Instructions for Electronic Filing - Data from the Unpaid Claims and Loss Ratio Exhibits

Document Properties

  • Type of Publication: Instruction Guide
  • Date: September 2013

1. Introduction

The Autorité des marchés financiers (the Autorité) and the Office of the Superintendent of Financial Institutions (OSFI) require that insurers complete the Unpaid claims and loss ratio exhibits starting with financial year 2003.  A hard copy of these exhibits should be included in the actuarial report.  The regulators also require that an electronic copy of these exhibits be filed with them.  The following document provides the guidelines for the electronic filing.  These guidelines closely follow the requirements for the electronic filing of the P&C annual return.

These instructions have been prepared to give detailed technical guidance to insurers and software vendors in developing systems for capturing Unpaid claims and loss ratio exhibits data for filing with OSFI.  Instructions published by the Autorité should be consulted for guidance on filing the Unpaid claims and loss ratio exhibits data with the Autorité.

The American Standard Code for Information Interchange (ASCII) is used as the data representation standard. Those familiar with systems will know that ASCII can be generated by spreadsheet-based systems and by systems developed in more traditional mainframe or microcomputer-based programming environments.

Specific guidelines on how to submit the return via Regulatory Reporting System (RRS) to OSFI are also included in the instructions.

The instructions are subject to revision and improvement.  Any queries or suggestions should be addressed to your primary regulator.

2. Type of Data

The Unpaid claims and loss ratio exhibits consist of numeric data in many different formats:  whole numbers; amounts rounded to thousands; decimals; ratios and percentages.  In addition there is text data (Actuary's category).

The data representation standard used is ASCII.  Data can be assembled in ASCII format from either spreadsheets or other data processing applications.  These instructions require that:

  1. The data reporting file consists of ASCII Standard Delimited Format ("SDF") fixed-length records;
  2. The file be given a unique file name, as described in "File Naming and Submission to OSFI" (Section 4) and "File Naming and Submission to Autorité" (Section 5), to identify the insurer and the year of reporting;
  3. Each record, consisting of a datapoint address and a numeric amount or text, follows the record layout described under "Record Layout" (Section 3);
  4. Each datapoint address contained in a record be defined using the common four element system:

    P1 / P2 / LL / CC:

    P1 → Exhibit category (see Appendix 1)
    P2 → Actuary's category
    LL → Line
    CC → Column

    As illustrated under Section 3, "Record Layout", all numeric and text data will be represented in the file in the same formats as prescribed in the instructions for completing the forms (i.e., figures rounded to thousands should be represented in thousands; ratios to two decimal places should be represented as such). Negative figures in the data will be represented in the file with a leading "minus" sign.

3. Record Layout

3.1 Record layout - numeric data

The file is to be made up of ASCII Standard Delimited Format fixed length records, each record consisting of a datapoint address and an associated, right justified numeric amount. The layout of each record, including the field location, length and information about each field is as follows:

Location Length Type Information
1 – 2
3 – 4
5 – 6
7 – 8
9 – 23
2
2
2
2
15
Numeric
Numeric
Numeric
Numeric
Numeric
Page number – Exhibit category
Page number – Actuary's category
Line number
Column number
Amount reported in the ExhibitFootnote 1
 

Examples of record layout:

Examples of record layout – numeric data
Page Line Column Amount
01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23
1 6 0 1 1 2 0 6 3 2 7 5 0 6 - 0 0
1 6 0 2 0 5 0 5 - 6 2 4 9 - 0 0
9 9 9 9 1 6 1 2 2 5 1 5 5 1 1 2 - 0 0
5 1 0 2 1 0 1 7 1 7 8 - 8 0
5 1 0 1 1 2 1 6 - 2 0 - 5 0
6 6 0 1 0 3 0 9 1 1 - 4 0

The page number relating to the exhibit category is found in Appendix 1. The page number of the actuary's category should start at page "01" and be incremented by one for the following categories.  The "Total" page will have 99.99 as its page number.

As an example, if the actuary has subdivided the exhibit category "Liability" into two, we would have the following page number for an insurer:
Actuary's category Exhibit category Page
Liability – Commercial Liability 1601
Liability – Other Liability 1602

3.2 Record layout – text data

The text file allows us to identify the actuary's category and basis of reporting. The file is to be made up of ASCII Standard Delimited Format fixed length records, each record consisting of a datapoint address and associated text.  By default, the column number is "01".  The layout of each record, including the field location, length and information about each field is as follows:

Location Length Type Information
1 – 2 2 Numeric Page number – Exhibit category
3 – 4 2 Numeric Page number – Actuary's category
5 – 6 2 Numeric 01 – Actuary's category
02 – Accident Year or U/W Year
7 – 8 2 Numeric Default value = 01
9 – 10 2 Numeric Blank fields
11 – 120 110 Text Actuary's category

Examples of record layout:

Examples of record layout – text data
Page Line Column Blank Text
01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 ...
1 6 0 1 0 1 0 1 R E S P . C O M M E R C I
1 6 0 1 0 2 0 1 A C C I D E N T   Y E A R
1 6 0 2 0 1 0 1 R E S P . A U T R E S
1 6 0 2 0 2 0 1 A C C I D E N T   Y E A R
9 9 9 9 0 1 0 1 T O T A L            
9 9 9 9 0 2 0 1 A C C I D E N T   Y E A R

4. File Naming and Submission for OSFI

Return file for OSFI should be submitted through the Regulatory Reporting System (RRS).  The file(s) should be named as per the RRS – Manage Financial Returns User Guide for Insurance Companies found under Filing Instructions, Returns and Penalties on OSFI’s Website at www.osfi-bsif.gc.ca.  The convention for Structured Financial Returns should be followed.

The numeric data file should have the file extension of .OSFI and the text data file should have the extension of .TXT.

Example numeric data file name:  CA12311A0620R.OSFI
Example text data file name:  CA12311A0620R.txt

The example file name refers to a federally registered insurer, regulated by OSFI (C) with unique OSFI number A123, filing for year-end 2011 (11).  The Unpaid Claims and Loss Ratio Exhibits data filing is an annual return (A) with OSFI return code 0620.

For insurers using the PricewaterhouseCoopers software, the extensions are automatically added when the ASCII files are created.

5. File Naming and Submission for the Autorité

Instructions published by the Autorité should be consulted for guidance on filing the Unpaid claims and loss ratio exhibits data with the Autorité.

Appendix

Exhibit category
Page number for the Analysis Exhibits
Insurer Reinsurer
Proportional Reinsurance Excess Reinsurance
Property Personal 01 31 61
Commercial 02 32 62
Aviation 04 34 64
Automobile Liability - Private Passenger 23 53 83
Personal Accident - Private Passenger 24 54 84
Other - Private Passenger 25 55 85
Liability - Other than Private Passenger 26 56 86
Personal Accident - Other than Private Passenger 27 57 87
Other - Other than Private Passenger 28 58 88
Boiler and machinery 10 40 70
Credit 11 41 71
Credit Protection 12 42 72
Fidelity 13 43 73
Hail 14 44 74
Legal expense 15 45 75
Liability 16 46 76
Mortgage 17 47 77
Other Approved Products 18 48 78
Surety 19 49 79
Title 20 50 80
Marine 21 51 81
Accident and sickness 22 52 82
Total 99Footnote 2

Footnotes

Footnote 1

All amounts must be recorded with two decimal places.  Dollar amounts, including those already rounded to the nearest thousand must end with ".00" as shown in the example. A leading minus sign will designate negative amounts, as in the second example below. Default value should be "0.00".

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Footnote 2

The complete page number for the "Total" page is 99.99.

Return to footnote 2 referrer