myCOI_Instructions.pdf
PDF 739 KB Posted
- Attached to
- AZ|CTR078963
- Contract number
- CTR078963
- Issued by
- Arizona
About this file
This document is a set of instructions from the Arizona Department of Economic Security (ADES) detailing the implementation of a new Certificate of Insurance (COI) tracking system with myCOI, an insurance tracking technology provider. The document outlines a new partnership effective September 5th, 2023, between ADES and myCOI to streamline insurance documentation and verification processes for vendors and contractors.
The instructions provide a step-by-step guide for vendors to register with myCOI, which will now be the primary method for submitting and tracking insurance certificates. Vendors are required to create an online account, provide contact information, add their insurance agent details, and select the types of insurance coverage they carry. Once registered, the myCOI system will automatically contact the vendor's insurance agent to obtain necessary insurance documents. The process is designed to replace manual certificate submissions and reduce communication complications between vendors, insurance agents, and the department. Vendors can seek assistance from myCOI's support team at 1-317-759-9426 ext. 105 or support@myCOItracking.com if they encounter any issues during registration.
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Other files
| File | Type | Posted |
|---|---|---|
| CTR078963_Contract_Documents.pdf | ||
| CTR078963_Pre-Contract_Documents.pdf | ||
| CTR078963_Determination.pdf |
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Text version
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
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