Colorado Motorist Insurance Identification Database (MIIDB) Program
Frequently Asked Questions

Colorado Motorist Insurance Information Database (MIIDB)
November 3 , 2006

  1. When will the change in where to report motorist insurance information take effect?
  2. What type of transmission format is being required?
  3. How can we learn more about the ANSI ASC X12 format?
  4. What type of transmission method is being required?
  5. How often will insurance companies be required to file?
  6. When are transactions required to be submitted?
  7. When will commercial vehicles be flagged as exempt?
  8. Some insurers handle policies where some VINs are not known (mostly commercial policies).  Others have commercial policies that do list specific VIN data.  How should these policies be reported to Colorado.gov?
  9. What, if anything, should be reported if an insured moves out of state?
  10. Do insurers need to report insurance data on trailers or boats?
  11. If data is sent in error to Colorado.gov, how should it be handled?
  12. If the insurance company receives an error message back from Colorado.gov stating the VIN, make or year of the vehicle is in error, should the insurance company send in a cancellation followed by a new transaction to make the correction?
  13. How does Colorado.gov want names sent on DBAs? EXAMPLE: The insured is John Smith, private person, doing business as ABC Rental or ABC rental, the business that the policy insures, listing John Smith as the insured?
  14. How is an organization differentiated from a person?
  15. If the organization name is longer than the allowed fields, what should the insurer do?
  16. Will Colorado.gov notify the insured of any vehicle data edit errors?
  17. Some companies within the insurance industry provide policies that are effective only certain months out of the year.  They are a standing policy.  How should these policies be reported?
  18. Our company sells re-insurance.  Are we required to report into the MIIDB program?
  19. What is the penalty for not complying with CRS 42-7-601?
  20. Clarify the statement that cancellations should be reported within 10 calendar days of the actual cancellation date.
  21. When should new business be reported?
  22. Is there a way to send the insurer branch number on the policy document that could be returned on an error record to route the error to the branch for correction?
  23. My company only insures two vehicles in Colorado, so many weeks we will have nothing to report.  How do I comply with the reporting requirements if I have nothing to report?
  24. When do I start reporting policy data to Colorado.gov?
  25. Can I send a single vehicle on a policy document or should all vehicles on the policy be reported on a single document?
  26. What is PIN #?
  27. My company reports for several companies.  Can I send policy data for more than one company on one file?
  28. Are there some vehicle types that can be excluded from reporting?
  29. What constitutes the requirement to report to the Colorado Motorist Insurance Database?
  30. Do I need to fill in the Customer ID and Qualifier fields if the name is an organization?
  31. What are the 3 policy types listed?  
  32. Can you send an example of what the 811 format looks like?
  33. I need to send a NBS for a policy/vehicle I cancelled last month, what effective date should I use for the NBS?
  34. A large number of the Cancel (XLC) transactions that I am sending are being returned as rejects (E201), why couldn't Colorado.gov cancel this policy?
  35. If my policy number changes what do I need to send to Colorado.gov?
  36. Will insurance companies need to complete new Trading Partner forms with Colorado.gov, even if we have already completed a form for Explore?
  37. Will a full initial load of policy data be required when we switch over to Colorado.gov?
  38. What is the matching logic for vehicles?
  39. Will a software package like VINA be used to edit the VIN?
  40. Will the Notice Letters sent to owners change after the transition to Colorado.gov?
  41. Colorado.gov has added some Error Codes and our software is not prepared to process these new error codes.  What should we do?
  42. How does Colorado.gov flag a vehicle as being Non-Use or Out-of-State?
  43. We are a Trading Partner that submits policy data for multiple NAICs.  Can “No Activity” be submitted at the Trading Partner level?  Can we send a “No Activity” email?
  44. When should a NBS or XLC transaction be sent?
  45. When will errors be returned by Colorado.gov?
  46. Will fines for late delivery of policy updates be levied on the Trading Partner or the Insurance Carrier that didn’t report?
  47. Will Colorado.gov accept some form of electronic notification of No Activity?
  48. Will the format of our X12 files change from what we sent to Explore.
  49. Will MIIDB process Additional Operators specified in a Policy file?

 

  1. When will the change in where to report motorist insurance information take effect?
    On January 1, 2007 all insurance companies doing business in Colorado will be expected to file insurance information with Colorado.gov, rather than Explore Information Services.
  2. What type of transmission format is being required?
    The format must comply with the standards for ANSI ASC X12 Version 3, Release 5 (3050) transaction set 811 as currently identified as a standard transmission format for the insurance industry.  An exception is being made for small volume insurance carriers currently reporting in a custom non-X12 format.  This custom format will not be available for new Trading Partners added after January 1, 2007.  See Section 5.0, Reporting Specifications, of the MIIDB User Guide.
  3. How can we learn more about the ANSI ASC X12 format?
    There is an ALIR Implementation Guide available.  See the introduction to Appendix A for information on how to acquire this guide.
  4. What type of transmission method is being required?
    The transport method for delivering files to Colorado.gov will be File Transfer Protocol (FTP), with Pretty Good Privacy (PGP), using at least a 1024-bit RAS public key and a 128-bit AES key.  The Internet Protocol (“IP”) address from which the files are exchanged must be provided to the designated agent prior to transmission.  In addition, insurance carriers that utilize Information Exchange mailboxes can continue to use that transmission method.  See Section 5.0, Reporting Specifications, of the MIIDB User Guide.
  5. How often will insurance companies be required to file?
    Insurance companies that issue automobile liability insurance policies in Colorado are required to report new policies issued and canceled policies on a weekly basis before the seventh working day after the last day of the week reported.  An insurer may choose to report more frequently than required by CRS 104615 (1), C.R.S., but at a minimum must report weekly.
  6. When are transactions required to be submitted?
    Transactions are submitted when:
  • A liability insurance policy is issued or reinstated
  • A liability insurance policy is canceled
  • A vehicle is added to a policy
  • A vehicle is removed from a policy
  • When a Verification Acknowledgment is requested
  1. When will commercial vehicles be flagged as exempt?
    The Department will identify the following vehicle plate types that are distinct to a commercial vehicle class type as exempt from the requirement to track insurance.  These plate types are:
    1. Buses: the first three characters of the plate type field are BUS.
    2. Dealers: the first three characters of the plate type field are DLR.
    3. Special Mobile Equipment: the first three characters of the plate type field are SME.
    4. Special Mobile Machinery: the first three characters of the plate type field are SMM.
    5. Special Use Vehicle: the first three characters of the plate type field are SVW.
    6. Trailers: the first three characters of the plate type field are TRL.
    7. Truck Tractor: the first three characters of the plate type field are TTR.
    8. Gross Vehicle Weight: the first three characters of the plate type field are GVW.
    9. Fleet: the last three characters of the plate type field are FLT.
    10. County: the last three characters of the plate type field are CNY.
    11. City: the last three characters of the plate type field are CTY.
    12. Rental: the last three characters of the plate type field are RNT or RTL.
    13. State of Colorado: the last three characters of the plate type field are SOC.
    14. TV/Radio: the last three characters of the plate type field are CCL.
    15. Government:  the last three characters of the plate type field are GVT.
      In addition, a “1” in the Carrier Type field on any vehicle record from Colorado’s vehicle registration system interface file indicates the vehicle is used for commercial purposes and will be marked exempt.
      Also, a policy that shows the Insured as being an Organization (non-person), rather than an Individual (person), will result in any vehicles assigned to that policy being declared exempt.
  1. Some insurers handle policies where some VINs are not known (mostly commercial policies).  Others have commercial policies that do list specific VIN data.  How should these policies be reported to Colorado.gov?
    Any policy that has known VINs should be sent as a vehicle specific policy, with vehicles included, otherwise the policy should be sent as a non-vehicle specific or non-owner policy, whichever is applicable.
  2. What, if anything, should be reported if an insured moves out of state?
    If the vehicle is still based or registered in Colorado, no action is necessary.  If the vehicle is no longer operated in Colorado and does not require the minimum liability insurance required by statute, a cancellation notice can be submitted.  Keep in mind the purpose of the MIIDB program is to provide law enforcement with the most accurate information as to whether a vehicle is insured or not and to require proof of insurance at time of registration renewal if the vehicle insurance status is Unknown in MIIDB.
  3. Do insurers need to report insurance data on trailers or boats?
    No.
  4. If data is sent in error to Colorado.gov, how should it be handled?
    It depends on the data that was sent in error.  If you realize that data for a wrong vehicle has been sent, you must send a cancellation (XLC) on the wrong record and resubmit data on the correct vehicle on a (NBS).  Otherwise, law enforcement may verify insurance coverage and obtain inaccurate information about a specific vehicle.  In another example, if an insured marries and changes his or her name, it is unnecessary to notify Colorado.gov of this name change.
  5. If the insurance company receives an error message back from Colorado.gov stating the VIN, make or year of the vehicle is in error, should the insurance company send in a cancellation followed by a new transaction to make the correction?
    No.
  6. How does Colorado.gov want names sent on DBAs? EXAMPLE: The insured is John Smith, private person, doing business as ABC Rental or ABC rental, the business that the policy insures, listing John Smith as the insured?
    If the policy is for a personal vehicle and the identifier code is a person, then the expectation is that the named insured would be a person.  If the policy is for an organization and the identifier code is non-person, then the expectation is that the named insured would be the business name.
  7. How is an organization differentiated from a person?
    The X12 811 standard has two specific codes to identify an organization from a person.  See X12 segment NM102 element in Attachment A (Table #8) of the User Guide.
  8. If the organization name is longer than the allowed fields, what should the insurer do? Truncate the name.  Do not put the rest of the organization name in the first name or middle name field.  The first name and middle name field will not be recognized for an organization (non-person).
  9. Will Colorado.gov notify the insured of any vehicle data edit errors?
    No.
  10. Some companies within the insurance industry provide policies that are effective only certain months out of the year.  They are a standing policy.  How should these policies be reported?
    Keep in mind the purpose of the MIIDB program.  The information submitted to Colorado.gov will primarily be used to provide law enforcement with a tool to determine reasonable grounds as to whether a vehicle is insured or not and to require proof of insurance at registration renewal time if MIIDB insurance status is Unknown.  If your insured is operating a vehicle that is uninsured it is important that law enforcement know this.  Therefore, any time insurance coverage ends for any period of time a termination should be sent to Colorado.gov.  Once insurance coverage begins again, a new business record should be sent to Colorado.gov.
  11. Our company sells re-insurance.  Are we required to report into the MIIDB program?
    A re-insurer is not the primary insurer of the vehicle.  The primary company is the company responsible for settling a claim with the customer.  It is the primary company, not the re-insurer, which would be identified by the customer as his or her insurance company and required to report to the MIIDB program.
  12. What is the penalty for not complying with CRS 42-7-601?
    Under CRS 10-4-616 (A) there is a fine of not more than $250 for each day report data is late.  Other than that, it is expected that insurers will comply for the sake of customer service.  If you do not report your customer's insurance data to Colorado.gov, the vehicle record will show the vehicle insurance status as Unknown and law enforcement may take action on this information.  It could create an unnecessary problem for your customers and generate and increased customer assistance workload.  Also, your customer will need to provide proof of insurance in order to renew their vehicle registration.
  13. Clarify the statement that cancellations should be reported within 10 calendar days of the actual cancellation date.
    The intent of this statement is that cancellations should be reported as soon as possible.  The cancellation should be reported as soon as insurance coverage is no longer in force on the company’s books.
  14. When should new business be reported?
    Any changes to the insurance coverage should be reported during the reporting week following the change in order to keep the insurance database current and avoid any misrepresentation of insurance coverage on a vehicle.
  15. Is there a way to send the insurer branch number on the policy document that could be returned on an error record to route the error to the branch for correction?
    Yes.  A branch number can be included in the X12 record Reference Number area where the Reference Number Qualifier is “3L”.  This reference will be returned by Colorado.gov in any error records.  The error records will be sent back to the Trading Partner that sent the file containing the error.  The insurer’s NAIC number will also be returned.  In Attachment B of the User Guide (Table 10 and 11), refer to segments NM109 and REF02.
  16. My company only insures two vehicles in Colorado, so many weeks we will have nothing to report.  How do I comply with the reporting requirements if I have nothing to report?
    An input screen will be available on the www.colorado.gov/driveinsured website to report No Activity for a particular week.
  17. When do I start reporting policy data to Colorado.gov?
    All insurance companies reporting policy data to Colorado’s MIIDB through Explore Information Services at the end of 2006 shall begin reporting to Colorado.gov the first week of January 2007.  Insurance companies starting business in Colorado after November 1, 2006 will not be expected to send any data to Explore and should contact Colorado.gov for instructions on beginning data submissions to Colorado.
  18. Can I send a single vehicle on a policy document or should all vehicles on the policy be reported on a single document?
    There is flexibility in the reporting to send all vehicles or a single vehicle on a policy document X12 record.  It will be more efficient to report all vehicles on a single policy document.
  19. What is PIN #?
    In Colorado the PIN# (Personal Identification Number) refers to the Driver License number or State Identification number.
  20. My company reports for several companies.  Can I send policy data for more than one company on one file?
    The EDI format allows for sending policy documents for multiple companies in a single transmission and Colorado.gov will accept transmissions that include multiple companies.  This should be accomplished by including an 811 Segment for each company.
  21. Are there some vehicle types that can be excluded from reporting?
    The following vehicle types are exempt from reporting though if unsure send more vehicles instead of trying to exclude certain types. The risk of under-reporting is that your customer’s vehicle may show on the database as uninsured.
    • Buses
    • Dealers
    • Special Mobile Equipment
    • Special Mobile Machinery
    • Special Use Vehicle
    • Trailer
    • Truck Tractor
  1. What constitutes the requirement to report to the Colorado Motorist Insurance Database?
    Per Colorado Revised Statute CRS 42-7-604, any insurer that insures vehicles registered in the state of Colorado must report to the Colorado MIIDB.
  2. Do I need to fill in the Customer ID and Qualifier fields if the name is an organization?
    Yes. Colorado plans to begin collecting FEIN in the future and may use it to assist in the process of exempting commercial vehicles.
  3. What are the 3 policy types listed?
    They are:
    • V - Vehicle specific = Policies that are written with the vehicles listed. This type of policy may be personal lines or commercial.
    • NS - Not vehicle specific = Policies that are written with no vehicles listed. This type of policy is usually a commercial policy.
    • NO - Non-owner = Policies that are written with no owners or vehicles listed. This type of policy is usually a commercial policy.
  4. Can you send an example of what the 811 format looks like?
    The layout and examples of the X12 transaction 811 format is included in the MIIDB User Guide available at www.colorado.gov/driveinsured.
  5. I need to send a NBS for a policy/vehicle I cancelled last month, what effective date should I use for the NBS?
    When you are sending a New Business (NBS) transaction for a policy/vehicle you have previously cancelled, the effective date should be the true effective date of coverage.  If the effective date ends up being prior to the previously sent cancellation date, the MIIDB will handle it.
  6. A large number of the Cancel (XLC) transactions that I am sending are being returned as rejects (E201), why couldn't Colorado.gov cancel this policy?
    Colorado.gov can only successfully apply an XLC transaction to a vehicle that is actively covered by a policy on the MIIDB. If that vehicle was previously canceled from the policy or was never sent under the policy number, the XLC transaction will result in a reject.
  7. If my policy number changes what do I need to send to Colorado.gov?
    If the policy number changes, Colorado.gov should be notified of the change. Send an XLC transaction for the old policy number listing all vehicles covered. Then send an NBS transaction for the new policy number listing all vehicles covered.
  8. Will insurance companies need to complete new Trading Partner forms with Colorado.gov, even if we have already completed a form for Explore?
    Yes.  Colorado.gov will be asking all MIIDB Trading Partners (senders and receivers of data files) to complete a Trading Partner Profile Setup Form (see Appendix H of the User Guide) and a Trading Partner Agreement (see Appendix I of the User Guide).  Depending upon the amount of Trading Partner data that can be converted from Explore’s database into the new Colorado.gov database, it is possible that Trading Partner’s will only need to complete a Trading Partner Profile Update Form or update via a MIIDB web interface.
  9. Will a full initial load of policy data be required when we switch over to Colorado.gov?
    No.  We will be converting policy data from the Explore database as of 12/31/2006.
  10. What is the matching logic for vehicles?
    VIN.  Colorado.gov will evaluate the accuracy of matching on a portion of a VIN.
  11. Will a software package like VINA be used to edit the VIN?
    No.  Program logic will be written by Colorado.gov to do VIN check digit verification and Year verification.
  12. Will the Notice Letters sent to owners change after the transition to Colorado.gov?
    Changes to Colorado statutes, effective July 1, 2006, eliminated the requirement to monitor insurance by owner/driver and the Notice Letters were eliminated at that time.
  13. Colorado.gov has added some Error Codes and our software is not prepared to process these new error codes.  What should we do?
    Please refer to the Error Code table in Appendix F of the User Guide.  These new error codes will be manually handled by non-automated notification to the Trading Partner.  These are critical errors that need to be documented, but Colorado.gov expects the occurrence of these errors to be rare.
  14. How does Colorado.gov flag a vehicle as being Non-Use or Out-of-State?
    The Colorado DMV will receive an affidavit from the vehicle owner and will update the MIIDB via a web interface, entering VIN, Non-Use or Out-of-State status indicator, and start/end date of status.
  15. We are a Trading Partner that submits policy data for multiple NAICs.  Can “No Activity” be submitted at the Trading Partner level?  Can we send a “No Activity” email?
    Each NAIC that has no weekly activity must be reported individually via the www.colorado.gov/driveinsured website.  Emails are not an option at this time.
  16. When should a NBS or XLC transaction be sent?
    Per CRS 10-4-615, policy activity must be reported every week for the previous week’s business.
  17. When will errors be returned by Colorado.gov?
    The error file creation process will occur at the time of policy file processing and will be available in the FTP Trading Partner’s Outbox immediately after policy file processing.  The IVANS customer’s error files will be transmitted on a scheduled time period (one or more times per day) to be determined.
  18. Will fines for late delivery of policy updates be levied on the Trading Partner or the Insurance Carrier that didn’t report?
    Fines will be by NAIC Code (Insurance Carrier) as on file with MIIDB and the Colorado Divison of Insurance.  The Last Activity Date for each insurance carrier will be maintained in MIIDB.  Insurance Carriers who have no policy updates for the week, can simply indicate so on the MIIDB website.  Instructions for utilizing the No Activity web interface will be included on the website.  Colorado expects fines to be rare.
  19. Will Colorado.gov accept some form of electronic notification of No Activity?
    Not at this time.  Colorado.gov will evaluate this capability after higher priority transition activities have been completed.
  20. Will the format of our X12 files change from what we sent to Explore.
    The only change will be in the ISA and GS header segments where the Sender and Receiver information is placed (See Appendices A, B and C).  Also, anywhere the value of “EXPLORE” appears in the X12 files being sent to Explore, it should be changed to “COLORADO.GOV”.  Files still containing “EXPLORE” after January 1, 2007 will not be rejected, but Colorado.gov will contact the Trading Partners after a couple of months to determine the status of the field being changed to Colorado.gov.
  21. Will MIIDB process Additional Operators specified in a Policy file?
    Appendix A to this User Guide indicates that Additional Operators are optional.  The focus of MIIDB, beginning January 1, 2007, will be the identification status of vehicles.  Owner/Operator/Driver insurance status will not be tracked and the requirement to send letters to Owners/Operators/Drivers not insured was removed on July 1, 2006.

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