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Add Project Insurance to a Company Record in the Project Directory

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Objective

To add project insurance information to a company record in the Project level Directory tool. 

Background

An insurance manager can use the steps below to add insurance information (for example, insurance policies and certificates) for the contractors, subcontractors, and other vendors who have company records in the Project level Directory tool.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the Project level Directory tool.
  • Additional Information:
    • If you have enabled the ERP Integrations tool for Sage 300 CRE, the system locks the following insurance fields when a Sage 300 CRE® vendor with insurance information is synced with Procore: Insurance Type (e.g., General, Automotive, Umbrella and Worker's), Effective Date, Expiration Date, Limit Amount, Name and Policy Number.
    • Insurance updates are recorded in the company record's 'Change History' tab.
    • If you would like to add the Insurance Provider as a Vendor/Company in the Project or Company Directory, add the provider first. See Add a Company to the Project Directory or  Add a Company to the Company Directory. 

Steps

  1. Navigate to the Project level Directory tool.
  2. Click the Companies tab.
  3. Click Edit next to the company that you want to add insurance information to.  
  4. Click the Insurance tab.
  5. Click Add Project Insurance.
  6. Complete the data entry as follows:
    Note: If you have enabled the ERP Integrations tool for Sage 300 CRE, the system locks the following insurance fields when a Sage 300 CRE vendor with insurance information is synced with Procore: Insurance Type (e.g., General, Automotive, Umbrella, and Worker's), Effective Date, Expiration Date, Limit Amount, Name, and Policy Number.
    • Type. Enter the type of insurance coverage (e.g., General Liability, Umbrella/Excess Liability, Builder's Risk, Professional Liability, Pollution Coverage, and so on). 
    • Insurance Provider. Input the insurance carrier's name exactly as it appears on the insurance certificate.
    • Policy Number. Type the full policy number exactly as it appears on your certificate.
    • Exempt. If the company for which you are entering insurance information holds a certificate or affidavit of exemption, mark this checkbox (e.g., Workers' Compensation).
    • Limit Amount. Enter the limit amount for the insurance in this box  (e.g., If the combined single limit amount is two million dollars, enter 2,000,000). 
      Note: You can enter up to seventeen (17) characters in the Limit Amount box.
    • Information Received. Mark this checkbox if you received the complete set of paperwork regarding this insurance.
    • Effective Date. Enter the effective date as it appears on the certificate.
    • Expiration Date. Enter the expiration date as it appears on the certificate.
    • Send Expiration Notification?: Mark this checkbox to have automatic notification emails sent to users designated as insurance managers in your Directory and the vendor's primary contact and invoice contacts when the insurance is about to expire. See Who receives notification emails when a vendor's insurance expires?
    • Status. Select one of Procore's default informational statuses from the drop-down list. See What are the default statuses for insurance in Procore?
      Notes:
      • Because compliance and registration standards can vary between countries, provinces, cities and by your organization's own standards and requirements, its recommended that your organization decide how best to apply the available informational statuses to vendors in your organization's Company Directory.  
      • Changing a status at a later time will NOT trigger any automated email notifications, because Procore's automated email notifications to the Insurance Manager are associated with the Expiration Date.
    • Notes. Type any additional information about the insurance. 
    • Additional Insured. Add a free-text entry about any additional insured entities for the Certificate of Insurance (COI). 
    • Attachments. Click the Attach File(s) link or use the Drag-and-Drop File(s) area to add the relevant insurance policy, certificates, and any affidavits here. 
  7. Click Add.
    This adds the insurance information to the Insurance tab.