Frequently Asked Questions

• What information is required?

• How often should the vehicle information be updated?

• What do we do about Temporary Additional Vehicles?

• When will we be required to begin supplying vehicle information?

• Which method of input should we use?

• What should we do if we're not web-enabled?

 

What information is required?

As a condition of your fleet policy, you must supply the following 'Mandatory' and "Preferred" vehicle details for all vehicles to be covered under your policy with us:

• Vehicle on date (Date vehicle added to this policy)

• Vehicle Registration Number (VRN)

• Vehicle Type (Car Commercial vehicle Minibus or Special Type)

• Make and Model

• Cubic capacity (CC) for cars, Gross Vehicle Weight (GVW) for Commercial vehicles

• Vehicle off date (Date vehicle deleted from this policy)

Submission of these data items will greatly enhance the effectiveness of the MID and will be particularly beneficial to the Police. It will also mean that we don't need to request this additional detail from you come the policy declaration stage.

 

How often should the vehicle information be updated?

Details of any vehicle amendments should be submitted within five working days of a change occurring, although of course this can be done more frequently. It is possible that future legislation may shorten this 'time to update'.

 

What do we do about Temporary Additional Vehicles?

MIIC's advice is that Temporary Additional Vehicles (TAVs), that are covered under a policy for a period of less than 14 days, do not require submission to the MID. Once more though, this may be subject to change in the future.

 

When will we be required to begin supplying vehicle information?

The legislation came into force on 20th January 2003, with Groupama initially favouring the Excel Spreadsheet method for all policyholders. However, following consultation with intermediaries we have recognised the need for a different solution for smaller fleet policyholders and in September 2005 launched the On-Line solution.

 

Which method of input should we use?

Different methods will be suitable for different policyholders at different times, depending on their circumstances.

1.

On-Line/Individual Keying - this method is appropriate for policyholders with a small to medium schedule of vehicles, or for any policyholder wishing to make just a small number of vehicle changes at a time. This solution is available for all Optima Small Fleet policyholders and can be utilised for Standard Fleet policyholders although for those with 25+ vehicles the Excel spreadsheet solution is preferred.

2.

Excel Spreadsheet – detailed instructions on use of the Excel method are contained within the text of the e-mail attaching the sheet. This solution involves obtaining a policyholder or intermediaries e-mail address to enable a sheet to be sent for completion. On receipt of the email the file should be detached into your system for saving and completion. On completion of all vehicle data, please save the file as an excel spreadsheet using the same file name and return it as an email attachment to the email address shown on the spreadsheet. IMPORTANT NOTE: Please do not add any text to the return email as this cannot be actioned. Any additional comments or requests should be forwarded separately to fleet@groupama.co.uk

 

What should we do if we're not web-enabled?

Policyholders without internet access should seriously consider the possibility of investing in the necessary equipment, since in the long-term this might prove the cheapest and most efficient option.

Alternatively, we recommend that you contact your intermediary to agree how you will fulfil your obligations.

Regardless of the solution you wish to utilise, it remains your responsibility as policyholder to keep an ongoing record of any changes to your fleet. In every case you will remain ultimately responsible for the timely provision of accurate vehicle data.