PLEASE NOTE: It is the Company's responsibility to maintain the continuity of its appointment billing remittances. Penalties are not discretionary. Penalties assessed for late payment of appointment fees are in accordance with Virginia insurance statutes. It is ultimately the insurance company's responsibility to know and comply with the statutes.

Appointment Billing Invoices are accessed via our Company Appointment Billing Web Portal (the Portal). If the Portal states you have no “OPEN” invoice at this time, there is no need to call the Bureau of Insurance for verification as we look at the same information you are seeing. An invoice with a “Closed” status verifies that a payment has been made.

The invoice retrieval and payment responsibility rest EXCLUSIVELY with the Company. In order to receive notification that the bills are available on the Portal, you must keep your Appointment Billing Address/Contact information updated and can do so electronically through the Company Address Change Service portal accessible at www.scc.virginia.gov/boi/online.aspx. Companies will access both portals by entering the company's NAIC or license number and personal identification number (PIN). You can identify your PIN Contact by selecting 'Need PIN?' within the Company Address Change Service portal. If a PIN # needs to be requested or resent, please send a request in writing to BOIPIN@scc.virginia.gov.

New Agent Appointment Fees are billed to the company quarterly. The quarterly billing will be available for download by the 5th business day of the month immediately following the end of the quarter. The due dates for the quarterly billings are as follows:

• Quarter ending 3/31 - due on 5/10
• Quarter ending 6/30 - due on 8/10
• Quarter ending 9/30 - due on 11/10
• Quarter ending 12/31 - due on 2/10

The renewal billing will be available for download by the 5th business day of July and is due on 8/10. Cancellation or termination of an agent’s appointment MUST be done prior to the quarter’s end date in order not to be charged for that appointment.

ACH or electronic payments are acceptable and paid via the Company Appointment Billing Web Portal. However, if you decide to pay by check, you MUST print the invoice and send it, along with a check, to the appropriate remittance address listed on the invoice. Checks received without a copy of the invoice will be returned to the company unprocessed and late payment penalties will apply if returned to us after the due date. A copy of the detailed listing is not an invoice and therefore, is not acceptable for check processing. Our bank cannot process multiple invoices with one check. A separate check must accompany each individual invoice.

Appointment payments are considered timely if postmarked on or before midnight of the due date. If the due date falls on Saturday, Sunday or holiday, the following business day is considered timely paid.

If the payment is received after the due date, there will be a $50 per calendar day penalty imposed for each day the payment is late. The penalty is calculated after the payment is received so do not include the penalty with your payment of appointment fees. Virginia insurance statutes do not allow waiver of penalties assessed because of employee or company oversight, including claims of non-receipt of the invoice.

An "OVERDUE" notice will be sent to you after the due date if an invoice has not been paid. Failure to pay at that point could result in the termination of your appointed producers and/or the suspension of your company's license to operate in Virginia.

There will be a $35 fee levied for a payment returned by the bank for any reason.

Underpayments WILL NOT be accepted. Overpayments WILL NOT be refunded without a written request.

Questions regarding the payment of the appointment billing invoices should be directed to the Administrative Revenue Management Division at (804) 371-9239, (804) 371-9399 or ApptBillinginquiry@scc.virginia.gov.

Questions regarding the additions and/or cancellations of appointments should be directed to the Agents' Licensing Section at (804) 371-9631. Cancellations of appointments MUST be done prior to the end of the quarter.