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IIES Frequently Asked Questions

*** ORIGINALLY from iiesfaq2.htm ***

(Originally posted 08/23/2001)

(There are four main sections to this FAQ set.  Select a link to "jump" to the section you need.

NAME FORMATTING

How do I help ensure that ID cards are accepted by DMV and Insurance Company EDI transactions are matched to the IIES database?

Answer: Determine whether the vehicles are already registered in NYS. Capture all of the current NYS registration names including registration name variations. These registrant names must be captured as insured/additional insured names on a policy.

I printed an ID Card and gave it to the registrant. When they brought the ID Card to the DMV office it was rejected. What am I doing wrong?

Answer: There are several reasons why an ID Card may be rejected. The wrong type of ID card may have been issued. The effective date or VIN may be invalid. The insured name on the ID card may not be the same as the current registration name. The easiest way to ensure name compatibility including name formatting is to obtain the NYS registration receipt(s).

Here are some error messages related to the encrypted bar code that might cause the registrant’s ID Card not to be accepted by DMV:

INVALID ISSUER STATUS:

Possible reasons: Check your PC Date. If the clock on your PC is off by months or years it could make the DMV’s database think you issued a card before you obtained your encryption key. You might have issued a card while your status was not valid.

SIGNATURE AUTHENTICATION ERROR:

Possible reasons: You may have asked the Department for a new key but never plugged it in to ALL copies of IDCardGen. Every time you get a new key you MUST enter it into the program via: Options|Setup|Key maintenance or the Setup button on the logon screen.

OR

You received a new key from the Department of Financial Services and created an insurance ID card which was presented to DMV within an hour of the key being issued. After a new key is issued, please allow one hour for the Department of Financial Services to send DMV the information and for DMV to update their records.

When I print an organizational card, semi-colons appear where I entered spaces.  Is this a bug?

Answer: No. Semi-colons print between each organization name component because that is exactly how DMV stores organizational names on its main frame. Organization names with semi-colons are differentiated from individual names with components separated by commas. NYS Title and registration receipt documents print organizational and individual names in this same fashion. Insurance ID cards now print names the same way for consistency and to enhance name matching of electronic transactions submitted to DMV.

What do I do if name components of an individual name do not fit in the individual name fields provided?

Answer: You can abbreviate part of a name by removing right-most vowels starting with the right-most name component until the name fits. You should also remove any hyphens if they are preventing the last name from fitting before removing vowels. The goal is to achieve name compatibility between the registrant name and the insured name that has long been required by NYS law. Compatibility of names when policies and ID cards are being issued will help ensure that electronic insurance transactions submitted to DMV by insurers will be matched to an IIES database record. Matching requires compatibility of VIN and at least one other data element. If direct matching does not occur based on VIN and an individual’s NYS driver’s license number or organization’s federal tax number, then name is used. Direct matching requires an exact match on VIN and SMI (the first three letters of the name) from an individual name of SMITHSON,JOHN,R or VIN and MOH from an organization name of MOHAWK;VALLEY;CORP. If there is a little as one character discrepancy in VIN then DMV attempts to find a single VIN with 70% compatibility in the DMV system via an electronic process that attempts "exceptions resolution matching" using the insurer submitted VIN and 5-3-1 of name, e.g., SMITH-JOH-R from SMITHSON,JOHN,R. Accordingly, please do not perform any name editing that would inhibit direct matching or exceptions resolution matching.

I have a registrant with two middle names. How do I enter it?

Answer: You may enter two middle names in the middle name field by separating them with a comma.

Why am I only allowed two 20-character lines to enter an organizational name? How do I make the name fit?

Answer: DMV stores organizational names in two 20-character lines on its mainframe. The IDCardGen software allows the same so no characters are truncated when it is time to store the name on the mainframe. When entering organizational names you must separate name components with a space. The software automatically replaces spaces with semi-colons when the ID card prints. You may abbreviate the name by removing vowels.

John Jacob Astor Inc. edit as JOHN JACOB ASTOR INC

American Machinery And Foundry edit as AMERICAN MACHINERY AND FOUNDRY

Do not space or type periods between initials in corporate names.

B.F. Goodrich Inc. edit as BF GOODRICH INC
C.R. & W.J. Sutherland Inc. edit as CR&WJ SUTHERLAND INC

Use INC, CO, CORP, DIV where applicable.

If part of the company name includes SAINT, DO NOT abbreviate it.

Saint Claire’s Hospital edit as SAINT CLAIRES HOSPITAL

Specific locations

Saint Lawrence Seaway Auth edit as SAINT LAWRENCE SEAWAY AUTH

How do I enter Trusts and Trustees?

Answer: Name Editing for Trusts (Organization Name). Such ID cards require special editing to meet legal requirements and to fit in the available space.

Examples:

(Individual-Michael Motorist)
MICHAEL MOTORIST/TST
%MICHAEL MOTRIST/STL (or /TR)

(Two individuals- Michael and Constance Motorist)
M&C MOTORIST/TST
%M&C MOTORIST/STL (or /TR)
TST = Trust
STL = Settlor (Grantor or Trustor)
TR  = Trustee

GENERAL DATA ENTRY

My company’s ICC code in not listed in the ICC code drop down box or my company’s name has changed and is not correct in the IDCardGen software. When will there be an update to this?

Answer: Users have the ability to add, delete or change the name of any company. After logon, click on the "Options" menu item, and then select "Setup". The very first tab you see is the "ICC Entry" tab. Enter the 3-digit ICC code and insurance company name, and press "Add Issuer". Next hit OK and the new or corrected ICC and name entry appears in the ICC code dropdown list box under the Insurance tab.

We issue ID Cards under two different agencies from one PC. When I log on and print a card it has my name and address in the upper left side of the document. When another agent logs in and prints a card it still has my name and address on the upper left of the card. How do we allow the printing of multiple agencies?

Answer: IDCardGen was designed to print cards for a single agency at a single location. No matter which Issuer logs in, it will always print the agency name and address that you entered the very first time you set up the program. If you wish to change this name and address you can select the "Options" menu item, then select "Setup". Next select the "Agency Info" tab and correct the information. If you want to be able to print ID Cards using multiple agency names and addresses it is suggested that you install a separate copy of IDCardGen on your PC for each agency. Be careful not to choose the same location each time you install it or it will just overwrite itself. The destination path may be altered by choosing a ‘custom’ install. The alternative to this would be to install the software on a different PC with the second issuer name.

I’m only given 20 characters for street address. How do I fit longer addresses in to the space provided?

Answer: Abbreviate part of a name by removing right-most vowels until the name fits.

BASIC FORMAT:

Number (space), Street Name (space), Street Type. Spaces count as a character.

BASIC EDIT PROCEDURE:

Use standard abbreviations when possible (ST, AV, RD, DR, etc).

Edit street number to numerals when spelled out alphabetically. If still over 20 characters:

1. Eliminate unnecessary parts of the street name (if possible).

2. Eliminate vowels in STREET NAME from RIGHT to LEFT.

Apartments

17 Latham Villages Lane Apt 10 edit as 17 LATHAM VIL LA A10

Directions

North, South, East, West edit as N, S, E, and W EXCEPT: When the direction is the name of the street.

West Avenue edit as WEST AV

Route Number

All RD, RT and RR addresses must show a road name or number. Always edit RD first, RT second, then the box, then the street or road.  If it will not fit, omit street or road.

Route 89, Box 123 edit as RT 89 BX 123

RFD 2 Box 245 Sunflow Rd edit as RD 2 BX 245 SUNFLOW

Rural Route 26 edit as RR 26

Post Office Box

P.O. Box 555 edit as PO BX 555

In Care Of

124 Fifth Avenue c/o John Doe edit as 124 5TH AV %DOE

We have to issue ID Cards for NY Dealer plates. These ID Cards don’t have a year, make or VIN. They simply read "Dealer-Garage Auto Liability Policy". Does IDCardGen allow printing of this notation?

Answer: Yes. There are three 3-digit non-vehicle specific codes related to Dealers and Transporters that you can enter in to the Year field the tell IDCardGen which notation to print.:

AON

DGP

ALP

What are these 3-digit codes in the vehicle year drop down box?

Answer: Those are the special codes used to issue non-vehicle specific ID cards. Please see the above answer above for more detail.

NOTE: the 4th non-vehicle specific code that can be used for fleet ID cards is:

AOV

MISCELLANEOUS

What operating systems will the IDCardGen software run on?

Answer: The IDCardGen desktop software has been tested under Windows 95, Windows 98, Windows 2000, Windows XP, Windows Vista and Windows 7.

I just downloaded the IIES software and received the following error message "System file is not suitable for running MS DOS and Microsoft Windows applications". What can I do to resolve this?

Answer: The following steps:

Article about this XP SP2 bug: http://support.microsoft.com/default.aspx?scid=kb;en-us;324767&Product=winxp

Would it be possible to install IDCardGen on a server, and then have all other PCs on the network run the program from that single location?

Answer: Yes. Here are the instructions:

  1. Log on to the server where the ID card software will reside.
  2. Install the program from the setup file.  It can be downloaded from the NYS Department of Financial Services’s web site on the IIES Download page.  An icon should be placed on the desktop.
  3. Double-click the icon created in #2, hit setup, and enter an agent’s issuer ID and key.
  4. Log into the application to make sure the issuer ID and key were added properly.
  5. Using Windows Explorer, navigate to the server location where the ID card software was installed.
  6. Opposite-click (right-click for right-handed users) on the InsuranceCardGen.exe file and choose ‘Create Shortcut’.
  7. Copy the shortcut created in #6 to the desktop of every PC that is being used to issue ID cards.

Please Note:  Due to security issues with viewing HTML help files over a network, Microsoft released patch KB896358.  The patch will cause the message “Action canceled” or “The page cannot be displayed” to appear when making a selection under “Help” or “FAQ.

Screenshot of "Action canceled" page

Screenshot of "The page cannot be displayed"

To resolve this issue, the New York State Department of Financial Services and the Department of Motor Vehicles recommends either one of the two solutions below.

I just installed IDCardGen but I don’t see any new icons or folders. What happened?

Answer: This will usually happen to PCs running Windows NT. If the person who installed IDCardGen is not an ‘Administrator’ of the PC or if the NT security level of the person currently logged on is not high enough to allow setup programs to create shortcuts, then the following instructions can be used to create the proper icon on the desktop:

Do I need special paper to print these new bar-coded ID Cards?

Answer: Each IDcard shall consist of at least two identical parts, 5 inches through 8 inches in width by 3 inches to 5 inches in height, printed on stock not lighter than 20–pound white bond, and shall bear the title "NEW YORK STATE DEPARTMENT OF FINANCIAL SERVICES IDENTIFICATION CARD" and the form numbers prescribed by this Part. Minimum size: 3" X 5 ". Maximum size: 5 " X 8 ". ID cards shall be computer issued. Portions of the required information, such as the legally required statements, may be pre-printed. ID cards shall contain the compliant encrypted 2D bar code security feature produced in full accordance with the specifications prescribed by this Part and DMV technical documentation.

If a customer is purchasing a new vehicle and the Dealer is registering the vehicle for the customer, can the Dealer use a faxed copy of the new 2D bar-coded ID Card or does the DMV require and original 2D card?

Answer: Yes. If the bar code card is readable (the large "faxable one" on the 8 " X 11" sheet under the "two-up" printed ID cards) after faxing. The quality of the two fax machines can be an issue. E-mailing rather than faxing is recommended.

LOADING/SAVING

Is there a way I can save an ID card so I can pull it back up and change some of the information at a later date?

Answer: Yes. As of version 1.2 you are now able to load and save ID cards. These files will be stored XML format, which should make it easy for other programs to read and understand the data. You may access these features under the ‘File’ menu.

When I try to load or save a document I keep getting an error that says "Error Initializing MS XML Parser. Please make sure you have Microsoft XML Parser 3.0 and Microsoft Internet Explorer 4.01 SP1 or greater installed on your PC. You may reinstall IDCardGen and answer YES to the installation of this tool." What does this mean?

Answer: This error means IDCardGen was unable to start the XML parser. This utility comes with the IDCardGen installation file. If reinstalling IDCardGen doesn’t make this error message go away you should download and install the very latest Microsoft Internet Explorer browser as it is an essential component for the XML parser to work properly.

What is this batch processing feature?

Answer: The batch process feature is mainly meant for advanced users who wish to export their policy data from their agency management systems or mainframe and package and import and process it using the IDCardGen software. Please see the Batch Processing section in the help file for more information on how to use this feature.

Individuals:

You must have received your key via e-mail from us before you can call to obtain your PIN. If you haven't received your key via e-mail, you will be told that your license number is invalid. Please allow us one business day to process your information once you have completed Step 1A.

Agencies, Businesses and Companies:

You must have received your key via e-mail and your access code via the postal service before you can call to obtain your PIN. Please wait to receive your access code in the mail before calling to obtain your PIN. On the day we forward you the key via e-mail, your access code will be generated and mailed to you.

Return to the IIES main page

*** ORIGINAL information on iiesfaqs.htm ***

Return to the main IIES page

Questions regarding the download of the software from the NYSDFS Web site may be directed to NYSDFS at INS-IIES@dfs.ny.gov.  Please label the subject of the e-mail "IIES". Questions regarding the software may be e-mailed to DMV at iies@dmv.ny.gov.

You may also call the following representatives for further assistance:

  1. The Independent Insurance Agents Association of New York: 1-800-962-7950
  2. Members of the Professional Insurance Agents Association: 1-800-424-4244
  3. The New York State Department of Financial Services Help Center: 1-518-473-3207

We write in several companies, and would prefer to minimize the number of key's we receive. Are we permitted to use a "master company" to represent all of our writing companies? In other words, enter the DMV ICC code and the first 10 characters of the licensee name (as it appears on the NYS Department of Financial Services license) for one company, and receive one key to access the software?

Answer: Multiple people may share the same PIN and Private Key BUT care must be taken to ensure that no one knows both the PIN and Private Key other than the person responsible for them. The private key is used to ensure authenticity of the issuer of insurance. If multiple people know both the PIN and the Private Key and then leave the company, the potential for fraudulent use of the key exists.

It is the responsibility of any organization that is considering sharing one key, to develop their own internal security procedures that will help prevent the key from being compromised.

** Please note that if a key is compromised, a new key will have to be reissued by SID. In the instance where everyone shares one key, ID cards will not be able to be issued until a new key is generated.

I am writing to seek confirmation that the new bar code ID requirement will not apply to the following items that we insure:
We would also like your confirmation that the bar code ID card requirement will apply to:
Regarding the assignment of Security Codes and PINs for our agents. Rather than having you deal with each of our agents independently, we were wondering if we could send you a list of our agents’ license numbers, have you assign security numbers and PINs to each, and then return the list to us. We would then program these numbers into our mainframe programs, and print the proper numbers in the bar code of ID Cards printed in the agent’s office. Not only would this streamline the process, but it would add to the security, since the agent and no one in their office would even know the Security Code or PIN. This way, no one connected to the agent’s office could steal it or use it improperly. As agents were added or left our company, our regional office would maintain this listing with the DMV to make the necessary changes.

Answer: The PINs and encryption keys are assigned to each licensed entity or individual and follow their license. Therefore, even though an agent might leave your employ, they would still maintain the same PIN and encryption key. Your proposal to have the PINs and encryption keys for each of your agents sent directly to your company could be problematic. However, there is nothing in our regulations or requirements that prohibits your captive agents from providing their PINs and encryption keys to you if they so choose. It is totally their responsibility to ensure that these items are not compromised once assigned to them.

I would like to know if the bar-coding is required on temporary ID cards issued at the agent’s office if permanent ID cards are issued with the policy when it is issued from the company.

Answer:  Yes, bar-coding is required on temporary ID cards. Our PC software will allow you to do that if your have a PC that runs Windows 95 or better. Some companies are building their own systems to allow agents to issue temporary cards and some vendors of management information software are developing software updates to allow that.

Regarding the address fields. We have an insured that lives at 1234 Albany- Schenectady Rd. How would you abbreviate this to be acceptable? Also, our agency is located on Dublin-Loudon Rd. How would this be abbreviated? In cases where the address is an apartment, do we not include the apartment numbers?

Answer: Our Issuing Office Procedures (400 series) have some guidelines. Here are a couple:

ABBREVIATING TO FIT THE SPACE
If the address is too long for the 20 spaces, omit the street type first.
EXAMPLE: 16497 Metropolitan Street
EDIT AS: 16497 METROPOLITAN

If the street name is still too long, remove vowels starting from the last letter of the street name. If the name ends in 2 vowels, start omitting vowels from the last consonant.
EXAMPLE: 14040 W Humphreysville Road
EDIT AS: 14040 W Humphreysvll

If the street name is a word which has an accepted abbreviation, such as the name of the state, you should use that abbreviation.
EXAMPLE: 1575 Massachusetts Avenue
EDIT AS: 1575 MASS AV

APARTMENT AND ROOM
Abbreviate apartment as APT, AP or A (as space permits) and place it after the address. Use a space between the street address and the apartment abbreviation, but do not space between the apartment abbreviation and the apartment number.
EDIT AS: 123 MARSHALL ST A12
250 MAIN ST APT6
Abbreviate room as RM. Use RM the same as you use APT.

Also, you wrote that "we are located on Dublin-Loudon Rd. How would we abbreviate that?" You won’t have to abbreviate the address of your agency because this information is just printed on the ID Card for display purposes and its not going to be entered into our mainframe. The program allows 30 characters for the Agency Name, Agency Address1 and Agency Address2. The only address that is limited to 20 characters is the client they are writing a policy for.

As a reminder you can enter the Agency name and address in one of the ‘Setup’ options under the Agency Info tab.

Individuals:
You must have received your key via e-mail from us before you can call to obtain your PIN. If you haven't received your key via e-mail, you will be told that your license number is invalid. Please allow us one business day to process your information once you have completed Step 1A.

Agencies, Businesses and Companies:
You must have received your key via e-mail and your access code via the postal service before you can call to obtain your PIN. Please wait to receive your access code in the mail before calling to obtain your PIN. On the day we forward you the key via e-mail, your access code will be generated and mailed to you.

Updated 01/13/2012

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