Insurance Management & Renewals

Purpose

Defines the types of insurance Spartan maintains, renewal timelines, and the process for managing claims — ensuring the business is always properly covered and renewals never lapse. ## Who This Applies To

Josh (owner) and the Operations Manager (administrative owner of insurance records). ## Required Insurance Coverage (all roles/operations)

| Policy Type | Purpose | Renewal Owner |

|---|---|---|

| General Liability | Customer property damage, bodily injury at job sites | Josh |

| Commercial Auto | Company vehicles — all service vans and trucks | Josh |

| Workers Compensation | Employee injuries on the job | Josh |

| Umbrella / Excess Liability | Additional protection above GL limits | Josh |

| Tools & Equipment (if applicable) | High-value field equipment | Josh |

Note: Before adding any new hire to the payroll, verify they can be insured under the commercial auto policy. Insurance check = mandatory pre-offer step. (Slack: #recruiting channel)

## Renewal Calendar

- Track renewal dates in a shared calendar (the Operations Manager owns this). - Begin renewal process 60 days before expiration — do not renew less than 30 days out. - Compare quotes from at least two carriers annually at renewal. - Notify Josh of any premium increases greater than 10% before binding. ## Adding Vehicles to Commercial Auto

When a new company vehicle is purchased or assigned:

1. Contact the insurance carrier immediately — coverage is not automatic. 2. Provide: vehicle VIN, year/make/model, primary driver. 3. Confirm coverage effective date before the vehicle is used on a job. ## Adding New Employees to Coverage

1. Check with insurer that the new employee can be covered before the offer letter is sent. 2. Some carriers run MVR (Motor Vehicle Record) checks on drivers — complete this before the employee's first day. 3. Workers comp coverage begins on the first day of employment — confirm with carrier. ## Insurance Claims Process

1. Incident occurs (vehicle accident, property damage, injury) — see specific SOPs for each. 2. Document immediately — photos, written description, names of all involved. 3. Notify Josh same day — no exceptions. 4. Josh or the Operations Manager files claim with the carrier within 24-48 hours. 5. Do not discuss liability with the other party — that is the insurer's role. 6. Insurance claim guidance for customers: When a customer asks Spartan to work with their insurance, inform them that Spartan's estimate must align with what the adjuster approves. Spartan does not promise that insurance will cover the work. ## Important Notes

- Lapsed coverage is a serious risk — the Production Concierge should have a calendar alert 90 days before any policy expires. - Workers comp premium is based on payroll — a mid-year headcount increase may require updated reporting to the carrier. - Never start a new employee before insurance coverage is confirmed. ## Related SOPs

- Insurance Coverage Requirements — coverage specs by role

- Vehicle Accident Procedures — claims process detail

- Workers Compensation Process — injury claim workflow

- On-the-Job Injury Response — immediate response steps