Filing Resources
Explore the resources below for step-by-step guidance, and log in to submit transactions through the portal. We’re here to help whenever questions arise.
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Answers to Common Filing Questions
There is no limit on how frequently batch files may be uploaded. For organizations submitting a high volume of transactions, we recommend coordinating with the Surplus Line Association of Washington to establish an appropriate submission schedule that supports timely examination.
Yes. Transactions submitted via the Batch Upload Method may be manually updated within the Washington Filing Portal. However, the reverse is not supported—transactions entered manually cannot be updated through the Batch Upload Method unless they were originally submitted via batch and include a unique Transaction ID.
Yes, the system can accommodate both methods. However, it is recommended that you use a single submission method whenever possible to avoid the risk of duplicate filings.
You will need to work with your IT or technical staff to determine the best way to export data from your system in the required XML format. Several resources are available on our website to assist with this process, including the Batch Reporting Procedures Manual, sample batch files, and the XML schema.
Yes, provided that the transaction was originally submitted using the Batch Upload Method, a unique Transaction ID was included in the original submission, and the transaction has not already been registered by the Surplus Line Association of Washington.
The Transaction ID is a unique alphanumeric value assigned by the brokerage to identify a specific policy transaction submitted through the Batch Upload Method. It allows previously submitted batch transactions to be updated. When a Transaction ID is submitted, the system checks for an existing transaction with the same ID and, if found, attempts to update that transaction with the new data provided. Transaction IDs should remain unique across all batch submissions.
The Brokerage Number is a unique identifier assigned to each brokerage by the Surplus Line Association of Washington. This number (also referred to as your SLA Number) can be found on our website on the Brokerage Firm Listing or Insurer Listing.
No. Batch submissions must be submitted in XML format, which differs from Excel. XML is a widely used standard for data exchange and provides benefits such as data validation, structural consistency, and platform independence. Please review the Batch Reporting Procedures Manual and coordinate with your technical staff to prepare files in the required format.
Yes. A Washington Filing Portal account is required to submit policy data using the XML Batch Upload Method.
Yes. Please download and complete the Retail Producer Template Excel spreadsheet with retail producers and email it to the Surplus Line Association of Washington at info@surpluslines.org for upload into our database.
Yes. The system generated certification is produced specifically for you by the Washington Filing Portal and contains a barcode that is essential to the processing of incoming filings at the Surplus Line Association of Washington office.
No. The data your brokerage firm submits through Washington Filing Portal is secure and is only accessible to your brokerage’s Washington Filing Portal users.
Policy fees include all taxable fees associated with a transaction, but does not include the stamping fee.
A policy transaction is registered if it has been reviewed by the Surplus Line Association of Washington, deemed to be properly reported, and accepted.
There is an option at the bottom of your Washington Filing Portal home screen titled “Renewal Policy” that allows renewal transactions to be added with a different policy number. Follow the prompts to file the renewal transaction.
Yes, the number should match identically. Errors in the Washington Filing Porrtal data entry will result in a TAG.
Yes, a policy number may be modified provided the policy in question has no other registered transactions. If you need to change the policy number on a policy that contains other registered transactions, then a new policy record should be created.
Yes. Please email us at info@surpluslines.org with the updated information, and we’ll assist with the changes.
Go to the Washington Filing Portal login page and click on “Forgot Password” to receive reset instructions via your registered email.
Washington Filing Portal user accounts are managed by your brokerage firm’s portal administrator, issued after membership approval by the Surplus Line Association of Washington. Membership is required before Washington Filing Portal credentials can be provided. Learn more about membership.
Yes. All policies must be filed electronically in the Washington Filing Portal.
If you are not planning on filing any more policies in Washington, please contact us and provide your SLA# and current mailing address to request a refund.
Risk Purchasing Groups (RPGs) must register with the Washington State Office of the Insurance Commissioner (WAOIC). Learn more about the registration instructions and requirements at the WAOIC website.
Surplus lines taxes are due March 1 each year. Late filings or payments may result in penalties assessed by the Office of the Insurance Commissioner.
A surplus lines premium tax is charged on the premium. For current rates, see Taxes and Fees. The brokerage firm is responsible for collecting and remitting the tax through the Surplus Line Association of Washington.
No. The full policy should not be uploaded to the Washington Filing Portal. Instead, please upload the following required documents:
- Policy Declarations, Certificate, or Covernote Declarations, including itemization of premium, policy fees, other applicable fees, state tax, and stamping fee
- Washington Registry Stamp
- Supplemental Declarations Page (if applicable)
- Schedule of Policy Forms and Endorsements
- Service of Suit Endorsement
You must first be a member of our Association. Filings are submitted electronically through the Washington Filing Portal.
The Washington Filing Portal is the secure online system used to submit surplus line filings. Access is available only to approved member brokerage firms. If you are already a member and have login credentials, you may access the Washington Filing Portal here. If you are not yet a member, please visit our membership page to learn more about the application process.
No, if you will not be making any filings, membership is not necessary.
A stamping fee is a processing fee charged for each surplus line policy filed with the Surplus Line Association of Washington. The stamping fee is calculated as a percentage of the taxable premium. These fees support regulatory and compliance activities, including reviewing filings, assisting brokers, and maintaining industry reporting. For current rates, see Taxes and Fees.
All surplus lines brokers licensed in Washington must file insurance transactions placed with non-admitted insurers through the Surplus Line Association of Washington as required by RCW 48.15.
