APPENDIX E - QUICK CLAIM REPORTING 

Table of Contents 

E. APPENDIX E – INSTRUCTIONS FOR FTP PROCESSING ............................................................. 2


E.1 Introduction .................................................................................................................................. 2


E.2 Section 1 – Instruction for FTP Processing ................................................................................... 2


E.2.1 Data Submission Procedure .................................................................................................. 2


E.2.2 Data Submission Access ....................................................................................................... 3


E.3 Section 2 – Quick Claims Data Record......................................................................................... 3


E.3.1 Record Layout ....................................................................................................................... 3


Appendix E 1 Revision 5 (05/01/09) 


E. APPENDIX E – INSTRUCTIONS FOR FTP PROCESSING 
E.1 Introduction 
The purpose for the Quick Claim Reporting procedure is to provide more timely loss information. This 
information can be used by the FEMA headquarters, regions and local communities to track the latest 
flood losses. FEMA regions and local communities use this data for potential building permit activity 
and for responding with potential mitigation action prior to the start of reconstruction and repair. 

The data reported will not be edited. Each WYO company QuickClaims file will be tracked for 
submission compliance and timeliness each week. Compliance reports are auto-generated based on 
the Quick Claims file, header, footer and FTP submission timestamp. No subsequent reporting or 
maintenance of the records will be required. This reporting is separate from the normal monthly TRRP 
plan reporting. 

E.2 Section 1 – Instruction for File Transfer Protocol (FTP) Processing 
E.2.1 Data Submission Procedure 
The WYO companies are required to report this information at least weekly. The WYO companies are 
required to report the latest loss information posted to their systems as claims are opened regardless of 
disposition. It is recognized that a substantial percentage of such claims may wind up as closed without 
payment. Each loss should be reported only once. 

. WYO company must submit at least one Quick Claims file each week (Sunday 12:01 AM 
EST – Saturday 11:59 PM). Weekly files must be submitted no later than 11:59 PM on 
Saturday to count for each company’s Quick Claims compliance report. 
. If there are no losses to report, then WYO company must submit a blank file with a 
completed header and trailer records.
. The FTP site will be swept daily for files. 
Each Quick Claims File needs to be submitted via the Government to Business (G2B)/File Transfer 
Protocol (FTP) server at ftp://www.nfipbureau.fema.gov. The access directory is 
/users/coxxxxx/quickclaim (xxxxx is the company/vendor number). When submitting data via FTP, 
the following steps must be used. 

. File Name Convention (CXXXXXYYYYMMDDHHMMSS.dat.pgp) 
o C = Claims Data Record File for Quick Claims 
o XXXXX = Company NAIC Number 
o YYYY = Processing Year (e.g., 2009) 
o MM = Processing Month (e.g., 01 for January) 
o DD = Processing Day (e.g.,15 for the 15th of January) 
o HHMMSS = Processing Hour/Minute/Second (e.g., 071045 for 7:10:45AM, 143505 
for 2:35:05PM) 
. File Includes 
o Header 
o Quick Claims Data 
Appendix E 2 Revision 5 (05/01/09) 


o Trailer 
o Note: Staring in May 2009, transmittal files should not be sent. 
. Encryption 
o Must be Encrypted 
. Post file to FTP directory: /users/coxxxxx/quickclaim 
E.2.2 Data Submission Access 
User ID, passwords, and directory access will be provided to each WYO company. WYO companies will 
be able to access, read, and write only to their directories. They will not be able to access, read, or write to 
other directories. WYO companies may obtain an FTP client (e.g., CuteFTP, WSFTP, etc.) or access the 
FTP site through the Internet. Instructions will be provided on how to properly set up the FTP client or 
receive Internet FTP Login Procedures to gain access to our site by contacting the NFIP IT Service 
Desk. 

E.3 Section 2 – Quick Claims Data Record 
E.3.1 Record Layout 
Starting May 1, 2009, each Quick Claims data record file must contain a header record, Quick 
Claims data record(s) section and trailer record. The WYO companies must follow the documented 
layout to submit their Quick Claims data. 

Header Record 

Data Element Field Length Position Notes 
Record Identifier 3 1-3 Header records should be identified with the 
characters HR in the Record Identifier field. 
WYO Prefix Code 5 4-8 NAIC Number 
Submission Date/Time 14 9-22 Date Submitted Timestamp 
(YYYYMMDDHHMMSS) 
Total Number of Additional Data 
Records 
12 23-34 Total number of additional data transactions in 
the file (excluding header and trailer records) 
Contact Name 50 35-84 IT Contact Information 
Contact Telephone Number 10 85-94 IT Contact Information 
Contact E-mail Address 50 95-144 IT Contact Information 

Quick Claims Record Layout 

Data Element Field Length Position 
WYO Prefix Code 5 1-5 
Policy Number 10 6-15 
Date of Loss 8 16-23 
Property Beginning Street 
Number 
10 24-33 
Property Address 1 50 34-83 
Property Address 2 50 84-133 
Property City 30 134-163 
Property State 2 164-165 
Property Zip+4 9 166-174 
Reserve – Building 12 175-186 

Appendix E 3 Revision 5 (05/01/09) 


Reserve – Contents 9 187-195 
Insured Last Name 30 196-225 
Insured First Name 30 226-255 

Trailer Record 

Data Element Field Length Position Notes 
Record Identifier 3 1-3 Trailer records should be identified with the 
characters TR in the Record Identifier field. 
WYO Prefix Code 5 4-8 NAIC Number 
Submission Date/Time 14 9-22 Date Submitted Timestamp 
(YYYYMMDDHHMMSS) 
Total Record Count 12 23-34 Total Number of records in this file (including 
Header, Additional Data Transactions and 
Trailer Records) 

Appendix E 4 Revision 5 (05/01/09)