Field Definitions

Current Insurer ID
Original Insurer ID
Master Policy
Number
Broker Reference
Numbe

Dummy Policy Flag

Policy Type

Policyholder Name

Employer Name

Cover Start Date

Cover End Dat

Address Line 1
Address Line 2
Address Line 3
Address Line 4
City / Town
County
Country
Postcode
Supplied Full
Address
Supplied Address
Type

ERN Exempt Flag

Employer Reference
Number

Transaction Type

FOOTNOTES
1

Extract
from Data
:
ELTO
Policy
Template
Guide
v1.0
Effective From: 21
September 2010

ELTO Policy Data Template Guide

ELTO Policy Data Template Guide

The ELTO Policy Data Template has been prepared so that insurers can provide this
information to their brokers and delegated authorities (DAs) for the purpose of outlining1 the
data required for Employers Liability Database (ELD) purposes. The intention is that by
utilising a single industry-wide template, brokers and DAs will see a clear and consistent
expectation about the policy information that they need to capture and report to insurers, so
that they can in turn satisfy the new data supply obligations.
This accompanying guide provides information about the various EL information required for
each record, and should be read in conjunction with the ELTO Broker and DA Memo. It is
important to note that this template is not used for supplying data directly to the ELD; the
template is used by brokers and DAs for providing policy information to insurers.
Guidance Notes
The Field Definitions table below shows the definition of each field, taken directly from the
ELD Front Office Functional Specification v3.0, apart from a few alterations that are specified
in footnotes. For additional guidance, the main points to note when using this template are:
1. Mandatory Data
The template shows which fields are mandatory, which fields are optional and which
fields are conditional. Where a field is conditional, the field definition notes (see below)
explain what the field is conditional upon. One example is that the Employer Reference
Number field becomes optional if the ERN Exempt Flag is populated with a Y. If the
flag is set to N, the field becomes mandatory. In this scenario, the former fields status
is conditional upon what has been entered in the latter field.
2. Parent and Child (Group and Subsidiary)
It is a requirement to capture information about every subsidiary company that is covered
by the policy. For example, if the policy covers the policyholder (e.g. the parent / group)
and four subsidiary companies, five individual records are required. The first should be
the Parent, which is indicated by entering P in the Policy Type field. The four
consequent records should be entered individually with C in the Policy Type field.
3. Address
Address information is mandatory for all Parent records and optional for all Child records.
Where a childs (e.g. a subsidiary company) address information is known, brokers and
DAs to provide this information. Address data can be provided in one of
two ways: Multi-Line Address or Full Supplied Address. The Multi-Line Address
option is encouraged as a preference wherever possible.
4. Employer Reference Number
It is a requirement to capture the Employer Reference Number for every parent and child
record. The only time that the ERN Exempt Flag may be set to Y, is where the
employer has a legitimate exemption.
1 It is important to note that the Excel file provided is intended to show the information and format that
insurers will be required to provide to ELD. Insurers will liaise with their brokers and DAs about how
the information is provided, which may or may not be via an Excel file.
Field Heading Definition

Current Insurer ID Identifies the current insurer. See footnote 1

Original Insurer ID Identifies the insurer with whom the policy was originally
taken out with.
Master Policy Number Identifies the master policy on the insurer's own system.
Must not be all spaces or all zeros, or spaces and zeroes
Broker Reference Number Identifies a reference that the broker will have to uniquely
identify the policy. This field is mandatory.
Dummy Policy Flag Identifies whether or not the supplied master policy
number is a dummy policy number. See footnote 2 below
Policy Type Identifies whether the record is a Parent or Child record,
P for Parent and 'C' for Child.
Policyholder Name Identifies the name of the policy holder. If this record has
a Policy Type value of 'P', then this field will hold the
Parent Policy holder name, otherwise the field will be
blank
Valid entry is either P-parent or C- Child
Parent - represents the Master Policy
Child - represents the Subsidiary organisations held against the master policy
Employer Name Identifies the employer name (The name known by the
employee). If a Trading As Name exists on this policy, the
supplier will concatenate the Trading As Name to the
Employer Name.
Cover Start Date Identifies the known cover start date of the policy for the
current period of cover (This is not the policy inception
date). Must be a date in the format CCYYMMDD. If this
record is for a Child (Policy Type = C), the date
supplied here should be within the Cover Start and Cover
End dates of the Parent record inclusive.
Cover End Date Identifies the known cover end date of the policy for the
current period of cover. Must be a date in the format
CCYYMMDD. Must be greater than the Cover Start Date.
If this record is for a Child (Policy Type = C), the date
supplied here should be within the Cover Start and Cover
End dates of the Parent record inclusive.
Address Line 1 Should identify the first line of the Multi-Line address
supplied by the insurer. See footnote 3 below
Address Line 2 Should identify the second line of Multi-Line address
supplied by the insurer
Address Line 3 Should identify the third line of the Multi-Line address
supplied by the insurer
Address Line 4 Should identify the fourth line of the Multi-Line address
supplied by the insurer
City / Town Should identify the City/Town of address
County Should identify the County of the address
Country Should identify the Country of the address
Postcode Identifies the Postcode of the address
Supplied Full Address Identifies the unstructured address supplied by the
Insurer. See footnote 3 below
Supplied Address Type Identifies the address type supplied by the Insurer. This
field becomes mandatory if the Policy Type = 'P' or if any

of the address fields on Policy Type = 'C' are populated.

If used - Supplied Full Address contains an unstructured address
See footnote 4 below
ERN Exempt Flag Identifies if the Employer Reference Number is
applicable to this policy record. Y = exempt
Employer Reference Number Identifies the Unique ID / PAYE Code.
The format for most numbers allocated since 2001 is
NNN/Aznnnnn, where NNN is the 3 digit number for the
Tax Office whose catchment area the employer falls into,
and Aznnnnn is the ERN, where n is numeric and A and z
are letters. For numbers allocated prior to 2001, the
format is NNN/Annnnn in the majority of cases.
Description of Activity on policy The valid options are:New Business
MTA
Cancellation
Lapse
Renewal
Data Content Definition
Where a policy involves co-insurance, the Current Insurer and Original Insurer fields
should be populated with the lead insurer only. .Insurers and DAs supplying data
directly to ELD will enter an allocated four-digit ID code in these fields. For the purposes
of this template however, it is sufficient to enter the insurers name.
Instructions for use of the Dummy Policy Flag may vary amongst different insurers. It is
anticipated that the flag will be set to N in the majority of cases.
Address

There are alternate address presentations.

Either enter
Address line 1 to 4 plus Postcode, Town , County, Country (As much as known in appropriate lines)
Or enter
A single line of address in the Supplied Full Address Field
RSA expect Brokers to use a structured address where possible I.e the Address line 1, Address line 2,
Postcode, Town as a default approach
The single line address (Supplied Full Address) will give more limited search capabilties to potential
claiments using the ELTO database as indiuvidual fields are not identified
Supplied Address Type
The ELD caters for different address formats due to the different formats that insurers
use, and because address data is optional for child records. The Supplied Address
Type field can be populated using one of the following three digits:
0 = No Address Supplied (where the address is for a child record)
1 = Unstructured Address (where all the address data is in one field)
2 = Multi-Line Address (where only Address Line 1 and the Postcode (if supplied) is guaranteed to be
in the appropriate field

Parent / Child representation

331527697.xlsx

Current Original
Insurer Insurer
M

Master Policy
Number
M

Broker
Reference
Number
M

Dummy
Policy Type
Policy Flag
M

Policyholder Name

Employer Name

Cover Start Date

Cover End
Address Line 1
Date
M

20160516

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Address Line 2 Address Line 3 Address Line 4

O

City / Town

County

Country

Postcode

Supplied
Full
Address
C

Supplied
Address
Type
M

ERN
Exempt
Flag
M

Employer
Transaction
Reference Number
Type
C

M
Y
N

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