Certificates of Insurance Overview

Certificates of Insurance

Help/Common Problems

The purpose of this program is to provide up-to-date insurance information on Vendors, Facility Users and Affiliates. As a condition of their contract with the University, such entities are required to keep on file a current Certificate of Insurance that meets the requirements of the University. Users of this program may verify insurance on any number of businesses and other entities that maintain some type of contractual relationship with the University of Wisconsin-Madison.

This is an on-line database in which our office provides the status of a vendor as low or high risk, verifies specific coverage (by line of insurance, i.e. CGL, Auto, etc.), lists coverage effective and end dates, and verifies the existence of an additional insured endorsement. If the Certificate is approved, the on-line database will reflect this approval, but if approval status is denied, a comment as to why will be listed, i.e. 'Policy limits not acceptable'.

The program can only be used to inquire - changes can be made only in our office. All screen views can be printed, but you will notice that the actual certificate does not appear. If you need a copy of a specific Certificate, please contact Risk Management. We maintain copies of certificates in our office, and can print a copy for you if you so desire. To exit the program or any portion of it, simply click on the 'exit' button or the word 'exit' in the top left corner of the screen.

Vendors
The purpose of this portion of the program is to provide current vendor insurance information and approval status. All vendors are listed by their number. A search for specific vendor information can be done two (2) ways. If you know the vendor number, type that number in Vendor # box, tab to View Vendor Information and hit 'enter', or click on that button after typing in the vendor number.

If you do not know the vendor number, you can search by any portion of the vendor's name. Tab to Find Vendor Number by Name and hit 'enter', or click on that button. That will take you to the name search screen. Type the vendor name in Name to Search For box. Notice at the end of this field you can define your search. The program defaults to 'contains', or you may select 'begins with' or 'ends with'. Then tab to the 'search' button and hit 'enter' or, click on that button. The system will then list all vendors based on your search. NOTE: Please see the directions listed under the search button for further instructions.

The Vendor Info screen will contain approval and high-risk status, coverage types, Certificate date and coverage dates. It does not provide you with specific coverage limits, only whether they meet the University's requirements. If the vendor is not approved, the 'Comment' box will refer you to another vendor number or there may be problems with the insurance documentation that was submitted.

High Risk Vendor Policies

This will take you to the Purchasing policies that govern High Risk Vendors.

High Risk Vendor Matrix

This is a matrix in the Purchasing policies for High Risk Vendors insurance requirements.

Events
The purpose of this portion of the program is to provide current Facility User insurance information and approval status for events that are taking place at campus facilities.

Events can be searched by Event Name, Facility Name or Event Sponsor. If you know the name of the Event, you can type in the Event Name box and tab to View Event Information and hit 'enter' or click on that button.

If you do not know the Event Name, you may click on the Event Search button and that will take you to the Event Search screen where you can search by Event Name, Facility Name or Sponsor Name. The Facility Name will have a drop down list if you type in the first few letters of the facility name. Then you can scroll or use the 'find' key to get the exact name of the facility. Notice at the end of this field you can define your search. The program defaults to 'contains', or you may select 'begins with' or 'ends with'. NOTE: Please see the directions to the right of the bottom box for further instructions.

The Event Info screen will contain approval and risk type status, dates of the event, coverage types, the certificate date and coverage dates. It will not provide you with specific coverage limits, only whether they meet the University's requirements. If the Facility User is not approved, the 'Comment' box will tell you why. It may also contain pertinent information for that Event or Facility User, i.e. 'Applies to all events on campus'.

Affiliates
The purpose of this portion of the program is to provide current Affiliate insurance information and approval status.

All Affiliates are located by the Affiliate name. A search for specific Affiliate information can be done two (2) ways. If you know the Affiliate name, type that name in Affiliate Name box, tab to View Affiliate Information and hit 'enter' or click on that button after typing in the Affiliate name.

If you do not know the Affiliate name, you can search by a portion of the Affiliate's name. Tab to Affiliate Name Search and hit 'enter' or click on that button. That will take you to the name search screen. Type the Affiliate name in Name to Search For box. Notice at the end of this field you can define your search. The program defaults to 'contains', or you may select 'begins with' or 'ends with'. The system will then list all Affiliates based on your search. NOTE: Please see the directions to the right of the bottom box for further instructions.

The Affiliate Info screen will contain the name and address of the Affiliate, approval status, coverage types, the certificate date and the coverage dates. It will not provide you with specific coverage limits, only whether they meet the University's requirements. If the Affiliate is not approved, the 'Comment' box will tell you why.