myCOI_Instructions.pdf

Katie Hobbs Governor

Michael Wisehart Director

1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Mail Drop 1541, Phoenix, AZ 85005

Telephone (602) 364-0170 Fax (602) 542-4496 https://des.az.gov/ myCOI Instructions

The Arizona Department of Economic Security (ADES) has a new partnership with myCOI, an industry leader in insurance tracking technology. As of September 5th, 2023, myCOI will serve as our primary Certificate of Insurance partner to assist in obtaining and verifying insurance to satisfy the insurance requirements set forth in our contracts.

How does this affect you?

• You will no longer provide a Certificate of Insurance directly to ADES.

• All certificates, including renewals, will be provided to myCOI directly through your insurance agent via myCOI agent portal.

• Please also notify your insurance agent of this new process. If your insurance agent fails to respond to communication coming from myCOI, you will be notified via email. If this occurs, please work with your insurance agent to address any issues.

• It is your responsibility to inform myCOI of any changes regarding your insurance agent and/or their contact information.

You will receive a registration email from registration@myCOItracking.com. To ensure you receive access promptly, kindly take a moment to check your email's spam or junk folder, as the message may have inadvertently been filtered there. Please follow the instructions in the email to complete your registration with myCOI.

Please add the following email addresses to your safe sender’s list to ensure you receive all email communication from myCOI:

• registration@myCOItracking.com

• certificaterequest@myCOIsolution.com

You may contact myCOI directly at 317-759-9426 Ext 105 or via email at support@myCOItracking.com if you have any questions.

The following pages contain instructions on how to register with myCOI. You will still need the unique link that was sent via email to start the registration process.

Thank you, Office of Procurement Division of Financial Operations Arizona Department of Economic Security mailto:registration@myCOItracking.com mailto:registration@myCOItracking.com mailto:certificaterequest@myCOIsolution.com mailto:support@myCOItracking.com

1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Mail Drop 1541, Phoenix, AZ 85005

The Vendor Registration Process myCOI’s vendor registration takes approximately five minutes to complete. You, as the vendor, will set-up your sign in information and provide some basic contact information for your insurance agent.

From here, you will not be contacted by myCOI unless your insurance agent is not responsive to our requests. This five-minute registration process is intended to replace the hours of frustration vendors can experience when they are placed in the middle of communications between their insurance agent and a compliance administrator.

The process begins with you receiving a registration invitation from myCOI. Selecting the “Click Here to Register” link will begin take you directly to the registration page.

1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Mail Drop 1541, Phoenix, AZ 85005

The first page of the registration will ask you to set up a user name and password.

Next, you will then set a security question.

1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Mail Drop 1541, Phoenix, AZ 85005

The next part of the registration will ask you to review and confirm that the contact information myCOI has on file is correct. If the information is incorrect, you will revise the information on this screen before moving forward.

Next you will be asked to add your insurance agent contact information and select the policy lines the insurance agent writes for you. If you have multiple insurance agents, there is an "add another agent" button located at the bottom of the screen.

1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Mail Drop 1541, Phoenix, AZ 85005

Once you are finished adding your insurance agent(s), click the "I'm Done" button.

Including the agent’s correct email address and selecting the correct types of insurance the agent writes is critical to myCOI’s success in obtaining the necessary insurance documents.

On the next screen, you will be able to confirm the information you entered for your insurance agent(s). You are able to go back and revise the information if needed. Once you have confirmed that all insurance agents have been added and all data is correct, click the "Next" button.

This completes the myCOI registration process! The myCOI system will automatically reach out to your insurance agent(s), using the email address you provided during registration, to obtain a copy of the certificate of insurance and any other necessary insurance related documents.

1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Mail Drop 1541, Phoenix, AZ 85005