Vendor Resource List
Vendor activity is monitored to ensure that our selected vendors are compliant with the standards that we have set by our internal examination staff. This includes following the Commonwealth Travel and Reimbursement policy for any travel expenses and efficient time billing.
Vendor worksheets and forms should be submitted to the Pennsylvania Insurance Department's Bureau of Market Actions prior to submission to the company.
This memo outlines the Pennsylvania Insurance Department's procedures for submitting invoices for the Department's approval prior to billing the company.
Any examination work performed by an examiner must submit this examiner worksheet for the monthly billing period. The worksheet must be signed and dated to certify the work that was completed on the exam. This is a required form to be submitted each billing month.
Any examination work performed by an examiner must submit this examiner worksheet for the monthly billing period. The worksheet must be signed and dated to certify the work that was completed on the exam. This is a required form to be submitted each billing month.
This worksheet must be submitted anytime there is travel reimbursement being claimed on the Vendor Examiner Summary or on the Vendor Billing Summary. All travel must be itemized by day. There must be a start time and an end time for each trip. All travel must follow the Commonwealth Travel Guidelines. Any ground travel (including rental car and mileage reimbursement must have a GSA travel attached.) This helps to ensure that the most cost-effective ways are being utilized when conducting examinations.
The GSA Travel Worksheet is a guide to ensure that the most cost-effective ground travel is being used. When utilizing this worksheet, please disregard the section about an agency pool car. That is not applicable to vendor travel. The GSA Worksheet does not need to be submitted with your monthly billing invoice. It is a guide that is used to audit the travel expenses that are submitted for reimbursement to ensure that travel is compliant with Commonwealth Travel. Please make sure that receipts are submitted for everything that is claimed. Credit card receipts must show paid and an itemization of what was purchased. NO UNVERIFIED EXPENSES WILL BE REIMBURSED.
This sheet shows the total amount of the examination charges that occurred during the specified billing period. This summary shows the amount of holdback and reimbursements that the company owes during this period. This is a required form to be submitted each billing month.
This form shows each invoice, expense, and holdback amount that has been charged to the company to date. This tracking sheet is instrumental for both companies and vendors in requesting the total holdback from the company at the end of the assigned examination. This is a required form to be submitted each billing month.
This sheet shows the total amount of holdback charges that occurred during the entire examination. This form is submitted when the total amount of holdback during the examination is requested by the Vendor to be paid by the company. This summary must be accompanied by a letter from the Pennsylvania Insurance Department stating that the work on the examination has been completed satisfactorily.
Need More Help?
For additional instructions or questions, please contact:
- By Phone: (717) 787-6174
- By E-mail: RA-INCOINVOICEMCEXAM@pa.gov
- By Mail: Office of Market Regulation, Bureau of Market Actions, 1209 Strawberry Square, Harrisburg, PA 17120