When tracking compliance, we realize you sometimes need to collect more than just certificates of insurance. Using the "Required Documents" functionality is one way you can accomplish this.
PRO TIP:
Use Required Documents to only collect insurance-related required documents specific to projects.
Overview
There are a few things to know when it comes to using Required Documents:
They can be collected once (no expiration date), or set up to nudge the vendor when a document expires (with expiration date).
They affect the vendor's compliance status (ie, if a Required Document isn't submitted, the vendor will remain non-compliant).
Each Required Document becomes a "check box" during document review.
Once you review a Required Document for a vendor, you are not able to remove this requirement from project requirements without removing this document(s) across all vendors.
Required Documents + Expirations
Documents that only need to be collected once can be created without an expiration date, or add an expiration date to collect the document after it expires.
New Requirement: Required Document that Expires
When adding a new requirement to a requirement group, select "This document expires" box to allow for issued and expiration dates to be entered when reviewing a submitted document
Update Existing Required Documents to Expire
Do you have an existing document that you need to expire? We've got you covered! Navigate to the requirement group that contains the Required Document, click the 3 dots next to the document to edit the requirement, then click "This document expires."
PRO TIP
Adding an expiration date to an existing Required Document will reflect these changes across vendor requirement groups, but expiration dates will not populate for documents with existing reviews. You must navigate back to the review screen to add effective and expiration dates. Then Billy's automated emails will be sent for future upcoming expirations.
Adding expiration dates to existing documents and re-reviewing documents to add expiration tracking:
Examples of Correct Uses
The correct use of Required Documents is for insurance-related documents.
Endorsements
The most common Required Documents we see partners list in their default and project-specific requirements are full form endorsements. These partners collect a sizeable list of endorsements, and listing each one as a Required Document gives reviewers a "check box" during review to ensure each endorsement was received.
Here are examples of endorsements our partners collect as Required Documents:
Commercial General Liability Additional Insured Endorsement
Automobile Additional Insured Endorsement
Umbrella Additional Insured Endorsement
Commercial General Liability Waiver of Subrogation Endorsement
Automobile Waiver of Subrogation Endorsement
Worker's Compensation Waiver of Subrogation Endorsement
Primary and Non-Contributory Endorsement
Products and Completed Ops Endorsement
Certified Payroll
Create a requirement for a Required Document with an Expiration to track certified payroll in projects.
Reviewing Required Documents
When reviewing documents, Required Documents will be listed on the right as a "check box" much like a policy requirement.
Review only the requirements received in the submission you are reviewing.
If after reviewing all submissions it is discovered that the Required Document was not received, reject it, provide the vendor notes, and ensure an email is sent.
Reviewing Required Documents with an expiration has the added step of entering the effective and expiration dates. OCR might not always automatically populate this information, depending on the document.
Required Documents vs Policy Options
As discussed in the previous section, Required Documents creates a "check box" during review for these requirements. Some of our partners don't want to add extra requirements during review. The alternative is using the "Policy Options" section in the insurance policy to indicate the required documents.
These notes show up during document review and are presented to the vendor in the submission portal.
"Policy Options" in Document Review:
"Policy Options" in Vendor Submission Portal:
