Online Hail Policy Submittal

System

User Guide

MUNICIPAL HAIL INSURANCE

 Online Hail Policy Submittal System

Contents Page

SECTION 1 - REGISTERING 3-6

How to Register for an Account 3
SECTION 2 - ENTERING CROP REPORTS 7-11
Step 1 - Select Owner 7
Step 2 - Enter Crop Information 9
Step 3 - Sign & Submit 10
SECTION 3 - PMHI 12-20
Create PMHI Policy 12
Step 1 - Application Questions 13
Step 2 - Land & Crop Questions 15
Step 3 - Submission Status 16
Step 4 - Payment 17
PMHI Policy Summary 20
SECTION 4 - CLAIMS 21-23
Step 1 - Select Owner 21
Step 2 - Claim Entry 21
Step 3 - Sign Claim Declaration 23
SECTION 5 - HISTORY 24
Claim 24
Policy 24
SECTION 6 - QUOTE 25
Start Quote 25
SECTION 7 - USER PROFILE 26-29
General 26
Favourite Crops 27
Manage Owners 28
RM & TWP Access 29
SECTION 8 - FAST FILE 30-38
Crop Report 30
Hail Claim 35
2
Back to Index Online Hail Policy Submittal System

SECTION 1 - REGISTERING
How to Register for an Account
• Enter into our website ([Link]) and click on ‘File Crop Report’. This
will take you to the Online Policy Submittal System where you have the option to
submit your crop report by FastFile (referenced on page. 30) or by Creating an
Account.
• To create an account, simply start by inputting your email address in the space
provided under 'Create an Account' on the right side of the page and then click the
blue 'Create Account' button.

• After you click 'Create Account', you will be taken to the Customer Registration
page. Here you will have to confirm your email address, create and confirm your
password (must be at least 10 characters). Enter your first and last name, select
which province(s) you own land in, input your base RM if you own land in
Saskatchewan or your township if you own land in Alberta or Manitoba, and select
how you heard about Municipal Hail.
• There is also a section at the bottom of the registration form that is for SMHI
customers to input their owner number and security code.
o Municipal Hail recommends if you are an SMHI customer that you do take
the time to input your owner number and security code in order to
associate it to your new account you are creating. Your owner number
and security code are found on the top right corner of your crop report.
• After you have everything filled out correctly, click 'Register' down at the bottom of
the page.

3
Back to Index Online Hail Policy Submittal System

• Once you have clicked 'Register', you will get a pop up message stating
'Registration successful'. Please confirm your email, by clicking on the
confirmation link we have emailed you.
• After this message pops up, you should have an email in your inbox from us, click
'Confirm your email'.

4
Back to Index Online Hail Policy Submittal System

• Once you have clicked 'Confirm your email', you will be redirected back to the
website where you will have a message saying 'Thank you for confirming your
email. Please click here to login'. Click where it is underlined and you will be
redirected back to the home page .

5
Back to Index Online Hail Policy Submittal System

• Once you are redirected back to the home page, log in with your credentials in
the top left corner.
• After you have your email and password typed in, tick the 'Remember Me' box
before you log in if you want your email and password to be saved to your
computer.

6
Back to Index Online Hail Policy Submittal System

SECTION 2 - ENTERING CROP REPORTS

Step 1 - Select Owner
• Once you have registered and logged in, click on 'Start' under 'Crop Report' in the
left menu (or you can click 'File/View Crop Report' under 'Task Shortcuts' right on
the home page).

• If you already entered in your owner number and security code when you were
registering, select yourself under 'Owner' by ticking the box next to your name and
then click on the blue 'Enter Crop Information' button from down below.

7
Back to Index Online Hail Policy Submittal System

• If you haven't already associated your owner number with your new account, you will
have to do that now by clicking 'Add New Owner'. Two boxes will pop up, one for your
owner number and one for your security code. Once you have those entered, click 'Add
Owner' again to associate your owner number with your new online account.
o If you have more than one owner, you can associate all your owners under the
same account.

• Once you have your owner number associated follow the steps above and select
yourself under 'Owner' by ticking the box next to your name and then click on the blue
'Enter Crop Information' button at the bottom of the page.
o If you have multiple owner numbers associated to your account, you can input
all of the crop reports at once by ticking the 'Select All' box. If you only want to
input a few and not all of them, tick the boxes to the left of the owner. Once
you have the crop reports selected, click 'Enter Crop Information'.

8
Back to Index Online Hail Policy Submittal System

Step 2 - Enter Crop Information

• Now that you have selected an owner, the land for the owner(s) will come up on the next
screen.
o If all your owned cultivated land is not listed on the screen, click the 'Add Land'
button at the bottom of the page. Enter the RM and land location of the new
land, select an owner and ownership option from the drop down menu, and then
click 'Save' to add the land to your crop report.
o If you ever want to delete a piece of land that you have added, click on the trash
can icon next to the land.
• Enter the Acres, Crop, $Ind/Acre, and Coverage(Ded) for each land location.
o When choosing the type of crop, you can click on the down arrow beside the box
or you can type the first letter of the crop that you would like. If there is more
than one crop starting with the same letter, keep hitting the down arrow and it
will go through all of them or continue typing the crop name. This also applies to
the type of deductible.
• Once you enter the Coverage(Ded), hit tab twice to take you to the next line.
o If there is more than one type of crop on the same piece of land, hit tab once and
then hit enter to add a new line with the same land location.

• If you want the same indemnity and coverage for the whole crop report, use the '$Ind/
Acre' and 'Coverage(Ded)' boxes on top of the land locations to populate all rows by
entering an amount and deductible and clicking 'Apply'.
• If you no longer own a piece of land listed, tick the 'Request Removal' box next to the
piece of land you want to remove. Then select a reason from the drop down menu and
in the comments section give us as much information as you can as to why you want
the land removed.
• Once all the crop report is entered, click on 'Next Step' at the bottom of the page.
o If you missed something or there's an error you will receive a message on
what is incorrect or missing.

9
Back to Index Online Hail Policy Submittal System

Step 3 - Sign & Submit

• After you click 'Next Step', you are taken to the Crop Report Terms & Conditions page.
Please read them over, select a response from the drop down menu regarding more
coverage, select the applicable declaration, and then provide your electronic signature at
the bottom and tick the signature box.
• After everything has been read over and filled out, click 'Agree & Sign' at the bottom.

10
Back to Index Online Hail Policy Submittal System

• Once you've clicked 'Agree & Sign', you will get a message that that the crop report was
successfully submitted. Emails of your crop report will automatically be sent to the RM
Office, Municipal Hail Insurance and yourself.
• You are now done submitting your crop report although you are given the option of
entering another crop report or buying PMHI insurance from this screen. If you would like
to do either of those, click the corresponding button.

11
Back to Index Online Hail Policy Submittal System

SECTION 3 - PMHI
Create PMHI Policy
• Click on 'Start' under 'PMHI' in the left menu to begin creating a PMHI policy.
• Select the owner name and number from the drop down menu. If you don't see the
owner you want to create a policy for, click 'Add New Owner' and fill out the 'Create
New Owner' form.
• Once you have the owner selected, select the province you have land in from the
drop down menu and then click 'Next Step' to take you to the PMHI Policy Purchase
Checklist.

12
Back to Index Online Hail Policy Submittal System

Step 1 - Application Questions

• Click on ‘Add’ to the right of Step 1: Application Questions.

13
Back to Index Online Hail Policy Submittal System

• Answer all the application questions and make sure your email address and
phone number are entered correctly at the bottom of the screen. Once you have
all the questions filled out correctly, click on 'Save & Return' at the bottom of the
page.

14
 Back to Index Online Hail Policy Submittal System

• You will notice that the status of the application questions now indicates
'Completed'. These answers can be updated anytime prior to payment by clicking
'Edit' to the right of the Application Questions.
• Next you will click on 'Add' to the right of Land & Crop Questions.

Step 2 - Land & Crop Questions

• If you click on 'Import Policy Details' you have the option to import land from 'Previous
Land History', 'Current Year Land History', 'Crop Report Information', or from a 'Quote'.
• If you select 'Previous Land History', this will bring up land insured with PMHI from the
previous year. If you tick the check box next to a piece of land and click 'Populate Quote/
Policy', this will incorporate the land onto the policy you are creating.
• If a PMHI policy has been submitted in the current year under the same owner
number, the ‘Current Year Land History’ button can be used. It works the same as
‘Previous Land History’ and will bring in your land as well as your crop and acres.
• If you select 'Crop Report Information', you are able to import your crop report details
including acres and crop type into the policy you are creating. If you select 'Quote', you
are able to import a quote you had previously saved into the policy you are creating.
• If you are entering new land, enter the information in the corresponding boxes
regarding Land Location, Acres, Crop, $Ind/Acre, and Coverage(Ded) type.
• Once you enter the Coverage(Ded), hit tab which will take you to the ‘Add Crop’ button. If
there is more than one type of crop on the same piece of land, hit enter to add a new line
with the same land location. If there is only one type of crop for that land location, hit tab
again to get down to the 'Add Land' button. Hit enter or click on ‘Add Land’ and this will
add a new line where you can input the next land location.
• If the customer wants the same indemnity and deductibles for their policy you can use
the '$Ind/Acre' and 'Coverage(Ded)' boxes on top of the land locations to populate all
rows by entering an amount and deductible and clicking 'Apply'.
• If you want to delete a line in the policy, click on the trash can icon to the right of the
deductible column.
15
 Back to Index Online Hail Policy Submittal System

• To complete this stage of the application you must click 'Save & Return' in the bottom right
corner. This function will perform final checks against the database. If successful, you will be
taken back to the PMHI Policy Purchase Checklist page. If you need to make any changes to the
policy details you may still do so by clicking on the 'Edit' button beside 'Land & Crop Questions'.
It is very important to note that the policy is not yet saved.
Step 3 - Submission Status
• To save the policy, click on the ‘Create/Save Policy’ button beside Submission Status.
• If you make any changes after you have created a policy the system will require
that you click ‘Create/Save Policy’ again before proceeding with payment.
• You will now have been assigned a web generated policy number which will start with 8888.
A new policy number will be assigned once the application is verified at our office.

16
Back to Index Online Hail Policy Submittal System

Step 4 - Payment
• If you are ready to pay for the application, click on the ‘Make Payment & Submit
Policy’ button found to the right of Step 4, Payment. This will open the
'Statutory Conditions'. Please read the terms and conditions, sign the Declaration
at the bottom of the page, tick the box stating you have read and agree with the
conditions, tick the electronic signature box, and then click 'Agree & Sign' at the
bottom of the page.

17
Back to Index Online Hail Policy Submittal System

• After you click 'Agree & Sign', you are directed to the Credit Card Payment
screen. Enter your credit card number, expiration date, and the amount.
• Multiple credit cards can be used when making a payment by clicking the 'Add
Card' button. The payment can be split however you need but the amount
listed for the credit card(s) must add up to the total premium amount before
the transaction(s) will be allowed to go through. There is no limit to the
number of credit cards you can use.
• If all is correct, click 'Process'.

18
Back to Index Online Hail Policy Submittal System

• Once you click 'Process', the system verifies your payment and you will get a
verification message stating that your policy was submitted successfully.
• You are able to view your application from this screen by clicking 'View
Application' or view the transaction by clicking 'View Transaction'.
• At this time emails are automatically sent out to Head Office and yourself.

19
Back to Index Online Hail Policy Submittal System

PMHI Policy Summary

• The Policy Summary screen provides you with a list of your current policies.
• Click 'View/Edit Existing Policies' next to each policy to expand each one so you are
able to view the policy status.
o For policies that are not completed, you are able to go back into the policy
questions and details by expanding the policy and clicking 'Add/Edit'. You can
also go back into completed policies, but will only be able to view what has
been done - policies are not editable once paid.

20
Back to Index Online Hail Policy Submittal System

SECTION 4 - CLAIMS
Step 1 - Select Owner
• Click on 'Start' under 'Claims' in the left menu to begin your claim. Any crop
reports and policies you have created will populate in the list below, select which
one you want to create a claim for and click 'New Claim' next to it.

Step 2 - Claim Entry

• Once you start your claim, your land from your crop report or policy will populate on
the claim screen. For the land that has received hail, tick the box under the 'Claim'
column.
o The full acres will automatically populate in the acres box. If the hail didn't
affect the full acres then reduce the number in the 'Acres' box.
• Select the appropriate damage from the drop down menu under the 'Percent'
column. Then tick whether it is a fire claim or a hail claim, select the date the hail/fire
occurred from the calendar, and input the time of the storm (24 hour time).
o Make sure you use a colon (:) when inputting the time.
• Indicate if you are the owner or claiming on behalf of someone else by ticking the
appropriate response.
o If you are the owner, fill in your home quarter/town, phone number and
email in the spaces provided.
o If you are claiming on behalf of the owner, fill in the owner's home quarter/
town, phone number and email in the spaces provided.
o If you are claiming on behalf of self, fill in your home quarter/town, phone
number, email address, your interest in the land and crop, and your share of
insurance and hail taxes.
• Indicate if there are any other companies carrying hail insurance on these lands by
ticking the company or ticking 'Other' and writing in the space provided.
• Select whether you would like to appoint a representative or not. If yes, fill in the
representatives name, home quarter/town, phone number and email address.
• Select whether you would like a portion (or all) of the claim payment made out to
another party or not. If yes, fill in the other party's name, share of insurance and
address.

21
Back to Index Online Hail Policy Submittal System

• After you have everything filled out appropriately, click 'Sign and Submit Claim'.

22
Back to Index Online Hail Policy Submittal System

Step 3 - Sign Claim Declaration

• After you click 'Sign and Submit Claim', you are redirected to the Declaration page. Provide
your electronic signature in the space provided, address, and tick the electronic signature box
at the bottom of the page. Once everything is filled out appropriately, click 'Agree' at the
bottom of the page.

• After you click 'Agree' you will be redirected back to the main Claims screen where you will
see the status of your claim is 'Submitted'. Emails will automatically be sent to Head Office and
yourself.

23
Back to Index Online Hail Policy Submittal System

SECTION 5 - HISTORY
Claim
• The 'Claim' button under 'History' in the left menu shows all submitted claims for
the current year that you have entered.
• If you want to view or print a claim simply click on the claim number to download
the PDF.

Policy

Policy
• The 'Policy' button under 'History' in the left menu shows all your SMHI crop reports
and your PMHI policies for the current year.
• If you want to view or print a policy or crop report, simply click on the policy number
or 'CR' (for crop reports) to download the PDF.

24
Back to Index Online Hail Policy Submittal System

SECTION 6 - QUOTE
Start Quote
• If you click on 'Quote' and then 'Start' in the left menu you are able to generate
quotes for specific land locations.
• You are able to change the quote name at the very top, and then select which
province you want the quote for. If you choose Saskatchewan, you have the option
of including both PMHI and SMHI in your quote.
• Enter all the Land Locations, Acres, Crop, $Ind/Acre, and Coverage(Ded) that you
would like to include in your quote.
• Once you are done, you can click 'Download Quote PDF' to download and print your
quote or you can click 'Save Quote' or 'Cancel Without Saving'. If you save your
quote, you can go back and view it any time by clicking 'Summary' under 'Quote' or
you can import the quote straight into your PMHI policy (referenced on pg.15).

25
Back to Index Online Hail Policy Submittal System

SECTION 7 - USER PROFILE

General
• If you click on 'My Profile' under 'User Profile' in the left menu you are brought to the
'General' page where you can view and edit your profile information. You have the
ability to update your email address, name, password reset method, and phone
numbers.
• Under 'General' is also where you can go to update your password if needed.

26
Back to Index Online Hail Policy Submittal System

Favourite Crops

• If you click on 'Favourite Crops' once you are in 'My Profile' you can customize which
crops are listed first in the crop list.
• To add a crop to the list, click 'Add Favourite Crop'. Then select which crop you
would like to add to the list from the drop down menu. Next choose which position
you would like it to show up in on the crop list by typing in a number. Once you have
all your favourite crops selected and numbered, click the 'Save' button in the bottom
right.
• If you ever want to delete a crop from your favourites simply click the 'Delete' button
to the right of the crop.

27
Back to Index Online Hail Policy Submittal System

Manage Owners
• If you click on 'Owners' once you are in 'User Profile' you can manage all the owners you
have associated with your profile. You can create a new owner by clicking 'Create New
Owner'. Enter the required information, including Email and Cell#, and click on the
‘Save’ button at the bottom of the screen.
o The new owner number is a web generated owner number and will start
with 8888. Once the policy gets approved, we will create a new owner
number from our system which will be used for future reference for that
owner.
• You can associate another owner number to your account by clicking 'Associate
Owner'. Enter the owner number and security code (found on the top right of your
crop report) for the owner you want to associate and then click 'Add Owner'

28
Back to Index Online Hail Policy Submittal System

RM & TWP Access

• If you click on 'RM & TWP Access' once you are in 'User Profile' you can manage your
RM's and townships.
o You may assign one Base RM plus up to two more RM's on your account.
Once RM's have been assigned, you will only be able to change them by
contacting Head Office.
o If you reach the maximum amount of townships, contact head office (you
may assign up to nine townships each in Alberta and Manitoba).

29
Back to Index Online Hail Policy Submittal System

SECTION 8 - FAST FILE

Crop Report
• Enter into our website ([Link]) and click on ‘File Crop Report’. This
will take you to the Online Policy Submittal System where you have the option to
fast file your crop report or hail claim.
• To start fast filing your crop report, tick 'Crop Report' when selecting the type you
are filing, input your owner number and security code (found on the top right of
your crop report) and email address and then click 'Start Fast File'.

30
Back to Index Online Hail Policy Submittal System

• You will then be directed to the 'Edit Owner' screen. Read over and make sure all
your owner information is correct. Add in any information that is missing including
phone numbers and an email address. Once everything is filled out accurately, click
'Save' at the bottom of the screen.

31
Back to Index Online Hail Policy Submittal System

• You will then be directed to the 'Crop Report' screen where all your land will pop
up.
o If all your owned cultivated land is not listed on the screen, click the
'Add Land' button at the bottom of the page. Enter the RM and land
location of the new land, select an owner and ownership option from the
drop down menu, and then click 'Save' to add the land to your crop report.
o If you ever want to delete a piece of land that you have added, click on the
trash can icon next to the land.
• Enter the Acres, Crop, $Ind/Acre, and Coverage(Ded) for each land location.
o When choosing the type of crop, you can click on the down arrow beside
the box or you can type the first letter of the crop that you would like. If
there is more than one crop starting with the same letter, keep hitting the
down arrow and it will go through all of them or continue typing the crop
name. This also applies to the type of deductible.
• Once you enter the Coverage(Ded), hit tab twice to take you to the next line.
o If there is more than one type of crop on the same piece of land, hit tab
once and then hit enter to add a new line with the same land location.

• If you want the same indemnity and coverage for the whole crop report, use the
'$Ind/Acre' and 'Coverage(Ded)' boxes on top of the land locations to populate all rows by
entering an amount and deductible and clicking 'Apply'.
• If you no longer own a piece of land listed, tick the 'Request Removal' box next to the piece
of land you want to remove. Then select a reason from the drop down menu and in the
comments section give us as much information as you can as to why you want the land
removed.
• Once all the crop report is entered, click on 'Next Step' at the bottom of the page.
o If you missed something or there's an error you will receive a message on what is
incorrect or missing.

32
Back to Index Online Hail Policy Submittal System

• After you click 'Next Step', you are taken to the Crop Report Terms & Conditions page.
Please read them over, select a response from the drop down menu regarding more
coverage, select the applicable declaration, and then provide your electronic signature at
the bottom and tick the signature box.
• After everything has been read over and filled out, click 'Agree & Sign' at the bottom.

33
Back to Index Online Hail Policy Submittal System

• Once you've clicked 'Agree & Sign', you will get a message that that the crop report was
successfully submitted. Emails will automatically be sent to the RM Office, Municipal Hail
Insurance and yourself.
• You are now done submitting your crop report although you are given the option of
entering another crop report or buying PMHI insurance from this screen. If you would like
to do either of those, click the corresponding button.

34
Back to Index Online Hail Policy Submittal System

Hail Claim
• Enter into our website ([Link]) and click on ‘File Crop Report’. This
will take you to the Online Policy Submittal System where you have the option to
fast file your crop report or hail claim.
• To start fast filing your hail claim, tick 'Hail Claim' when selecting the type you are
filing, input your owner number and security code and email address and then click
'Start Fast File'.

35
Back to Index Online Hail Policy Submittal System

• You will then be directed to the claims screen. Your owner name and number will
pop up. Click on 'New Claim' to begin your claim.

• Once you start your claim, your land from your crop report or policy will populate on
the claim screen. For the land that has received hail, tick the box under the 'Claim'
column.
o The full acres will automatically populate in the acres box. If the hail didn't
affect the full acres then reduce the number in the 'Acres' box.
• Select the appropriate damage from the drop down menu under the 'Percent'
column. Then tick whether it is a fire claim or a hail claim, select the date the hail/fire
occurred from the calendar, and input the time of the storm (24 hour time).
o Make sure you use a colon (:) when inputting the time.
• Indicate if you are the owner or claiming on behalf of someone else by ticking the
appropriate response.
o If you are the owner, fill in your home quarter/town, phone number and
email in the spaces provided.
o If you are claiming on behalf of the owner, fill in the owner's home quarter/
town, phone number and email in the spaces provided.
o If you are claiming on behalf of self, fill in your home quarter/town, phone
number, email address, your interest in the land and crop, and your share of
insurance and hail taxes.
• Indicate if there are any other companies carrying hail insurance on these lands by
ticking the company or ticking 'Other' and writing in the space provided.
• Select whether you would like to appoint a representative or not. If yes, fill in the
representatives name, home quarter/town, phone number and email address.
• Select whether you would like a portion (or all) of the claim payment made out to
another party or not. If yes, fill in the other party's name, share of insurance and
address.

36
Back to Index Online Hail Policy Submittal System

• After you have everything filled out appropriately, click 'Sign and Submit Claim'.

37
Back to Index Online Hail Policy Submittal System

• After you click 'Sign and Submit Claim', you are redirected to the Declaration page. Provide
your electronic signature in the space provided, address, and tick the electronic signature box
at the bottom of the page. Once everything is filled out appropriately, click 'Agree' at the
bottom of the page.

• After you click 'Agree' you will be redirected back to the main Claims screen where you will
see the status of your claim is 'Submitted'. Emails will automatically be sent to Head Office and
yourself.

38