF RECORD HAS THE SAME AGENT ID, ISSUER, AND PRODUCT TYPE.
Issuer	c	Carrier or Company name. Any (which means the same as All) is also an option, or if field is left blank Any will default into the setting.
ProductType	c	Product Type. Any (which means the same as All) is also an option, or if field is left blank Any will default into the setting.
AdvanceMonths	c	Advance Months to be used in Cycles. When creating a Custom Setting, at least one selection needs to be made for Advance Months, As Earned, Alternate Contract, or Alternate Upline.
AsEarned	c	If the Agent has As Earned checked in Agent Details, then an As Earned Custom setting cannot be created.
AlternateContract	c	Contract value that is to be used for the identified Issuer and Product Type.
AlternateUpline	c	Upline value that is to be used for the identified Issuer and Product Type.

Agent License

Agents and brokers must be licensed in their states and must have signed agreements to sell insurance plans. Comissio can be used to track Licensing requirements for agents and can be created using the Agent License import.

		AGENT LICENSE TEMPLATE

Field Name	Required?	Notes
AgentID	x	Unique Identifier for the Agent
State	x	Two-digit abbreviation for State
LicenseID	x	License ID
LicenseType	x	Allowable Values: Resident, Non-Resident
Status	x	Allowable Values: Active, Inactive
PerpIndicator		Perpetual Indicator allowable values are Yes or No
LineofAuthority		Line of Authority: Values that come as default with Comissio: Health & Life, Health only, Life Only, Property & Casualty. More can be added by a Tenant from the Licenses page.
EffectiveDate	x	Effective Date
ExpDate	c	Expiration Date is required if Status is Inactive
Note		Optional field for notes

Agents & Orgs Profiles

The Agent Profile import bring in Agents and Organizations data that includes agent profile information, address, and payment method.

The system will use Profile Type to designate if an Agent or if an organization. There is no difference in how commissions are calculated for the two types, the only difference is that with an Agent the First and Last Name will be displayed, and with an Org the Business Name will be displayed in the system.

		AGENTS & ORGS PROFILES TEMPLATE

Field Name	Required?	Notes
AgentID	x	Unique identifier for an Agent
NPN		Optional field to hold National Producer Number (NPN). Number must be unique among Agents. If you try to import an Agent with the same NPN as a different existing Agent, there will be an error. Import cannot be used to blank out an existing number but can update to a new NPN number.
First	c	First Name of Agent. Required if the Profile Type is Agent.
Middle		Optional field to hold middle name of Agent
Last	c	Last Name of Agent. Required if the Profile Type is Organization.
BusName	c	Business Name. Required if the Profile Type is Organization
Status	x	• Allowable values: Active. Dormant. Pending. Probation. Terminated. Terminated for Cause. • Terminated and Terminated for Cause status require Termination Date to be populated. • Terminated and Terminated for Cause status when Agent is not vested is tied to a feature that will prevent paying commissions.
Profile Type	x	Options are Agent (or A) and Org (or O). If left blank it will default to Agent. There is no difference in commissions, the only difference is that with an Agent the First and Last Name will be displayed, and with an Org the Business Name will be displayed in the system.
Upline	x	Agent ID of the person or Organization the Agent reports too. For the top-level Agent/Org it would be their own Agent ID.
TaxID	x	Does not need to be formatted. Depending on Tax Type, the system will format either SSN or Tax ID. So, if Individual/Sole Proprietor then SSN, or Corporation Tax ID
Contract	x	Main contract for the Agent. Exceptions can be set up as an alternate Contract in custom settings for the Agent.
Phone1		Phone number for the Agent or Organization
Phone1Type	c	Phone Type selections are Cell, Home, Work. If a phone number is entered a Phone Type is required for the number.
Phone2		Additional Phone number for the Agent or Organization
Phone2Type	c	Phone Type selections are Cell, Home, Work. If a phone number is entered a Phone Type is required for the number.
Phone3		Additional Phone number for the Agent or Organization.
Phone3Type	c	Phone Type selections are Cell, Home, Work. If a phone number is entered a Phone Type is required for the number.
PrimaryEmail	x	Email for the Agent. Used for receiving notifications.
SecondaryEmail		Additional email that can be stored but is not used for notifications.
StartDate	x	Field is required but any date can be used. No logic is tied to the start date, but a company may use it to track the date for Vesting purposes.
TermDate	c	Required when status of the Agent is Terminated or Terminated with Cause.
DOB		Optional field if the Tenant wants to track Date of Birth information
TaxEntityType	x	Allowable values: Individual/Sole Proprietor, Partnership, C Corporation, S Corporation, Trust/Estate, LLC-C, LLC-S, LLC-P, Other.
AEOnly		Optional setting so an Agent will not be paid advances but 'As Only'. Y = As Earned, N = will allow advances to be paid.
Vested		Optional setting to track if an Agent should receive commissions after they are made terminated status. Y = will continue to receive commissions, N with Status Terminated or Terminated with Cause will mean they are not paid commissions. If left blank N will be populated.
OnHold		Optional Setting so that the Agent will not receive commissions as long as it is checked. An Adjustment is created to not pay commissions.
BusAddress1		Not required.
BusAddress2		Not required
BusCity		Not required
BusState		Not required
BusZIP		Not required
PrefAddress1	x	Preferred Address is required
PrefAddress2
PrefCity	x	City for Preferred Address is required
PrefState	x	State for Preferred Address is required
PrefZIP	x	Zip code for Preferred Address is required
ByPass1099		Optional setting so that 1099 will not be displayed in their statement and a 1099 Form will not be created for them during the 1099 End of Year process.
AcctType		Needed for Agents to be paid by ACH. Needs to be populated with Checking or Saving.
RoutingNo		Needed for Agents to be paid by ACH.
AcctNo		Needed for Agents to be paid by ACH.

Commission Adjustments

Adjustments can be used for corrections, bonuses or an addition or subtraction to one or more balance accounts and can be created using the Commission Adjustments import. Examples of charges to pass on to the Agent may be things like a portion of allocated overhead costs, cost to purchase leads, or any other costs from the course of business. Adjustments can also be used for corrections or for bonuses. Comissio comes with one Adjustment Setup template with the description ‘Miscellaneous,’ but companies should create their own Adjustment Setup template to meet their needs and then use the description in the Commission Adjustment import.

Adjustments subtract from balances, so a positive value will be subtracted from the balance. Adjustments with a negative value will add to a balance as when you subtract a negative number it instead adds -(-x ). For this reason, Bonuses need to be put in as a negative number. Depending on which ‘Apply to’ balance (ApplytoNet, ApplytoForm1099, or ApplytoAgentBalance) has a Y populated, the imported Adjustment will increase or decrease the Net, 1099 or Agent Balance.

A warning appears for duplicate adjustments. For example, Warning - FF1205 Agent ID for amount 10.00 Adjustment already exists - CSV Line(2).’ Adjustments with the same details, for example when an Agent gets several of the same type of bonus with the same cycle processing date, can be needed, but the warning is there to help the admin consider if there is a duplicate they need to consider.

Imported Adjustment can be removed with the ‘Remove Imports’ feature. The records that were created need to be in Open Status. So, if they are in an open commission cycle, the cycle needs to be cancelled before the Adjustments can be removed. They cannot be removed if they have already gone through a closed cycle.

A validation is in place so that the same file name cannot be used twice to import Adjustments (unless the file was previously removed). This is to prevent confusion between an old, processed file and a new file when the new records might want to be removed.

A Policy Number can be added to an Adjustment and will then reference that as well as the issuer and Writing Agent in the Adjustment details. This is for reference purposes to communicate when a bonus or correction relates to a specific Policy.

		COMMISSION ADJUSTMENTS TEMPLATE

Field	Required?	Notes
AgentID	x	Unique identifier for an Agent
ProcessDate	x	Processing Date that will be used by a cycle, if the date is the same or before the date entered in the cycle it can be applied.
Description	x	Must be the name of an Adjustment Setup template previously created. If Processing Date, Description, and amount are the same as another Adjustment a warning is displayed so the Admin can consider if duplicates are intentional.
Issuer		Carrier or Company. If added may help with reporting
PolicyNo		Optional field to add a Policy Number for reference. When the Policy Number is added, the associated Issuer and Writing Agent ID will also be stored/displayed in the Adjustment.
UnitPrice		Used when the Adjustment Setup template is created to work with units, else left blank.
Quantity		Used when the Adjustment Setup template is created to work with units, else left blank.
Total	x	Total amount to be applied. Because Adjustments were created to be subtracted from a balance, if the amount is to increase a balance, for example a bonus to increase net, the amount must be a negative number.
ApplytoNet	c	If Y the adjustment will be applied against Net Payable. At least one 'Apply to' must be selected.
ApplytoForm1099	c	If Y the adjustment will be applied against 1099.
ApplytoAgentBalance	c	If Y the adjustment will be applied against Agent Balance.
Note		Optional field for Note.

Commission Chargebacks

The Commission Chargebacks import has the system calculate the debit balances for the respective Agents associated with a Policy and then create the Chargebacks for each Agent.

If a Policy previously had Chargebacks, for example with the auto lapse/Chargeback feature, if that Policy is included in the import for Chargebacks, an error will be displayed that Chargebacks already exist, and the only change is that the Policy will be updated to have the Termination date specified as the cancellation date in the import Chargeback File. The existing Chargebacks would be unaffected.

Imported Chargebacks can be removed with the ‘Remove Imports’ feature. The records that were created need to be in Open Status. So, if any of the imported Chargebacks are in an open commission cycle, the cycle needs to be cancelled before the Chargebacks can be removed. They cannot be removed if they have already gone through a closed cycle.

A validation is in place so that the same file name cannot be used twice to import Chargebacks (unless the file was previously removed). This is to prevent confusion between an old, processed file and a new file when the new records might want to be removed.

		COMMISSION CHARGEBACKS TEMPLATE

Field	Required?	Notes
PolicyNo	x	Policy Number or Unique identifier for the Policy from the Carrier.
Issuer	x	Carrier or Company name
CancelDate	x	Date to be entered into Termination Date on the Policy
ProcessDate	x	Processing Date that will be used by a cycle, if the date is the same or before the date entered in the cycle it can be applied.
PolicyStatus	x	Status that the Policy is to be changed to. Allowable values are: Active, Pending, Lapsed, Cancelled, Terminated, Chargeback. Typically, Chargeback is used for Status.
Note		Optional Note can be added.

Commissionable Products

This import is to create Products that will then be used in Commission Rates and Policies. If the Issuer listed in the import does not exist, the system will add them to the Issuer table. For this reason, a careful review is advised to avoid typos in the Issuer field in the file.

This import includes a column for ‘Vested’ which when populated with a ‘Y’ will populate the Vested field in the Product (see further information under ‘Vested Products.)

		COMMISSIONABLE PRODUCTS TEMPLATE

Field	Required?	Notes
Issuer	x	Carrier or Company. IF THE CARRIER IN THE IMPORT DOES NOT EXIST THE SYSTEM WILL ADD THE CARRIER SO BE CAREFUL OF TYPOS.
State		It is best to leave this blank and then manage State from Commission Plan Rates. The system will bring in All states for the Product created.
ProductType	x	Product Type from the available Product Types available in Comissio.
PlanName	x	Plan Name
Vested	x	N = Not Vested. Y = Vested. For a tenant that uses Vesting, if a Product is Vested, they will continue to receive commissions even if they are Terminated Status and not vested for commissions from Policies with the Product.

Commission Contracts

This import will create Contracts. Contracts can also be created with the Commission Rates import if the Contract does not already exist at the time of the that import.

		COMMISSION CONTRACTS TEMPLATE

Field	Required?	Notes
ContractName	x	Name of desired Contract
Description		Optional description to go with Contract Name
Comments		Optional field for notes.

Commission Rates

This import is to bring in Commission Rates that will be used to calculate commissions for the Agents. Contracts and Commissionable Products need to be imported first prior to importing Commission Rates. If the Contract in the Plan Rate import does not already exist, then the Contract will be added. For this reason, a careful review is advised to avoid typos in the Contract field in the file.

The import can also be used to update existing rates if the Issuer, Plan, and Effective From Date match.

If the Commission Plan Rates Report is to be used as the template for this import, then the column for ‘State’ needs to be deleted first. The column for States is only used for the commission Plan Rates State Specific Import.

		COMMISSION PLAN RATES TEMPLATE

Field	Required?	Notes
Issuer	x	Carrier or Company
Contract	X	Contract name. IF CONTRACT DOES NOT EXIST THIS IMPORT WILL ADD TO THE CONTRACTS SO BE CAREFUL WITH TYPOS.
ProductType		Product Type. Can be left blank as it will bring in Product Type associated to the Plan Name.
PlanName	x	Name matching an existing Commissionable Product. FILE CAN BE USED TO UPDATE EXISTING PLAN RATES IF IT HAS THE SAME ISSUER, PLAN NAME, AND EFFECTIVE DATE.
AdminFee		Percentage value that will then be applied against total advance.
AdvanceMonths		Number of months to be Advanced.
EffectiveFrom	x	Date to indicate start date for Rates to be applies to new Policies. When Date Range is Based on Effective Date, will look to be on or after the Effective Date of a Policy. When Date Range is Based on Submitted Date, will look to be on or after the Submitted Date of a Policy.
EffectiveTo	x	End Date for rates to be applied based on the Effective or Submitted Date of the Policy.
DateRangeBasedOn	x	Allowable values are Effective Date or Submitted Date so that the match for Rates will look at the respective field in Policy Details.
LockRate		If left blank will default to N = Not locked. It is an optional field to take rate and use that rate in commission calculations. So, rates not locked subtract from each other, like when Level 1 is 20% and level 2 is 30% then level 2 gets calculated at 10%. When Lock Rate is Y, you can enter the end desired commission Rate. So, if you want level 2 to get 10%, even if no previous Agent, they will always get 10% commission.
FromMonth1	x	Month the Rate1 is to be applied to. So, 1 would be the first month (Effective Date on the Policy to Paid Through Date one month away.) Typically, 1 for FromMonth1. At least one group 1 must be populated, (from1, to1, Rate1, Amount1).
ToMonth1	x	End Month the Rate1 is to be applied to. Highest value is 999.
ContractRate1	c	Percentage rate to be applied to (Commissionable) Premium in a commission cycle. Contract Rate or Fixed Amount must be entered.
FixedAmount1	c	Fixed Amount rate to be applied to (Commissionable) Premium in a commission cycle. This fixed amount is also multiplied by any Member Count entered.
FromMonth2		Starting Month that Contract or Fixed Rate 2 to be applied to. So FromMonth 1 may be 1 to ToMonthrate 12, so then FromMonth2 may be 13 used with a ToMonth2 of 999.
ToMonth2		End Month the Rate2 is to be applied to.
ContractRate2		Percentage rate to be applied to Policy Transactions within the From and To month range.
FixedAmount2		Fixed rate to be applied to Policy Transactions within the From and To month range.
FromMonth3 - 6		Additional groups of columns for splitting up commissions within different from and To months. The columns need to remain in the import even if they are not needed and then should be left blank.
ToMonth3 - 6
ContractRate3 - 6
FixedAmount3 - 6

Commission Plan Rates State Specific

This import is the same as the Commission Plan Rates but has a column to enter States.

Using States in Commission Rates allows creating one Product, for example ‘Aetna MM’, and having different Commission Rates based on States.

The alternate method of accomplishing assigning Rates to States is to create multiple Products with the State in the name, for example ‘Aetna MM FL, GA, LA, PA, SC’, and ‘Aetna MM IL, NC, NV, OK, TX, WA.’ When the State is included in the name, the Commission Rates for those Products can be set up with all States or ‘Any’ for the States.

As with the Plan Rates import that is not State specific, Contracts and Commissionable Products need to be imported prior to importing Commission Rates and if the Contract in the Plan Rate import does not already exist, the Contract will be added.

The Commission Plan Rates State Specific import can also be used like the one that is not State Specific, but in addition to matching Issuer, Plan, and Effective From Date, the State(s) must match.

		COMMISSION PLAN RATES STATE SPECIFIC TEMPLATE

Field	Required?	Notes
Issuer	x	Carrier or Company
Contract	X	Contract name. IF CONTRACT DOES NOT EXIST THIS IMPORT WILL ADD TO THE CONTRACTS SO BE CAREFUL WITH TYPOS.
ProductType		Product Type. Can be left blank as it will bring in Product Type associated to the Plan Name.
PlanName	x	Name matching an existing Commissionable Product. FILE CAN BE USED TO UPDATE EXISTING COMMISSION RATES IF IT HAS THE SAME ISSUER, PLAN NAME, STATES, AND EFFECTIVE FROM DATE.
States	x	States must be entered separated by a single space, for example ‘FL GA LA PA SC.’ Comma’s between the State abbreviations ‘FL,GA,LA, PA, SC’ will create an error. When using the import to update existing Commission Rates with States, the associated States need to match.
AdminFee		Percentage value that will then be applied against total advance.
AdvanceMonths		Number of months to be Advanced.
EffectiveFrom	x	Date to indicate start date for Rates to be applies to new Policies. When Date Range is Based on Effective Date, will look to be on or after the Effective Date of a Policy. When Date Range is Based on Submitted Date, will look to be on or after the Submitted Date of a Policy.
EffectiveTo	x	End Date for rates to be applied based on the Effective or Submitted Date of the Policy.
DateRangeBasedOn	x	Allowable values are Effective Date or Submitted Date so that the match for Rates will look at the respective field in Policy Details.
LockRate		If left blank will default to N = Not locked. It is an optional field to take rate and use that rate in commission calculations. So, rates not locked subtract from each other, like when Level 1 is 20% and level 2 is 30% then level 2 gets calculated at 10%. When Lock Rate is Y, you can enter the end desired commission Rate. So, if you want level 2 to get 10%, even if no previous Agent, they will always get 10% commission.
FromMonth1	x	Month the Rate1 is to be applied to. So, 1 would be the first month (Effective Date on the Policy to Paid Through Date one month away.) Typically, 1 for FromMonth1. At least one group 1 must be populated, (from1, to1, Rate1, Amount1).
ToMonth1	x	End Month the Rate1 is to be applied to. Highest value is 999.
ContractRate1	c	Percentage rate to be applied to (Commissionable) Premium in a commission cycle. Contract Rate or Fixed Amount must be entered.
FixedAmount1	c	Fixed Amount rate to be applied to (Commissionable) Premium in a commission cycle. This fixed amount is also multiplied by any Member Count entered.
FromMonth2		Starting Month that Contract or Fixed Rate 2 to be applied to. So FromMonth 1 may be 1 to ToMonthrate 12, so then FromMonth2 may be 13 used with a ToMonth2 of 999.
ToMonth2		End Month the Rate2 is to be applied to.
ContractRate2		Percentage rate to be applied to Policy Transactions within the From and To month range.
FixedAmount2		Fixed rate to be applied to Policy Transactions within the From and To month range.
FromMonth3 - 6		Additional groups of columns for splitting up commissions within different from and To months. The columns need to remain in the import even if they are not needed and then should be left blank.
ToMonth3 - 6
ContractRate3 - 6
FixedAmount3 - 6

E&O Insurance

Error and Omission insurance information protects the agent and the company against costly legal claims. The E&O Import will create records to track Agent’s E&O insurance.

		AGENT E&O INSURANCE TEMPLATE

Field Name	Required?	Notes
AgentID	x	Unique Identifier for the Agent
OnFile	x	Response indicating if the E&O Insurance is on file with the Tenant. Allowable values: Yes, No, Other.
EOIssuer		Company providing the E&O Insurance can be entered.
PolicyCertNo		Policy Certificate Number can be entered
EffectiveDate		Effective Date
ExpDate		Expiration Date
Note		Optional field for Note.

Form 1099 Update Import

The Form 1099 Update import can be used to change the Status of Agents 1099 records and to update Compensation. It can be used after End of Year 1099 Records are generated.

The template for the Form 1099 Update import is found with the templates of the other Import Types.

See below the list of the details for the import fields for more information on this import.

		Form 1099 Update

Field	Required?	Notes
AgentID	x	Unique identifier for an Agent
TaxYear	x	Year for the 1099 Record
Status		• Allowable values for Status to use in the import are Open, On Hold, or can be left blank. • When Status is left blank, for most existing records, the Status will change to Open. • If the 1099 record was in Status On Hold, and the status in the import file is left blank, it will remain On Hold. • If the Status of the existing 1099 record was On Hold, and the Status in the file for the record is Open, it will change the status of the record to Open but display a warning to help confirm that the change was intended. • Records that are in Accepted Status cannot be updated using the Form 1099 Update import.
CompChangeAmount		• The Form 1099 Import can be used just to change Status on records to Open or On hold so CompChangeAmount is not required. • A positive amount for CompChangeAmount will increase, and a negative amount will decrease the compensation amount in the existing record. • The CompChangeAmount does not replace the compensation amount in the existing record.
Notes	c	• Adding something in notes is required if a CompChangeAmount is entered. • Notes from an import will replace any previous notes in the record. • The audit report can be used to see changes for 1099 records and will display Notes for each change to Compensation.

Additional details on the Form 1099 Update Import:

The CompChangeAmount in the import file will add or subtract from the Compensation amount in the Agents’ 1099 record, it does not replace the compensation amount. A positive dollar amount will increase, and a negative dollar amount will decrease the existing total Compensation for an Agent.
When there is to be a change in the Compensation a Note is required. The note will replace any previous note in the record. Previous notes can be seen by using the Audit Report.
The import can be used for all Agents that share a tax ID with other Agents prior to one being selected as the Primary. After a Primary is selected, then only the Primary can have their Compensation changed using the import.
This import cannot be used to select an Agent to be the Primary for Agents who share the same Tax ID.
1099 records that have been submitted and accepted by the IRS (Accepted Status), cannot be changed using the import.
The import can also be used to only change the Status of the 1099 records, for example to change ones in Open Status to On Hold, so those records are not processed.
The import will allow entering Status of Open, On Hold, or to leave the Status field blank.
1099 records changed from another Status to Open will then require generating the 1099 Form and being submitted to the IRS.
Changes for Status and Compensation for records will depend on the status of the existing 1099 Record and value entered for Status in the import file as is displayed in the following chart.

Table for changes based on Status of existing record and Status entered in the 1099 Form Update file:

The information provided for the 1099 Form Update import is the same as is in the document for End of 1099 Year process. Consult that document for complete information on the 1099 Form process.

Policy

This import is used to create or update Policies. Either the Agent ID or the Writing Agent ID that uses Appointment records as a crosswalk to the Agent ID can be used. For importing a Book of Business from a legacy system, typically the Policy import is used first, then Commission Distributions import, and then the Policy Debit Balance by Agent import (if there were advances).

For Policies based on fixed amounts or for Medicare (MAPD or PDP), the Premium and Commissionable Premium fields should be populated with $0 to avoid the warning when they are left blank.

The Policy Import allows changes to the Writing Agent in the Policy Details. A warning will be displayed to notify the admin of the change. The admin needs to consider if the Commission Distribution needs to be updated in relation to the change. A change in the Writing Agent in Policy details does not change the Commission Distribution if the Policy has gone through a close in a previous cycle or if the Commission Distribution has been previously saved. If the Commission Distribution has not been saved, then a change in the Writing Agent will update the Commission Distribution. Note: The Policy & Transaction import will not make changes to the Writing Agent in Policy details in existing Policies.

		POLICY TEMPLATE

Field	Required?	Notes
PolicyNo	x	Policy Number or Unique identifier for the Policy from the Carrier.
PHFirst		Policyholder first name.
PHLast	x	Policyholder last name. If the Policy is for a Group, Company Name would be entered here. Then if a Group Product Type is entered (or Plan is assigned to Group Product Type), the Policy details will show it is a Group Policy.
DOB		Optional field to store Policyholders Date of Birth
Email		Optional field to store Policyholders Email address
Phone		Optional field to store Policyholders telephone number
Status	x	Allowable Values: Active, Pending, Lapsed, Cancelled, Terminated, Chargeback.
Issuer	x	Carrier or Company Name
State		Populate a two digit value for State when available.
ProductType		If Product Type is left blank it will bring the one associated to the Plan Name.
PlanName	x	Plan Name from Commissionable Product
SubmittedDate	x	Often the same date is used for Submitted Date and Effective Date. If a carrier has dates depending on when the Policy is submitted and rates are set up to be effective based on submitted date this field becomes important.
EffectiveDate	x	Often the same date is used for Submitted Date and Effective Date.
TermDate	c	Termination date is required when Policy Status is Lapsed, Cancelled, Terminated, or Chargeback.
PaySched	x	Allowable Values: Monthly, Quarterly, Semi-Annually, Annually. If left blank Monthly will be saved and warning displayed 'PaySched Value is Missing so Monthly Entered.'
PayCode	x	• Pay Codes can be the ones that come by default with Comissio; Default, As Earned, and Converted, or tenants can create their own for instance to have one that specifies a number of months. • If left blank, the ‘Default’ Pay Code will be saved and a warning displayed 'PayCode Value Missing so Default Entered.' • The As Earned and Converted Pay Codes do not allow Advances. • The Default pay code allows advances and will look at factors like Advance Months in Commission Rates or Agent Settings, or As Earned settings in Agent Details or Agent Settings to determine the Advance months per Agent.
AgentID	c	Unique Identifier for the Agent in Comissio. Either Agent ID or Writing Agent ID can be used but not both.
WritingAgentID	c	Populating the Writing Agent ID field requires an Appointment to crosswalk to the Agent ID.
Premium		Premium amount stored in Policy details. It is not required as Fixed Amount commissions don't use Premium in calculations, but a warning is displayed if the field is left blank, so if not needed adding $0 will prevent the warning.
CommPrem		Commissionable Premium amount in stored in Policy details. This value is used with percentage-based rates. It is not required with Fixed Amount commissions as they don't use Premium in calculations, but a warning is displayed if the field is left blank, so if not needed adding $0 will prevent the warning.

Policy & Transaction

The Policy & Transaction Import will bring in Policy details along with the Transaction details. If the Policy already exists, the import will NOT update many of the fields in Policy Details and the Policy (only) import should be used.

If the system does not find a match for the Policy Number and Issuer, the system will create the Policy and transaction.
If the Policy does exist, then the Policy will not update the following fields in Policy details:
- State
- Product Type
- Plan Name
- Effective Date
- Pay Schedule
- Pay Code
- Writing Agent
- Premium
- Commissionable Premium

Warning for change in Effective Date:

If the Policy exists and the record for that Policy in the file has a different Effective Date, a warning will be displayed but the value is not updated. The system does not change the value of this import to allow the admin to consider if any other changes are needed with a change in Effective Date. An admin can make the change in the UI or use the Policy Import. An example of the warning message is ‘Warning - Effective Date in file 04/01/2025 is different than in existing PolicyNo 1009TAE for Issuer Anthem - CSV Line(10).’

Warning for change in Writing Agent:

If the Policy exists and the record for that Policy in the file has a different Writing Agent, a warning will be displayed but the value is not updated. The system does not change the value of this import to allow the admin to consider if any other changes are needed with a change in the Writing Agent. An admin can make the change in the UI or use the Policy Import. An example of the warning message is ‘Warning - Agent of Record in file DD1203 is different than in existing PolicyNo 1001TAE - CSV Line(2)’

Logic for Premium and Commissionable Premium stored in Policy details:

If a Policy does not exist before a record is imported the system will use the Premium and Commissionable Premium to populate those fields in Policy Details. Transactions always use the Premium values provided for each line in the import file.
If the Policy does not exist prior to the import, and if the Initial Transaction has negative values for Premium and Commissionable Premium, it will populate the negative Premium value to the Transaction record but populate Premium fields in the Policy Details with zero.
If the Policy does not exist prior to the import and there are multiple Transactions with the same Paid Thru date, the system will populate the Premium fields in Policy details with the greatest value in the transactions.
If the Policy does not exist prior to the import and there are multiple Transactions with different PTD, the system should populate the Premium fields in Policy Details with the earliest PTD and create multiple Transactions with the original values that are part of the import file.

Warning for Duplicate Transactions:

Duplicate Transactions within the file used for either the Policy & Transaction or the Transaction Import will display a warning. The system does not check for a duplicate transaction that already exists prior to the import.

Logic for Member Count:

Except for Group Insurance or Insurance that uses Member Count values other than one, it is best to leave the Member Count field blank in the import file.
The Transaction and Policy & Transaction import will add a negative one (-1) value into the field for Member Count if it was not populated in the import file and if the Commissionable Premium or Commission Received Amount is negative. Commissions based on Fixed Amount require a negative member count to generate negative commissions. Commissions based on percentage rates are not affected by the Member Count (positive or negative).
The system does not automatically enter a value for positive one in Member Count if the Commissionable Premium or Commission Received Amount is positive. When the field is blank for commissions based on Fixed Amount the system acts as if the Member Count is for a positive one (1).
If a value for Member Count is entered in the record in the import file, it is not changed but a validation will check to confirm that the sign for the Member Count value, as well as Premium, matches the sign of the Commissionable Premium or Commission Received Amount and display an error if the signs don’t match.

Example exceptions from a Policy & Transaction import showing duplicate Transactions created.

Warning - Duplicate transaction Found - PolicyNo W100006 for Issuer Manhattan Life - CSV Line(3)

Warning - Duplicate transaction Found - PolicyNo W100006 for Issuer Manhattan Life - CSV Line(4)

Advice on transferring data from Carrier Statements to the Comissio Policy/Transaction Imports

Tenants are responsible for their data and confirming it will produce the desired commission results. If they are unsure of what any data in the Carrier Statement they should consult with the Carrier.
It is important to understand the Carrier’s reason codes and how it may reflect on the data entered Comissio. For example, UHC has reason codes of NEW ADV, APP ADV, COMM, and REC TRM.
A carrier can provide commission information in two lines for a Policy, and the Tenant should determine if it should be consolidated into one line in our system if one line should be ignored, or each line treated differently.
Chargebacks to claw back advances can also be in Carrier Statements. They need to be separated from commission activity lines and then imported as Chargebacks. A Chargeback differs from a transaction with a negative premium and commission received amount representing the amount to be paid back for a single month or period.
Imported Transactions can be removed with the ‘Remove Imports’ feature. The records that were created need to be in Open Status. So, if they are in an open commission cycle, if the cycle is canceled, then they can be removed. They cannot be removed if they have already gone through a closed cycle.
A validation is in place so that the same file name cannot be used twice to import Transactions which includes the Policy & Transaction, Transactions, and Transactions MAPD & PDP imports. This is to prevent confusion between an old, processed file and a new file when the new records might want to be removed.

		POLICY & TRANSACTION IMPORT

Field	Required?	Notes
PolicyNo	x	Policy Number or Unique identifier for the Policy from the Carrier.
PHFirst		Policyholder first name.
PHLast	x	Policyholder last name. If the Policy is for a Group, Company Name would be entered here. Then if a Group Product Type is entered, the Policy details will show it is a Group Policy.
Status	x	Allowable Values: Active, Pending, Lapsed, Cancelled, Terminated, Chargeback. If Status is left blank, then Active will default and a warning displayed 'Status was Missing so Active was Entered.'
Issuer	x	Carrier or Company Name
State		Populate a two digit value for State when available. If the Policy already exists, the Policy & Transaction import cannot be used to change the State, except from going to blank (no State) to a valid State.
ProductType		If left blank, then the system will bring in the Product Type associated to the Plan name.
PlanName	x	Plan Name from Commissionable Product. If the Policy already exists, the Policy & Transaction import cannot be used to change the Plan Name and associated Product Type.
SubmittedDate	x	Often the same date is used for Submitted Date and Effective Date. If a carrier has dates depending on when the Policy is submitted and rates are set up to be effective based on submitted date this field becomes important.
EffectiveDate	x	Often the same date is used for Submitted Date and Effective Date. If the Policy already exists, the Policy & Transaction import cannot be used to change the Effective Date. If the Effective Date in the file is different than what is in the existing Policy then a warning will be displayed.
TermDate	c	Termination date is required when Policy Status is Lapsed, Cancelled, Terminated, or Chargeback.
PaySched	x	Allowable Values: Monthly, Quarterly, Semi-Annually, Annually. If Pay Schedule is left blank Monthly will be defaulted in and a warning displayed - 'PaySched Value is Missing so Monthly Entered.'
PayCode	x	• Pay codes can be the ones that come by default with Comissio; Default, As Earned, and Converted, or tenants can create their own for instance to have one that specifies a number of months. • If Pay Code is left blank, then the system will add 'Default' as the Pay Code and display a warning 'Pay Code Value Missing so Default Entered.' • The As Earned and Converted Pay Codes do not allow Advances. • The Default pay code allows advances and will look at factors like Advance Months in Commission Rates or Agent Settings, or As Earned settings in Agent Details or Agent Settings to determine the Advance months per Agent. • The Policy & Transaction import will not update the Pay Code on an existing Policy.
WritingAgentID	x	• Populating the Writing Agent ID field requires an Appointment to crosswalk to the Agent ID. • IF THE WRITING AGENT DOES NOT EXIST IN AN APPOINTMENT, A WARNING WILL DISPLAY AND THE POLICY AND TRANSACTIONS WILL STILL LOAD. • The Agent WILL NEED TO BE CORRECTED IF THEY ARE NOT VALID BEFORE RUNNING A COMMISSION CYCLE. • IF CHANGES ARE NEEDED TO BE MADE FROM THE FILE, USE THE REMOVE IMPORTS (TRANSACTIONS) UTILITY, MAKE CORRECTIONS TO THE FILE, AND THEN RE-IMPORT THE FILE TO PREVENT DUPLICATING THE TRANSACTIONS. • If there is already a valid Writing Agent in an existing Policy, the Policy & Transaction import cannot be used to change the Writing Agent. When the Agent in the file is not the same as the Writing Agent in the existing Policy, a warning will be displayed to allow the admin to consider if any other changes are needed with a change in the Writing Agent. To make changes to the Writing Agent in existing Policies use the Policy Import.
Premium		• Premium amount is stored in Policy details when the Policy is created. • The Policy & Transaction Import will not update the Premium in Policy details for existing Policies, but Transactions will use the current Premium. • While not required, if left blank, a warning is displayed, so if not needed adding $0 will prevent the warning. • If the Issuer only provides one value for Premium, typically the same value is used to populate both Premium and Commissionable Premium.
CommPrem		• The Commissionable Premium is used for calculating commissions when there are percentage-based rates. • Commissionable Premium amount is stored in Policy details when the Policy is created. • The Policy & Transaction Import will not update the Commissionable Premium in Policy details for existing Policies, but Transactions will be created with the current Commissionable Premium. • While not required, if left blank, a warning is displayed, so if not needed adding $0 will prevent the warning.
TranDate	x	• Transaction Date is the same Processing Date. • Used by a cycle, if the date is the same or before the date entered in the cycle the Transaction will have commissions calculated.
CommReceived		• The Commission Received amount can be entered in this field. • It is required for Medicare Advantage and Medicare Prescription as it will be used with the Medicare Engine to allocate to other fields.
PTD	x	• Paid thru Date is used to calculate the month for commission calculations, so if the Policy Effective Date is 1/1/20xx, and the PTD is 2/1/20xx the system will know it is month 1 and look for rates associated with month 1. • The Paid thru Date should align with the Number of Pay Months (NoPayMo) so if that value is 3, then the PTD should be the end of the 3 months. • In the cycle calculations, for Policies that are to pay an advance (Default Pay Code) there is a validation if the PTD is within the first month or period an error will be displayed.
NoPayMon	x	• Number of Pay Months. • If for a single month commission, the number would be 1 (month.) • For Quarterly the value should be 3, Simi-annually 6, Annually 12. • The Paid Thru Date (PTD) should then also reflect an end date related to the number of months.
MemberCount	c	• Except for Group Insurance or Insurance that uses Member Count values greater than one, it is best to leave the Member Count field blank. • Member Count, sometimes also referred to as Head Count, works with fixed amount commission calculations. • Percentage based commissions are not affected by the value in the Member Count. • Member Count is most often used for Group Policies based on a Fixed amount rate where the amount is multiplied x the number of employees (the Member Count) to determine the commissions. • When the Commission Received is negative and money is to be paid back to the Carrier, a negative member count is needed so the import process will add a negative one (-1) value into the field for Member Count if it was not populated in the import file and if the Commissionable Premium or Commission Received Amount is negative. • For a non-group example, if $25 fixed rate was paid, but then the Policyholder canceled the Policy and they received a full refund, for the commission to be taken back from the carrier, a negative 1 (-1) needs to be put into the Member Count so that the commission would be $-25. • For a group example, if there was a mistake and 80 Member Count was used in the last cycle but the member count should have been 60, a member count of -20 would generate negative commissions to pay back the difference.
Note		Optional field to enter a note that will appear in the Transaction Details.

Policy Commission Distribution

The Policy Commission distribution will add or update Policies. The Commission Distribution is the hierarchy of Agents and Commission Rates that apply to a Policy. It will replace any distribution that is in a Policy.

If there is one error in a Policy’s values in an import, then the whole Commission Distribution will not be imported. Only lines causing an error will display an error message, other lines for the Policy will also error out and not update but will not display error messages in the Import Results.

Validations in the import include that the Level 1 Agent must be the Writing Agent in the Policy details and that the top level needs to be one with ‘self’ as the upline (so is the top level of the hierarchy.)

Examples of error Messages:

Failed - Top level Agent needs to have Self as Upline - CSV Line(2)
Failed - AgentID <Agent ID> is not Writing Agent in PolicyNo <Policy#> - CSV Line(4)

		POLICY COMMISSION DISTRIBUTION TEMPLATE

Field	Required?	Notes
PolicyNo	x	Policy Number or Unique identifier for the Policy from the Carrier.
Issuer	x	Carrier or Company Name
AgentID	c	Unique Identifier for the Agent in Comissio. Either Agent ID or Writing Agent ID can be used but not both.
WritingAgentID	c	Populating the Writing Agent ID field requires an Appointment to crosswalk to the Agent ID.
Level	x	• Level is the value for where an Agent falls in the hierarchy of the Policy with 1 being the Writing Agent and the highest level being the top Agent or Organization. • The Level 1 Agent must be the same Agent in the Policy Details. • The top level must be one who has themselves as their Upline. • The Levels for the Policy must start at Level 1 and not skip a level. • If any line for the Policy has an error, all lines will fail and other lines display 'Failed - PolicyNo <Policy#> is Voided due to an Exception.'
FromMonth	x	Starting month that the associated Rates apply to. There can be multiple rows with different FromMonth and ToMonth, for example months 1 to 12 for one rate, and months 13 to 999 for another rate.
ToMonth	x	Starting month that the associated Rates apply to.
ContractRate	c	Percentage Rate that is to be multiplied times the Commissionable Premium in commission calculations. A ContractRate or Fixed Amount must be entered.
FixedAmount	c	Fixed Amount Rate that is to be used in commission calculations. The fixed rate is then multiplied by a Member Count in the Transaction.

Policy Debit Balance by Agent

The Policy Debit Balance by Agent Import is used for Policies that were previously processed in a legacy system and have open Debit Balances that are to be transferred into the Comissio system. For example, if you had one month processed in a legacy system with a 6-month advance, and future months are to be processed in Comissio, this would import information so that the system would know to apply the remaining 5 months to Advance Recovery, and to allow Chargebacks to be created when needed.

It is important when importing Debit Balances to confirm that all Agents to have Debit Balances are in the Commission Distribution for the Policy. If an Agent has a Debit Balance in a Policy but is not in the distribution, no Advance Recovery or commissions would be generated, and the Debit Balance will remain open. However, a Chargeback would still be generated for that outstanding Debit Balance if the Issuer sent one or if the Policy was terminated and auto-lapse + auto-Chargeback is enabled.

The ‘Remove Imports’ process can be used to remove the Policy Debit Balance by Agent import but only if the Policies have not gone through a closed cycle after the import was added.

		POLICY DEBIT BALANCE BY AGENT

Field	Required?	Notes
PolicyNo	x	Policy Number or Unique identifier for the Policy from the Carrier.
Issuer	x	Carrier or Company Name
AgentID	c	Unique Identifier for the Agent in Comissio. Either Agent ID or Writing Agent ID can be used but not both.
WritingAgentID	c	Populating the Writing Agent ID field requires an Appointment to crosswalk to the Agent ID.
Advance	x	Amount Paid to the Agent
Advance Recovery	x	• Amount applied to recover the Advance. • The Debit Balance is Advance less Advance Recovery. • If a Chargeback is created, the debit balance becomes the Chargeback amount. • In a commission cycle, if there is a remaining debit balance the system will apply the amount to Advance Recovery, then after the debit balance is fully recovered, the system will start paying Earned commissions which go into Net Payable.

Policy Number Update

The Policy Number Update Import is used to change the Policy Number in a Policy. It locates a current Policy by its number and Issuer to provide the new number. A Policy number changed in this way will work the same as if the Policy Number were changed manually within the Policy details page. All references in the system will also change to the new number except for saved Statements which will continue to display the Policy Number at the time the Statement was created.

		POLICY NUMBER UPDATE TEMPLATE

Field	Required?	Notes
CurrentPolicyNo	x	Current Policy Number
Issuer	x	Carrier or Company
NewPolicyNo	x	• Policy Number that the current Policy Number is to be changed to. • When there is a problem with a Policy, one way of correcting the problem may be to change the existing Policy to another number (like <oldPoliccynumber>-REPLACE). Then create a new Policy number with the original Policy number and start over...

Transactions

The import for Transactions is used when the Policy already exists in Comissio. If a Policy was status Cancelled, Lapsed or Chargeback, and a new Transaction (for a positive amount of Premium or positive number of Member Count) is added, the status will change to Active on the Policy and a warning message similar to this one will display in the import results: Warning - Policy No PandT2 Policy status changed to Active from Chargeback.

Imported Transactions can be removed with the ‘Remove Imports’ feature. The records that were created need to be in Open Status. So, if they are in an open commission cycle, the cycle needs to be cancelled before they can be removed. The Transactions cannot be removed if they have already gone through a closed cycle.

A validation is in place so that the same file name cannot be used twice to import Transactions which includes the Policy & Transaction, Transactions, and Transactions MAPD & PDP imports. This is to prevent confusion between an old, processed file and a new file when the new records might want to be removed.

Negative Member Count can be automatically added to the Transaction:

Except for Group Insurance or Insurance that provide Member Count values greater than one, it is best to leave the Member Count field blank.
The Transaction import will add a negative one (-1) value into the field for Member Count if it was not populated in the import file and if the Commissionable Premium or Commission Received Amount is negative. Commissions based on Fixed Amount require a negative member count to generate negative commissions. Commissions based on percentage rates are not affected by the Member Count (positive or negative).
The system does not automatically enter a value for positive one in Member Count if the Commissionable Premium or Commission Received Amount is positive. When the field is blank for commissions based on Fixed Amount the system acts as if the Member Count is for a positive one (1).
If a value for Member Count is entered in the record in the import file, it is not changed but a validation will check to confirm that the sign for the Member Count value matches the sign of the Commissionable Premium or Commission Received Amount and display an error if the signs don’t match.
The system will also check to see if the sign of the Commissionable Premium and that of the Commission Received amount and display an error if the signs do not match.

		TRANSACTIONS TEMPLATE

Field	Required?	Notes
PolicyNo	x	Policy Number or Unique identifier for the Policy from the Carrier.
Issuer	x	Carrier or Company Name
Premium		Premium amount stored in Policy details. It is not required as Fixed Amount commissions don't use Premium in calculations, but a warning is displayed if the field is left blank, so if not needed adding $0 will prevent the warning.
CommPrem		Commissionable Premium amount stored in the Transaction. This value is used with percentage-based rates. It is not required as Fixed Amount commissions don't use Premium in calculations, but a warning is displayed if the field is left blank, so if not needed adding $0 will prevent the warning.
TranDate	x	Transaction Date is the same Processing Date. Used by a cycle, if the date is the same or before the date entered in the cycle the Transaction will have commissions calculated.
CommReceived		The Commission Received amount can be entered in this field. It is required for Medicare Advantage and Medicare Prescription and used with the Medicare Engine to allocate to other fields.
PTD	x	• Paid thru Date is used to calculate the month for commission calculations, so if the Policy Effective Date is 1/1/20xx, and the PTD is 2/1/20xx the system will know it is month 1 and look for rates associated with month 1. • The Paid thru Date should align with the Number of Pay Months (NoPayMo) so if that value is 3, then the PTD should be the end of the 3 months. • In the cycle calculations, for Policies that are to pay an advance (Default Pay Code) there is a validation if the PTD does not equal the first month or pay period an error will be displayed.
NoPayMon	x	• Number of Pay Months. • If for a single month’s commission, the number of pay months would be 1 (month.) • For Quarterly the value should be 3, Simi-annually 6, Annually 12. • The Paid Thru Date (PTD) should then also reflect an end date for the number of months from the Effective Date of the Policy for the first Transaction or from the last Transactions PTD for other periods.
MemberCount	c	• Member Count, sometimes also referred to as Head Count, works with fixed amount commission calculations. • Percentage based commissions are not affected by the value in Member Count. • Member Count is most often used for Group Policies based on a Fixed amount rates where the amount is multiplied x the number of employees (the Member Count) to determine the commissions. • When the Commission Received is negative and money is to be paid back to the Carrier, a negative member count is needed. • For a non-group example, if $25 fixed rate was paid, but then the Policyholder canceled the Policy and they received a full refund, for the commission to be taken back from the carrier, a negative 1 (-1) needs to be put into the Member Count so that the commission would be $-25. • For a group example, if there was a mistake and 80 Member Count was used last cycle but the member count should have been 60, a member count of -20 would generate negative commissions to pay back the difference.
Note		Optional field to enter a note that will appear in the Transaction Details.
ExtSourceId		External Source ID

Import Templates