Texas 1560 Form in PDF

Detailed Guide for Writing Texas 1560

Filling out a Certificate of Insurance Form 1560 is a crucial step for agents ensuring compliance with the Texas Department of Transportation (TxDOT) requirements. This document verifies that the appropriate insurance policies are in place and meet the standards set by TxDOT. Proper completion and submission of this form safeguard both the agent and TxDOT against potential insurance discrepancies. Below is a step-by-step guide to help simplify this process, ensuring the form is filled out accurately and efficiently.

1. Start by entering the insured's legal company name, including the "doing business as" (DBA) name, if applicable, in the "Insured" field.
2. Fill in the street/mailing address, city, state, and zip code of the insured.
3. Provide the insured's phone number, including the area code, in the designated field.
4. In the section labeled "WORKERS' COMPENSATION INSURANCE COVERAGE," enter the name of the insurance carrier, the carrier's phone number, and the address (including city, state, zip).
5. Under "Type of Insurance," ensure that "Workers' Compensation" is specified along with the policy number, effective date, expiration date, and stating that the limits of liability are not less than statutory requirements for Texas.
6. For "COMMERCIAL GENERAL LIABILITY INSURANCE," repeat the process: write down the carrier's name, phone number, and address. Ensure the type of insurance indicates "Commercial General Liability Insurance," and fill out the policy number, effective and expiration dates, with limits of liability not less than $600,000 for each occurrence.
7. In the "BUSINESS AUTOMOBILE POLICY" section, include the carrier's details as before and specify the type of insurance as "Business Automobile Policy." Provide the policy number, effective date, expiration date, and confirm the limits of liability are not less than $600,000 combined single limit for bodily injury and property damage.
8. If applicable, complete the "UMBRELLA POLICY" section with the relevant carrier's information, type of insurance, policy number, effective and expiration dates, and liability limits.
9. Confirm that a Waiver of Subrogation in favor of TxDOT is endorsed on the Workers' Compensation Insurance policy.
10. Fill in the agency's name, address, city, state, zip code, and the authorized agent's phone number at the bottom of the form.
11. Ensure the authorized agent signs and dates the form.
12. Before sending, review the entire form for accuracy and completeness. Over-stamping, over-typing, or alterations are not permitted if they change the provisions of the certificate.
13. Fax the completed form to 512/416-2536 or mail it to the address provided: Texas Department of Transportation CST Contract Processing Unit (RA/200 1st Fl.), 125 E. 11th Street, Austin, TX 78701-2483.

After the form has been submitted, it’s important to follow up to ensure it was received and processed. This form, serving as proof of insurance, is essential for meeting contract requirements with TxDOT. Keeping a copy for your records is advised for future reference. Remember, timely submission before the policy expiration date is critical to avoid work suspension. Adequate insurance coverage must be maintained as a condition for performing any work associated with TxDOT contracts.

Filling out the Texas 1560 form correctly is essential for ensuring that all insurance requirements are met for contractors working with the Texas Department of Transportation. However, several common mistakes can lead to delays or issues with contract approvals. Here are eight mistakes to avoid:

1. Not providing all requested information:

   Every section of the form asks for specific details that must be provided to ensure the insurance is valid and meets state requirements. Leaving sections incomplete can result in the form being rejected.

2. Using outdated forms:

   Always check that the version of the form you are using is the most current. Using a version that is no longer accepted can lead to processing delays.

3. Sending copies of endorsements:

   The instructions clearly state that copies of the endorsements listed below the certificate are not required. Including unnecessary documents can cause confusion.

4. Faxing without proper consideration:

   If you choose to fax the document, remember that the signature produced by the receiving fax machine will be considered the sender's original signature. Ensure the document is accurate and complete before faxing.

5. Listing the wrong insured party:

   It's crucial to list the contractor's legal company name accurately, including any DBA names. Misidentifying the insured can lead to questions about the validity of the insurance coverage.

6. Failing to ensure the Workers' Compensation policy includes a Waiver of Subrogation in favor of TxDOT:

   This specific endorsement is a requirement and the form should not be completed unless this provision is included.

7. Not sending the form on time:

   To avoid work suspension, the form must reach the Texas Department of Transportation at least one business day prior to the expiration date of the current insurance. Procrastination can halt project progress.

8. Altering the form improperly:

   Over-stamping or over-typing entries on the certificate, especially if these alterations change the provisions of the certificate, is not acceptable. Always ensure that any changes are clear and do not invalidate the document.

By avoiding these common mistakes, contractors can ensure their Texas 1560 form is processed smoothly and efficiently, facilitating uninterrupted work on projects affiliated with the Texas Department of Transportation.

When preparing documentation for the Texas Department of Transportation or for similar projects, the Texas 1560 form, or Certificate of Insurance, is a crucial starting point. However, to ensure full compliance and to secure the interests of all parties involved, several other forms and documents may be required or considered highly beneficial in conjunction with the Texas 1560 form. These documents support the insurance and compliance requirements, providing a more comprehensive legal and financial framework for projects and contracts.

1. Accord Certificate of Liability Insurance: This is a standard form used to provide proof of commercial insurance coverages, similar to the Texas 1560 form, verifying that the policyholder has the necessary liability coverages in place.
2. Endorsement of Additional Insured: This form modifies the policy to include additional entities as insured parties under the policy, often required by contracts to protect all parties involved.
3. Waiver of Subrogation: Attached to workers' compensation and other policies, this document waives the insurance company's right to recover the amount they paid on a claim from a negligent third party, often required by agreement.
4. Proof of Workers' Compensation Insurance: Besides being noted in the Texas 1560 form, a detailed official document from the insurer may be required, showing coverage specifics beyond statutory requirements.
5. Business Automobile Policy Declaration Page: This provides a summary of the auto insurance coverage in place for company vehicles, including policy limits and covered vehicles, supporting information listed on the Texas 1560.
6. General Liability Policy Declaration Page: Summarizes the coverage provided by the commercial general liability policy, including coverage limits and effective dates, complementing the Texas 1560 form’s sections.
7. Umbrella or Excess Liability Policy: This document outlines the coverage that extends beyond the limits of the primary liability policies, providing additional financial protection.
8. Contractor’s Agreement: While not an insurance document, the contract between the contractor and the hiring entity (such as TxDOT) details the responsibilities, including insurance requirements, thereby contextualizing the Texas 1560 form.
9. Subcontractor Agreements: Similar to the contractor’s agreement, these outline the responsibilities and insurance requirements of any subcontractors, ensuring compliance throughout the chain of command.

Together, these documents build a foundation for compliance and protection. By understanding and utilizing these forms alongside the Texas 1560 form, contractors and agencies can ensure that all aspects of liability and insurance are addressed adequately, minimizing the potential for disputes and ensuring smoother project progression. It's imperative to keep these documents current and readily accessible, as they provide essential proof of insurance and compliance, thereby facilitating trust and compliance with legal requirements.

The Texas 1560 Certificate of Insurance form shares characteristics with the ACORD 25 Certificate of Liability Insurance form. Both serve as verification documents, evidencing insurance coverage details such as the insurer's name, policy number, effective and expiration dates, and limits of liability across various policies including Workers' Compensation, Commercial General Liability, and Automobile Liability. The primary function of these documents is to inform and assure third parties – in the case of the Texas 1560, the Texas Department of Transportation, and for ACORD 25, any requesting party – that the relevant coverages are in place, without altering the terms of the actual insurance policies.

Similar to the Proof of Commercial Auto Insurance form, the Texas 1560 form includes details on Business Automobile Policies, specifying the type of insurance, policy number, effective and expiration dates, and limits of liability. Both documents ensure that commercial vehicles have adequate insurance as per statutory requirements or contractual agreements. The emphasis is on providing proof of coverage to protect against bodily injury and property damage that could arise from business operations involving vehicle use.

The Workers' Compensation Insurance Coverage section of the Texas 1560 form mirrors the purpose and content of a Workers' Compensation Insurance Certificate. Both documents confirm the existence of Workers' Compensation coverage that complies with state laws, detailing policy numbers, effective dates, expiration dates, and limits of liability. They are crucial for verifying that contractor or company employees are covered for job-related injuries or illnesses, indicating a waiver of subrogation where applicable to further protect the interested party.

The inclusion of an Umbrella Policy section in the Texas 1560 is akin to the information found in a Commercial Umbrella Insurance Certificate. Both documents outline umbrella coverage that provides additional limits over the underlying liability policies, such as general liability, auto liability, and workers' compensation. They specify the carrier, policy number, and the coverage limits, ensuring all parties that excess coverage is available in the event that claims exceed the primary policy limits.

Lastly, the Texas 1560 form is similar to a General Contractor's Insurance Certificate in terms of its purpose to provide evidence of insurance to a requesting party, in this case, the Texas Department of Transportation. Like general contractor insurance certificates, it details multiple types of insurance coverages that are in place for a specific period. Both types of certificates are used in contractual settings where one party needs to prove to another that appropriate and adequate insurance coverage is maintained, covering various liabilities associated with construction or service projects.

When completing the Texas 1560 form, careful attention to detail and adherence to specific guidelines can streamline the process, ensuring your submission is both accurate and effective. Here are several dos and don'ts to guide you through filling out this form:

• Do ensure that all the requested information is provided accurately. Incomplete forms can cause delays or rejections.
• Do fax or mail this form directly to the address listed on page two of the form to ensure it reaches the appropriate office in a timely manner.
• Do list the contractor's legal company name accurately, including the DBA (doing business as) name if applicable. This clarity helps in avoiding confusion regarding the insured entity.
• Do ensure the Workers' Compensation policy is endorsed with a Waiver of Subrogation in favor of TxDOT, as this is a requirement for the form's acceptance.
• Do review the insurance limits and update them if your coverage exceeds the minimum requirements, ensuring you cross out the pre-printed limits and write the actual higher limits.
• Do send updates to the insurance form one business day prior to the expiration date listed to avoid any work suspension due to insurance coverage lapses.
• Do sign the form as the authorized agent, as an original signature is required for the form to be processed.

• Don't use binder numbers instead of actual policy numbers. This form requires concrete policy details for validation.
• Don't refer to specific projects or contracts on this form. It is designed to certify insurance coverage in a general capacity for TxDOT-related work.
• Don't leave any requested information blank. All fields are important for the form's completion and subsequent acceptance.
• Don't alter pre-printed provisions of the certificate in a manner that changes its original intent or information, as over-stamping or over-typing can lead to issues with the form's validity.
• Don't substitute the required insurance types (e.g., Workers' Compensation, Commercial General Liability) with other forms of insurance that are not compliant with the stipulations set forth by TxDOT.
• Don't overlook the requirement for the Workers' Compensation policy to specifically include a Waiver of Subrogation in favor of TxDOT; without this, your form will not be complete.
• Don't send this form without first ensuring that all insurance policies named are currently in full force and effect, as certifying otherwise could lead to contractual issues.

Understanding the Texas 1560 form can sometimes be confusing, leading to misconceptions that might affect compliance and the perception of insurance requirements. Here are five common misconceptions explained:

• Endorsements must be attached to the certificate: It's often thought that endorsements listed on the Texas 1560 form must be attached as separate documents. However, the form clearly states that copies of endorsements are not required as attachments. This simplifies submission, emphasizing the form's sufficiency for proving insurance coverage.
• The form grants rights to the certificate holder: There's a misunderstanding that holding the Certificate of Insurance Form 1560 inherently grants specific rights. Contrary to this belief, the form specifies it is issued as a matter of information only and does not confer rights upon the certificate holder. Any rights or obligations are governed by the policies referenced in the certificate itself.
• Policy numbers can be substituted by binder numbers: Some assume that binder numbers, which are temporary proof of insurance, can be used in place of policy numbers on the form. However, the instructions explicitly state binder numbers are not acceptable substitutions for policy numbers, underscoring the requirement for established, not provisional, insurance coverage.
• Any form of auto liability insurance suffices: There's a misconception that private automobile liability insurance could serve as a substitute for a Business Automobile Policy as described on the form. The Texas 1560 form makes it clear that private auto liability insurance is not acceptable, detailing specific coverage types and amounts necessary.
• Faxing the form does not assure compliance: While the form can be sent by fax, and the faxed signature is considered original, merely faxing the form doesn’t ensure compliance with Texas Department of Transportation (TxDOT) requirements. Instructions emphasize that the insurance must be in force to perform work and that an updated form must reach TxDOT one business day before the current coverage expires. This highlights the importance of not just sending the form but ensuring the timing aligns with insurance coverage periods.

Dispelling these misconceptions is crucial for contractors and agents working with TxDOT to ensure they meet all insurance requirements and understand the limitations and obligations of the Texas 1560 form. Proper comprehension and adherence to these guidelines facilitate smoother operations and compliance with TxDOT policies.

Understanding and submitting the Texas 1560 form correctly is essential for contractors looking to work with the Texas Department of Transportation. Here are four key takeaways to guide you through this process:

• It's crucial to provide all the requested information accurately and ensure that the Workers' Compensation Insurance carries a waiver of subrogation in favor of TxDOT. This waiver is a must-have for your policy to be considered valid.
• The submission methods are specific: You can either fax or mail the completed form to the addresses provided. Importantly, if faxing, the sender's original signature is deemed to be the signature produced by the receiving fax machine, making it a legally binding document.
• A keen eye on insurance validity dates will prevent work suspension. To avoid disruptions, an updated Texas 1560 form must reach the listed address one business day before the current insurance expires. This ensures continuous compliance with TxDOT’s insurance requirements.
• Last but not least, accuracy in representing your business on the form is vital. Whether your company uses its legal name or does business as (DBA) another name, or even if a staff leasing service is providing insurance, clear and correct representation prevents processing delays. Making unauthorized alterations to the form or using it to refer to specific projects or contracts is not permissible.

By following these guidelines, contractors can navigate the insurance verification process more smoothly, ensuring compliance and maintaining eligibility for TxDOT contracts.