STARS : STARS Auto Rolodex Manager Training


Auto Rolodex Manager Training: Auto Rolodex Manager Training Introduction-Logging into Citrix and STARS Adding a New Vehicle New Rolodex Rolodex Manager - Definitions Effective & Deleted Dates of Coverage (Physical Damage) Effective & Deleted Dates of Coverage (Personal Use) Searching for a Vehicle Deleting a Vehicle


Introduction – Logging into Citrix and STARS: Introduction – Logging into Citrix and STARS Go to www.starsasp.com Citrix Login is Case Sensitive New Passwords must be at least 8 characters long, with numbers and letters (at least 1 letter must be in CAPS) Click on University of Texas Icon


Login continued: Login continued Click OK on Warning to continue STARS Login is not Case Sensitive Once you have entered your User ID and Password Click Login


Adding a New Vehicle: Adding a New Vehicle Double click Rolodex


Adding a New Vehicle contd.: Adding a New Vehicle contd.


New Rolodex: New Rolodex All underlined fields are Required Fields and they must be populated before you can save and exit This is a Lookup Menu icon: Component: Select the Component to which the vehicle belongs Ownership: Select one of the following from the Lookup Menu icon: Dealer Loaner Vehicle (this only applies to vehicles on the Athletics Policy), Long Term Lease (over 1 year), or UT Owned Vehicle Enter Owner Name and Address if vehicle is leased or loaned


New Rolodex: New Rolodex Year: Select from Lookup Menu icon Make: Select from Lookup Menu icon. If Make is not available contact Office of Risk Management. Model: i.e. Camry, F150, Ranger, Tahoe, Accord, Explorer, Caravan, Escalade, Crown Victoria, Dodge Dakota, Ford F250 Pickup Truck, Ford E350 Cutaway Van, Chevrolet Astro Van, etc. Vin#: Use all CAPS Description: 2 Door Sedan, 4 Door, Station wagon, Minivan, 4 Wheel Drive, Pickup, Extended Cab, Cargp Van, Passenger Van, blood mobile, Pickup Trucketc Seating Capacity is recommended on buses and passenger vans. License plate # is not required for insurance purposes, however it is useful as a search tool. Vehicle Status: Select Active or Delete The Date Added and the Date Deleted should be the Effective Date of the change, not the entry date in STARS (mm/dd/yyyy) Physical Damage and Personal Use Effective Dates are towards the bottom of the rolodex Department is not a required field however it is useful as a search tool. Garage City: Select from the Lookup Menu the principal city that the vehicle is garaged at. If the Garage City is not available in the Lookup Menu, contact Office of Risk Management.


Rolodex - Definitions : Rolodex - Definitions Definitions: These are just brief descriptions as helpful tools for selecting an appropriate class code Refer to the Introduction to the UT System Auto Insurance Program PowerPoint Presentation for additional information on class code descriptions


Rolodex contd.: Rolodex contd. Class code: Select from Lookup Menu Enter the Value of the vehicle. This is not required for vehicles on the Systemwide Liability Only Option. Insurance Policy Options: Select from Lookup Menu


Rolodex contd.: Rolodex contd. The PD Effective Date (Added) and the PD Deleted Date should be the Effective Date of the change, not the entry date in STARS. (mm/dd/yyyyy) Go to next slide for additional information. Coach’s Name: Self-explanatory The Personal Use Effective Date (Added) and the Personal Use Deleted Date should be the Effective Date of the change, not the entry date in STARS (mm/dd/yyyy) Go forward for additional information.


Effective and Deleted Dates of Coverage(Physical Damage): Effective and Deleted Dates of Coverage (Physical Damage) If the vehicle has both the Liability and Physical Damage coverage (SLPD), you MUST enter at the top of the screen the “Date Added” to Liability as well as a “Physical Damage (PD) Effective Date” towards the bottom of screen. If a vehicle only needs to be deleted from the Physical Damage Policy (but still has Liability), then only enter a PD Deleted Date towards the bottom of the screen. Change the Insurance Policy Option to Systemwide Liability Only (SL). Make sure to keep the record “Active” because it still would have Liability coverage. If you want to delete this vehicle at a later date from the Liability Policy then you would put “Delete” or “D” in the Vehicle Status box and enter the “Date Deleted” towards the top.


Effective and Deleted Dates of Coverage (Personal Use): Effective and Deleted Dates of Coverage (Personal Use) If the vehicle has Personal Use coverage (PU), you MUST enter at the top of the screen the “Date Added” as well as a “Personal Use Effective Date” towards the bottom of screen. If a vehicle needs to be deleted from the Personal Use Policy but added to Systemwide Liability Only (SL), then enter a PU Deleted Date towards the bottom of the screen. The “Date Added” at the top of the screen should be updated to the Effective Date of change to the Systemwide Liability Only policy. Change the Insurance Policy Option to Systemwide Liability Only (SL). Make sure to keep the record “Active” because it still would have Liability coverage. If a vehicle needs to be deleted from the Personal Use Policy but added to Systemwide Liability and Physical Damage (SLPD), then enter a PU Deleted Date towards the bottom of the screen. You MUST enter at the top of the screen the “Date Added” to Liability as well as a “Physical Damage (PD) Effective Date” towards the bottom of screen. Make sure to keep the record “Active” because it still would have Liability and Physical Damage coverage.


Searching for a Vehicle: Searching for a Vehicle Double click Rolodex


Searching for a Vehicle contd.: Searching for a Vehicle contd. Enter whichever search criteria you are accustomed to using in searching for a vehicle. If you are searching by VIN#, this program will allow you to enter a partial VIN# and it will display all vehicles that have a VIN# that contains those specific numbers. Click Search


Searching for a Vehicle : Searching for a Vehicle After you Click Search, your screen should look similar to this Double click on the vehicle you want to view and/or update


Deleting a Vehicle : Deleting a Vehicle When deleting a vehicle from the System-wide Liability only, Athletics, Physical Damage, or Personal Use Policy, make sure to double click the Look-up Menu Icon and select “D” (Deleted). Also make sure to enter the Date Deleted at the top of the screen. The Date Deleted is the Effective Date of change not the entry date into STARS. REMINDER: There is also a separate deletion box for the Physical Damage and Personal Use Policies towards the bottom of the Rolodex Manager.


Running Reports : To run a report that lists all vehicles for your institution, return to the Rolodex Manager by closing the Vehicle Record you are working on (clicking the X). Then click on Reports. Running Reports


Running Reports contd.: This will open the Reports Manager. Select AUTO INV from the Report Group. Then click the Search button. Running Reports contd.


Running Reports contd.: Running Reports contd. Then double click on the row that lists the Auto Inventory report for your institution


Running Reports contd.: Running Reports contd. Click the Print button at the top of the screen


Running Reports contd.: Running Reports contd. When the Output Options box appears, click the Display button to view your report before printing it. Then click OK.


Previewing Report: Previewing Report The report may take a few minutes to run. You can page through the report by clicking the arrows. When you are ready to print your report, click on the printer icon at the top of the screen.


ORM Contacts: ORM Contacts Stacy Youngdale, Manager of Risk Finance 512-499-4401 (ph), 512-499-4524 (fax) syoungdale@utsystem.edu Elsa Sanchez, Risk and Insurance Analyst 512-499-4298 (ph), 512-499-4524 (fax) esanchez@utsystem.edu Eric Agnew, Insurance Specialist 512-499-4305 (ph), 512-499-4524 (fax) eagnew@utsystem.edu