.

A. At the end of each month, the Stamping Office prepares and mails an agent/policy detail activity report to each agent who has submitted business in the month. This report allows you to reconcile your record of policy submissions against the submissions processed by the Stamping Office.

2. Q. How do we pay stamping fees on policies submitted to the Stamping Office?

A. Invoices are processed at month-end, and are mailed during the first week of the following month, based on all transactions which have been processed by the month-end close date. Agents should pay the full amount due, as indicated at the bottom of the invoice.

3. Q. My invoice this month shows an account balance of $1.85. Should I send a check for such a negligible amount?

A. It is not necessary to remit payment for stamping fees until the account balance reaches a minimum of $5.00. However, at the end of the year (December’s invoice), all stamping fees due must be paid in full.

4. Q. Can I pay stamping fees "in advance"; that is, before monthly invoices are processed?

A. No. The amount of stamping fees due are not posted to your account until preparation of invoices at month-end. We cannot post a payment to your account unless there is an amount currently due.

5. Q. I don’t care to go through all the paper reports each month. Is there any other way to receive my monthly invoice and agent/policy detail activity report?

A. Yes. You may receive each of these monthly reports on paper and 3.5 PC diskettes, in compressed form using PKZIP. This is a free service. Agents should evaluate their computer programs to determine which format will work most effectively for them.

Basic Sequential (.BAS) in delimited or comma separated format, providing character and numeric data for consecutive processing by Basic programs;

ASCII Text (.TXT), providing character data used for downloading to user-written PC application programs or word processing applications; and

DIF (.DIF), providing data format used for downloading to PC spreadsheet programs such as Lotus or Excel.

To order monthly report on diskette, please email --->  

6. Q. We sent a policy to your office by mistake, and it was subsequently processed by the Stamping Office. Can we deduct from our invoice the amount of the stamping fee on this policy?

A. Unfortunately, no. Once the policy has been processed and an invoice issued, a reversal is required to correct an error. Once the reversal is received, the Stamping Office will reverse the policy and issue a credit.

7. Q. Do I need to send a copy of the invoice with my check for stamping fees?

To ensure appropriate credit to your account, you should either send a copy of the invoice with your check or include your agent license number on the check.

For further information about invoices or billing, please contact Ming Zhou, Accountant, (800) 449-6394 ext. 227.